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Payroll Manual

1. Select Edit Hours if you need to adjust the number of hours or wage per hour for the pay period Hours entered on the Enter Hours window can be edited directly in Calculate Pay but if hours were entered in Distribute Hours you will need to edit hours on the Distribute Hours window An employee name must be selected before this option is available Changing the hourly rate on the Edit Hours window affects only the Edit Income Import Income Import Deduction Calculate Pay 125 current calculation and does not change the employee s hourly rate for future pay calculations Edit Hours Select Edit Income if you need to enter information for an additional income that is setup to calculate based on further information such as mileage commission piecework or tips An employee name must be selected before this option is available Edit Income Quantity Commission ae Select Import Income if you wish to import the additional incomes for your employees using a tab delimited text file An example is listed below for two employees One employee Jennifer Brown has additional Commission and the other James Wilcox has additional Piecework and Mileage Brown TAB Jennifer TAB Commission TAB 2500 00 RETURN Wilcox TAB James TAB Piecework TAB 127 5 TAB Mileage TAB 105 9 RETURN Select Import Deductions if you wish to import the variable deductions for your employees using
2. On Macintosh it will look like this The default name for your backup is an auto generated Save As Auto Generated Name a name from the software You 8 can change this name if you m mon M G searc want CENE E aurs a _Reports Use the pop up menu to choose Backups gt PLACES Default_Pa o pr cm db where you want to save the Jefau 2011 t backup You can even backup to tl 2 a CD or flash drive 2 Ss t can II I lt C _ ______ _ gt New Folder _ Cancel Save 2 The default name for the archive is auto generated by the software You can change the name of the backup archive but you cannot change the file type 3 Choose where you want to save the backup archive Be sure to pay attention to where you save the backup You may want to change the folder using the pull down menu and list below You can Restoring Backup Database 239 save the backup archive anywhere such as on your hard drive an external drive a flash drive or burn to a CD ROM 4 Click Save When the backup is complete you will receive a message showing the location where the backup database was saved fe 1 al uroon ee s The Default Payroll Company Database has been backed up to C Users BrianWindows Desktop Default_Payroll_Company_Database_2011_Back up_10 03 11 db Restoring Backup Database Important If you try to double click the db backup file to open y
3. Assigning a Deduction to an Employee You can assign a maximum of 16 Deduction categories to each employee Before a Deduction category can be assigned to an Employee it must be set up on the Deductions window For more information on setting up deductions see Chapter 11 Setting Up Deductions on page 59 1 Select the Deductions view tab on the Employees window save ren odete Number af Employees 10 Taa aes Teea nema Dedctore al Employee s Deductions Deduction T RR Limit Match V Variable F Fixed Amount Percent of Wages 2 Select an employee from the employee list if one is not already selected 3 Select the Deduction category for the employee from the Company Categories list The categories that appear in the Company Categories list are those that were set up with the Deductions window 4 Click Assign Assign gt Tip You can also double click a Deduction category to assign it to an employee _ Modify _ Select the category assigned to the employee and click Modify to change a category s values Modify the rate amount limit or employer match in the edit box and click OK The value for a Variable Amount Deduction is entered when you 86 Chapter 12 Setting Up Employees Save Remove 5 1 2 3 Note calculate the employee s pay on the Calculate Pay window Click another view tab after you ve finished assigning deductions to this employee to continue set
4. Creating a New Additional Income Category 51 Load Additional Income jAdvance jAllocatedTip eae commission FringeBeneft JHSA Co Ins Benefit LifeIns gt SOK Jury Duty aera ileage iPiecework iProfitShare Reimburse Reported Tip Retro Pay Shift Diff 0K 4 Click OK Creating a New Additional Income Category If you need an Additional Income category that s not pre defined use the New button to create a new one Note When adding a new income not applicable for Variable calculation or modifying a rate or amount you will be prompted to Change Amount Rate for all employees assigned this income category when you click Save If this is a new income category setup selecting either Yes or No will have no effect If you modify an existing income category Clicking Yes overrides any specific amount entered on the Employees window to the amount rate entered and saved on the additional Income window Clicking No leaves the specific amount entered on the Employees window 1 Click Setup in the Command Center then select Additional Income New 2 Click New 52 Chapter 10 Setting Up Additional Income New Income Category OK 3 Enter a name up to 12 characters long for the category and click OK 4 Select the calculation method for the Additional Income category See Calculation Methods on page 54 5 Define the Additional Income parameters For more information on what
5. Select one or more states from the list Select a state by clicking it in the list or by typing the first letter of its name If you need to select more than one table drag through the list to highlight the desired names To select non consecutive states hold down the CTRL Windows key or Command 8 key Macintosh and click the desired names Click OK Note Setting Up State Tax Values and SUTA Values 39 Load Latest State Tax Values JAZ 3 6 a JAZ 4 2 JAZ S 1 CA Single 3 CA Marr 0 1 jCA Marr gt 2 CA H of H jCI A F10 CT A F154 jCT A F35 CT A F75 jCT Bos When possible the Exemption Total or Tax Credit total if applicable for the selected state s is calculated for you If the parameters for this calculation cannot be calculated within the program you will receive a an alert advising you to see the information available by clicking the Additional Web Information button This button is a link that will launch a page on CheckMark s website that contains details on manual calculators as well as other information about your state taxes An internet connection is required If you do not have an internet connection information is available in your state tax guide Setting Up Your State ID and SUTA Values After you ve added the appropriate states to your company do the following Select a state from the State Taxes list If you don t see the state you n
6. Company Sample Co Inc ayroll Year 2009 Users CheckMark Documents prdata PRSample PRO Choosing the Add Company to List button opens a dialog box for you to browse to and select the location where you saved the old payroll files Note 3 Converting Old Company Files The Find Companies button searches your hard drive and network drives for all available payroll files that can be converted Once the company list is populated select the company you want to convert You may only convert one company at a time Click Next to continue If there s an asterisk by the company s name this company has already been converted Choose a Database for Saving Once you ve chosen a payroll company to convert you ll have the option of saving the data into the provided Default Payroll Company Database or creating one of your own Pret conn omen Man 0 NNN bt File Help Choose the database in which you want to keep this company Add Database to List Remove Database from List Create New Database Payroll Year Database Name Default Payroll Company Database Database re Payroll Company Database ayroll Year 2011 CheckMark Payroll 2011 Default_Payroll_Company_Database_2011 db Back The location of the Default Payroll Company Database is Windows C CheckMark Payroll 2011 Default_Payroll_ Company _Database_2001 db Macintosh HD CheckMark Payroll 2011 De
7. Employees whose hours have been distributed are marked with an asterisk 2 Select the line you want to modify 3 Modify the Hours then click Update Undoing a Distribution 1 Select the employee name in the list Employees whose hours have been distributed are marked with an asterisk 2 Click Undo The following alert appears Distribute Hours Undo distribution 4 Are you sure you want to undo the distribution for the selected employee Ge Gea 3 Click Yes to delete the employee s hours distribution or click No to leave the distribution unchanged Moving Around the Hour Fields You can use your mouse to highlight any field by simply clicking the Moving Around the Hour Fields 115 field or you can press the following keys on your keyboard Keystroke Result TAB or RIGHT ARROW Next hour field to the right SHIFT TAB or LEFT ARROW Next hour field to the left ENTER WIN RETURN MAC or Next hour Held below DOWN ARROW SHIFT ENTER WIN RETURN Next hour field above MAC or UP ARROW CTRL WIN COMMAND MAC First hour field for next employee ENTER below A total column will show you total hours per employee and total hours entered for the period Note You can also allocate wages to Departments or Jobs after checks have been created For more information see Allocating Wages After Paychecks are Created on page 151 Important If you ve changed
8. If no checks are highlighted information for all checks will be reported Click View or Print Verify that all ledger accounts are assigned correctly Posting to MultiLedger Make sure you have your MultiLedger company files open In CheckMark Payroll click Reports in the Command Center then select Employer Payments if you haven t already Select the month or series of months Highlight the checks that you want to post to MultiLedger from the list on the left If no checks are highlighted all checks will be posted sent to be posted to MultiLedger Select CheckMark from the Format pull down menu Posting Employer Checks to MultiLedger 167 13 Click Post to MultiLedger If a vendor does not exist in MultiLedger you will be asked to add the vendor When the posting is complete a message appears Post command sent to MultiLedger The checks will be posted to the Disbursements Journal in MultiLedger 14 Click OK Note When you receive the message that posting has been sent it does not necessarily mean that the posting was successful The posting process sends information from CheckMark Payroll to MultiLedger but does not send information from MultiLedger back to CheckMark Payroll You should check the Disbursements Journal in MultiLedger to make sure the checks were sent correctly 168 Chapter 26 Posting Payroll Information to MultiLedger Using the Report Windows 169 Part 4 Reports CheckMark Payroll o
9. To delete a line of allocation select the line then click Delete Line You will need to re allocate the remaining wages amounts Select the Department or Job from the list and click OK When the remaining wages amount is zero click Save Deleting Allocations Click Payroll in the Command Center then select Allocate to Depts Jobs Select the appropriate check date from the Check Dates list Click Undo Checks that have already been allocated to Departments or Jobs are prefaced with an asterisk The check will no longer have an asterisk next to it indicating that it no longer has allocated amounts Creating Employer Payments 155 Chapter 23 Create Payments After an employer payee is setup on the Employer Payees window and at least one paycheck has been created you can calculate the amount of liability based on a single check date or range of check dates and create payment checks on the Create Payments window CheckMark Payroll allows you to override the amount of liability by selecting the amount box and changing the amount you wish to submit on the payment check Calculations are based on the paychecks created for the check date s selected You can select up to five payee categories at one time but types Fed and 940 payments have to be made as individual checks and cannot be combined with each other or any other liability payment Important Creating payment check in the CheckMark Payroll program in no way affe
10. Edit Check Format Check at Bottom Printing Options F Print 2nd Check Stub Print Metafile Suppress Check Stub Frame Print in Reverse Order MICR Encoding BankRoutng gseasssas lPrintMICR Company Account 124 Bank Name Bank Address Bank City State Zip Fractional Routing 2 Select the check date for the checks that you want to display in the list 3 Select one or more checks from the list If no checks are highlighted all checks listed will be printed 142 Chapter 20 Print Paychecks Note 4 Emailing Paystu A UO N m Ifyou have some employees set up for ACH or Web Direct Deposit you should make sure they are not selected Otherwise you will print actual checks for them unnecessarily You can always print their check information on blank paper separate from the check run Or select the Email button to email a stub to those employees Select and set any necessary email format and print options and click Print If one or more checks jam in your printer you can reprint the check with a new check number For details see Modifying Payroll Checks on page 147 bs to Employees You may wish to send paystubs to employees via email especially employees who participate in direct deposit Click Payroll in the Command Center then select Print Paychecks Select check date s Select check or series of checks from list Review the different Printing Options and Email Options Select
11. If Print Blank Check Fields is checked Pay To the Order of Amount and Authorized Signature field labels on blank check stock used for MICR encoding will print Available with middle check layout only If Show Direct Deposit Account is checked MICR Encoding CheckMark Payroll will print the MICR Encoding information on blank check stock To enable MICR printing you must select the print MICR checkbox and fill in the appropriate bank information fields MICR Encoding Bank Routing 123456789 Print MICR Company Account 1328562512 Bank Name My Bank Bank Address 1009 Main Street Plaza Bank City State ZIP Anytown USA Fractional Routing 12 354 56 Note Bank Routing Company Account Bank Name Bank Address Bank City State Zip Fractional Routing Note Emailing Paystubs to Employees 145 The MICR encoding will not print on checks for employees who are marked to receive direct deposit This is a nine digit number to identify your bank It is usually the first nine digits at the bottom on a pre printed check This is your company account number at the bank This field will accommodate up to 15 digits This is the information that identifies your bank Almost all checks have a fraction at the top right side of the check Some do not The fraction is shown as a hyphenated numerator top over a three to four digit denominator bottom This number is also called a Non MICR
12. If no employee names are highlighted information for all employees will be exported Note If the recipients to be imported are using different types of 1099 forms you should create multiple export files for each type of form Example one export file for 1099 MISC one file for 1099 INT etc TY Export Employee Information E E scale Edit View Window Available Fields Selected Fields Employees Click the Export to 1099 button A Save As dialog appears Warning Warning Export Employee Information into CheckMark Forms 1099 109 fj hl TA Export Employee Information AAA JQ Ji gt Rewrite PR2013 Test Companies 4 Search Test Companies p Organize New folder z F Favorites Mne EE Desktop J MLJobs B Downloads E Employees E Recent Places G Libraries Documents a Music E Pictures BB Videos g Computer E Filename EEES Pa Save as type Text File ibt z Hide Folders Save Cancel Enter a name for the text file choose where you want to save the text file then click Save The extension txt is automatically added to the file name The file is now ready to be imported into the CheckMark Forms 1099 application Exporting employee comments may hae an adverse effect on the generated file if there are tabs or carriage returns within the text of the comments You can export more fields out of Che
13. July 1st and August 15th For details see Calculating Pay for After the Fact Checks on page 133 If you are going to process your first payroll with CheckMark Payroll at the beginning of a quarter you don t have any after the fact paychecks in the current quarter 3 Create the after the fact payroll checks in CheckMark Payroll Paycheck calculations do not affect an employee s record until you create the paycheck in CheckMark Payroll For details see Creating Payroll Checks on page 138 Hours Detail Setting Up Employee YTD Balances Mid Year 91 Entering Year to Date Income and Deductions 1 Select the YTD view tab on the Employees window Save new _ Delete Number of Employees 10 ARIAS FRANCES L ARIAS LETICIA BARBA GINGER L HOUSTON CAMILLE E Personal Wages Taxes Income Deductions Accrued Hours YTD Wages Taxes Saary 0 00 FederalWM 18 24 Hows 588 46 Socalsearity 198 83 Anant 73875 Medcare 63 42 Hours Dead cASngle 0 00 CASE 4733 Additonal Income Deductions SrdParty Federal WH 0 00 2 Select an employee from the employee list if one is not already selected 3 Fora salaried employee enter the employee s year to date salary as of the last completed quarter in the Salary edit box 4 Fortan hourly employee click the Hours Detail button and enter the year to date hours and amounts for each hour category as of the last completed quarter Ti
14. Using CheckMark Payroll s Tool Bar with Reports 169 Using the Find Command with Reports 170 Copy and Paste Report Information 171 Chapter 27 Employee Information 173 Types of Employee Information Reports 173 Creating Employee Information Reports 173 Chapter 28 Employee Earnings 175 Types of Employee Earnings Reports 175 Creating Employee Earnings Reports 176 Chapter 29 Employee Paychecks 177 Types of Employee Paycheck Reports 177 Employee Checks Report Options 178 Posting File Formats 178 Creating Employee Paycheck Reports 181 Chapter 30 Departments Jobs 183 Types of Department Job Reports 183 Creating Department Job Reports 183 Chapter 31 Federal Taxes 185 Types of Federal Tax Reports 186 Creating 941 Reports 187 Creating 943 Reports 189 Creating 944 Reports 191 What can cause an amount to appear on the Adjustment for Fractions line 192 Reporting of Third Party Sick Pay 193 Form 940 Annual Report 193 Form 941 Quarterly report or Form 944 Annual report 193 Chapter 32 940 FUTA Tax 195 Types of 940 FUTA Tax Reports 196 Creating 940 Reports 196 Fields on the 940 197 Chapter 33 State Taxes 199 Creating SUTA Taxes Reports 199 Creating State Withholding Reports 200 Creating California DE 9 Form for Printing 201 Creating California DE 9 XML File 202 Creating California DE 9C MMREF File 203 Creating New York MMREF File 205 Chapter 34 Local Taxes 207 Creating Local Taxes Reports 207 Chapter 35 Income and Deducti
15. along with the employee s earnings and withholding allowances determine how much state tax is withheld from an employee s check Even if your state doesn t have a tax table you still need to add your state to the State Taxes list so you can enter your state ID and State Unemployment Tax Authority SUTA After a state tax has been added to your company you can assign it to an employee on the Employees window see Setting Up Employee Taxes on page 78 38 Chapter 7 State Tax Values Load Latest Values 1 2 3 4 Adding Pre defined State Taxes to Your Company CheckMark Payroll accommodates up to 30 state tax tables in your State Taxes list Each employee can be assigned one SUTA and one withholding state If you don t see the state tax that you need you can create a new one with the New button see Creating a New State Tax Table on page 234 Click Setup in the Command Center then select State Tax Values Ty State Tax Vee Edit View Window Load Latest Values Additional Tax Information State Tax Categories State Tax Parameters Annual Exemption Amount Annual Tax Credit Amount Min Std Deduction Amount Max Std Deduction Amount Std Deduction as of Gross Federal W H Limit Amount State IDs And SUTA Values Federal W H Limit State ID Low Income Exemption Amt SUTA Max SUTA Wages Click Load Latest Table
16. and department job distribution percentages and direct deposit if marked The Tax Information report shows the tax set up for the employee including W 2 options selected federal state SUTA state local tables and more The Income Deduction Information report shows the Additional Income and Deduction categories and their associated definitions that have been set up for the selected employees Creating Employee Information Reports 1 Click Employee Information in the Command Center E TY Employee Information ka a l l a TXT Print Employees Craw ford Alex Dickens Chuck Personal Information Griffin Marj s Hill Allison C Wage Information C Morrison Leila E c Income D eduction Information 174 Chapter 27 Employee Information 2 Select the employee or employees for the report You can select a consecutive or non consecutive series of employees from the list by dragging through the list or using the CTRL key Windows or Command 3 key Mac If no employee names are highlighted all employees will be reported 3 Select the type of report 4 Click View Print Text File or XLS File Types of Employee Earnings Reports 175 Chapter 28 Employee Earnings Types of Employee Earnings Reports Earnings Register Hours Register Check Summary Check Details For the range of check dates selected the Earnings Register report shows the employee s selected check period along wi
17. each parameter means See Items in the Additional Income Window on page 54 Tip If the rate amount of the Additional Income is the same for ALL employees enter the rate amount in the edit box on this window Then that amount will be entered on the Calculate Pay window for all employees you assign the Additional Income to on the Employees window If the rate amount of the Additional Income is different for each employee enter zeroes on this window Then modify the rate amount on the Employee window when you assign the income to the employee Save 6 Click Save when you have finished defining the category Modifying an Additional Income Category Important Do not change the tax status on any Additional Income category once the first check of the year has been created To make a change to the tax set up mid year stop the category from being applied by simply modifying the amount rate to zero Then create a new category with the correct tax set up to be applied Click Setup in the Command Center then select Additional Income Select the category from the Additional Income list Make the necessary changes to the category s definition Click Save A UO N m Save 5 Yes No Deleting an Additional Income Category 53 When modifying a rate or amount you will be prompted to change for all employees Select yes or no Additional Income _ Change amount rate for employees Do you want to change th
18. from the View menu 2 Select which font from the list you would like to change to You can also select the Font Size 3 Click OK Changing the Command Center Window Color 1 Choose Change Color from the View menu The Choose Color window appears Choose Color o L 2 Use the arrows to move change the color as you like 3 Click OK to save the color or click Cancel to leave the window without changing the color NOTE You can always reset to the default Command Center Color by clicking Default then OK Backing Up Your Company Files 237 Chapter 40 Protecting Your Files This chapter shows you how to protect your company files by backing them up setting up a password and helping you locate payroll files Backing Up Your Company Files Important Making a Backup There are two types of people those who make back ups and those who wish they had Backing up your database is not only prudent but it s easy to do on a regular basis CheckMark Payroll makes an automatic backup of the database everytime you quit out of the software This backup is saved in the _ Backups folder located in the default database location The default database backup location is Windows C CheckMark Payroll year _ Backups Mac HD CheckMark Payroll year Backups We cannot stress enough the importance of making frequent backups Backups are sometimes the only way restore da
19. if you reposition windows within the payroll program the new positions are saved When selected you can choose the following option from the drop down menu Center on Screen Default When selected the Command Center will appear in the center of your screen and all report windows when open will appear one on top of the other Cascade from Right Classic When selected the Command Center appears in the top left of screen and reports appear to the right of the command center cascading from left to right down the screen Cascade from Left When selected the Command Center appears in top left of screen and reports appear on top of command center cascading from left to right down the screen When checked if you resize windows within the payroll program the new sizes are saved 234 Chapter 39 Setting Preferences Company Preferences 1 Choose Preferences from the File menu 2 3 Dp Preferences uel e ama _ Edit View Window Application View _ Company Company Preferences Sort Hourly Employees First when Entering Hours Sort Employee List by Employee Number Sort Employee List by Department E Use Company Specific W2 W3 Check Formats Omit SS on Reports Show Last 4 of SS on Checks and Reports Click the Company tab Check or uncheck the preferences When you have finished setting the preferences close the window then click Yes when prompted to save changes Sort Hourly Employees First
20. only the amount due Cale Amount 17255 73 Verify the check number and date and change if necessary Check numbers can be up to 8 numbers in length Letters and other characters entered will be truncated 6 Click Create Check Important Employer Payments can only be created with a check date in the current payroll year Printing Employer Payment Checks 157 Chapter 24 Print Payments Printing Employer Payment Checks After you ve created the employer checks you can print them with the Print Payments window Printing checks is optional because it s not necessary for employer check reports Checks can be printed or reprinted Reprinting a check doesn t affect employer check reports In the list checks that have already been printed have an asterisk after the check number You can select the print font for printing checks on the Select Print Font window located under the File menu Note Formatting and printing options for payments are based on format and printing options set in Print Paychecks including the MICR encoding 1 Click Payroll in the Command Center then select Print Payments 2 Select the month for the checks that you want to display in the list 3 Select one or more checks from the list If no checks are highlighted all checks listed will be printed You can select a consecutive or non consecutive series of checks 4 Make sure you ve loaded checks or blank paper into your
21. then select Allocate to Depts Jobs 2 Select Department or Job 3 Select the appropriate check date from the Check Dates list 4 Select the appropriate check from the list on the left Checks that have already been allocated to Departments or Jobs are prefaced with an asterisk Allocating Wages After Paychecks are Created 153 If the check has been allocated already you ll need to select the amount to be re allocated If the check has not been allocated the amount appears in the edit box 154 Chapter 22 Allocate to Dept Job If you are allocating by Department skip to step 5 If you are allocating by MultiLedger Job and you have not already loaded the jobs into your Payroll company an Open File dialog appears You may have to change folders in the dialog box to locate the MultiLedger company The MultiLedger company you select must be closed in order for the Jobs to be loaded into your Payroll company Click Open to load the Jobs into your Payroll company 5 Enter the wage amount that you want to allocate to a Department or Job then press TAB Important The Wage amount that appears consists of salary wages only and does not include any Additional Income amounts unless the Additional Income category is set up with the Include with Wages for Dept Job Posting option checked If you are editing an existing allocation you can select the desired line of allocation for editing then enter the correct wage amount
22. 35 Chapter 6 Federal Tax Values Important While CheckMark attempts to maintain up to date and accurate tax information we cannot be responsible for changes or discrepancies in tax values Please check your Circular E Employer s Tax Guide or state or local tax publication if you are in doubt as to the accuracy of any tax value CheckMark has an annual tax update to make sure you are kept up to date on all the latest tax changes and software changes See the flyer that came with your CheckMark Payroll package or check our web site www checkmark com for more information on updating Users of the current year s version should check online for updates and download available patches to make sure they re always up to date For details about this see Software Updates on page 2 Setting Up Federal Tax Values Note When you create a new company or advance an existing company to a New Year the following federal tax tables and parameters are already set up e Federal Single e Federal Married e Annual W H Allowance e FUTA Federal Unemployment Tax Act e Social Security e Medicare FUTA rate includes the credit of 5 4 for payment of SUTA taxes to your state If your state is a credit reduction state the rate may need to be modified You assign the appropriate federal table to each employee on the Employees window see Setting Up Employee Taxes on page 78 36 Chapter 6 Federal Tax Values CheckMark Payr
23. 4 Click Print A pop up window appears 190 Chapter 31 Federal Taxes 1 Number of agricultural employees employed in the pay period 0 that includes March 12 2010 r8 Current Year s Adjustments Sick Pay Adjustments for tips and group term life insurance NOTE The total on line 8 will include Fractions of Cents which we compute for you 12 Total deposits including overpayment applied from a prior year fo oo and overpayment applied from Form 943x 13a COBRA premium assistance payments 13b Number of people who received COBRA assistance payments reported on line 13a IV Semiweekly schedule depositor oreraa Print 943 4 Apply to next return Send a refund Cancel 5 Fill in or change all appropriate fields if needed 6 Click Ok The filled in Form will open in Acrobat Reader If necessary modify edit any field in Acrobat Reader save the file if you wish and or print out pages from Acrobat Reader Changes made in Adobe Reader are not reflected in Payroll Creating 944 Reports 191 Creating 944 Reports The Federal Taxes window prints the Form 944 Employer s Annual Federal Tax Return and gives you information that s useful for filling out the form manually 1 Click Federal Taxes under Reports in the Command Center Report State Abbreviation or MU if deposits made in multiple states MU C Tax Summary Third party designee F Allow third party
24. ACH In most cases the MICR software automatically prints the symbols Manually enter the symbols as Enter a D capital D to type a MICR hyphen S Enter a C capital C to type this symbol II Enter an A capital A to type this symbol 1a 146 Chapter 20 Print Paychecks Modifying Payroll Checks 147 Chapter 21 Modifying Paychecks Modifying Payroll Checks Once paychecks have been created you can use the Modify Paychecks window to modify check numbers modify and void check numbers change period start and end dates void or delete employee paychecks When you open the Modify Paychecks window checks already created in CheckMark Payroll are listed on the left with the coordinating check date selected By default the last check date created is the date selected when entering the window To see details of an individual check select the check on the left and details will be displayed on the right side under Check Details Check Dates 01713712 01 27 12 02710712 Once selected a check s calculations appear in Check Details Items displayed in this part of the screen cannot be modified If more than one check is selected nothing will be displayed in Check Details Check Details Bonus 12345 78 Federal 2694 45 Social Security 512 22 Medicare 176 84 State 522 00 jLocal 5 75 401 k 740 75 afe Plan 150 00 Gae 7543 77 148 Chapter 21 Modifying Note Note Payche
25. Deposit or through National Payment Corporation using Web Direct Deposit Using CheckMark Payroll for ACH Direct Deposit Tip CheckMark Software allows you to utilize direct deposit for your employees through your financial institution Payroll creates an ACH file that you can submit directly to your bank CheckMark Payroll also handles Web Direct Deposit via the internet through National Payment Corporation For more information on getting set up for Web Direct Deposit please contact National Payment Corporation at www directdeposit com For more information see Using CheckMark Payroll for Web Direct Deposit on page 250 Before setting up information in CheckMark Payroll you should contact your financial institution to see if they allow for direct deposit to employee accounts using the ACH format Your bank will give you specific instructions and information you need to set up CheckMark Payroll for direct deposit After you have contacted your bank follow these instructions to set up information in CheckMark Payroll Set Up Employees for ACH Direct Deposit Click Employees in the Command Center Select an employee from the list on the right Check Direct Deposit then select Checking or Savings Select Checking if the employee wants his her wages to be deposited in a checking account or select Savings if the employee wants his her wages to be deposited in a savings account Enter the employee s nine digit routing number fo
26. Disability Insurance CASDI should be set up as a Fixed Please verify the current rates with EDD or visit the website at www edd cahwnet gov taxind htm 44 Chapter 8 Local Tax Values a Ta eer eS Load Latest Values Local Tax Categories CASDI I new beets Calculation Method Fixed 1 000 Annual Wage Limit Fixed Amount Tax Table Tax Table Additional Tax Table Values Exemption Amount Tax Credit Amount Minimum Standard Deduct Amount Standard Deduction as of Gross Maximum Standard Deduct Amount 95585 00 Per Pay Period of State Tax Note You can also set up CASDI as a Deduction Category For more information see Creating a New Deduction Category on page 62 45 Chapter 9 Setting Up Hour Important Categories Use the Hour Categories window to set up the types of hours that your company uses to calculate pay for hourly employees You can also set up accrued hour categories such as sick and vacation You can define up to eight hour categories for your company all of which can be used for any employee You should carefully choose the order of the hour categories in the Hour Categories list because it determines the order of their appearance on the Distribute Hours and Enter Hours windows Setting up hour categories according to their frequency of use with the most used hour category first is recommended Once you ve created at least one
27. Drag up or down through the list and select a name when it scrolls into view e Type the first character of the item This automatically selects the first occurrence of the character at the beginning of an item name On Windows typing the character again will select the next item that starts with that character e Press the UP ARROW or DOWN ARROW keys on your keyboard to move through the list After the item you want is highlighted press Enter to enter the item into the field Converting Old Company Files In Payroll version 8 2 and higher a database is used to store all company and employee information Multiple companies can be stored in one database or multiple databases can be created for each company This section describes how to use the Payroll Company Conversion Wizard if you re opening data from Payroll versions prior to 8 2 1 Make sure all old Payroll files are closed Launch the Payroll Company Conversion Wizard application A Welcome screen appears with details on the conversion process and the new database that will be created You can Print these details by choosing the Print button in the upper right hand corner Click Next to continue 16 Chapter I Installation and Basic Use 2 E Payroll Company Conversion Wizard 1 0 0 File Help Welcome to CheckMark Payroll s Company Conversion Wizard Print CheckMark Inc is dedicated to maintaining the high standards that have come to be expected of
28. Minimum Standard Deduct Amount Standard Deduction as of Gross The new Local Tax should now be added to the list of taxes available Highlight the new Local Tax and set up the appropriate calculation parameters Calculation Method Local Tax Categories Fixed 9 900 Annual WageLimit o oo E Amount per Pay Period TaxTable Table of State Tax Additional Tax Table Values Exemption Amount Tax Credit Amount Minimum Standard Deduct Amount Standard Deduction as of Gross Maximum Standard Deduct Amount Setting Up CASDI for California Employees 43 5 Click Save For assigning a local tax to the employee s see Local Taxes on page 82 Adding Pre Defined Local Taxes to Your Company 1 Click Setup in the Command Center then select Local Tax Values Load Latest Values 2 Click Load Latest Values 3 Select one or more local taxes from the list Select a local tax by clicking its name in the list or drag to select consecutive tax names To select non consecutive local taxes hold down the CTRL Windows key or Command 3 key Macintosh and click the desired names Load Latest Local Tax Values fAurora CO CASDI Denver CO jGznwd Vlge CO ansas City hrc aas ser C Res MAR E Louis MO Cancel l OK ilmngtn DE Yonkers SGL jyonkers MAR ox 4 Click OK Setting Up CASDI for California Employees California s State
29. Multiplier Use this drop down list to select the multiplier 1 1 5 2 0 5 by which an employee s hourly rate should be multiplied For example Regular would be defined as Hour Rate 1 x 1 Overtime would be defined as Hour Rate 1 x 1 5 Employee Brian makes 8 hour Regular hours would be paid at 8 hour 1 x 8 and overtime at 12 hour 1 5 x 8 Use in Calculations Based on Hours Worked Check this option if the hours in this category should be included for income and deduction calculations based on Fixed Amount Hour Worked An example would be Labor amp Industry taxes in the state of Washington You should also check this option if you plan on accruing hours such as vacation or sick based on hours worked For example you wish to accrue vacation on regular hours worked Check this option on Regular so that each hour worked by those employees would accrue vacation on them at the rate set on the Employee window Click Save 48 Chapter 9 Setting Up Hour Categories Modifying an Hour Category Once you have created at least one check or setup YTD balances on the Employee window modifying an hour category is NOT recommended since it could adversely affect balances 1 Click Setup in the Command Center then select Hour Categories 2 Select the hour category from the Hour Categories list 3 Use the Employee Hourly Rate and Multiplier drop down lists to change the hour category s definition save 4 Click Save Deleting
30. Payee 93 Chapter 13 Setting Up Employer Payees This chapter shows you how to set up the payees for employer payments such as Federal State and Local taxes as well as other employee deductions Setting up and using employer payees is optional as using this feature in CheckMark Payroll in no way affects any report in the program You can pay multiple items to the same payee but the payee will need to be setup separately in the list once for each item You can combine up to 5 items on an employer payment check with the exceptions of 940 and 941 payments For more information see Creating Employer Payments on page 155 CheckMark Payroll allows you to add new payees modify payees and delete payees as long as there are no payment checks associated with the payee in the current year Setting up a New Payee 1 2 Click Setup in the Command Center then select Employer Payees Payee Information Name Address Line 1 D COURT ORDER DEBT COLLECTION e Address Line 2 AFLAC AFLAC city State amp Zip Reference ID Type Payment Federal Tax Click New 94 Chapter 13 Setting Up x 3 4 Save Note Address Line 1 Address line 2 City State ZIP Reference ID Federal Tax 940 Tax FUTA State Withholding Employer Payees New Payee Name Enter the name of the payee that will receive the payment and click OK Click Save after you ve finished setti
31. Stub Use this Format window to position the fields that print on checks Employer checks use the field positions set up for employee paychecks 228 Chapter 38 Customizing Checks and Reports 2 Drag the print fields to their new positions To move a single field to a new position position your mouse pointer over the field hold your mouse button down and move your mouse in the direction of the new position You can also use the directional arrows on your keyboard to move the selected field To select a group of print fields hold down the SHIFT key while clicking individual fields or drag over the fields until all the desired items are at least partially contained within the box The selected fields should be highlighted Holding down the SHIFT key and moving one field will move the entire group To restrict movements to vertical positioning hold down the ALT key Windows or OPTION key Mac while moving dragging the field or fields To restrict movements to horizontal positioning hold down the CTRL key Windows or Command 3 key Mac while dragging the field or fields To prevent a field from printing double click the field or select the field and press the space bar The field s name will become red To re enable the field for printing double click the field again or select the field and press the space
32. W 2 Check this option if you want the Additional Income amount to print in Box 11 Non Qualified Deferred Compensation on the W 2 Check this option if you have selected Box 11 and the non qualified deferred compensation is a section 457 b plan Check this option if you want the Additional Income s code and amount to print in Box 12 of the W 2 Statement A Code must also be entered when this is selected Refer to the Instructions for Form W 2 from the IRS for the code to be entered here Codes are entered as capital letters Enter the one letter code using a capital letter Refer to the Instructions for Form W 2 section of the IRS publication Federal Employment Tax Forms for guidelines about what codes to use for Box 12 Check this option if you want the Additional Income category s amount and description to be included in Box 14 on the W 2 form 59 Chapter 11 Setting Up Deductions Note Important Use the Deductions window to setup deductions from employee s pay in addition to setting up tax categories Depending on your location deductions can be setup for special tax categories required to be withheld CheckMark Payroll allows you to add pre defined deductions create new deductions modify existing deductions or delete deductions not being used in the Deduction list Pre defined deductions can be modified once they are in the Deduction list You can assign ledger accounts to each Deduction category for transfe
33. When Entering Hours Sort Employee List by Employee Number Sort Employee List by Department Note Use Company Specific W2 W3 Check Formats When checked CheckMark Payroll shows hourly employees first in the employee list on the Enter Hours window When checked the employee number will appear before the employee name Lists and reports will be sorted by employee number When checked the Department assigned on the Personal view tab on the Employees window will appear above employee names employees will be listed alphabetically within the department and employee lists and reports will be sorted by department If both the Sort Employee List by Employee Number and Sort Employee List by Department options are checked employee lists and reports will be sorted by department first then by employee number within each department Employees with no department or employee number assigned will appear alphabetically at the top of the list Select this option if you keep separate formats for each separate company If this option is not checked one format will be used for all companies within the database Selecting the Print Font 235 Omit SS on Reports When checked employee social security numbers will not appear on any reports except W 2 reporting and the California DE 6 Show Last 4 of SS on When selected this option will only show the last 4 digits of the Social Checks and Reports Security number on Checks and Reports Sele
34. an Hour Category You can delete an hour category as long as there are no employee checks or employee year to date balances associated with it Important Once you ve created at least one set of payroll checks or set up beginning year to date balances with the YTD view mode on the Employees window you should not change the order delete or modify the names since this could adversely affect these balances 1 Select the hour category from the Hour Categories list Delete 2 Click Delete CheckMark Payroll asks you to verify that you want to delete the hour category 3 Click Yes 49 Chapter 10 Setting Up Additional Note Important Important Income The Additional Income window allows you to set up the types of income such as mileage or tips that your company uses in addition to a salary or hourly wages to calculate an employee s pay You can set up your own or add pre defined categories which can be modified if need be You can assign ledger accounts to each Additional Income category for transferring or posting Additional Income amounts to an accounting system See Chapter 14 Setting Up Ledger Accounts on page 97 You can add up to 40 Additional Income categories for your company and assign up to eight per employee Once set up on the Additional Income window a category can be assigned to an employee on the Employees window See Setting Up Employee Additional Income on page 83 Do not delete any
35. any hours for an employee whose calculated pay has already been saved CheckMark Payroll will automatically undo the saved calculation You must recalculate the employee s pay with the new hours on the Calculate Pay window Important Hours distributed on Distribute Hours cannot be edited on the Calculate Pay window If you need to edit the hours you must close the Calculate Pay window and edit the hours in Distribute Hours 116 Chapter 16 Distribute Hours Moving Around the Hour Fields 117 Chapter 17 Entering Employee Hours This chapter shows you how to enter the number of hours employees use for such hour categories as regular overtime sick and vacation You can also import hours from third party program using a tab delimited text file Note If you open this window and do not see your employee list or header columns you have not setup Hour Categories for your company You must first set up Hour Categories For more information on setting up Hour Categories see Chapter 9 Setting Up Hour Categories on page 45 Moving Around the Hour Fields You can use your mouse to highlight any field by simply clicking the field or you can press the following keys on your keyboard Keystroke Result TAB or RIGHT ARROW SHIFT TAB or LEFT ARROW ENTER WIN RETURN MAC or DOWN ARROW SHIFT ENTER WIN RETURN MAC or UP ARROW CTRL WIN COMMAND MAC ENTER Next hour field to the right Next hour field to th
36. appears on checks and reports and limits the check dates you can enter CheckMark Payroll works with one year of data at a time The current year is automatically entered based on the year the database is in To modify the year you must create a new database to change it to an earlier year However you can advance it to the next year with the New Year command For details see Starting a New Year on page 245 The Comments field allows you to type text to keep track of items like dates and addresses for filing or other pertinent information that might relate to your company Click the Company Activity Log button Setting Up Company Information 31 co a M Filters Tye al Employee al Employees Sample Payroll Co Warnings Do not fiter for warnings Print Copy 097 18 13 14 00 06 Start New Year 2014 09 18 13 14 00 06 Start New Year 2014 This screen displays a list of all activities performed in the payroll software You can filter those activities by Type Employee and Warnings This helps give an idea of the daily weekly monthly etc transactions that are entered modified or deleted 32 Chapter 4 Company Information Setting Up Departments 33 Chapter 5 Setting Up Departments Note Tenant Pro Users CheckMark Payroll will accommodate up to 99 departments for your company s payroll distribution Once defined on the Departments window you can assign a default department to
37. automatically move up in the Selected Fields list optional Click Save if you want to save the order that the fields appear in the Selected Fields list for future exporting Click Export A Save As dialog appears gt TY Export Employee Information x go Ji gt Rewrite PR2013 Test Companies 4 5 P Organize New folder T Name S Date modified Type Size EE Desktop I ML Jobs 9 11 20129 52AM_ File folder Downloads F Employees 11 4 20121 53 PM Text Document E Recent Places Bi Libraries Documents a Music E Pictures BB Videos 1 Computer 4 m 5 File name Save as type Text File tt z te Foe Ta 108 Chapter 15 Importing and Exporting 5 Enter a name for the text file choose where you want to save the text file then click Save The extension txt is automatically added to the file name Export Employee Information into CheckMark Forms 1099 1 2 3 CheckMark Payroll allows you to export employee information into the CheckMark Forms 1099 application To learn more about the CheckMark Forms 1099 software please call our sales department at 800 444 9922 or visit our website at www checkmark com To export employee information Choose Export Employees from the File menu Select the employee names you want to export To select a consecutive or non consecutive series of employees see Making Selections in a List Box on page 13
38. bar Its name will become black 3 When you ve finished repositioning the print fields close the window 4 Click Yes to save the format changes Resetting the Default You can reset the default format placement for checks and W 2 W 3 reports Checks To reset the default check format open the Print Paychecks window Click either the Custom Check in Middle or Custom Check on Top option Hold down the Shift key on the keyboard and click the Edit button W 2 and W 3 You can reset the default on the pre printed W 2 or W 3 form by going into the W 2 amp W 3 Statements window clicking on either the W 2 on preprinted forms or W 3 on preprinted form option hold down the Shift key on the key board and click the Edit Format button 229 Part 5 Customizing and Maintaining CheckMark Payroll In Part 5 you ll find out how to do the following e Position print fields to format checks W 2s and W 3s e Set preferences and select the print font for reports e Change the Command Center s color Increase or Decrease the font size for windows e Make a backup e Restore a backup e Set up a password e Find Payroll data files e Start a new year 230 Payroll Preferences 231 Chapter 39 Setting Preferences Payroll Preferen Open Last Database on Launch Open Last Company on Launch Remind to Reload Setup Categories after Update Remind to Backup when Closing Database This chapter shows you how to set
39. check date from the Check Dates list Select the appropriate check from the list on the left Checks that have already been allocated to Departments or Job on the Distribute Hours window are prefaced with an asterisk A window similar to the following appears 7 AlocateTo Dept cb OS Ee ee Select the hours you want to change enter the correct hours for each Department or Job then press TAB 152 Chapter 22 Allocate to Dept Job 6 If Department is selected a list of Departments appears Select Department Job Administration ssembly fficer ae y Assurance arehouse If Job is selected an Open File dialog appears when you tab to the Job number field Locate the MultiLedger company containing the Jobs you wish to use then click Open You may have to change folders in the dialog box to locate the MultiLedger company The MultiLedger company you select must be closed in order for the Jobs to be loaded into your Payroll company 7 When you are finished re allocating hours press TAB to leave the last field then click Save When you re allocate hours the employee s wages are re allocated automatically too Allocating Wages and Taxes for Salaried Employees You can allocate a salaried employee s wages and employer taxes to Departments or MultiLedger Jobs using the Allocate to Depts Jobs window after a check has been created 1 Click Payroll in the Command Center
40. computer 198 Chapter 32 940 FUTA Tax FUTA Exempt Check all boxes that apply to print on Line 4 4a 4e Payments Overpayment If there is an overpayment on Line 15 select whether it is to Apply to next return or Send a refund Creating SUTA Taxes Reports 199 Chapter 33 State Taxes The State Taxes window allows you to produce a SUTA report wage summary California DE 6 Form and the MMREF file for NY and CA DE 6 Creating SUTA Taxes Reports The SUTA report shows wages exempt from SUTA state unemployment wages subject to SUTA wages in excess of the SUTA maximum and SUTA taxable wages It also shows your SUTA rate SUTA tax amount number of employees per month and number of employees in the pay period including the 12th of the month for each month of the quarter 1 Click State Taxes in the Command Center i ca States CO Report CA SUTA C Wage Summary C CA DE 9 Form C CA DE 9 XML bd Period 1st Quarter 2nd Quarter 3rd Quarter c c Sort Employees by 4th Quarter Last Name Social Security Annual 2 Select one or more states for the SUTA report You can select a consecutive or non consecutive series of states from the list If no states are highlighted all states will be reported 3 Make sure that the SUTA radio button is selected 4 Select the quarter for which you are reporting or select Annual 200 Chapter 33 State Taxes 5 Select the Sort
41. designee to discuss return with IRS C Form 941 C Form 943 Designee name Form 944 Designee phone PIN Period For paid preparers only optional Ist Quart Firm name or yours us if self employed 5 Preparer Name C 4th Quarter G Anma Address City State Zip Phone isaf employed i Fin SSN PTIN 2 Enter the two letter state postal code where you make your deposits or MU if you make deposits in multiple states 3 If necessary enter information for Third party designee and or For paid preparers only optional 4 Select the Form 944 Report Option 5 Click Print A popup window appears 10 Total deposits for year including overpayment from prior year l 11a COBRA Premium Assistance Payments 11b Number of individuals OK Cancel 192 Chapter 31 Federal Taxes If applicable enter amounts into the fields corresponding to e 10 Total deposits for the year including overpayment from prior year e Ila COBRA Premium Assistance Payments e 11b Number of Individuals 6 Click Ok The filled in Form will open in Acrobat Reader If necessary modify edit any field in Acrobat Reader save the file if you wish and or print out pages from Acrobat Reader Changes made in Adobe Reader are not reflected in Payroll What can cause an amount to appear on the Adjustment for Fractions line Any amou
42. file format The hours you import should be total hours for the pay period The order of the hours in the text file must match the order in which they appear on the Enter Hours window If an employee does not have any hours for a particular hour category you still need to separate the categories by a tab or enter a zero 0 The text file must have a TAB between each field and a RETURN at the end of each employee record Hours can have up to two places to the right and three places to the left of the decimal point 000 00 You cannot import hours directly to Jobs or Departments but you can allocate the pay to the appropriate Jobs or Departments after you have created a paycheck For more information see Allocating Wages After Paychecks are Created on page 151 You can choose to import hours by the following match Employee Name Employees in your text file are saved in alphabetical order with the last name first first name and then employee hours for each hour category Social Security Employees in your text file are saved by Social Security Number followed by hours for each hour category Employee Name and Social Security Employees in your text file are saved in alphabetical order with last name first name Social Security Number followed by the hours for each hour category Here is an example of an acceptable text file format if the Employee 120 Chapter 17 Entering Employee Hours Name option is selected Brow
43. for 8 part W 2s When Copy D is done printing select 2 up Employer Copy 1 from the drop down list Click Print If you are filing using EF W2 you do not need to complete steps 13 15 as you do not need to submit Copy A For more information on EFW2 see Saving Federal and State Electronic Information in the EFW2 Format on page 224 for 4 part 6 part amp 8 part W 2s Load your printer s paper tray with plain paper Select 2 up Employer Copy A from the drop down list Click Print Printing the W 3 Form Make sure your printer s paper tray is loaded with plain paper Select the W3 on plain paper radio button Click the EFW2 W3 Setup button Enter your company s contact phone fax and email information in the fields Click OK Click Print Plain Paper Use to print the W 2 Federal Copy A and W 3 Transmittal Copy Red printed copies are no longer required for these two forms CheckMark does not sell Plain Paper You can use the 20 lb white paper found in most offices for copiers or printers Important To print W 2s and W 3 on blank perforated paper the most current version of CheckMark Payroll must be installed to be assured that the format being printed is acceptable for submission If you are running an older version the pre printed forms option is available Pre printed forms for prior years can be obtained from the IRS Important 4 Creating W 2 and W 3 Reports 221 Printing on Preprinted W 2s and
44. is larger a warning will come up and you should research the cause For more information see What can cause an amount to appear on the Adjustment for Fractions line on page 192 The second half of the report is the Employer s Record of Federal Tax Liability This section shows tax liability information based on actual payroll checks that have been created for the quarter only If you view the annual Tax Summary report this part of the report gives monthly liabilities State Withholding amounts as well as the number of employees for each month of the quarter are shown at the bottom of each quarterly tax summary report No of Employees 8 0 0 State withholding co 879 00 0 00 0 00 CA 45 14 0 00 0 00 y Choose this option to print the 941 on plain paper Choose this option to print the 944 on plain paper Creating 941 Reports 187 Creating 941 Reports The Federal Taxes window prints the Form 941 Employer s Quarterly Federal Tax Return form and gives you information that s useful for filling out the form manually 1 Click Federal Taxes under Reports in the Command Center a TY Federal Taxes ae Repor State Abbreviation or MU if deposits made in multiple states MU C Tax Summary Third party designee Form 941 Allow third party designee to discuss return with IRS C Form 943 Designee name C Form 944 Designee phone PIN Period For paid prepa
45. it to appear in the text file Highlight the field in the Available Fields list then click Copy You can also double click a field in the Available Fields list to copy it to the Selected Fields list To copy all fields in the order that they appear in the Available Fields list to the Selected Fields list click the Copy All button If your intent is to export employee information for import into another CheckMark Payroll company take note that there are more fields available for exporting than there are for importing Export Employee Information 107 Since there are no field names in a text file you should carefully determine the order that you want to export the data As you copy each field it appears in the Selected Fields list on the right DZ Export Employee Information ME Lei Edit View Window Selected Fields Employees Aguilar Jose gt Arroyo Lydia Baez Joan Beatie Andre Cochran Lynda Cole Nat K Deleon Maria Deleon Nan Export Dylan Bob Enya A s Export To 1099 Fiery George Garcia Tare Gotlock Co Hagar Sammy Harrison George Higgley Ashley Jordan Aliya Lennon John Lopez Jennifer McCartney Paul Murillo Gisel Orlando Steve Parrot Fred Pena Rick To remove a field from the Selected Fields list highlight the field and click Remove You can also double click a field in the Selected Fields list to remove it Fields below the removed field will
46. or change as needed Click the Email button An alert will appear for any paystub you try and send where no email address is entered in the employee setup window The alert will include the employee s last name No email address for employee Crawford OK Windows Uses Messaging Application Program Interface MAPI that is a part of the Windows operating system This feature may require additional setup in your email program This feature does not necessarily interface with an internet based email program Macintosh Emailing paystubs will only work with the Apple Mail program To set Mail as the default mail program first launch the Mail program Under the Mail menu select Preferences On the General tab select the Mail program as the default Close the Preferences window Send Without Prompt Include Non Direct Deposit Default Check at Top Check at Middle Check at Bottom Edit Check Format Print 2nd Check Stub Print Metafile Win or Print PDF PICT File Mac Emailing Paystubs to Employees 143 Email Options If you would like to have the email sent automatically without having to select the Send button in your email program for each employee select this option Windows users may require some preference selection in your email program Allows you to email paystub information to employees not set up as direct deposit employees Check Format Select this option if you use pre printed las
47. pay period on the Calculate Pay window use the Review Create Paychecks window to check saved calculations for your employees and create paychecks Once paychecks are created CheckMark Payroll updates employee records with the new paycheck information Reviewing Payroll Calculations 1 Click Payroll in the Command Center then select Review Create Paychecks Ta Review Create Paychecks a o bebek View Print Check Date 02 10 12 02 10 12 02 10 12 Next Check Next Direct Deposit 212 Create 2 Select one or more employees from the list If no names are highlighted all employees listed will be reported You can select a consecutive or non consecutive series of employees 138 Chapter 19 Review Create Paychecks Note Only those employees whose pay has been calculated and saved on the Calculate Pay window appear in the list If you don t see the employee you want go to the Calculate Pay window and make sure that the employee s calculated pay has been saved Employees with calculated pay are shown in green and prefaced by a dollar sign on the Calculate Pay window If any information is incorrect you must return to the Calculate Pay screen and make the changes For more information on calculating pay see Calculate Pay on page 124 3 Click View or Print Creating Payroll Checks You can create one paycheck at a time or all of them at the same time 1 Click Payroll in the Command Cente
48. posting information to Peachtree Accounting for Windows version 3 5 and 5 0 Select the Peachtree 3 5 5 0 Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Bestware s M Y 0 B Select the M Y O B Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Big Business Select the Big Business Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save CheckMark Rakefet DBA Software POS OE 4 Connected Creating Employer Payments Reports 213 You can post information to CheckMark s MultiLedger For more information on posting to MultiLedger see Posting Employer Checks to MultiLedger on page 166 Windows only You can export posting information to Rakefet Select the RAKEFET Format option and click Text File A Save As dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save Windows only You can export posting information to DBA Software Select the DBA SOFTWARE Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Sa
49. printer 5 Click Print Tip To verify the print alignment on your specific printer print a check on a blank piece of paper Then hold a blank check underneath the printed check values to test the alignment 158 Chapter 24 Print Payments Modifying Employer Payment Checks 159 Chapter 25 Modify Payments Modifying Employer Payment Checks Check Number Check Date 1 2 The Modify Payments window allows you to modify check numbers change dates void or delete employer payment checks When you open the Modify Payments window payments already created in CheckMark Payroll are listed on the left with the month of the last payment selected The Check Number field displays the number of the items selected If more than one item has been selected the check number displayed will coincide with the first item in the list selected If a group has been selected all checks will be renumbered consecutively When prompted select whether you wish to save the old check number s as void in your list The Check Date field displays the dates entered on the Check Dates window when you entered the Calculate Pay window You can change the month and day but the year must coincide with the payroll year displayed on the Company Information window Important You cannot modify the Check Date of a paycheck If the Check Date was entered incorrectly you will need to delete the checks with the incorrect Check Date and re enter the paycheck wit
50. select this option a list of possible pay frequencies appears Select any or all pay frequencies that you wish to calculate pay All frequencies enabled are those that appear and have been assigned to employees on the Wages tab of the Employees window Calculate All Frequencies V Bi Weekly OK Cancel Select this option after you have finished editing the employee s pay calculation Select this option if you wish to undo an employee s saved calculation CheckMark Payroll deletes the saved calculation and removes the from the employee s name turning from green to black again If you select Undo with no employee name selected from the employee list ALL calculations that have been saved will be deleted Create Check Calculating Pay for an Employee 129 Select this option if you wish to create the employee s paycheck directly in this window and not on the Review Create Paychecks window CheckMark Payroll will not affect employee YTD balances or create reports without creating an employee paycheck Once the check or direct deposit number is entered click Create Calculating Pay for an Employee 1 Click Payroll in the Command Center then select Calculate Pay 2 3 Note i F Enter Dates for Calculating Pay MM DD YY Calculate Pay Dates Check Date Calendar Period Start 05 18 12 Calendar PeriodEnd 05 31 12 l calcada Next Period
51. set of payroll checks or set up beginning year to date balances with the YTD view mode on the Employees window you should not change the order delete or modify the names since this could adversely affect these balances CheckMark Payroll comes with several pre defined hour categories Click the Add from List button in the Hour Categories window for a complete list You can add a pre defined hour category to your company and then use it as is or change its definition 46 Chapter 9 Setting Up Hour Categories Adding a Pre Defined Hour Category to Your Company 1 Click Setup in the Command Center then select Hour Categories 2 Click Load from List Employee Hourly Rate Hour Rate 1 Multiplier X 10 Use in Calculations Based on Hours Worked 3 Select one or more hour categories from the list Load Latest Hour Categories ox 4 Click OK Creating a New Hour Category 47 Creating a New Hour Category x 1 2 3 4 If you need an hour category that isn t pre defined in CheckMark Payroll use the New button to create a new one Click New New Hour Category Enter a name up to eight characters for the hour category and click OK Define the new hour category Employee Hourly Rate Use this drop down list to select whether Hour Rate 1 2 3 or 4 should be used for the hour category The hourly rate is assigned to each employee on the Employees window
52. state you have setup in the Company Information window If you don t have a state setup in Company Information the default will be the first state listed in the State Taxes Setup If you don t have any states setup in the State Taxes Setup you will not be able to save any information in the Employee Setup other than Personal Information e Set up an employee completely within all the view tabs and then start setting up the next employee e Import employees personal or wage information from another software program For more information on importing employee information see Import Employee Information on page 103 Setting Up a New Employee 1 You can start setting up a new employee from within any of the view tabs on the Employees window Click Setup in the Command Center then select Employees Saving an Employee s Setup 71 2 Click New in the tool bar re New Employee First Name Last Name 3 Enter the employee s first name and press TAB a 4 Enter the employee s last name and click OK or press ENTER Warning Punctuation marks such as a comma in an employee s name for items such as suffixes can cause errors when posting payroll information into certain accounting programs The employee s name is added to the employee list You can either continue setting up the employee in the current view mode or you can change to another view mode Saving an Employee s Setup Click Sav
53. the amount paid to an employee is the same each quarter The amount will be added to the first paycheck created for the quarter There are two ways to handle a Fixed Amount income category Select Fixed of Sales if the Additional Income should be calculated as a fixed percentage of an employee s total sales such as a commission The value entered here should be a percent not a decimal value For example a decimal value of 015 should be entered as 1 5 With option Fixed of Sales selected select Apply to Wage check box if the Additional Income should be calculated as a fixed percentage of an employee s total wages The value entered should be a percent not a decimal value For example a decimal rate of 015 should be entered as 1 5 There are two ways to handle a Fixed of Sales or Fixed of Wages income category If the Fixed is the same for all employees You can enter the rate amount in the edit box on this window This Items in the Additional Income Window 55 amount will then be entered automatically on the Calculate Pay window for all employees who are set up to receive this Additional Income 56 Chapter 10 Setting Up Additional Income Mileage Amount per Mile Piecework Rate Omit from Net Include in Wages for Dept Job Posting Important Allocated Tip Reported Tip If the Fixed is the different for each employee You can modify the amount for each employee on the Income tab of the Employ
54. the number of state allowances entered for State Allowances This is not applicable for all states and there are some states where this information must be manually calculated and entered In the State Taxes window when selecting your state the program will give a message for those states telling you to manually calculate and enter the figure in the Employee Set Up More details are available by opening up the State Taxes window and selecting the Additional Web Information button An internet connection is required to use the Additional Web Information button Exemption Total does not refer to the number of allowances claimed by an employee The number of state allowances claimed by an employee should be entered in the State Allowances edit box If you want to withhold additional state withholding for the employee beyond the calculated amounts enter the additional amount that you Retirement Plan Statutory Employee Sick Pay Soc Sec Medicare FUTA SUTA Setting Up Employee Taxes 81 want to withhold each pay period You can also enter the amount as a percentage of wages if the checkbox is checked W 2 Options You should use a Circular E Employer s Tax Guide to verify the requirements for the following W 2 options If Retirement Plan is checked an x will be printed in the appropriate box on the employee s W 2 Statement If Statutory Employee is checked an x will be printed in the appropriate b
55. this pay period Whenever a pre tax Deduction amount is changed CheckMark Payroll recalculates the appropriate taxes and net pay when the cursor leaves the edit box or the calculated pay is saved 132 Chapter 18 Calculating Employee Pay Important Note Do not enter negative amounts to account for mistakes made in prior payrolls Example if you over paid or over deducted someone on the prior payroll don t enter a negative amount to compensate for the over deduction or payment This will adversely affect the tax reporting You should create a new Deduction or Additional Income category to properly handle the misappropriated amount Employer Match Fields in Calculate Pay Screen Modifying hours worked and other income amounts will force employer match amounts to recalculate Changing a regular deduction amount will also force the employer match amount to recalculate even if disabling deduction calculations You can modify match amounts for Deductions but not Taxes Fixed employer matches cannot be modified unless disabling calculations which works the same as regular Deduction amounts The match amount cannot be modified on a deduction where the deduction amount is zero and the match if no employee deduction checkbox is NOT checked unless using Disable Calculations Employer match amounts for taxes are calculated at the time reports are generated not when checks are created Changing employer tax rates though Feder
56. various CheckMark Payroll preferences and view options and select the font for printing ces You can use the Preferences window under the File menu to set various CheckMark Payroll options Choose Preferences from the File menu TY Preferences Lele f Edit Vie Window Application view _ Company Application Preferences V Open Last Database on Launch Open Last Company on Launch V Remind to Reload Setup Categories after Update Remind to Backup when Closing Database V Show Check Printing Warning E Prompt to Mark Checks as Printed view Preference File Change Configuration Directory Location Check or uncheck the preferences When you have finished setting the preferences close the window then click Yes when prompted to save changes Application Preferences When checked the last used Payroll database will open automatically when you launch CheckMark Payroll When checked the last used Payroll company will open automatically when you launch CheckMark Payroll This option will prompt you to reload all setup categories after an update making sure you stay current with any tax table deduction or income changes When checked you will be prompted to make a backup of the database you re in when you close 232 Chapter 39 Setting Preferences Show Check Printing Warning Prompt to Mark Checks as Printed Show Critical News Only View Preference File Change Configu
57. window see Setting Up Company Information on page 29 TY Company Information aam Company Name FPNPEZE Trade Name if any Use on checks amp reports Address Line 1 Address Line 2 o Ki Federal ID Password Payroll Year 2012 Once you ve entered the basic Company Information click Save and close the window All sections should now be active on the Command Center Creating a New Company File 27 Copying From an Existing Payroll Company When you create a new Payroll Company you have the option to copy certain setup data from an existing CheckMark Payroll company You can copy Income and Deduction Categories Departments Hour Descriptions Tax Tables and Ledger Accounts Important You can also import employee information For more information on importing employee information see Import Employee Information on page 103 1 Open CheckMark Payroll 2 Choose New Company from the File menu An alert asking if you want to copy setup data from an existing company appears Note The Default Payroll Company Database will be used to save your company information If you wish to use a different database or rename the database see Database Manager on page 7 P Checkmark payo a a O Copy setup data income and deduction categories departments hour descriptions tax tables and ledger accounts from an existing company 3 Click Yes An Open dial
58. 06 FUTA Exempt option 81 FUTA exempt option 81 hour rates 77 how to set up 70 importing 103 inactive 74 255 Medicare exempt option 81 pay frequency 77 reports checks 181 earnings 176 information 173 saving setup 71 selecting state tax table 80 selecting SUTA State 80 setting up accruals 87 setting up accruals for 87 setting up deductions 85 setting up new 70 setting up taxes 78 setting up wages 76 setting up y t d balances 89 Social Security exempt option 81 W 2 options 81 Employer payees deleting 95 modifying 95 setting up 93 Employer payees window 93 Employer payments calculating 155 printing checks 157 types of 96 Enter hours window 117 Exporting employee info to CheckMark Forms 1099 108 employee information 106 Exporting checks See Posting F Federal identificaton number 30 Federal Tax Values setting up 35 Find and find again commands 170 Fixed deduction 64 256 Fixed of sales additional income 54 Fixed amount additional income 54 deduction 64 Font for printing 235 H Hardware requirements 5 Hire date 77 Hour categories deleting 48 modifying 48 pre defined 45 window 45 Hours entering 117 entering on Calculate Pay window 124 fill down a column of 119 re allocating 151 retaining for next pay period 119 Hours register report 175 l Importing employee information 103 Inactive delete at new year option 74 Include with wages option 56 Income Deduction information report 173 Instal
59. 196 Chapter 32 940 FUTA Tax Types of 940 FUTA Tax Reports Wage Summary This report shows the total annual wages wages exempt from FUTA wages over the annual limit and total taxable wages by employee Quarterly Liability This report shows total taxable wages per quarter by employee In addition this report shows total FUTA liability per quarter Form 940 Choose this option to print the Form 940 on plain paper Creating 940 Reports The 940 FUTA Taxes window prints the Form 940 Employers Annual Federal Unemployment FUTA Tax Return and gives you information that is useful for filling out the return manually 1 Click 940 FUTA Tax in the Command Center T 940 FUTA Tax Baa Form 940 Report I 1a Required to pay state unemployment tax in ONLY one state C Wage Summary F 9 ALL FUTA wages excluded from state unemployment tax Quarterly Liability 10 Some FUTA wages excluded amount from line 7 of worksheet Form 940 Annual Report 13 FUTA tax deposited for the year Form 940 Part 6 Third party designee Form 940 Line 4 FUTA exempt payments Allow third party designee to discuss return with IRS I Fringe benefits Designee name I Retirement Pension Designee phone tt PIN F Other I Group term life insurance Form 940 Part 8 For paid preparers only optional I Dependent care Firm name Street address Fo
60. 2 Sample Company 21 Starting CheckMark Payroll for Windows and Opening the Sample Company 21 Starting CheckMark Payroll for Macintosh and Opening the iii Sample Company 22 Part 2 Setting Up a Company 23 Some things to consider before starting 23 Steps to Setting Up a Company 24 Chapter 3 Creating a New Company 25 Creating a New Company File 25 Copying From an Existing Payroll Company 27 28 Chapter 4 Company Information 29 Setting Up Company Information 29 Items in the Company Information Window 30 Chapter 5 Setting Up Departments 33 Setting Up Departments 33 Modify Departments 34 Deleting Departments 34 Chapter 6 Federal Tax Values 35 Setting Up Federal Tax Values 35 Chapter 7 State Tax Values 37 Setting Up State Tax Values and SUTA Values 37 Adding Pre defined State Taxes to Your Company 38 Setting Up Your State ID and SUTA Values 39 Chapter 8 Local Tax Values 41 Setting Up Local Tax Values 41 Creating a New Local Tax Category 41 Adding Pre Defined Local Taxes to Your Company 43 Setting Up CASDI for California Employees 43 iv Chapter 9 Setting Up Hour Categories 45 Adding a Pre Defined Hour Category to Your Company 46 Creating a New Hour Category 47 Modifying an Hour Category 48 Deleting an Hour Category 48 Chapter 10 Setting Up Additional Income 49 Adding Pre Defined Additional Income Categories to Your Company 50 Creating a New Additional Income Category 51 Modifying an Additional Income Category 52 De
61. 2 on preprinted forms Morrison Leila W 2 7 W 3 Reporting W 2 on blank paper 4 up Employee All Copies v C W 3 on blank paper C 3 on preprinted form C EFW2 File Federal pind Sa Bae r Additional Tax Information Withholding for Two States CheckMark Payroll will print State wages and State withholding for up to two states as long as you have not started mid year or edited YTD totals on Employee Setup If an employee has income in two states at least one state needs to have at least 0 01 withheld for the program to recognize both states If you have withheld for more than two states you need to prepare multiple W 2s This can be accomplished by setting up a new employee for each state requiring wages and withholding Verify Company Information Before printing W 2s you should verify your company name address and Federal ID are correctly entered on the Company Information window Your State ID can be verified by selecting State Taxes under the Setup menu Select each state table from the State Taxes section and verify the State ID Creating W 2 and W 3 Reports 217 Dependent Care Benefits Box 10 If you have a dependent care assistance program section 129 or section 125 cafeteria plan the expenses paid or fair market value of those services should be shown in Box 10 Check the applicable box in Additional Income or Deduction setup Non Qualified Plans Box 11 This box sho
62. 3 7 for all employees paid sick pay by a third party payer Select W 2 W 3 Statements on the Command Center window Print W 2 s and W 3 statements For more information on printing W 2s and W 3s see Creating W 2 and W 3 Reports on page 216 Creating Electronically Filed Reports You can save a file from CheckMark Payroll that you can use to submit W 2 information to the SSA electronically in the EFW2 format For more information on submitting W 2 information electronically see the Social Security Administration SSA publication about Electronic Filing EFW2 online at http www ssa gov employer CheckMark Payroll also allows you to save State information for filing electronically For a list of available states click the pull down list next to the EF W2 File button 224 Chapter 37 W 2 amp W 3 Statements Saving Federal and State Electronic Information in the EFW2 Format Before you save the information as a file you should verify some information for your company and your employees Generally if you ve already printed W 2s for your employees and all of the information is correct you can save the information as a file You should make sure that e Your company name address and Federal and State ID numbers are correct on the Company Information and State Taxes windows e Each employee should have a valid 9 digit Social Security Number e Any deferred compensation or pension plans have been set up correctly in CheckM
63. 336 01 08 11 Crawford Alex z 01 01 11 337 01 08 11 Griffin Marj Check Register 338 01 08 11 Hill Alison C Posting Summary 01 2211 339 01 08 11 Morrison Leila A 02 05 11 5379 01 08 11 Dickens Chuck ACH Direct Deposit C Web Direct Deposit C ACH NPC Direct Deposit C CheckMark v Format T Include Jobs in Post Summary I Mark Post T Use En For CheckMark MultiLedger use Checks Reference PR 01 08 Taxes Reference T 01 08 Checks Posting Date 01 08 11 Taxes Posting Date 01 08 11 Post to MultiLedger 2 Select one or more consecutive check dates for the report You can select a consecutive or non consecutive series of checks from the list If no checks are highlighted all employee checks will be reported 3 Select the type of report 4 Click View Print Text File or XLS File 182 Chapter 29 Employee Paychecks Types of Department Job Reports 183 Chapter 30 Departments Jobs Types of Department Job Reports Wages amp Hours Check Summary This report shows wages and number of hours for each department or job for each income category including salary all hour categories and other income amounts Totals for wages and hours for the selected report range appear after each department job and company totals appear at the end of the report This report shows detail for each department s or job s expense for wages and employer taxes employer po
64. 4 If the difference is more than 0 40 it will show as either a balance due line 12 or an overpayment line 13 Fill in all appropriate fields When finished click OK The filled in Form will open in Acrobat Reader If necessary modify edit any field in Acrobat Reader save the file if you wish and or print out pages from Acrobat Reader Changes made to Form 941 in the Adobe Reader program are not reflected in Payroll Creating 943 Reports Creating 943 Reports 189 The Federal Taxes window prints the Form 943 Employer s Annual Federal Tax Return for Agricultural Employees and gives you information that s useful for filling out the form manually 1 Click Federal Taxes under Reports in the Command Center _ a iT Federal Taxes Sa ie S Fie Rep State Abbreviation or MU if deposits made in multiple states MU C Tax Summary Third party designee C Form 941 Allow third party designee to discuss return with IRS G Form 943 Designee name C Form 944 Designee phone PIN Period For paid preparers only optional Cc s Firm name or yours E if self employed C3 Preparer Name c Annual Address City State Zip Phone Self employed Eyy SSN PTIN a 2 If necessary enter information for Third party designee and or For paid preparers only optional 3 Select the Form 943 Report Option
65. 943 189 944 191 local withholding 207 using the Find command 170 using the tool bar 169 viewing on screen 169 Reprinting employer checks 157 Reprinting paychecks 141 Restoring a backup archive 239 Review pay calculations window 137 Reviewing pay calculations 137 S Sage50 exporting employee checks to 180 Sample company opening 21 22 Setting up additional income categories 49 deduction categories 59 departments 33 employees 69 employer payees 93 federal taxes 35 hour categories 45 in mid year 89 ledger accounts 97 local taxes 41 Setting up a company steps 24 Show Check Printing Warning 232 Show Critical News Only 232 Sick hours setting up for employees 87 Sort employee list by department option 234 Sort employee list by employee number option 234 Sort hourly employees first when entering hours option 234 Starting a new year 245 Starting CheckMark Payroll from the Program Manager 21 State Tax Values setting up 37 State taxes adding pre definined state tables 38 State withholding report 200 SUTA maximum wages 40 percentage 39 SUTA taxes report 199 T Tax information report 173 Tax tables federal assigning to employees 79 state adding pre defined 38 assigning to employees 80 Taxes local tax table 82 Taxes view tab 78 Template setting up employee 70 Termination date 77 Text files saving reports as 169 Tool bar using with reports 169 Turn off calculations 127 U Undoing a saved pay calculation 128
66. Additional Income categories once the first check for the year has been created The only time a category should be deleted is after the New Year file has been created but before any checks have been created Do not change the tax status on any Additional Income category once the first check of the year has been created To make a change to the tax set up mid year stop the category from being applied by simply modifying the amount rate to zero Then create a new category with the correct tax set up to be applied 50 Chapter 10 Setting Up Additional Income Adding Pre Defined Additional Income Categories to Your Company Important Pre defined incomes are setup using general tax guidelines Verify the tax setup with current tax laws including your state and or locality You can modify any pre defined income 1 Click Setup in the Command Center then select Additional Income Calculation Method 5 Variabl Additional In ariable Amount Fixed Amount per pay Period Fixed of Sales Apply to Wages Mileage Amount per Mile Piecework Rate Omit From Net Indude with Wages for Dept Job Posting Exempt From Tip Income Fed Tax Allocated Tip Social Security Reported Tip Medicare FUTA State Tax W 2 Options SUTA Box 10 Dependent Care Benefits Local Tax Box 11 Nonqualified Plan Sec 457 Deduction K Box 12 Code Box 14 Other 2 Click Load from List 3 Select one or more categories from the list
67. CheckMark Payroll User s Manual v CheckMark Payroll Information in this manual is subject to change without notice This manual Manual or Documen tation and the software Software described in it are copyrighted with all rights reserved By using this Manual and accompanying Software you the end user agree to the terms set forth in the License Agreement Copyright Under the copyright laws this Manual or the Software may not be copied in whole or in part without the express consent of CheckMark Inc CheckMark Inc except in the normal use of the Software or to make a backup copy of the Software for your own use The same proprietary and copyright notices must be affixed to any permitted copies as were affixed to the original This exception does not allow copies to be made for others whether or not sold but all of the material purchased with all backup cop ies may be sold or given to another person Under the law copying includes translating into another language or format Federal copyright law prohibits you from copying the written materials accompanying the Software without first obtaining our permission You may not alter modify or adapt the Software or Documen tation In addition you may not translate decompile disassemble or reverse engineer the Software You also may not create any derivative works based on this Software or Documentation A derivative work is defined as a translation o
68. CheckMark Payroll To continue providing easy to use powerful and reliable payroll processing CheckMark Payroll is updating the way your CheckMark Payroll Companies are stored and managed CheckMark Payroll s Company Conversion Wizard will guide you through converting your existing company files to a modern more robust database format Step 1 Choose a company to convert You can choose from a list of your most recently opened companies for convenience You can also add more companies to the list with the Add Company to List button Adding a company to the list is identical to opening a company by selecting Open Company from the File menu in previous versions of CheckMark Payroll You will be asked to choose a PRO company file from your computer s file system You can also use the Find Companies button to search your computer for your existing company files Step 2 Choose a database in which to keep the company A Default Payroll Next Choose the company you want to convert This screen lists the old company files that are ready to be converted If your company is not listed you may either choose the Add Company to List or Find Companies button Booom Loo e File Help Choose the company you want to convert Add Company to List Remove Company from List Find Companies Payroll Year Company Name Indicates that a company has already been converted
69. Command Center appears on the screen TY CheckMark Payroll 2012 File Edit View Setup Payroll Reports Window Help Order Checks Forms oy CheckMark Payroll 2012 enn Setup gt gt Sample PR Co Payroll oe gt gt Type of Filer 941 Reports Active Employees 30 2 re SamplePR Show Database Path News Feed 13 3 3 lt lt 3 14 2012 Happy Pi Day everyone 3 14159265358979323846264338327 _ 3 2 12 2012 Payroll Survey How many cups of sugar does it take to get to the moon Please respond to ckraemer checkmark com with your _ a Changing Command Center View 7 The Command Center is divided into three sections Setup Payroll and Reports To use the Command Center first click the section you wish to open then click the option you want If no company is open the options for each section will appear greyed out and inactive When a company is open the options for each section will appear bold and the payroll year company name as well as the type of filer the company is and the number of active employees will appear on the right of the Command Center You can click the Show Database Path link and a dialog will appear that shows the path to the company s database files The Command Center also has links to important support information knowledge base articles the user manual as well as links to order checks and forms from CheckMark Software Inc The newsfeed at the bott
70. D If you withhold in more than one state there will be an X showing in this box and no state ID entered An X will appear on the W 3 in box 15 if you withhold for more than one state in a single payroll company Furnishing Copies B C and 2 to Employees Furnish copies B C and 2 of Form W 2 to your employees generally by January 31st You will meet the furnish requirement if the form is properly addressed and mailed on or before the due date If employment ends before December 31st you may furnish copies to the employee at any time after employment ends but no later than January 31st If an employee asks for Form W 2 give him or her the completed copies within 30 days of the request or within 30 days of the final wage payment whichever is later If you terminate a business or are unable to furnish W 2s by the due date see the IRS Instructions for Forms W 2 and W 3 Creating W 2 and W 3 Reports 219 Printing on Blank Perforated W 2s and W 3s Note A laser or high quality printer is needed for printing W 2 W 3s on blank paper 1 Click W 2 amp W 3 Statements in the Command Center 2 Select the employees from the list You can select a consecutive or non consecutive set of employees in the list For a non consecutive series of employees hold down the Ctrl Windows key or Command key Mac while clicking individual employees in the list If no employees are selected W 2s for all employees will be p
71. Employee Hours Accrual list Select Remove Items in the Accrued Hours View Tab Enter the number of accrued hours that the employee has already accumulated Earn a Maximum of Check this option and enter the limit for the number of accrued hours that Hours Start Receiving an employee can accumulate Enter a date the employee should start accruing hours If not date is entered the employee will start accruing hours on the next paycheck Earn Hours Per Enter the number of hours the employee should had added onto their Month Year Current Accrued Hours based on the frequency selected in the Per drop down list Choose from Month Year Hour Worked or Pay Period If you choose Month the employee will receive the number of accrued hours entered in the edit box on the first paycheck of each month The employee will start receiving the accrued hours on the first paycheck after the date entered in the Start Receiving box If no date is entered the employee will start receiving the accrued hours on the next paycheck If you choose Year the employee will receive the number of accrued hours entered in the edit box at one time The employee will start receiving the accrued hours on the first paycheck after the date entered in the Start Receiving box A Start Receiving date in the current payroll year is required Setting Up Employee YTD Balances Mid Year 89 Hour Worked If you choose Hour Worked the employee will receive the n
72. Employees by option If Last Name is selected the report will be organized by employees last name If Social Security is selected the report will be organized by employees Social Security Number 6 Click View Print or Text File Note You can omit social security number for employees on all reports by selecting Omit SS on Reports in the Preferences option located under the File menu For information on setting preferences see Chapter 39 Setting Preferences on page 231 Creating State Withholding Reports The Wage Summary report shows the employee s Social Security number employee name total wages wages subject to state withholding and state withholding by employee for the selected quarter with a subtotal after each state 1 Click State Taxes in the Command Center 3 a Samni il j w z ACI iJ Brint T States Report cA C SUTA Wage Summary C CA DE 9 Form C CA DE 9 XML X Period 1st Quarter 2nd Quarter 3rd Quarter Sort Employees by 4th Quarter Last Name C Annual C Social Security 2 Select one or more states for the Wage Summary report You can select a consecutive or non consecutive series of states from the list Creating California DE 9 Form for Printing 201 If no states are highlighted all states will be reported 3 Select the Wage Summary radio button 4 Select the quarter for which you are reporting or select Annual A list of check
73. Enter the employee s city up to 25 characters State amp Zip Enter the 2 letter postal code for the state and the 5 digit ZIP code The ZIP code field can also accommodate the 4 digit extension Social Security Enter the employee s social security number You must include the Number hyphens 74 Chapter 12 Setting Up Employees Email Address Phone Number Birth Date Employee Department Inactive Deleted when Creating New Year Enter the employee s email address to send the employee s paycheck stub to them electronically You can enter up to 40 characters Enter the employee s phone number including an area code Enter the employee s birth date in the MM DD YY format However you do not need to enter any leading zeros For example enter March 7 1960 as 3 7 60 The employee number must be greater than 0 and can accommodate up to 6 digits If assigned an employee s number will print on the check stub Tip In states such as CA that don t allow the full social security number to print you can have the last 4 digits print or use a unique employee number You can use the last 4 digits of the social security number as the employee number and this will print on the paycheck stub under the employee name Use the Suppress SS Print option located in the Print Paychecks screen to completely suppress the Social Security number For information on sorting employee lists and reports by employee number see Chapt
74. Fields list to remove it Fields below the removed field will automatically move up in the Selected Fields list 3 optional Click Save if you want to save the order that the fields appear in the Selected Fields list for future importing 4 After selecting the appropriate fields for the Selected Fields list click Import Import Employee Information 105 An Open dialog appears TY Import Employee Information J gt Rewrite PR2013 Test Companies Search Test Companies P Organize New folder s me Se Name A Date modified Type Size EE Desktop J MLJobs 9 11 20129 52AM__ File folder Ti Downloads Employees 11 4 20121 53PM Text Document E Recent Places G Libraries 5 E Documents a Music E Pictures H Videos 1 Computer amp Local Disk C 3 Home on psf Y gt lt m J F Filename Employees Tex File rte M 5 Select the appropriate text file to import and click Open The Import Preview window appears Preview ast Name E Replace Existing Employees First Name dress 1 111 Colorado Blvd a Denver 80000 111 11 1111 303 555 1111 1 1 71 0 00 8 00 This window allows you to see the Selected Fields list with the contents of the selected text file by record This can help you find any trouble spots before you actually import the data You can click the Next Employee button to see more information in the text fil
75. Information to MultiLedger 6 10 11 12 13 14 15 Click View or Print The Posting Summary report shows check information in a summarized format The net for each check is shown along with totals for wages income taxes and deductions Employer payroll taxes are shown as an entry at the bottom of the report These are accrued tax liabilities and total expense for Social Security Medicare FUTA and SUTA Verify that all ledger accounts are assigned correctly Posting to MultiLedger Make sure you have your MultiLedger company files open In CheckMark Payroll click Reports in the Command Center then select Employee Paychecks if you haven t already Select the appropriate Check Date s Select CheckMark from the Format drop down list Highlight the checks that you want to post to MultiLedger from the list on the left If no checks are highlighted all checks will be posted sent to MultiLedger to be posted If you distribute wages or hours to jobs you should check the Include Jobs in Post Summary option Check the Mark Posted Checks option That way checks that have been posted to MultiLedger will be marked with an x Using this feature does not prevent posting again if you delete the general journal entries in MultiLedger Verify that the Checks Reference Taxes Reference Checks Posting Date and Taxes Posting Date are correct For CheckMark MultiLedger use Checks Posting Date 92 10 12 T
76. Items in the Accrued Hours View Tab 88 Setting Up Employee YTD Balances Mid Year 89 Entering Year to Date Income and Deductions 91 Chapter 13 Setting Up Employer Payees 93 Setting up a New Payee 93 Modifying an Employer Payee 95 Deleting an Employer Payee 95 Types of Employer Payments 96 Chapter 14 Setting Up Ledger Accounts 97 Assigning the Posting Accounts 97 Modifying a Posting Account 99 Deleting a Posting Account 99 Posting Account Descriptions 100 General 100 Additional Income 100 Employee Taxes 100 Deductions 100 Employer Taxes 100 Departments 101 Jobs 101 Deduction Match Expense 101 vi Chapter 15 Importing and Exporting 103 Import Employee Information 103 To import employee information 103 Export Employee Information 106 To export employee information 106 Export Employee Information into CheckMark Forms 1099 108 To export employee information 108 Part 3 Processing Your Payroll 111 Steps to Processing a Payroll 111 Chapter 16 Distribute Hours 113 Distribute Hours 113 Modifying a Distribution 114 Undoing a Distribution 114 Moving Around the Hour Fields 114 Chapter 17 Entering Employee Hours 117 Moving Around the Hour Fields 117 Entering Hours for an Employee 118 To import employee hours into CheckMark Payroll 121 Chapter 18 Calculating Employee Pay 123 Check Dates 123 Calculate Pay 124 Calculating Pay for an Employee 129 Calculating Pay for Special Checks 133 Calculating Pay for After the Fact Check
77. Payroll program for employees receiving third party sick pay their wages are not included in reports such as the Form 941 Form 944 and W 2 W 3 statements Information regarding sick pay and federal reporting also applies to state reports For more information about how your state requires reporting of third party sick pay see your state instructions or contact your state for more information The information included here is for employers where the liability has been transferred to the employer and no optional rules for W 2 have been implemented For more details about reporting sick pay with special rules see IRS Publication 15A Form 940 Annual Report Include all wages paid to each employee including third party sick pay paid to any employee during the year on your annual Form 940 up to the maximum wages Wages entered in the Employee window YTD tab are included when calculating Form 940 annual report These wages will not show on the quarterly breakdown report unless you modify YTD totals for each employee prior to printing the report for 940 deposits Form 941 Quarterly report or Form 944 Annual report Third party sick pay must be reported on the Form 941 quarterly report Form 944 annual report of wages You will need to report both the employer and the employee parts for both Social Security tax up to the maximum wages and Medicare tax for sick pay on lines Sa and Sc of the Form 941 lines 4a and 4c of Form 944 On line 7b of t
78. Setup Hour Categories optional Setup Additional Income items optional Setup Deduction items optional Setup Employee information Setup Employer Payees optional Setup Ledger Accounts optional Payroll Screen Database Manager under the File menu New Company under the File menu Company Information Departments State Tax Values State Tax Values Local Tax Values Hour Categories Additional Income Deductions Employees Employer Payees Ledger Accounts Creating a New Company File 25 Chapter 3 Creating a New Company This chapter shows you how to create a new company file and enter basic company information Creating a New Company File 1 3 Note In Windows Double click the Payroll shortcut on the Desktop or click the Start menu select Programs then select CheckMark Payroll from the CheckMark Payroll group On Macintosh Double click the CheckMark Payroll alias in the dock or on your Desktop or double click the CheckMark Payroll icon located in the install folder that was installed on your hard drive Choose New Company from the File menu The following window appears e New Company How do you want to save the new company Save the new company in the currently open database Choose an existing database in which to save the new company Create a new database for the company 0K Ga rren Select how you want to save the new company Save the new comp
79. Tax Summary report Note The latest version of Adobe Acrobat Reader must be installed and set as the default pdf application on your system to print forms 941 943 and 944 from CheckMark Payroll Setting an Application as the Default Program Mac OS X Users You set the default in the Get Info screen on any pdf file you have on your computer Select any pdf file and then go under the File menu to Get Info Under the Open With section select the Adobe Reader program and then select the box that will have wording similar to use the application to open all documents like this The wording may vary depending on which version of OS X you are using You may also have to set the actual files to open with Adobe Reader CheckMark Payroll creates pdf and fdf files when printing forms such as 940 941 943 and 944 These files are generated in the folder where you save your data files Select these files and assign Adobe Reader as the default program to open correctly Refer to your operating system s owner s manual for more detail about setting defaults Windows XP CheckMark Payroll creates pdf and fdf files when printing forms such as 940 941 943 and 944 These files are generated in the folder where you save your data files Browse to the folder where you save your data files Right click on 941 pdf or the fdf file and select the Open With option If necessary Browse and select the Adobe Reader program on your compu
80. W 3s Print a Sample W 2 and W 3 Before you print the W 3 and W 2s for all of your employees you should print a sample W 2 and a sample W 3 on blank paper to make sure that the alignment is correct and that the amounts are printing in the correct boxes Each type of printer will print slightly different and you may need to adjust the fields for your specific printer If the alignment is incorrect see the section below Fixing Alignment Problems Resetting the Default You can reset the default on the pre printed W 2 or W 3 form by going into the W 2 amp W 3 Statements window clicking on either the W 2 on preprinted forms or W 3 on preprinted form option hold down the Shift key on the key board and click the Edit Format button Fixing Alignment Problems If the alignment on the sample W 2 or sample W 3 you printed above is incorrect follow these steps Click W 2 amp W 3 Statements in the Command Center Select the W 2 on preprinted forms or W 3 on preprinted form radio button then click Edit Format The Format window appears Move the field or fields that need adjustment For more information on repositioning fields on the Format window see Formatting Checks W 2s and W 3s on page 227 Printing W 2s with a Laser or Ink jet Printer Click W 2 amp W 3 Statements in the Command Center Select the employees from the list You can select a consecutive set of employees If no employees are selected W 2s for al
81. a tab delimited text file An example is listed below for two employees One employee Jennifer Brown has a reimburse deduction and the other James Wilcox has Office supplies Brown TAB Jennifer TAB reimburse TAB 2500 00 RETURN Wilcox TAB James TAB Office TAB 127 5 RETURN 126 Chapter 18 Calculating Employee Pay Disable Calculation Calculate Pay 127 Numbers that are imported in this way will be used in calculations setup on the Additional Income window or as the number used as additional income in the payroll calculation These numbers can be modified if necessary under the Edit Income option Select this option if you wish a deduction to be turned off for this payroll for hour accrual to not accrue on this check or to disable all the calculations when entering checks such as after the fact payroll checks Items selected in this window will affect all calculations made while you are in the Calculate Pay window To deselect any or all of the options in this window close Calculate Pay and re enter the window If this option is unavailable you probably have an employee selected in the list Deselect the employee and try again Disable Calculations Select deductions to disable 401 k Cafe Plan TT SA Em jLoan IPASUI JDI JFLI jGarnishment E Disable Hour Accrual E Disable All Calculations Gos Gee Select any or all deductions that you do NOT wish to calculate on this paycheck For
82. advance to a New Year all companies stored in that database will be backed up restored closed or advanced to a New Year at the same time saving you time Storing Company Files in Separate Databases The advantage to storing each of your company files in separate databases is that you have more control over where each database is stored on your computer as well as when you want to Backup Database Restore Database Close Database or advance companies to a New Year Using the Database Manager Choose Database Manager from the File menu Database Manager Payroll Year Database Name 2012 Payroll Company Database Path c Users Administrator Documents CheckMark Payroll 2012 Payroll Company Database 2 Create New Database p Add Database to List Find Databases Ml Rename Database J Move Database Remove from List Close Database Manager Database Manager 9 Create New Database This option allows you to create and save a new database in any location you wish Keep in mind that each database can store multiple companies 1 Click Create New Database Create Database Database Name FESEESEQES Don t indude year in name Payroll Year 2012 Directory c Users Administrator Documents CheckMark Payroll 2012 Choose Directory Path c Users Administrator Documents CheckMark Payroll 2012 Payroll Company Database 2 Create Database Cancel 2 Enter a Database Nam
83. al Tax Values at any time will result in the employer match amounts for all previously created checks to change as well 8 Click Save after you ve finished editing the employee s pay calculations Note Employees whose calculated pay has been saved are shown in green and prefaced with a dollar sign Crawford Alex Dickens Chuck Griffin Marj Hill Allison Morrison Leila You can verify these calculations on the Review Create Paychecks window before creating the paychecks For details see Reviewing Payroll Calculations on page 137 After calculating employee pay you can create the paychecks with the Review Create Paychecks window For details see Creating Payroll Checks on page 138 CheckMark Payroll does not add the calculated pay to employee records until you create the paychecks Calculating Pay for Special Checks 133 Calculating Pay for Special Checks You can use the Calculate Pay window to calculate the pay for special checks such as after the fact or bonus checks Calculating Pay for After the Fact Checks After the fact paychecks are paychecks that were issued in the current quarter prior to using CheckMark Payroll If you have started using CheckMark Payroll mid year and have used another program or service for previous payrolls any check in the current quarter needs to be calculated and created in order to get accurate quarterly reports If you want CheckMark Payroll to keep accurate recor
84. an employee and or define the particular departments that an employee s wages will be distributed to on the Employees Distribute Hours or Allocate Dept Jobs windows CheckMark Payroll allows you to create new departments modify or delete existing departments Departments in CheckMark Payroll are Properties in Tenant Pro Your Department list MUST match the Property ID report from Tenant Pro in order to post from CheckMark Payroll into Tenant Pro See your Tenant Pro manual for more information Setting Up Departments 1 Click Setup in the Command Center then select Departments J Departments rox Departments 1 i AGES 34 Chapter 5 Setting Up Departments New 2 3 Click New Enter a name for the department in the edit box and click OK Department names can be up to 17 characters Modify Departments 1 2 3 4 Click Setup in the Command Center then select Departments Select the department from the list Modify the department name in the edit box Click Save Deleting Departments You can delete a department provided it is not assigned to any employees and has not been used on any existing checks To delete a department Click Setup in the Command Center then select Departments Select the department from the list Click Delete An alert appears asking you to verify that you wish to delete the department Click Yes to delete the department Setting Up Federal Tax Values
85. an individual check CheckMark Payroll calculates the tax withholding amounts using a percentage method which is more accurate than manual calculations based on the bracket method used in the Circular E Employers Tax Guide or state tax guide You might find small differences up to one or two dollars for federal or state withholding between manual calculations and CheckMark Payroll s calculations You don t need to be concerned about these minor differences The employee s net pay is shown at the bottom of the window 5 Make any necessary changes to the wages shown for the employee Note 6 To enter or modify hours for the employee click the Edit Hours button Hours entered in the Distribute Hours screen cannot be modified on the Calculate Pay screen Close the Calculate Pay screen and modify in the Distribute Hours screen Hours shown for salaried employees do not affect the wage calculations unless the employee has also been set up with hourly pay rates Make any necessary changes to the Additional Income amounts Don t forget to enter amounts for any Variable Amount Additional Income for this pay period Whenever a taxable Additional Income amount is changed CheckMark Payroll recalculates the appropriate taxes and net pay when the cursor leaves the edit box or the calculated pay is saved 7 Make any necessary changes to Deduction amounts Don t forget to enter amounts for any Variable Amount Deductions for
86. an receive additional support directly from CheckMark Inc System Requirements CheckMark Payroll can be installed on a computer running either Macintosh or Windows operating systems The software is a single user application and not designed for multiple user access of the data files DO NOT install the application program on a server but locally on the user s computer hard drive even if you save the data on a server Users will need to have a personal computer running an operating system of either Windows XP Service Pack 3 or higher including Windows 8 or Macintosh OS X 10 5 or higher including Mavericks Along with a compatible printer the latest version of Adobe Reader is also required to properly print certain forms from the program You can download a free copy of Adobe Reader from Adobe s website at www adobe com Whichever computer you choose a fundamental knowledge of the operating system is essential For more information about the basics and navigation of your operating system see the user manual that came with your computer Software Updates Each year the program is issued with the latest Federal and State withholding tax information as well as added features Program patches are released as needed throughout the year for the current version of the software Patches are available online at www checkmark com Hard copy CDs can be purchased by calling the sales department at 800 444 9922 Renewal notices are sent
87. an start entering checks in the new year for ALL of the companies in this database Proceed 2 Click OK An alert appears describing what happens when the New Year process is completed 246 Chapter 41 Starting a New Year cama tort ei The existing payroll information will remain accessible by switching to the Default Payroll Company Database database for Payroll Year 2011 Please be patient this may take several minutes cnet 3 Click OK Checkmark yt LS 8 ve N 4 D i You are now ready to process payrolls in the new year 4 Analert appears telling you that you are ready to process payroll in the new year Click OK to proceed Before you create employee or employer checks in the New Year you can do the following e Change the hour categories order in Setup e Delete Additional Income or Deduction categories that are no longer used e Delete employer payees that are no longer used Important Make Frequent Backups Because there is always a risk of computer failure it s highly recommended that you make frequent backups to an external device See Backing Up Your Company Files on page 237 Keep Your Payroll Current Install any updates or patches that are available Using CheckMark Payroll for ACH Direct Deposit 247 Appendix A Direct Deposit CheckMark Payroll allows you to utilize direct deposit for your employees through your financial institution using ACH Direct
88. any in the currently open database If you already have created a database already from the database manager you can create a new company in that same database Choose an existing database in which to save the new company If you want to create a new company in a different database that you have previously created choose this option Once you click OK yov Il be prompted with an Open Dialogue box to browse and select the database you want to use Create a new database for the company If you are just starting CheckMark Payroll for the first time or what to create a new database for the company choose this option If this is a first time setup you won t have an existing CheckMark 26 Chapter 3 Creating a New Company Payroll company to copy from The sample company that is provided contains example information only and it is not recommended for copying setup information If you want to copy setup information from an existing CheckMark Payroll company see Copying From an Existing Payroll Company on page 27 4 Click OK 5 Enter a name Company Name and Trade Name if applicable r New Company Company Name Trade Name if any Wo An alert appears asking if you want to copy setup data from an existing company See Copying From an Existing Payroll Company on page 27 for more information 6 Finish entering the Company Information For more information on the fields on the Company Information
89. ark Payroll and correctly assigned to the employees For more information see Chapters 7 8 and 9 When you re ready to save the electronic file information in the EFW2 format do the following 1 Click W 2 amp W 3 Statements in the Command Center 2 Select the EF W2 File radio button 3 Select Federal or your state from the pull down list Note Some state require lt CR gt lt LF gt between each record in order to file electronically If necessary select check box Add CR LF to EFW2 before creating your state s EF W2 file For more information check with your state or see your states website 4 Click the EFW2 W3 Setup button Note Creating Electronically Filed Reports 225 I Resubmit l Terminating Business 941 Payer 943 944 Schedule H PIN Contact Phone Fax no hyphens Email WFID CA Wage Plan Code Submitter if other than company Submitter EIN Submitter Company ha Submitter Address C O City oOo O O State Oo Zip OoOo o Notify By Postal Service v Preparer Code 0 0ther Cancel OK Enter the correct data for your company then click OK If you are filing the EFW2 file on behalf of another company you can enter your own Submitter information in the Submitter EIN Submitter Company Submitter Address City State and Zip fields Otherwise CheckMark Payroll will use the Federal ID Company and Address information from the Company Information window Click Text File A Save dial
90. ate taxes to your company 38 Additional income calculation methods 54 creating a new category 51 exempt from options 57 modifying 52 pre defined list of 50 removing from an employee 84 setting up 49 setting up for employees 83 tip income options 56 view tab 83 window 49 After the fact checks calculating pay 133 Allocate re allocating hours 151 wages for salaried employees 152 Allocated tip setting up 56 B Backing up 237 restoring a backup archive 239 suggestions for 237 using the backup company command 237 Big Business exporting employee checks to 180 212 Bonus check calculating pay 135 Cc Calculate employer payments window 155 Calculate Pay window 123 254 Calculating pay after the fact checks 133 bonus check 135 for an employee 129 undoing a saved calculation 128 Calculation methods for additional income 54 for deductions 64 Change Configuration Directory Location 232 Check register report 177 Checks after the fact 133 bonus 135 creating employer payments 155 paychecks 138 deleting employer checks 161 paychecks 149 modifying employer checks 159 paychecks 147 printing adjusting fields 227 font and size 235 paychecks 141 reprinting employer checks 157 paychecks 141 voiding employer checks 160 Code for box 13 on W 2 58 68 Command Center Change Color 236 Changing to Classic View 7 Comments 77 Company creating a new 25 Company Activity Log Info 30 Company information window 29 Company na
91. axes PostingDate 92 10 12 Post ToMaedger Note Posting Employee Checks to MultiLedger 165 You can use these edit boxes to enter reference numbers and posting dates for checks posted to MultiLedger The default name for the Checks Reference is PR followed by the date of the first unmarked check in the list The default name for the Taxes Reference is ET followed by the date of the first unmarked check in the list For information on marking checks that have been posted to MultiLedger see step 13 above The default date for the Checks Posting Date and Taxes Posting Date is the date of the first unmarked check in the list If necessary you can change the information in these edit boxes If you need to post payroll checks that have the same date as checks you ve already posted you should change the Checks Reference and Taxes Reference Otherwise you will receive an error message and the posting will fail as MultiLedger cannot accept entries with both the same reference number and same date 16 Click Post to MultiLedger When the posting is complete a message appears Post command sent to MultiLedger The checks will be posted to the general journal in MultiLedger Voided checks will also post over to MultiLedger as 0 00 in the general journal entry and appear as 0 00 in the bank reconciliation window 17 Click OK Note When you receive the message that the posting has been sent it does not necessarily mean t
92. backup of your company files To import employee information 1 Choose Import Employees from the File menu The following window appears EY Import Employee Information ease x Edt View Window Selected Fels 104 Chapter 15 Importing and Exporting 2 Copy each field that you want to import in the order that it appears in the text file Highlight the field in the Available Fields list then click Copy You can also double click a field in the Available Fields list to copy it to the Selected Fields list The only required fields for importing are Last Name and First Name To copy all fields in the order that they appear in the Available Fields list to the Selected Fields list click the Copy All button Since there are no field names in a text file you should carefully determine the order that you want to import the data As you copy each field it appears in the Selected Fields list on the right Available Fields Selected Fields ast Name East Name First Name First Name ddress 1 Address 1 ddress 2 dress 2 ity a ity tate Copy All gt State Zip Zip s sst Phone Import Phone irthDate jBirthDate alary jSalary our Rate 1 our Rate 1 our Rate 2 our Rate 2 our Rate 3 lour Rate 3 omments omments mployee loyee our Rate 4 fHour Rate 4 To remove a field from the Selected Fields list highlight the field and click Remove You can also double click a field in the Selected
93. bute Hours TY Distribute Hours e a Employees PARIAS FRANCES L 2 The default is to distribute hours by Department If you are paying by MultiLedger job select the Job radio button 3 Select an employee in the list and enter the number of hours for the department job and click the TAB key Hourly employees are indicated by a greater than symbol gt 4 Select the Hour Category that coincides with the hours you just entered Click OK or press ENTER 5 Select the Department Job that coincides with the hours you just entered and click OK or press ENTER Note If you selected Job when you entered the window and jobs have not been previously loaded during this payroll session you will be prompted to select and open the MultiLedger company job list that you wish to use during this payroll session 6 Continue with the selected employee until distribution is complete Click 114 Chapter 16 Distribute Hours Save Employees whose hours have been distributed and saved are marked with an asterisk 7 Repeat steps 3 6 for each employee Note The Hour Categories and Department lists that appear while distributing hours are the Hour Categories and Departments that were setup on their respective windows on the Command Center If you do not see an Hour Category or Department you will need to set those up in the appropriate window Modifying a Distribution 1 Select the employee name in the list
94. c Use Remove From List This option allows you to remove a database from the list Note This only removes the listing in the Database Manager It does not delete the database file from the saved location To delete a database you will need to manually delete the database db file from your hard drive or saved location 1 Click Remove From List A warning message appears Database Manager Remove database from list j Are you sure you want to remove the selected database from the list No 2 Click Yes to remove the database from the Database Manager list You can add the database again at anytime by using the Add Database command Open Database This option allows you to choose a different database and open it up to view all saved payroll companies in that particular database 1 Select the database you want to open and press Open Database The new database is now open and all companies stored in this database are available under the Open Company command under the File menu Close Database Manager This option closes the Database Manager window Open Company Open Company This command allows you to choose a specific company in an available database Once the program is launched choose Open Company from the File menu Select the database if necessary then select the payroll company to open and click Open Company Delete Company You can also choose to delete a company from the database list by going
95. can enter the amount in the Salary edit box Social Security and Medicare are exact computations based on values entered for Federal Tax Parameters on the Federal Taxes window If you enter Social Security and Medicare amounts that differ from what the federal tax parameters calculate CheckMark Payroll warns you that Social Security and Medicare are not correct Typically you would override the amount to reflect what was actually paid but you should know that the difference will appear in the Fractions of Cents line on the 941 For more information see Types of Federal Tax Reports on page 186 8 Click Save after you have finished filling in the paycheck amounts Important A UO N m Employees whose calculated pay has been saved are shown in green and prefaced with a dollar sign Do not forget to use the Review Create Paychecks window to create the paycheck since CheckMark Payroll updates employee records after the paycheck is created Use the same check number that was originally disbursed for accuracy For details see Creating Payroll Checks on page 138 Calculating Pay for a Bonus Check Before calculating a bonus check the bonus should have been set up for employees as an additional income category For details see Adding Pre Defined Additional Income Categories to Your Company on page 50 To calculate the pay for a bonus check do the following Click Payroll in the Command Center then select Calculate Pa
96. cial security number employee and default department Use this view tab to set up wage information such as salary or hourly rate pay frequency hire terminate dates last raise date and department job distribution percentages 70 Chapter 12 Setting Up Employees Taxes Income Deductions Accrued Hours YTD Use this view tab to set up an employee s W 4 options advance EIC payments and federal state and local tax withholdings Use this view tab to assign up to eight Additional Income categories to an employee Use this view tab to assign up to 16 Deduction categories to an employee Use this view tab to assign up to three accrued hour categories such as sick or vacation for an employee Employees can earn a set amount by month year hour worked or pay period Use this view tab to enter an employee s beginning year to date balances for wages Additional Income categories Deduction categories and taxes if necessary For more information see Setting Up Employee YTD Balances Mid Year on page 89 How to Set Up an Employee Important Since the employee list is available in all view tabs you can set up your employees in one of three ways e Set up all your employees within the same view tab and then select the next view tab SUTA State must be selected for each employee before saving employee information or a default SUTA State will be assigned to the employee The default state will be the
97. ckMark Payroll than you can import If you are importing exporting data between companies make sure your import and export field lists are the same 110 Chapter 15 Importing and Exporting Steps to Processing a Payroll 111 Part 3 Processing Your Payroll Now that you have everything setup it is time to process payroll Almost all the windows under Payroll on the Command Center are optional with the exception of Calculate Pay You are able to calculate and create a pay check all within the Calculate Pay window CheckMark Payroll does not require that you print a pay check to affect employee YTD balances or payroll reports You only have to create a check Steps to Processing a Payroll Optional 1 Optional 2 3 Optional 4 5 Optional 6 Optional 7 Optional 8 Enter or Import employee hours or Distribute Hours by Department or Job Calculate Pay Review pay calculations Create paychecks Allocate Wages or Re allocate Hours to Departments or Jobs Print paychecks Modify paychecks 112 Distribute Hours 113 Chapter 16 Distribute Hours To distribute hours by department or MultiLedger Job use the Distribute Hours window on the Command Center Hours distributed on the Distribute Hours window cannot be edited on the Calculate Pay window If you need to edit an employee s hours you will need to return to the Distribute Hours window Distribute Hours 1 Click Payroll in the Command Center then select Distri
98. cks Modifying a Check Number Click Payroll in the Command Center then select Modify Paychecks Select the check date for the check s that you want to display in the list Select one or more checks to modify You can select a consecutive range of checks from the list Enter the new starting check number in the Check edit box then click Modify An alert will appear if duplicate check numbers are entered in the current list If you selected a range of checks they will all be renumbered consecutively If the checkbox for Direct Deposit is checked make sure you use the numbering sequence for your Direct Deposit checks If you need to print this check on check stock de select the check box change the Check displayed in the Check box and then select Modify When prompted select whether you wish to save the direct deposit number as a void item in your list Direct Deposit Modify Check 208 Void Period Start 91 29 12 Delete Period End 02 12 12 o Modifying Payroll Checks 149 Note An alert appears asking if you want to retain existing check number as Void before renumbering Modifying Period Start and End Dates 1 Click Payroll in the Command Center then select Modify Paychecks 2 Select the check date for the check s that you want to display in the list 3 Select one or more checks to modify You can select a consecutive range of checks from the list 4 Enter the new Period Start and or Period End dates
99. ct the database and click Open The database is added to the list in the Database Manager Rename Database This option allows you to rename the database It is recommended you use only alpha numeric characters 1 Click Rename Database The following alert appears The Rename Database window appears Database Manage Copy Warning Renaming or moving database may be unsafe If you are the only one who acce is database you may safely continue a renaming or moving the database non now a ignore the following insructions p ther users accessing this database from different computers wil need to redocate the database after renaming or moving If the database i ssed by multe users please folo these instructions to succussfuly ieee tabase and relocate it on other computers m 1 Exit CheckMark Payroll on all other computers that access this database 2 Continue renaming or moving the database from this computer 3 For each computer that accesses this database complete the folowing steps men Lana Chediark payrol and open the Database Manager fom the ee Select the folowing database from the Database List Payroll Company D cic OF when informed that Pavol is unable to locate the database Ea e Database Manager 2 Click Yes Rename Database New Name TP TEREE ok cancel 3 Enter the new name and click Rename Database to Save 12 Chapter l Installation and Basi
100. cting the Print Font You use the Select Print Font window under the File menu to select the font for printing checks and reports 1 Choose Select Print Font from the File menu Font Font style Size Arial Regular f 0 OK i 5 i Cancel T Arial Narrow 10 FP Arial Rounded MT Bok Bold Italic 11 T Baskerville Old Face 12 Bauhaus 93 Fh Beesknees ITC M Sample AaBbY yZz Script Westem x This is an OpenType font This same font will be used on both your printer and your screen e 2 Select the font font style and font size The fonts listed are the fonts installed in your system You can use fonts sizes from 8 to 14 points with CheckMark Payroll To install or remove fonts see your computer s owner s guide 3 Click OK View Menu Options You can use the options under the View menu to set the Command Center Window color as well as increase or decrease the screen font size for Payroll windows Changing the Window Font Size You can customize the window size in CheckMark Payroll by increasing or decreasing the font size for all windows 236 Chapter 39 Setting Preferences 1 Choose Increase Font Size CTRL Windows or COMMAND Mac from the View menu Or choose Decrease Font Size CTRL Windows or COMMAND Mac from the View menu Changing the Display Font You can change the display font for better more customized viewing on your screen for most areas 1 Choose Change Display Font
101. ctions on page 85 If you have a deduction based on disposable wages you will need to choose Disposable Wages under the drop down for Apply to This basic setup is subtracting all deductions required by law Federal State Local SS and Med are already included from the employee s gross earnings There are certain rules and situations on what is to be included or not included For example tips are not included for disposable earnings while state unemployment or disability tax is included The Deduction and Additional Income setup screens both contain a checkbox for Include in Disposable Wages Calculations to include the calculation of disposable wages Deduction Limit Options You can set the Limit Type for a deduction defined as Fixed Amount per Pay Period 1st Check of Month or Hour Worked or Fixed by selecting the appropriate Limit Type from the pop up list You can choose a deduction limit type of Annual Wages Loan Amount Annual Deduction Amount Pay Period or Monthly As with the calculation methods in the last section if the limit amount is the same for all employees enter the amount in this screen If it is a different amount for each employee insert 0 00 in this screen and modify the deduction limit amount in the Employee Setup under the Deduction tab e If you choose Annual Wages as the Limit Type the deduction will be taken out of the employee s pay each pay period until the employee s annual wages meet or e
102. cts your employer reports Creating Employer Payments 1 Click Payroll in the Command Center then select Create Payments Y Create Payments gt u gt j _ m a Check Dates Details Type 01713712 FED 01 27712 02710712 STWH Next Check Number 1003 Check Date 92 10 12 2 Select the date or range of dates for the employer payment calculation from the Check Dates list 156 Chapter 23 Create Payments 3 Note 4 Note 5 Select the Payee s for the payment from the Payees list You can select up to five different payees per check by dragging through the list for consecutive selections or using the CTRL key Windows or Command 3 key Mac for a non consecutive selections If you don t see the payees you want in the list they haven t been set up on the Employer Payees window For details see Chapter 13 Setting Up Employer Payees on page 93 You cannot combine 941 and 940 payments Click Cale Amount The calculated amount appears in the edit box You can override the calculated amount shown for the payment by editing the value in the Amount edit box However if you override the calculated amount on this window it will not change any reports as they are based solely on paychecks created Once calculated an employer payment s calculations appear in the middle box You cannot edit the calculation details The calculation details for State W H do not appear
103. d entering the accounts in a payroll category Repeat steps for 2 7 for each payroll category Modifying a Posting Account 99 Modifying a Posting Account 1 2 Modify Account 3 4 5 Save 6 7 Select an option under Payroll Categories Select an item from the Items list Click Modify Account Modify the account number in the edit box and click OK Repeat steps 2 4 for each account in the payroll category Click Save after you ve finished modifying accounts in the payroll category Repeat steps 1 6 for each payroll category Deleting a Posting Account 1 2 Modify Account 3 4 5 6 Save 7 8 Select an option under Payroll Categories Select an item from the Items list Click Modify Account Press the DELETE key on your keyboard Click OK Repeat steps 3 5 for each account in the payroll category Click Save after you ve finished deleting accounts in the payroll category Repeat steps 1 7 for each payroll category 100 Chapter 14 Setting Up Ledger Accounts Posting Account Descriptions Cash Account Wages EIC Federal Social Security Medicare Cash Account Social Security Liability Social Security Expense Medicare Liability Medicare Expense FUTA Liability FUTA Expense SUTA Liability General The cash account from which payroll checks are paid An expense account for gross wages An expense account for Earned Income Credit Additional Income The Addit
104. dates appears for the selected quarter Check dates in the quarter are selected by default If wage reporting for less than the full quarter is required select the desired range of check dates 5 Select the Sort Employees By option If Last Name is selected the report will be organized by employees last name If Social Security is selected the report will be organized by employees Social Security Number 6 Click View Print or Text File Note You can omit the Social Security number from these reports by choosing Omit SS on Reports in the Preferences section under the File menu Creating California DE 9 Form for Printing You can print a DE 9 form for filing with the EDD directly from CheckMark Payroll To print the DE 9 Form do the following Click State Taxes in the Command Center Select the CA DE 9 Form option and select the desired Period option Select CA in the States list A UO N m Click Print A popup window appears 202 Chapter 33 State Taxes SDI Taxable wages for the quarter Contributions and Withholding paid for the quarter 0 00 M No Wages This Quarter Tl Out of Business No Employees M NoETT Out of Business Date Mr Y MM DD Additional FEIN 1 Additional FEIN 2 Title Phone J Cancel 5 Fill in all appropriate fields and click OK Note Even if the Preference to Omit SS on Reports is selected under the File menu the Social Security number for each employee will stil
105. direct deposit Once you are set up with your financial institution see Using CheckMark Payroll for ACH Direct Deposit on page 247 For more information on signing up for Web Direct Deposit please contact National Payment Corporation at www directdeposit com Check this option if the employee is joining an existing direct deposit program Prenote is used to test that the routing and account information go through the electronic banking system without problems Prenoting an employee will zero their direct deposit check but you are able to print a check for the employee on the Print Paychecks window Select either Checking or Savings on the drop down list depending on the type of account the employee is depositing into If the employee is depositing into 2 accounts this will need to be set on each account Enter the 9 digit routing number for the employee s account If the employee is depositing into 2 accounts this is the routing number to the account that the remainder of the paycheck will be deposited Account 2 has a specified amount entered Enter the account number for the direct deposit Up to 16 digits are accommodated in this field Enter the 9 digit routing number for the employee s account Enter the account number for the employee s account Enter the amount that is to be deposited in the second account The remainder of the paycheck will be direct deposited into Account 1 Enter the 9 digit routing number for
106. ds for quarterly reports such as 941s and state reports you should record these paychecks CheckMark Payroll automatically calculates net pay based on the amounts you enter for Wages Additional Income Deductions and Taxes 134 Chapter 18 Calculating Employee Pay 1 Click Payroll in the Command Center then select Calculate Pay all Sr re Enter Dates for Calculating Pay MM DD YY Check Date Period Start 95 18 12 05 31 12 2 Enter the check date from the original paycheck and press TAB 3 Enter the period start date and period ending date from the original paychecks and click OK 4 The Calculate Pay window appears Caladate Al ARIAS FRANCES L ARIAS LETICIA BARBA GINGER L mt tek HOUSTON CAMILLE E ____ meneprra austin Import Income Undo smonce AUSTIN ORTIZ LUIS F Disable Calculation Create Check WALLACE TERRY WARREN LEDGER DAGYN artas EVELIA Total Hours Check Date 06 01 12 Period Start End 05 18 12 05 31 12 Income Hourly Pay Deductions Salary Taxes Federal WH Socal Security 5 Select Disable Calculations then choose the Disable All Calculations check box 6 Select an employee from the list Calculating Pay for Special Checks 135 7 Enter the check amounts from the employee s paycheck in the appropriate fields Note If you don t want to enter the hours to calculate the wages for hourly employees you
107. e 106 Chapter 15 Importing Note Warning and Exporting optional Check the Replace Existing Employees checkbox if you want the information in the text file to replace existing employee information in your company When you re finished previewing the text file click Import to read the information into your company If you intend to import employee hours in the Enter Hours window and use employee name as part of your import parameter s exporting employee names from your time clock program and importing into CheckMark Payroll is one way of assuring that they are identical and avoid errors Or you can export employee names from CheckMark Payroll and import into your timeclock program if the program allows Importing an employee s department choice only works if a department with the same name is already setup in the Deductions screen Export Employee Information 1 2 Note You can export employee information to a text file allowing you to import the information into other programs or into another CheckMark Payroll company To export employee information Choose Export Employees from the File menu Select the employee names you want to export To select a consecutive or non consecutive series of employees see Making Selections in a List Box on page 13 If no employee names are highlighted information for all employees will be exported Copy each field that you want to export in the order that you want
108. e Creating checks updates the year to date totals to include the current check calculations The employee names for which paychecks have been created no longer appear in the list since the paycheck s calculation data has been used You can print the check with the Print Paychecks window Once created a paycheck s calculations cannot be changed However you can use the Modify Paychecks window to modify the check number delete or void the check 140 Chapter 19 Review Create Paychecks Printing the Payroll Checks 141 Chapter 20 Print Paychecks Printing the Payroll Checks After you ve created the paychecks you can print them with the Print Paychecks window Printing paychecks is an optional step because it s not necessary for posting check information to the employee s earnings records Paychecks can be printed or reprinted Reprinting a paycheck doesn t affect employee records Jn the list checks that have already been printed have an asterisk after the check number You can select the print font and size for printing checks on the Select Print Font window located under the File menu 1 Click Payroll in the Command Center then select Print Paychecks F Print Paychecks Edit View Window Vew Print Emai Emai Options E Send without Prompt Indude Non Direct Deposit Check Date Employee Check Dates i235 01 01 14 Roo Riley 1701714 Custom Check Format Check at Top Check at Midde
109. e selected period The Income Summary report shows the income name employee social security number employee name income amount for selected period and total for the selected period To suppress the Social Security number from the report go to the File menu and select Preferences Choose the Omit SS on Reports option 210 Chapter 35 Income and Deductions Creating Income and Deduction Reports 1 Click Income amp Deductions in the Command Center 2 Select either the Deduction or Income radio button a gt i y FERRERA lA income amp Deductions Ea Ta Print Text File XLS File Deduction Check Dates 01 01 11 C Income Detail owas 401 k Le Cafe Plan C Summary ETT HSA Em Loan PASUI NJDI NJFLI Garnishment 3 Select one or more items for the report You can select a consecutive or non consecutive series of Incomes or Deductions from the list If no categories are highlighted all categories will be reported 4 Select either the Detail or Summary radio button 5 Select one or more consecutive check dates for the report 6 Click View Print or Text File Types Employer Payments Reports 211 Chapter 36 Employer Payments Types Employer Payments Reports Check Register Posting Summary Quicken QIF The Check Register report shows check data for the selected month including check number check date payee payment description and the check amount The Po
110. e 239 Setting Up a Password 242 xi Chapter 41 Starting a New Year 245 Starting a New Year 245 Appendix A Direct Deposit 247 Using CheckMark Payroll for ACH Direct Deposit 247 Set Up Employees for ACH Direct Deposit 247 Set Up ACH Direct Deposit Information 248 Fields on the ACH Direct Deposit Window 249 Using CheckMark Payroll for Web Direct Deposit 250 Designate Employees for Web Direct Deposit 250 Create an Export File for Web Direct Deposit 251 Using CheckMark Payroll for ACH NPC Direct Deposit 251 Designate Employees for ACH NPC Direct Deposit 251 Create an Export File for ACH NPC Direct Deposit 252 Index 253 xii System Requirements 1 Part 1 Getting Started CheckMark Payroll is an automated payroll software program designed for the small to medium sized business to calculate and print payroll This program will process hourly and salaried pay rates and tracks regular overtime double time sick and vacation hours CheckMark Payroll will calculate Federal and State withholding as well as other taxes that may not necessarily be set up for you upon installation depending on your locale Use CheckMark Payroll to define deductions additional incomes calculate and create checks generate tax liability reports and print W 2s W 3s Form 940 941 943 and 944 reports Before jumping into the set up of your company payroll please read through the manual General set up and payroll procedures are covered as well as how you c
111. e Even if the Preference to Omit SS on Reports is selected under the File menu the Social Security number for each employee will still appear when printing this report Resubmit I Terminating Business f 941 Payer 943 944 ScheduleH PINS Contact Phone ee Fax no hyphens Email WFID CA Wage Plan Code Submitter if other than company Submitter EIN Submitter Company Submitter Address City State Zip Notify By Email gt Preparer Code O Othe Cancel OK 5 Enter the appropriate information for your company in the edit boxes then click OK If you are filing the MMRFF file on behalf of another company you can enter your own information in Submitter fields Otherwise CheckMark Payroll will use the Federal ID Company and Address information from the Company Information window 206 Chapter 33 State Taxes A Save dialog appears The file is named MMREF by default 6 Choose where you want to save it 7 Contact the EDD for complete instructions on filing Note Even if the Preference to Omit SS on Reports is selected under the File menu the Social Security number will still be included in the MMRFF file Creating Local Taxes Reports 207 Chapter 34 Local Taxes Creating Local Taxes Reports This report shows the employee social security number employee name wages exempt from local taxes total wages wages subject to local tax and amount of the local tax withheld T
112. e Web Direct Deposit file for submission to National Payment Click Employee Paychecks in the Command Center Select one or more check dates Select the Web Direct Deposit radio button A UO N m If desired select the Use Employee checkbox to use the employee s ID number instead of the Social Security number You must have the Employee Number set up with National Payment Corp to use this option 5 Click Text File A save dialogue appears The file is named Web Direct Deposit by default You can change the file name if necessary 6 Choose where you want to save the file then click Save Be sure to remember where you saved the text file as you will need it to import into the National Payment website Using CheckMark Payroll for ACH NPC Direct Deposit National Payment Corporation can use either the Web Direct deposit option or the ACH NPC Direct Deposit option Contact National Payment Corporation for details on which format to use at www directdeposit com Designate Employees for ACH NPC Direct Deposit 1 Click Employees in the Command Center 2 Select an employee who receives ACH NPC Direct Deposit from the list on the right 3 Check the Direct Deposit check box Click Save 4 Repeat steps 2 3 for each employee who receives direct deposit 252 Appendix A Direct Deposit A UO N m Create an Export File for ACH NPC Direct Deposit After you have set up employees for direct deposit as described earlier in this
113. e amount rate for all employees using this income category Clicking Yes overrides any specific amount entered in the Employee Set Up window under the employees Income Tab screen Clicking No leaves the specific amount in the Employee Set Up window under the employees Income Tab screen as previously entered Example 1 You update the amount of mileage reimbursement from 445 cents mile to 565 cents mile in the Additional Income window and click Save When prompted to Change Amount Rate clicking Yes will update all employees that have the mileage category assigned and update those values regardless of what value was entered previously Example 2 You set up a category for commissions based on percent of sales Each employee this applies to might have their own specific amount When saving this category selecting No upon this Change Amount Rate screen all values entered in the Employee Set Up screen under the Income tab will remain and each person will continue to have specific amounts Note If no employees have this category assigned to them in the Employee Set Up window selecting Yes or No will have no effect Deleting an Additional Income Category Important You can delete an Additional Income category as long as there aren t any employee checks or year to date balances associated with it and it is not assigned to any employees Do not delete any Additional Income categories once the first check for the year
114. e and Payroll Year Click the Browse button to select a new location to save the database 3 Click Create Database to save the new database Add Database to List This button allows you to add an already existing database to the list For example if you copied over a database from another computer and the Database Manager does not list this database you can choose Add Database to List and browse to that location to update the Database Manager s list 1 Click Add Database An Open dialog box appears 2 Browse to the location where the database is saved 10 Chapter I Installation and Basic Use Organize v New folder m OL RB Downloads a Favorites T Links B My Documents p My Music Name di Backups p _Reports payroll_2011 db Default_Payroll_Company_Database_201 Date modified Type 10 4 2011 5 01 PM 8 18 2011 9 37 AM 10 5 2011 10 23 AM 10 5 2011 12 18 PM File folder File folder Data Base Fil Data Base Fill My Pictures B My Videos Payroll_Company_Database_2011 db 9 27 2011 8 14 AM Data Base Fil taxTables_2011 db Saved G ae Sstedcame 3 vers_2011 db 10 5 2011 10 23 AM 10 5 2011 10 23 AM Data Base Fil Data Base Fil p Searches d Tracing j Computer amp eMachines C ef DVD RW Drive Gu Network E Control Panel Recycle Bin ia m J r Filename Payroll_Company_Database_2011 db Database Files db X 3 Sele
115. e left Next hour field below Next hour field above First hour field for next employee below 118 Chapter 17 Entering Employee Hours Entering Hours for an Employee 1 Click Payroll in the Command Center then select Enter Hours Import Hours using the following match Employee Name Social Security FilDown Column Employee Name And Social Security E Retain Hours for Next Pay Period Total gt ARTAS FRANCES L 0 00 gt ARIAS LETICIA 0 00 gt BARBA GINGER L 0 00 HOUSTON CAMILLE E 0 00 gt MEREDITH JUSTIN 0 00 PMONGE AUSTIN 0 00 ORTIZ LUIS F 0 00 WALLACE TERRY 0 00 gt WARREN LEDGER DAGYN 0 00 Total Hours 0 00 A total column will show you total hours per employee and total hours entered for the period 2 Select an hour category for an employee Hourly employees are indicated by a greater than symbol gt The hour categories that were set up with the Hour Categories window appear across the top of the hour fields These categories appear in the order that you set them up in the Hour Categories window Note To show hourly employees first in the list check the Sort Hourly Employees First When Entering Hours option on the Preferences window 3 Enter the number of hours for the category Numbers to the right of the decimal point are treated as hundredths of an hour For example enter 30 75 for an employee who worked thirty hours and forty five minutes For detailed infor
116. e those for employees who are set up as Direct Deposit employees on the Personal tab of the Employees setup window Click Text File The following window appears Using CheckMark Payroll for ACH Direct Deposit 249 Direct Deposit Originator Name Originator Routing Destination Name Destination Routing Company ID Entry Description Discretionary Data Account Number Effective Date 02 10 12 File ID Modifier 3 Balanced File F Prenote Omit SS Your bank or ACH provider should supply you with the information for this window For more information about the Direct Deposit fields see Fields on the ACH Direct Deposit Window on page 249 5 Once the information is entered click OK After you have entered this information the first time it will be saved for future use The only information you may have to edit each time is the Effective Date A Save dialog appears The file is named Deposit by default If your bank requires a different file name you can change it 6 Choose where you want to save the file then click Save Originator Name Originator Routing Check with your bank for information on submitting the deposit file that was created Fields on the ACH Direct Deposit Window This is usually your company name but you should contact your bank to make sure of the exact name to enter This field is limited to 23 characters This is the nine digit routing number of
117. e to update the employee s record when you ve finished setting up an employee Click Save when you re finished t _____ updating an employee Save New Delete 72 Chapter 12 Setting Up Employees Note If no SUTA State is selected an alert appears reminding you that a SUTA State has not been selected and a default SUTA State will be assigned to the employee Employees Warning Default SUTA State assigned to employee Forgetting to assign a SUTA State to an employee may result in invalid reports and other issues To help prevent these issues a default SUTA State was assigned to this employee To change the SUTA State assigned to this employee select a state from the SUTA State drop down menu in the Taxes tab of the Employees screen Commana You will not be able to setup your employees until your company state tax tables are setup Deleting an Employee Note A UO N m You can mark a terminated employee as inactive by checking the Inactive checkbox on the Personal view tab When you start the new year employees marked as Inactive are automatically deleted You can delete an employee as long as there aren t any year to date balances associated with the employee To delete an employee do the following Click Setup in the Command Center then select Employees Select the Personal view tab Select the employee from the employee list Click Delete Ch
118. ear in the Allocated Tips box of the employee s W 2 at year end Check Reported Tip if the income should not be included in net pay but is subject to Social Security and Medicare federal state and local withholding taxes Reported tips are also subject to employer taxes Federal Tax Social Security Medicare FUTA State Tax SUTA Local Tax Deduction Items in the Additional Income Window 57 Exempt From Options By checking the appropriate options you can classify an Additional Income category as exempt from any combination of the following taxes See your Circular E Employer s Tax Guide state or local tax guide to determine the correct handling of individual income items While all Additional Income categories will appear as part of Gross Wages how they are reported on reports such as Form 941 State Wages Summary or W 2 Statements is determined by your setup here Check Federal Tax if the income should be exempt from Federal Withholding tax Check Social Security if the income should be exempt from Social Security Withholding Check Medicare if the income should be exempt from Medicare Withholding Check FUTA if the income should be exempt from Federal Unemployment tax Check State Tax if the income should be exempt from State Withholding tax Check SUTA if the income should be exempt from State Unemployment tax Check Local Tax if the income should be exempt from Local Withholding tax Chec
119. eckMark Payroll asks you to verify that you want to delete the employee Click Yes to delete the employee Setting Up Employee Personal Information 73 Setting Up Employee Personal Information 1 Select the Personal view tab on the Employees window 2 Select an employee from the employee list If you are setting up a new employee click New in the tool bar Number of Employees 10 Inactive Delete at New Year Direct Deposit Paycheck Direct Deposit Prenote Routing 1 pe Account 1 Routing 2 P account 2 Acct 2Amount 500 3 Enter the personal information for employee 4 Click another view tab after you ve finished entering the employee s personal information to continue setting up the employee or click Save after assigning a SUTA State on the Taxes View Tab Fields in the Employee Personal View Tab First Name For a new employee click the New button in the tool bar to enter the employee s first name up to 15 characters Last Name For a new employee click the New button in the tool bar to enter the employee s last name up to 20 characters Address Lines 1 The address that you enter including City State and Zip will appear on the employee s paychecks and W 2s Address Line 2 This is the employee s delivery address Address Line 2 will accommodate up to 30 characters If both Address Line 1 and Address Line 2 are filled in both lines will print on employee checks and reports City
120. edit box and click OK The value for a Variable Amount Additional Income category is entered when you calculate the employee s pay on the Calculate Pay window Click another view tab to continue setting up the employee or click Save after you have finished setting up Additional Income for this employee Modifying an Additional Income Category from an Employee You can change the amount of an existing Income category if it s not setup as V Variable This amount is entered when you calculate the employee s pay on the Calculate Pay screen Highlight the employee you want to adjust Select the Additional Income category from the list of incomes already assigned to an employee Click Modify and adjust the rate amount Click OK Removing an Additional Income Category from an Employee You can remove an Additional Income from an employee as long as the employee does not have any income associated with it The only time to remove an Income category from an employee is after you have started a new year but before you have created a payroll in the new year To stop the category from being applied mid year simply modify the amount rate to zero in the Employee set up Select the Additional Income category from the Employee s Additional Income list Click Remove Click Save Setting Up Employee Deductions 85 Setting Up Employee Deductions In addition to tax deductions you can set up Deduction categories for an employee
121. ee Setup window For more information see Setting Up Employee Additional Income on page 83 Select Mileage Amount Mile if the Additional Income should be calculated on the number of miles an employee drives Once you ve assigned the category to an employee you can enter the number of miles on the Calculate Pay window Select Piecework Rate if the Additional Income should be calculated on arate an employee receives for a quantity you enter Once you ve assigned the category to an employee you will enter the number of pieces on the Calculate Pay window Other Options Check this option if the income category should only be added to an employee s wages for taxing purposes but not included in the net of the employee s check An example where this would be used is Reported Tips Incomes with this selected will not post into your accounting program Check this option if the income category amount should be included in the Department or Job wage distribution when posting to your accounting program Tip Income Options You can check either Allocated Tip or Reported Tip but not both When either Reported Tip or Allocated Tip is checked other checkboxes such as Tax Status options are automatically set However you should verify these settings according to current tax laws Check Allocated Tip if the income should not be included in net pay nor subject to any employee withholding taxes The Allocated Tip amount will app
122. eed add it with the Load Latest Tables button 2 Click in the State ID edit box and enter your state employer identification number This is the State ID that prints on W 2s Then press TAB State IDs And SUTA Values State ID SUTA 0 0000 Max SUTA Wages 11000 00 40 Chapter 7 State Tax Values 3 4 Note Save 5 Enter your SUTA and press TAB This is the rate you pay as an employer that has been given to you by your state and is based on an experience rating If the state has presented this number as a rate rather than a percentage convert it to a percentage by moving the decimal point two places to the right For example the rate of 004 should be entered as 4 in the SUTA edit box Verify that the value shown for the Max SUTA Wages is correct The Max SUTA Wages amount for the selected state is automatically entered however you should use your state tax guide or your company s state unemployment report to verify that it s correct Assigning the State ID SUTA and Max SUTA Wages for a state tax table automatically assigns those values to all tables for that state Click Save in the upper left hand corner If you are processing a multistate payroll repeat steps 1 5 for each state Setting Up Local Tax Values 41 Chapter 8 Local Tax Values Setting Up Local Tax Values Note Note 1 2 3 Important While CheckMark Inc attempts to maintain up to date and accurate tax information we cann
123. er agent Consultant or employee is authorized to make any mod ification extension or addition to this warranty Some states do not allow the exclusion or limitation of implied warranties or liability for incidental or consequential damages so the above limitation or exclusion may not apply to you This warranty gives you specific legal rights and you may also have other rights which vary from state to state Trademarks CheckMark Inc and MultiLedger are registered trademarks of CheckMark Inc All other references are trademarks of their respective owners 2014 CheckMark Inc pdf rev 12 13 Table of Contents Part 1 Getting Started 1 System Requirements 1 Software Updates 2 How to Get More Help 2 Support Plans 3 Before Contacting Support Other Resources 3 Contact CheckMark Inc 4 Chapter 1 Installation and Basic Use 5 Installing CheckMark Payroll 5 Macintosh Install 5 Windows Install 5 Command Center 6 Changing Command Center View 7 Database Manager 7 Storing All Company Files in the Same Database 8 Storing Company Files in Separate Databases 8 Using the Database Manager 8 Create New Database 9 Add Database to List 9 Rename Database 10 Remove From List 12 Open Database 12 Close Database Manager 12 Open Company 13 Delete Company 13 Exiting CheckMark Payroll 13 Tips for Navigating Windows Within Payroll 13 Making Selections in a List Box 13 Using Drop Down Lists 15 Converting Old Company Files 15 Chapter
124. er 21 Setting Preferences The department assigned here will determine which department heading the employee will appear under in lists and reports Employee wages will default to this department for posting and department reports Choose this option for employees that no longer work but have YTD balances Inactive employees such as terminated employees appear after active employees in employee lists and reports and are marked by an asterisk preceding their names You can print W 2s for inactive employees and inactive employees are included in the employee count for W 3s when in the previous year When you start the new year all inactive employees are automatically deleted from your new year company files Direct Deposit Prenote Checking Savings Routing 1 Account 1 Routing 2 Account 2 Acct 2 Amount Routing 3 Account 3 Acct 3 Amount Setting Up Employee Personal Information 75 Direct Deposit Paycheck Setup these options if you wish to use either ACH Direct Deposit through your own financial institution or Web Direct Deposit through National Payment Corporation For more information see Using CheckMark Payroll for ACH Direct Deposit on page 247 Check this option for employees set up for either Direct Deposit with your own financial institution or for Web Direct Deposit through National Payment Corporation You should contact your financial institution for more information on getting set up for
125. er 25 Modify Payments Posting Employee Checks to MultiLedger 163 Chapter 26 Posting Payroll Information to MultiLedger This chapter shows you how to post employee check and employer payment information to CheckMark s MultiLedger accounting package Posting Employee Checks to MultiLedger Employee check information from CheckMark Payroll can be posted to MultiLedger by following these instructions Paychecks post to MultiLedger as two general journal entries Set up Ledger Accounts in CheckMark Payroll Before posting to MultiLedger you should assign account numbers to payroll categories in CheckMark Payroll 1 In CheckMark Payroll click Setup in the Command Center then select Ledger Accounts 2 Assign MultiLedger account numbers to all applicable Payroll Categories For more information on setting up Ledger Accounts see Chapter 14 Setting Up Ledger Accounts on page 97 Review Posting Summary After you have calculated payroll and created checks in CheckMark Payroll you should review the Posting Summary to make sure the information is correct before you post to MultiLedger 3 In CheckMark Payroll click Reports in the Command Center then select Employee Paychecks then select Posting Summary 4 Select the appropriate Check Date s 5 Highlight the checks that you want to review from the list on the left If no checks are highlighted information for all checks will be reported 164 Chapter 26 Posting Payroll
126. er checks that have the check positioned in the middle third of the page Stubs are positioned top and bottom Select this option if you use a laser check that has the check positioned in the top third of the page but you would like to align the printing fields on the check to coincide with pre printed positions OR your check stock is blank and your are printing all fields on the check If you have more than four Additional Incomes and or eight Deductions for an employee we recommend using check stock with the check on top Select this option if you use a laser check that has the check positioned in the middle third of the page but you would like to align the printing fields on the check to coincide with a pre printed position OR your check stock is blank and you are printing all fields on the check Select this option if you use a laser check that has the check positioned in the bottom third of the page but you would like to align the printing fields on the check to coincide with a pre printed position OR your check stock is blank and you are printing all fields on the check This option is only available when Custom Check in Middle or Custom Check at Top is selected Click this button to access the printing fields and be able to adjust their position and or enable or disable the fields from printing For details see Formatting Checks W 2s and W 3s on page 227 Printing Options If Print 2nd Check Stub is checked a second s
127. example when calculating special checks such as bonus checks you may not wish for items such as health insurance or 401 k to be deducted Select those items from the list then click OK Disable Hour Accrual Select this option if you are doing a special check and do not wish employee accruals to calculate on this check An example is an employee that has accrual based on a per pay period basis and you are calculating a bonus check in addition to a regular paycheck on the same check date Disable All Calculations Select this option if you wish to manually enter all of the employee income tax and deduction fields such is the case when entering after the fact checks 128 Chapter 18 Calculating Employee Pay Note Calculate All Save Undo An employee s Social Security and Medicare withholding are exact computations based on values shown for Federal Tax Parameters on the Federal Taxes Setup window and should NOT be manually changed for an individual check There are however times when this is necessary specifically when entering after the fact checks since items already distributed MUST be matched exactly CheckMark Payroll will warn you that these items do not match the calculated value even when Disable Calculations is selected BUT will allow the change to be saved Select this option if you wish to have CheckMark Payroll calculate all employees in the pay period at one time based on your company and employee setup When you
128. f Copies to 1 Load the other set of W 2s into the printer and print them the same way as the first set Printing on the Form W 3 Load the pre printed W 3 form into your printer Select the W3 on preprinted form radio button Click the EF W2 W3 Setup button Enter your company s contact phone fax and email information in the fields Click OK Check the Preprinted W 3 checkbox Click Print Third Party Sick Pay Reporting on the W 2 and W 3 Statements 223 Third Party Sick Pay Reporting on the W 2 and W 3 Statements 10 Select Additional Income on the Command Center window Select New Enter a description of the income such as Sick Pay You are limited to 12 characters Set the Calculation Method as Variable Close Additional Income window Select Employees on the Command Center window Select an employee from the list on the right and then select the Taxes tab at the top Mark check box for the W 2 box 13 Sick Pay Select Income tab Under Company Categories select Sick Pay then Assign and Save Reselect the same employee from the list and the YTD tab In the box labeled Sick Pay modify the amount from 0 00 to gross wages paid by third party payer Also modify Social Security and Medicare amounts to amount shown plus the amount withheld by third party payer If necessary enter the amount of federal withholding withheld on sick pay in the box labeled 3rd Party Federal W H Save Repeat steps
129. fault_Payroll_ Company _Database_2011 db 18 Chapter I Installation and Basic Use Note You can change the name of the Default_Payroll_Company_Database_2011 db after the convert is finished For information on database management See Database Manager on page 7 Create a New Database 1 To create your own database and or save a database in a new location choose the Create New Database button 2 Enter a name for the new database 3 Change the Year if necessary If necessary change the default location where you want to save the database by choosing the Browse button 4 Click Create to Save the new database The new database should now be included in the list of databases to choose from for the final Confirm and Convert stage r z Payroll Company Conversion Wizard Create Database Create a database to hold your companies Name Sample Company Database Payroll Year 2011 Directory c CheckMark Payroll Payroll Year Browse i Create Cancel 4 Confirm and Convert After you have selected the database you want to convert your data into click the Next button Converting Old Company Files A new year will be started for PR Sample Co Inc to begin 2011 payroll processing The conversion process may take several minutes Verify that all information and save location is correct If changes are needed hit the Back button 5 Click the Confirm and Convert button CheckMa
130. ffers a variety of reporting options Most reports can be viewed on screen printed saved as a text or xls file Using the Report Windows This brief section shows you how to use the tool bar on the report windows and how to look for items in lists and on screen reports with the Find command Using CheckMark Payroll s Tool Bar with Reports When you click View the report appears on your screen You can then use the Find command under the Edit menu to look for specific items on the report To close an on screen report choose Close from the window s Control menu or click the close box in the corner of the report window When you click Print a Print dialog appears Select the print options that you want and click Print When you click Text File a Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save When you click XLS File a Save dialog appears Change the name of the xls file if you want and click Save It is recommend that you use the import function instead of just opening the xls file into a spreadsheet program This can provide better formatting 170 Note Using the Find Command with Reports Some on screen reports allow you to use the Find and Find Again commands under the Edit menu You can search for anything that can be entered from your keyboard such as check numbers names or amounts You can also use the Find and Find Again commands for
131. file contains only checks for employees who are set up as Direct Deposit employees on the Personal tab of the Employees window 178 Chapter 29 Employee Paychecks Include Jobs in Post Summary Mark Posted Checks Use Employee Checks Reference Taxes Reference Checks Posting Date Taxes Posting Date Quicken QIF QuickBooks IIF 1 Employee Checks Report Options If you distribute wages or hours to MultiLedger Jobs you should check this box before posting to MultiLedger For more information on posting to MultiLedger see Chapter 26 Posting Payroll Information to MultiLedger on page 163 If you post paychecks to one of the accounting packages listed in the Format menu you can check this box so that each time you post paychecks they will be marked with an x If using Web Direct Deposit and you would rather use an employee ID number instead of the Social Security number you can mark this checkbox You must also set up to use Employee ID on National Payment Corporation s Web Direct Deposit set up page For more information on using Web Direct Deposit see Using CheckMark Payroll for Web Direct Deposit on page 250 These boxes are for posting information to Multiledger For more information on using these boxes see Chapter 26 Posting Payroll Information to MultiLedger on page 163 Posting File Formats You can export posting information to Intuit s Quicken Select the Quicken QIF opt
132. for that same employee you will receive an alert warning that the limits for Social Security SUTA and FUTA could be adversely affected x v J A check has been created for this employee after this check date Continuing could adversely affect any limits that have been reached Proceed Yes No Allocating Wages After Paychecks are Created 151 Chapter 22 Allocate to Dept Job Allocating Wages After Paychecks are Created 5 You can use the Allocate to Depts Jobs window to allocate an employee s wages and employer taxes to more than one Department or MultiLedger Job after a check has been created You can also use the Allocate to Depts Jobs window to re allocate an employee s hours that were allocated using the Distribute Hours window If you re allocate hours for hourly employees on this window the employee s wages are re allocated automatically as well Please note that re allocating hours for salaried employees does not automatically allocate their wages by department or job Re allocating Hours for Hourly Employees If you created a check for an employee after entering hours by Department or Job on the Distribute Hours window you can re allocate those hours to Departments or Jobs on the Allocate to Depts Jobs window without having to delete the check and recalculate pay for that employee Click Payroll in the Command Center then select Allocate to Depts Jobs Select Department or Job Select the appropriate
133. h the correct check date Modifying the Check Number or Date for an Employer Check Click Payroll in the Command Center then select Modify Payments Select the month for the check that you want to display 160 Chapter 25 Modify Payments 3 Select the check that you want to modify from the list 4 Modify the check number or check date in the edit boxes Check 1003 Check Date 92 10 12 Modify C voia Delete 5 Click Modify Voiding an Employer Check Voiding an employer check retains the check number replaces the payee s name with Void and subtracts the amounts from the employee s YTD balances 1 Select the month for the check that you want to display 2 Select the check from the list Note Modifying Employer Payment Checks 161 Click Void An alert appears asking if you want to mark the check as void Click Yes Deleting an Employer Check Deleting removes all information associated with the selected check and subtracts the amounts from the employee s YTD balances Select the month for the check that you want to display Select the check from the list Click Delete An alert appears asking if you want to delete the check Click Yes If you Void or Delete a check for an employee after another check has been created for that same employee you will receive an alert warning that the limits for Social Security SUTA and FUTA could be adversely affected 162 Chapt
134. has been created The only time a category should be deleted is after the New Year file has been created but before any checks have been created 54 Chapter 10 Setting Up Additional Income 1 Click Setup in the Command Center then select Additional Income 2 Select the category from the Additional Income list Delete 3 Click Delete CheckMark Payroll asks you to verify that you want to delete the Additional Income category 4 Click Yes to delete the category Items in the Additional Income Window Variable Amount Fixed Amount per Pay Period Hour Worked 1st Chk of Month or 1st Chk of the Quarter Fixed of Sales Apply to Wages Calculation Methods Amount paid to an employee varies with each pay period If this option is selected the amount that appears on the Calculate Pay window will always be 0 00 until you override and enter the amount of the additional income Select Fixed Amount per Pay Period if the amount paid to an employee is the same each pay period Select Fixed Amount per Hour Worked if the amount paid to an employee is multiplied by the number of hours worked that pay period Hour Categories defined with Use in Calculations Based on Hours Worked are used in this calculation Select Fixed Amount per 1st Check of Month if the amount paid to an employee is the same each month The amount will be added to the first paycheck created for the month Select Fixed Amount per Ist Check of the Quarter if
135. hat the posting was successful The posting process sends information from CheckMark Payroll to MultiLedger but does not send information from MultiLedger back to CheckMark Payroll You should check the General Journal in MultiLedger to make sure the PR and ET entries were sent correctly You should see two entries in the General Journal in MultiLedger A PR date entry for employee paychecks and an ET date entry for employer taxes 166 Chapter 26 Posting Payroll Information to MultiLedger Posting Employer Checks to MultiLedger 10 11 12 Employer payment checks from CheckMark Payroll can be posted to MultiLedger by following these instructions Employer Payments post to MultiLedger s Disbursements journal Set up Ledger Accounts in CheckMark Payroll Before posting to MultiLedger you should assign account numbers to payroll categories in CheckMark Payroll In CheckMark Payroll click Setup in the Command Center then select Ledger Accounts Assign MultiLedger account numbers to all applicable Payroll Categories Review Posting Summary After you have created employer payment checks in CheckMark Payroll you should review the Posting Summary to make sure the information is correct before you post to MultiLedger In CheckMark Payroll click Reports in the Command Center then select Employer Payments then select Posting Summary Select the month Highlight the checks that you want to review from the list on the left
136. he db BE Desktop meee backup archive saved using the Create Backup command then click Open File name Default_Payroll_Company_Database_201 a payroll_2011 db Payroll_Company_Database_2011 db a taxTables_2011 db a vers_2011 db Database Files db Open Jf Cancel You may have to use the pop up menu and list to locate the db backup archive saved using the Create Backup command then click Open Restoring Backup Database 241 On Macintosh it will look like this lt gt 88 m 0 Backups A search gt DEVICES 4 Payroll gt Go gt ere E _Reports al al Backups amp Default_Pa o pr cm c Default_Pa e_2011 c payroll_20 p pr cm c payroll_2011 db taxTables_2011 db vers_2011 db gt PLACES gt MED 1 il il ia eo yr Open A Note If your backups are stored on a CD it may be necessary to copy and paste the backup file to your computer before restoring the archive 2 Click Open A warning message appears about overwriting all data in the current database oe a All of the companies in the currently opened database will be reverted to their state at the time this backup was created Continue restoring database Ce Important Unless your intent is to replace your current database with the restored backup you should avoid continuing with the restore Restoring the backup db wi
137. he Form 941 line 6a of Form 944 you will need to show a negative adjustment for the employee portion of the Social Security and Medicare taxes withheld from sick pay by the third party payer You will also need to report federal withholding wages on line 2 There is more information in Publication 15 Publication 15A or 941 instructions at www irs gov 194 Chapter 31 Federal Taxes Note 8 Note Steps for Form 941 Form 944 reporting in Payroll Open Federal Taxes on the Command Center Select Form 941 or Form 944 and applicable quarter or annual If necessary fill in Third Party Designee information and or Paid Preparer information and state abbreviation Select Print a setup screen opens Enter Social Security and Medicare amount withheld by third party as a negative number in edit box 7b See Publication 15A at www irs gov for more information about reporting Third Party Sick Pay Adjust amount of deposits on line 11 for the quarter if you have already deposited the employer amount of the Social Security and Medicare taxes Click OK The form opens in the Adobe Reader program Modify line 2 federal withholding wages to include sick pay DO NOT modify line 3 to include federal withholding withheld by third party on sick pay wages This will be reconciled later on the W 3 statement Modify lines 5a and 5c on Form 944 lines 4a and 4c to include sick pay wages paid by third party payer Include sick pay wages on line 5a 4a
138. he Local Taxes window under Setup Setting Up Employee Additional Income 83 Setting Up Employee Additional Income Use the Additional Income view tab to set up income other than salary or hourly wages for your employees Before an Additional Income category can be assigned to an employee it must be set up on the Additional Income window For more information on setting up Additional Income categories see Chapter 10 Setting Up Additional Income on page 49 Assigning Additional Income Categories to an Employee You can assign a maximum of eight Additional Income categories to each employee 1 Select the Income view tab on the Employees window New Delete Number of Employees 10 Personal Wages Taxes Income Deductions Accrued Hours YTD Employee s Additional Income Income Type Rate Amt 2 Select an employee from the employee list if one is not already selected 3 Select the Additional Income category for the employee from the Company Categories list The categories that appear in the Company Categories list are those that were set up with the Additional Income window 4 Click Assign Assign gt Tip You can also double click an Additional Income category to assign it to an employee 84 Chapter 12 Setting Up Employees Modify Save Remove Select the category assigned to the employee and click Modify to modify a category s values Modify the rate amount in the
139. here If you select this check box you will need to fill in Schedule A 940 and fill in Part 2 Additionally the amount from line 3 of Schedule A 940 Part 2 will need to be entered for line 11 on this screen The US Dept of Labor determines credit reduction states These are states that have not repaid the federal government for unemployment benefits paid If your state is a credit reduction state you will need to pay additional FUTA tax when filing your Form 940 Check this box if all FUTA wages were exempt from state unemployment SUTA If line 9 is selected lines 10 and 11 do NOT apply Enter the amount to print on Line 10 if some of the FUTA wages you paid were excluded from state unemployment or if you paid any state unemployment tax SUTA late This amount is from line 7 of the worksheet included in the Form 940 instructions Enter an amount to print on Line 11 if a credit reduction applies This amount is from Schedule A Part II line 3 Enter an amount to print on Line 13 for your FUTA tax deposited for the year Enter information that will print in the appropriate section on the 940 if you use a third party designee Enter information here that will print in the appropriate section on the 940 if you are a paid preparer If line 12 is greater than 500 CheckMark Payroll will automatically fill in Part 5 lines 16 17 on Form 940 Part 7 date will be filled in by CheckMark Payroll based on the system date of your
140. here are totals by local tax at the bottom of the report 1 Click Local Taxes in the Command Center Sins E Local Taxes l Merge if Same Name Local Taxes Check Dates Denver CO 01 01 11 CASDI 01 08 11 01 22 11 2 Select one or more local taxes for the report You can select a consecutive or non consecutive series of local taxes from the list If no local taxes are highlighted all taxes will be reported 3 Select one or more check dates for the report You can select a consecutive series of check dates from the list 4 Click View Print or Text File Note You can omit the Social Security number from these reports by choosing Omit SS on Reports in the Preferences section under the File menu 208 Chapter 34 Local Taxes Types of Income and Deduction Reports 209 Chapter 35 Income and Deductions Types of Income and Deduction Reports Deduction Detail Income Detail Deduction Summary Income Summary Note The Deduction Detail reports shows the deduction name employee SSN employee name employee deduction amount and employer match amount for individual checks along with the total for each deduction The Income Detail report shows income name employee social security number employee name check number check date and total amount of income The Deduction Summary report shows the deduction name employee SSN employee name deduction amount match and total for th
141. ie 50193 01 3106 Mori Leilani eIn most list boxes you can also select a consecutive range of items in a list by dragging through the list to highlight the desired items Simply select the first item in the selection and while holding down the mouse button move the mouse pointer through the list e To deselect an item in a list position your mouse pointer over the selected item and click the mouse button To retain other selections in the list while deselecting an item hold down the CTRL key Windows or COMMAND key 86 Mac while clicking the item e Insome lists you can make non consecutive selections by holding down the CTRL key Windows or COMMAND key 8 Mac while clicking the desired items in the list The example below shows a non consecutive range of checks selected Check Date Employee 01 31 06 Prac 01 31 06 Wesley Jenni 01 3106 Crawford Alex 6 Di ck 06 01 31 06 01 3106 Griffith Margorie 50193 01 31 06 Mori Leilani Converting Old Company Files Using Drop Down Lists Drop down lists make data entry fast and easy When you click the down arrow button in a drop down list a list of choices appears 4 up Employee All Copies vll up Em 2 up Employer Copy A 2 up Employer Copy 1 2 up Employer Copy D 2 up Employee Copy B 2 up Employee Copy C 2 up Empl 2 CheckMark Payroll offers you several ways to quickly find an item in a drop down list e Use your mouse to select the item
142. il all content is highlighted i gt ama rir SSS Sample Co Personal Information 2011 Dickens Chuck Status Active 43 Chuck Street Social Security 000 00 0000 Wood CO 80000 Birth Date 8 9 60 Phone 000 000 0000 Employee 2 Department Warehouse 172 3 Go under the Edit menu at the top of the screen and select Copy iF CheckMark TM Payroll Version 8 File Edit Setup Payroll Reports Window Help Cut Ctrl X Copy Ctrl C Paste Ctrl V Find Ctrl F Find Again Ctrl G Sample Co Personal Information 2011 Dickens Chuck Status 43 Chuck Street Social Security Wood CO 80000 Birth Date Phone Employee Department Active 000 00 0000 8 3 60 000 000 0000 2 Warehouse 4 Open up a word processor or spreadsheet program and use the Paste function in that program to insert the information Types of Employee Information Reports 173 Chapter 27 Employee Information Types of Employee Information Reports Personal Information Wage Information Tax Information Income Deduction Information The Personal Information report shows the employee personal data including name address phone number Social Security number birth date employee number employment status email address and default department The Wage Information report shows the employee s salary or hourly rates pay frequency hire date last raise date termination date accrued hours available
143. ile Your bank should let you know what the lead time is for the deposit The default value is an A Increment to B C and so on for additional files sent on the same day if you are instructed to do so by your bank If your bank requires a balanced file place a checkmark in this box If necessary check Prenote This option zeroes out all records Prenote is typically only selected the first time that your company submits an ACH direct deposit When your bank notifies you that the deposit was processed correctly you will no longer need to check Prenote This option omits the social security number on the ACH direct deposit file Using CheckMark Payroll for Web Direct Deposit National Payment Corporation can use either the Web Direct deposit option or the ACH NPC Direct Deposit option Contact National Payment Corporation for details on which format to use at www directdeposit com Designate Employees for Web Direct Deposit 1 Click Employees in the Command Center Using CheckMark Payroll for ACH NPC Direct Deposit 251 2 Select an employee who receives Web Direct Deposit from the list on the right 3 Check the Direct Deposit check box Click Save 4 Repeat steps 2 3 for each employee who receives direct deposit Create an Export File for Web Direct Deposit After you have set up employees for direct deposit as described earlier in this section then processed payroll and created checks you are ready to create th
144. ile menu If the Sample Co is not listed use the Database Manager to open the correct database containing the Sample Company For information on the Database Manager see Database Manager on page 7 3 Select the PR Sample Co Inc and click Open Company Company Name Move Company Open Company Cancel 22 Chapter 2 Sample Company 4 The PR Sample Co Inc is now open and all sections are active on the Command Center Note Do not enter your own company data in the PR Sample Co Inc You should create a new company if you plan to process payroll for your own company Starting CheckMark Payroll for Macintosh and Opening the Sample Company The following steps show you how to start CheckMark Payroll for Macintosh and open a sample company file called PR Sample Co Inc If you would rather start setting up your own company right away go to Creating a New Company File on page 25 1 Double click the alias on the dock or desktop You can also launch Payroll by opening the folder where CheckMark Payroll was installed and double clicking on the CheckMark Payroll icon 2 Select Open Company from the File menu 3 Select the PR Sample Co Inc then click Open Company 4 The PR Sample Co Inc is now open and all sections are active on the Command Center Note Do not enter your own company data in the PR Sample Co Inc You should create a new company if you plan to process payroll for your own company 23 Part 2 Set
145. in the Date s edit box then click Modify Note Ifa check date was entered incorrectly you must delete checks with incorrect date and then re enter the paycheck with correct check date Voiding a Check You can void an employee s paycheck which retains the check number replaces the employee s name with Void and subtracts the check amounts from the employee s year to date balances 1 Select the check date for the check s that you want to display in the list 2 Select one or more checks to void You can select a consecutive range of checks from the list 3 Click Void An alert appears asking if you want to mark the check s as void 4 Click Yes Note There is not a general ledger in CheckMark Payroll Voided paychecks may still need to be recorded in your accounting program as certain programs will not allow for posting of a 0 00 item Deleting a Check Deleting a check removes all information associated with the check and subtracts the values from the employee s year to date balances 1 Select the check date for the check s that you want to display in the list 2 Select one or more checks to delete You can select a consecutive series of checks from the list 150 Chapter 21 Modifying Paychecks 3 Click Delete An alert appears asking if you want to remove the amounts from the employee s YTD balances 4 Click Yes Note If you Void or Delete a check for an employee after another check has been created
146. information view tab 73 Piecework rate additional income 56 POS OE 4 exporting employee checks to 180 213 Posting summary report 177 Posting to MultiLedger 163 Preferences 231 Change Command Center color 236 Change Configuration Directory Location 232 Display Font Size 233 Manage Window Placement 233 Omit SS on Reports 235 Prompt to Mark Checks as Printed 257 232 Remind to Backup when Closing Database 231 Save Window Placement 233 Save Window Size 233 Show Check Printing Warning 232 Show Critical News Only 232 Sort Employee List by Employee Number 234 Sort Hourly Employees First When Entering Hours 234 Use Company Specific W2 W3 Check Formats 234 View Preference File 232 Print employer payments window 157 Print paychecks window 141 Printing employer payments 157 on 941 form 186 paychecks 141 reports 169 selecting font and size 235 W 2s on a dot matix printer 222 on a laser or ink jet printer 221 on blank perforated paper 219 W 3s on a preprinted form 222 on plain paper 220 Prompt to Mark Checks as Printed 232 Q Quarterly liability report 196 QuickBooks exporting employee checks to 178 exporting employer checks to 212 Quicken exporting employee checks to 178 exporting employer checks to 211 258 R Rakefet exporting employee checks to 180 213 Reported tip 56 Reports copy and paste information 171 deduction detail 209 deduction summary 209 printing 169 saving as text files 169 tax 940 196 941 187
147. ion and click Text File Enter Bank Account Name and whether you want to print checks from Quicken A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Intuit s QuickBooks program Select the QuickBooks Format option from the dropdown menu and click Text File A pop up screen opens with a list of Expense and Liability accounts You can use the Default Account Names or if you want to post to your current QuickBooks accounts you can change the QuickBooks Account Name To change the name click the account you want to change under the QuickBooks Account Name column and type in a new name Moneyworks Peachtree 3 0 Types of Employee Paycheck Reports 179 i Save Heb Export Options Print Checks Bank Account Name Use Default Account Names Select an Item below and start typing to modify the associated Quickbooks Account Name Quickbooks Account Name Trem ross Wages sssType in your current QuickBooks account names Federal Withholding State Withholding State Withholding State Withholding SUTA gt SUTA Enter Bank Account Name and check the box if you want to print checks from QuickBooks Click Save once you have finished entering your data Click Ok Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting i
148. ional Income items that appear in the list are those that were set up on the Additional Income window You can assign an account to each item typically an expense account Employee Taxes A liability account for employee federal taxes withheld A liability account for the Social Security tax withheld A liability account for the Medicare tax withheld Liability accounts for employee state and local taxes withheld also appear in the list Deductions The Deduction items that appear in the list are those that were set up on the Deductions window You can assign an account to each item typically a liability account Employer Taxes The cash account from which employer expenses and liabilities are paid A liability account for the employer portion of Social Security An expense account for the employer portion of Social Security A liability account for the employer portion of Medicare An expense account for the employer portion of Medicare A liability account for employer federal unemployment tax An expense account employer federal unemployment tax A liability account for State Unemployment appears for each state SUTA Expense Wages Tax Expense Note Note Note Wages Tax Expense Note Expense Posting Account Descriptions 101 An expense account for State Unemployment appears for each state Departments An expense account for department wages An expense account for department taxes for employer po
149. is treated as a percentage of the employees wages The rate entered can be modified for each employee in the Deductions tab in Employee Setup If necessary enter the employee wage at which the employer match should stop calculating This cannot be entered or overridden in the Employee Setup Use this box if a deduction has no employee portion but should still have an employer portion An example of using this box is for California s ETT Employer Training Tax ETT does not have an employee deduction but does have a Fixed the employer contributes so the Match if no Employee Deduction box should be checked Deduct Before Options By checking the appropriate options a deduction will be deducted before the following taxes e Federal Tax e Social Security e Medicare e FUTA e State Tax SUTA e Local Tax See your Circular E Employer s Tax Guide or state tax guide to determine the correct handling of individual deduction items 68 Chapter 11 Setting Up Deductions Box 10 Dependent Care Benefits Box 12 Box 12 Code Box 14 Other Box 18 20 Local Tax W 2 Box Selections You should refer to the Instructions for Form W 2 section of the IRS publication Federal Employment Tax Forms for guidelines about where deductions and codes should print on W 2s Checking causes the year to date total for the dependent care benefits deduction to appear in Box 10 of an employee s W 2 Checking causes the ded
150. k Deduction if the income should not have a Fixed Deduction item applied to it For example you may not want to take a 401 k deduction out of a bonus Setting this up in CheckMark Payroll is a two step process The following instructions explain how Step 1 Set up the Additional Income Item 1 Highlight an Additional Income item in the list You can also click Add from List to add an Additional Income item or click New to create one from scratch 2 Check the Deduction option in the Exempt From list 3 If necessary continue setting up the Additional Income item Then when you re finished click Save 4 Close the window Step 2 Set up the Deduction Item 1 Click Deductions in the Command Center 2 Highlight an existing Fixed Deduction item in the list 58 Chapter 10 Setting Up Box 10 Dependent Care Benefits Box 11 Sec 457 Box 12 Box 12 Code Box 14 Other Additional Income You can also click Add from List to add a Deduction item or click New to create one from scratch Choose Wages Exempt Income from the Apply to drop down list If necessary continue setting up the Deduction item Then when you re finished click Save Close the window See your Circular E Employer s Tax Guide or state tax guide to determine the correct handling of individual income items W 2 Options Check this option if you want the Additional Income amount to print in Box 10 Dependent Care Benefits on the
151. k State Taxes in the Command Center Select the CA DE 9C MMREF option and the Period Select CA in the States list Click Text File The following dialog appears 204 Chapter 33 State Taxes I Resubmit I Terminating Business 941 Payer 943 944 ScheduleH User ID a Contact SSE Phone a Fax no hyphens Email CA Wage Plan Code T Submitter if other than company Submitter EIN Submitter Company Submitter Address l wo o o State Zip Notify me Emi gt Preparer Code l O Other Cancel 5 Fill in all appropriate fields and click OK 6 A Save As dialog box opens Chose a save location and click Save Creating New York MMREF File 205 Creating New York MMREF File CheckMark Payroll can create the New Work MMREF file New York requires submission of the test file with notification that the test was certified and successfully processed Contact the New York State Department of Tax and Finance for complete filing instruction Additional information is included in NY Publication 911 available www tax state ny us 1 Click State Taxes in the Command Center 2 Select the NY MMREF option in the drop down menu under the Report section 3 Select NY in the States list and choose what Quarter you want to save from the Period section annual option not available 4 Click the Text File button and choose the location where you want to save the file The file is named MMREF by default Not
152. l appear when printing this report Creating California DE 9 XML File Employers who are set up with California s EDD to file their Quarterly Wage and Withholding Reports electronically can save a file from CheckMark Payroll to submit to the EDD in the DE 9 XML format For more information on submitting the DE 9 XML information electronically contact the EDD To save the report as an XML file do the following Click State Taxes in the Command Center Select the CA DE 9 XML option and the desired Period Select CA in the States list A UO N m Click Text File The following dialog appears Creating California DE 9C MMREF File 203 SDI Taxable wages for the quarter 0 00 Contributions and Withholding paid for the quarter 0 00 I No Wages This Quarter M Out of Business No Employees Tl NoETT Out of Business Date vYY MM DD Additional FEIN 1 Additional FEIN 2 Title Phone J Cancel 5 Fill in all appropriate fields and click OK 6 A Save As dialog box opens Chose a save location and click Save Creating California DE 9C MMREF File A UO N m Employers who are set up with California s EDD to file their Quarterly Wage and Withholding Reports electronically can save a file from CheckMark Payroll to submit to the EDD in the DE 9C MMREF format For more information on submitting the DE 9C MMREF information electronically contact the EDD To save the report as an MMREF file do the following Clic
153. l employees will be printed Load your printer s paper tray with the appropriate set of forms Laser and ink jet printers can t print on multiple part forms You need to print each set of forms individually For example if you are printing 4 Part Laser forms you would load the set of Copy As into the paper tray and print Copy A for all of your employees Then when Copy A is finished you would load the set of Copy Bs into the paper tray and print Copy B for all of your employees Then you would repeat this process with Copy C and Copy D Select the W 2 on preprinted forms radio button 222 Chapter 37 W 2 amp W 3 Statements AA nan A QUN Click Print Repeat steps 3 5 for each set of forms Printing W 2s with a Dot Matrix Printer Click W 2 amp W 3 Statements in the Command Center Select the employees for the W 2s You can select a consecutive set of employees If no employee names are highlighted all employees will be reported Load your printer s paper tray with the appropriate set of forms Dot matrix printers are impact printers and can print multiple copies at once W 2 forms for dot matrix printers come as Twin Sets One set is the employee set and the other is the employer set You will make two passes through your printer Select the W 2 on preprinted forms radio button Click Print A Windows Print dialog appears Select All for the Print Range Set the Print Quality to the appropriate dpi and set the number o
154. leting an Additional Income Category 53 Items in the Additional Income Window 54 Calculation Methods 54 Other Options 56 Tip Income Options 56 Exempt From Options 57 W 2 Options 58 Chapter 11 Setting Up Deductions 59 Adding Pre Defined Deduction Categories to Your Company 60 Creating a New Deduction Category 62 Modifying a Deduction Category 63 Deleting a Deduction Category 63 Items in the Deductions Window 64 Calculation Methods 64 Deduction Limit Options 65 Employer Match Options 67 Deduct Before Options 67 W 2 Box Selections 68 Chapter 12 Setting Up Employees 69 Using the Employee View Tabs 69 How to Set Up an Employee 70 Setting Up a New Employee 70 Saving an Employee s Setup 71 Deleting an Employee 72 Setting Up Employee Personal Information 73 Fields in the Employee Personal View Tab 73 Setting Up Employee Wages 76 Items in the Wages View Tab 76 Setting Up Employee Taxes 78 Items in the Taxes View Tab 79 Setting Up Employee Additional Income 83 Assigning Additional Income Categories to an Employee 83 Modifying an Additional Income Category from an Employee 84 Removing an Additional Income Category from an Employee 84 Setting Up Employee Deductions 85 Assigning a Deduction to an Employee 85 Modifying a Deduction Category from an Employee 86 Removing a Deduction Category from an Employee 86 Setting Up Employee Accruals 87 Assigning Accruals to an Employee 87 Modifying an Accrual 88 Remove an Accrual from an Employee 88
155. ling CheckMark Payroll 5 J Jobs entering hours by 113 L Last raise date 77 Ledger accounts for payroll posting 163 view mode 97 List box selecting a consecutive range of items 13 selecting non consecutive items 14 Local tax allowances 82 table 82 Local Tax Values adding pre defined 41 Local withholding report 207 M M Y O B exporting employee checks to 180 exporting employer checks to 212 Magnetic Media report 223 Manage Window Placement 233 Mileage amount per mile additional income 56 Modify a saved pay calculation 128 Modify employer checks window 159 Modify paychecks window 147 Modifying additional income categories 52 deduction categories 63 employer checks 159 employer payees 95 hour categories 48 paychecks 147 posting accounts 99 Modifying a saved calculation 133 Moneyworks exporting employee checks to 179 MultiLedger exporting employee checks to 180 exporting employer checks to 213 posting payroll into 163 N New company copying info from existing company 27 New employee setting up a 70 O Omit from net option 56 Open sample company 21 22 Open company command 28 Open last company on launch option 231 Open last database on launch option 231 P Password 30 242 Payroll Company Conversion Wizard 15 Payroll year closing the year 245 starting 30 Peachtree exporting employee checks to 179 180 212 213 exporting employer checks to 212 Personal information report 173 Personal
156. ll Copies This is for printing employee Copies B C and 2 on 4 up blank perforated paper 2 up Employer Copy A This is for printing employer Copy A on 2 plain paper 2 up Employer Copy 1 This is for printing employer Copy on 2 up blank perforated paper 2 up Employer Copy D This is for printing employer Copy D on 2 up blank perforated paper 2 up Employee Copy B This is for printing employee Copy B on 2 up blank perforated paper 2 up Employee Copy C This is for printing employee Copy C on 2 up blank perforated paper 2 up Employee Copy 2 This is for printing employee Copy 2 on 2 up blank perforated paper This is for printing employee and employer W 2s on preprinted W 2s Select this option for printing on a W 3 form on plain paper minimum 20 lb weight Select this option if you are printing on a preprinted W 3 Select this option if you are required to file electronically with the Social Security Administration or your state Not all states are supported using the EFW2 method 216 Chapter 37 W 2 amp W 3 Statements Creating W 2 and W 3 Reports The W2 amp W3 Statements window allows you to print W 2 and W 3 information on blank perforated sheets or pre printed forms You can also save your W 2 W 3 information in the EFW2 file format for electronic filing TV W 2 amp W 3 Statements koba y Print _ Tex Fie Employees Craw ford Alex Dickens Chuck Griffin Marj Hill Allison C W
157. ll replace the current database along with all set up companies within that database If you do not want to replace the entire database and all set up companies you can add the database for viewing using the Database Manager command For information on using the Database Manager 242 Chapter 40 Protecting Your Files see Exiting CheckMark Payroll on page 13 Restore from backup Bll of the following companies in the currently open database will be reverted to their a state at the time this backup was created Continue restoring over this database from the selected backup Companies Sample PR Co SPC Sample Payroll Co Do Not click Yes if you do not want to overwrite the current database and all set up companies in that database To view a backup database without overwrighting the current database you can add the database to open in the Database Manager For information on using the Database Manager see Exiting CheckMark Payroll on page 13 3 Click Yes to restore the backup database 4 Click OK to begin working in the restored database Setting Up a Password You can set up a password to restrict access to your company files The password is not case sensitive For example an upper case T is treated the same as a lower case t 1 Click Company Information in the Command Center 2 Inthe Password edit box enter a password up to 40 characters long Password 3 Close the windo
158. local tax in your list SUTA The drop down displays the states that are available in the State Taxes list SUTA refers to the state unemployment tax A separate payee must be setup for each state in your list Employee Deduction The drop down list displays deductions that are on the Deduction list A separate payee must be setup for each deduction in your list Modifying an Employer Payee 1 Click Setup in the Command Center then select Employer Payees 2 Select the name from the Payee list 3 Modify the information for the payee 4 ave Click Save Deleting an Employer Payee You can delete a payee as long as no checks in the current year are associated with the payee 1 Click Setup in the Command Center then select Employer Payees 2 Select the name from the Payee list Delete 3 Click Delete in the tool bar An alert appears asking you to verify that you want to delete the payee 4 Click OK 96 Chapter 13 Setting Up Employer Payees Types of Employer Payments Federal Tax 940 Tax FUTA State Withholding Local Withholding SUTA Employee Deduction Here are the types of employer payments that you can set up This refers to the deposit that you make for federal income tax withheld Social Security and Medicare taxes This refers to the deposit that you make for the Federal unemployment tax FUTA The drop down list shows the states that were added to your company on the State Taxes window If you don
159. mation on the decimal equivalent to how many minutes an employee worked see Conversion Chart Number of Minutes and Decimal Equivalent on page 120 4 Continue entering employee hours 5 Click Save in the tool bar after you ve finished entering employee hours for the pay period After the hours are saved they can be used for pay calculations on the Fill Down Column Retain Hours for Next Pay Period Important Importing Employee Hours Important Entering Hours for an Employee 119 Calculate Pay window You can quickly enter the same number of hours such as eight hours of holiday pay for each employee First select the first hour field under Holiday Next enter 8 and click the Fill Down Column button A message appears asking if you want to replace values for all cells click Yes Starting with the currently selected employee each value in the column is replaced with 8 If you want the same number of hours for each employee to automatically appear for the next pay period check the Retain Hours for Next Pay Period option If you ve changed any hours for an employee whose calculated pay has already been saved CheckMark Payroll will automatically undo the saved calculation You must recalculate the employee s pay with the new hours on the Calculate Pay window CheckMark Payroll can import hours from a spreadsheet or timeclock program as long as the hours have been saved in a tab delimited text
160. me on checks reports and W 2s 30 Copy copy and paste from reports 171 setup info from existing company 27 Create paychecks window 138 Creating a new company 25 D Database Manager 7 13 Storing All Company Files in the Same Database 8 Storing Company Files in Separate Databases 8 Using 8 DBA Software exporting employee checks to 180 213 Deductions 59 creating new categories 60 deduct before options 67 deduction limit options 67 deleting a category 63 modifying a category 63 pre defined 60 reports 209 setting up 59 setting up for employees 85 Deductions register report 216 Deductions view tab 85 Deductions window 59 Deleting additional income category 53 company 13 departments 34 employees 72 employer checks 161 employer payee 95 hour category 48 paychecks 149 posting accounts 99 Departments deleting 34 entering hours by 113 setting up 33 Direct Deposit see ACH Direct Deposit see Web Direct Deposit Display Font Size 233 Drop down lists using 15 E Earnings register report 175 Edit menu turn off calculations 127 Employee allocating wages and taxes for salaried employees 152 re allocating hours for 151 Employee check reports 181 Employee earnings reports 176 Employees additional withholding 80 additional withholding per check 79 assigning federal tax table 79 direct deposit 75 entering federal allowances 79 entering salary 77 entering state allowances 80 exemption and tax credit 80 exporting 1
161. ndent contractors under the common law rules but are treated by statute as employees These are called statutory employees See Pub 15 A for details 218 Chapter 37 W 2 amp W 3 Statements Check the box Retirement plan if the employee was an active participant for any part of the year in any of the following retirement or annuity plans 401 a 401 k 403 a 403 b 408 k SEP 408 p SIMPLE 501 c 18 or a plan for Federal state or local government employees Do not check this box for contributions made to a nonqualified or section 457 b plan Check the box Sick Pay if any employee received sick pay benefits during the year from a third party Box 14 Other Box 14 can be used for information Income or Deduction items that you wish to identify for your employees Examples include state disability insurance taxes withheld union dues uniform payments health insurance premiums deducted nontaxable income educational assistance payments or a clergy s parsonage allowance and utilities Check the Box 14 W 2 Options in the Setup window for the Additional Income or Deduction you wish to report On the W 3 in Box 14 employers that had employees with Federal withholding by a third party payer will show amount withheld on sick pay of all employees this applies to This amount is also included as part of the total in box 2 for the W 3 This amount must be reported in both places Box 15 Box 15 shows State State I
162. ne TAB Jennifer TAB 32 TAB 2 TAB 3 25 TAB 8 TAB 40 RETURN Wilcox TAB James TAB 40 3 5 TAB TAB TAB 40 RETURN Conversion Chart Number of Minutes and Decimal Equivalent of Minutes Decimal Equivalent of Minutes Decimal Equivalent 1 0 02 31 0 52 2 0 03 32 0 53 3 0 05 33 0 55 4 0 07 34 0 57 5 0 08 35 0 58 6 0 10 36 0 60 7 0 12 37 0 62 8 0 13 38 0 63 9 0 15 39 0 65 10 0 17 40 0 67 11 0 18 41 0 68 12 0 20 42 0 70 13 0 22 43 0 72 14 0 23 44 0 73 15 0 25 45 0 75 16 0 27 46 0 77 17 0 28 47 0 78 18 0 30 48 0 80 19 0 32 49 0 82 20 0 33 50 0 83 21 0 35 51 0 85 22 0 37 52 0 87 23 0 38 53 0 88 24 0 40 54 0 90 25 0 42 55 0 92 26 0 43 56 0 93 27 0 45 57 0 95 28 0 47 58 0 97 29 0 48 59 0 98 30 0 50 60 1 00 Entering Hours for an Employee 121 To import employee hours into CheckMark Payroll 1 Click Setup in the Command Center then select Enter Hours 2 Select the appropriate Import Hours using the following match option You can choose Employee Name Social Security or Employee Name amp Social Security 3 Click the Import Hours button 4 Select the appropriate text file to import then click Open Note If an employee s information appears in the text file but is not found in CheckMark Payroll a message appears telling you that the employee could not be found Click OK to continue importing or click Cancel to stop the import process 5 After the employees hours have imported click Save 122 Chapte
163. nformation to Moneyworks Select the Moneyworks format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save Windows only You can export posting information to Peachtree Accounting for Windows version 3 0 Select the Peachtree 3 0 Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save 180 Chapter 29 Employee Paychecks Peachtree 3 5 5 0 Sage 50 Peachtree M Y O B Big Business CheckMark Rakefet DBA Software POS OE 4 Connected Windows only You can export posting information to Peachtree Accounting for Windows version 3 5 or 5 0 Select the Peachtree 3 5 5 0 Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Sage 50 Select the Sage 50 format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Best Ware s M Y 0 B Select the M Y O B Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Big Business Select the Big Business F
164. ng up the Payee Information and Type of Payment After you ve set up an employer payee you can use the Create Payments to calculate the amount of the payment For details Creating Employer Payments on page 155 Punctuation marks such as a comma or period in a payee s name and address can cause errors when posting payment information into certain accounting programs Payee Information Address Line 1 will accommodate up to 30 characters It is recommended that you use postal service guidelines when entering address information Address line 2 will accommodate up to 30 characters Enter the employee s city City will accommodate up to 25 characters Enter the 2 letter postal abbreviation for your employee s state Enter the 5 digit ZIP code plus 4 digit extension Enter account identification federal or state ID number to print on the payment check Reference ID will accommodate up to 17 characters Type of Payment Federal withholding Social Security and Medicare taxes Federal unemployment tax The drop down displays the states that are available in the State Taxes list Select the state s that you withhold taxes in A separate payee must be setup for each state in your list Modifying an Employer Payee 95 Local Withholding The drop down list displays local taxes that are available on the Local Taxes list Select the local tax that you withhold taxes for A separate payee must be setup for each
165. nt on the Adjustment for Fractions line on the Tax Summary report will be printed on Line 7a of the 941 on the Fractions of Cents field or 6a Current Year s Adjustments of the 944 If the amount is under one dollar the difference is probably due to rounding and is nothing to be concerned about If the amount is large however you should research the discrepancy Amounts of more than one dollar can be caused by the following e After checks have been created a deduction or income category defined as exempt has been re defined as non exempt Or a deduction or income item defined as non exempt has been re defined as exempt e Social Security or Medicare amounts have been manually adjusted on the Calculate Pay window to override the calculated amounts These amounts are exact calculations and should not be manually adjusted e An employee who was marked as Exempt from Social Security and or Medicare was changed to Non exempt Or an employee who was set up as Non exempt from Social Security and or Medicare was changed to Exempt e Ifyou change the Total Deposit to a number 0 40 higher or lower than the program calculation the difference will show in fractions of cents line 7a 941 If the difference is more than 0 40 it will show as either a balance due line 12 or an overpayment line 13 Reporting of Third Party Sick Pay 193 Reporting of Third Party Sick Pay Since no checks have been calculated and created in the CheckMark
166. o date balances for your employees income and deductions You don t need to enter year to date balances if e The first payroll you process with CheckMark Payroll is the first payroll of the year e You are using CheckMark Payroll to process the first payroll for a new business e You aren t using CheckMark Payroll for keeping employee records By carefully setting up your employees year to date balances and entering after the fact paychecks from the current quarter you can help ensure accurate records for reports such as 941s and W 2s Here s a brief overview of what to do 90 Chapter 12 Setting Up Employees Note YTD balance figures in the Employee Set Up tab affect annual reports Quarterly reports are calculated on the actual paychecks created in CheckMark Payroll YTD balances are needed for accurate calculation of taxes with an annual wage limit such as SS FUTA and SUTA taxes 1 Enter starting balances as of the last completed quarter in the current year For example if you are going to process your first payroll with CheckMark Payroll on August 16th enter the starting balances as of June 30th 2 Calculate and Save after the fact paychecks that were issued in the current quarter After the fact paychecks are paychecks that were issued prior to using CheckMark Payroll Again if you are going to process your first payroll with CheckMark Payroll on August 16th enter after the fact paychecks issued between
167. of anti virus software Insert the CheckMark Payroll CD ROM into your computer s drive The installer will start automatically If the installer does not start automatically after a minute click your Start menu and then select Run Type in the path and filename in the Run box That would be the drive name colon backslash filename For example D setup Then click OK Follow the on screen instructions to complete installation The default install location on the hard drive is C Program Files CheckMark Payroll year pay exe It is recommended to install the program on the local hard drive in the default location 6 Chapter l Installation and Basic Use Note Note Command Center The year folder represents the current calendar year Each new year a new folder pertaining to that year will be created CheckMark Payroll for Windows should not be installed on a file server Install the application onto the local hard drive of any computer in your company that will need to access payroll files Then save your company database to a file server If you choose to save your data files on a server you need to map your network drive Each operating system handles this differently For more information see the documentation that came with your operating system Keep in mind the payroll application is still a single user program Only one user should access the database at a time When you open up CheckMark Payroll the
168. og appears The default name for the file is W2REPORT TXT Do not change this name unless your state requires a different file name Choose the directory in which you want to save the text file Click Save Follow the instructions in the SSA publication about Electronic Filing EFW2 or your state publication for complete instructions on filing For Federal Filing After saving the W2REPORT TXT text file you should run the Social Security Administration s software AccuWage to make sure that the information is correct before submitting the file For more information on AccuWage see http www ssa gov employer accuwage index html Available for Windows computers only 226 Chapter 37 W 2 amp W 3 Statements Formatting Checks W 2s and W 3s 227 Chapter 38 Customizing Checks and Reports Formatting Checks W 2s and W 3s You can reposition items that print on checks or pre printed W 2s and W 3s to align printing for your particular printer or form 1 Click the Edit Win or Edit Check Format Mac button on the appropriate window To format employee paychecks and employer payment checks use the Print Paychecks window To format W 2s and W 3s use the W 2 amp W 3 Statements window A format window appears that allows you to reposition the fields For example clicking the Edit button Win associated with the Custom Check Format area on the Print Paychecks window opens the following window TY FORMAT
169. og box appears 28 Chapter 3 Creating a New Company f gt oe E Company Name PR Sample Co Inc New Company Cancel Note Typically you would not copy setup information from the PR Sample Co Inc since it contains only example information 4 Select the company you wish to copy information from Once that company is selected click the New Company button 5 Begin setting up your Company Information in the Company Information window I Company Information l 0 84 Edit View Window Save CompanyName Ray Guy Movers Trade Name if any Euse on checks amp reports Address Line 1 Address Line 2 l City State Zp Phone Password Payrol Year 2012 Federal ID Setting Up Company Information 29 Chapter 4 Company Information Setting Up Company Information Use the Company Information window to enter your starting payroll year and basic company information such as your company s name address and federal employer identification number 1 Click Setup in the Command Center then select Company Information 3 E 7 TZ Company tormaicn NS TIBET cc emt Edit View Window Company Name EF Trade Name if any Juse on checks amp reports Address Line 1 Address Line 2 City State Zip Phone Federal ID Password Payroll Year 2014 Comments Company Activity Log 2 Enter your company s name and press TAB to move to the nex
170. ok Cancel Enter the check date for this payroll and press TAB Enter the pay period start date and pay period ending date and click OK To make date entry more accurate you can select the down arrows next to Check Date Period Start and Period End date fields to reveal a calendar Then simply click the date on the calendar to fill in the appropriate date field You can also use the Next Period advance button to move ahead one pay period at a time The Next Period button will calculate check date period start and end dates based on the pay frequency set on the first employee in the employee list and dates currently being displayed 130 Chapter 18 Calculating Employee Pay 4 The Calculate Pay Window appears Calculate Edit Hours Calculate All ARIAS FRANCES L E ARIAS LETICIA z a BARBA GINGER L fas HOUSTON CAMILLE E MEREDITH JUSTIN jwouce avr ORTIZ LUIS F Create Check TERRY WARREN LEDGER DAGYN ARIAS EVELIA Total Hours Check Date 06 01 12 Period Startfend 05 18 12 05 31 12 Income Hourly Pay Deductions Salary Taxes Federal W H Social Security Medicare Select an employee from the Employees list Important Calculating Pay for an Employee 131 An employee s Social Security and Medicare withholding are exact computations based on values shown for Federal Tax Parameters on the Federal Taxes window and typically should not be manually changed for
171. oll uses the annual percentage method to calculate Federal withholding To verify the tax tables that your company is using for calculation 1 Click Setup in Command Center then select Federal Tax Values Ty Federal Tax Values o e Edit View Window Federal Tables Federal Tax Parameters Single Federal Withholding Allowance Binid Maximum FUTA Wages Round to Nearest Dollar FUTA 9 60 Tax Table Maximum Social Security Wages 110100 Employee Sodal Security 4 20 Employer Socal Security 20 Employee Medicare 3 45 Employer Medicare 3 45 Load 2012 Values 2 Select the radio button next to the desired table to view 3 Click the Tax Table button To reload the Federal withholding tables and tax parameters in the company data files 1 Select Setup in Command Center then select Federal Tax Values 2 Click the Load year Values button 3 When prompted to replace existing values click OK Setting Up State Tax Values and SUTA Values 37 Chapter 7 State Tax Values Setting Up State Tax Values and SUTA Values Important While CheckMark Inc attempts to maintain up to date and accurate tax information we cannot be responsible for changes or discrepancies in tax values There may also be additional taxes for your specific state that will need to be setup and maintained by you Please check your state s current tax publication if you are in doubt as to the accuracy of any tax value State taxes
172. om of the Command Center is a great way to keep up with the latest information from CheckMark Note Notall menu commands are represented on the Command Center Some dialogs such as those under the File menu can only be accessed using the pull down menus or CTRL key Windows or COMMAND key Macintosh shortcuts from the keyboard Changing Command Center View You can easily change the Command Center view back to CheckMark Payroll s Classic Command Center by selecting Change View from the View menu Database Manager CheckMark Payroll stores company data in a database When you initially open CheckMark Payroll a database named Default Payroll Company Database is created the path is as follows HDCheckMarkPayroll year Default_Payroll_ Company _Database_ year If you process payroll for only one company this is probably the only database you ll ever need If however you process payroll for more than one company you should consider the following scenarios to manage your companies correctly You can either store all your company files in the same database or you can create two or more separate databases and store individual companies in them 8 Chapter l Installation and Basic Use Storing All Company Files in the Same Database Each database can contain multiple companies The advantage to storing all your different company files in one database is that when you Backup Database Restore Database Close Database or
173. ompany 61 o 4 Click OK 62 Chapter 11 Setting Up Deductions Important Pre defined Deductions are setup using general tax guidelines Verify the tax setup with current tax laws including your state and or locality You can modify any pre defined deduction Creating a New Deduction Category If you need a Deduction category that s not pre defined use the New button to create a new one 1 Click Setup in the Command Center then select Deductions New 2 Click New 3 Enter a name for the category up to 12 characters and click OK New Deduction Category 4 Define the Deduction parameters For further description of each parameter see Items in the Deductions Window on page 64 a 5 Click Save when you ve finished defining the category 6 You will be prompted to change selected items for all employees assigned this deduction Click OK Deduction Changed For all employees assigned this deduction use the deduction values for checked items Rate Amount E Limit Amount Employer Match Amount L Change All pop up message For each checkbox marked the number entered in the Employee Setup under the Deductions tab will be overridden to the number set in this screen Modifying a Deduction Category 63 Example A 401 k annual deduction limit has changed for the payroll year and you modify the limit amount and hit the Save button When the Change All po
174. on Form 944 up to the Social Security maximum taxable wages for the year Modifications made in the Adobe Reader fill in form will not automatically carry through the form Adjust calculations through the end of all pages of the form If necessary you will also need to adjust deposits recorded on page 2 of Form 941 also Form 944 if you are a monthly depositor for employer portions of Social Security and Medicare taxes that were reported to you by the third party payer If you are a semi weekly depositor you will need to make adjustments for any deposits made on the Schedule B Calculations made in the Adobe Reader program do not automatically calculate through the form Be sure to make any necessary adjustments to calculations throughout all pages Chapter 32 940 FUTA Tax 195 CheckMark Payroll can produce form 940 as well as a wage summary and quarterly liability report Note A newer version of Adobe Acrobat Reader must be installed and set as the default pdf application on your system to print form 940 from CheckMark Payroll Setting an Application as the Default Program Mac OS X Users You set the default in the Get Info screen on any pdf file you have on your computer Select any pdf file and then go under the File menu to Get Info Under the Open With section select the Adobe Reader program and then select the box that will have wording similar to use the application to open all documents like this The wo
175. ons 209 Types of Income and Deduction Reports 209 Creating Income and Deduction Reports 210 Chapter 36 Employer Payments 211 Types Employer Payments Reports 211 Posting File Formats 211 Creating Employer Payments Reports 213 Chapter 37 W 2 amp W 3 Statements 215 Types of W 2 W 3 Reports 215 Creating W 2 and W 3 Reports 216 Withholding for Two States 216 Verify Company Information 216 Dependent Care Benefits Box 10 217 Non Qualified Plans Box 11 217 Deductions Appearing in W 2 Boxes 12a 12d 217 Box 13 Check Boxes 217 Box 14 Other 218 Box 15 218 Furnishing Copies B C and 2 to Employees 218 Printing on Blank Perforated W 2s and W 3s 219 Printing the W 3 Form 220 Printing on Preprinted W 2s and W 3s 221 Third Party Sick Pay Reporting on the W 2 and W 3 Statements 223 Creating Electronically Filed Reports 223 Saving Federal and State Electronic Information in the EFW2 Format 224 Chapter 38 Customizing Checks and Reports 227 Formatting Checks W 2s and W 3s 227 Resetting the Default 228 Part 5 Customizing and Maintaining CheckMark Payroll 229 Chapter 39 Setting Preferences 231 Payroll Preferences 231 Selecting the Print Font 235 View Menu Options 235 Changing the Window Font Size 235 Changing the Display Font 236 Changing the Command Center Window Color 236 Chapter 40 Protecting Your Files 237 Backing Up Your Company Files 237 Suggestions for Backing Up 237 Making a Backup 237 Restoring Backup Databas
176. or each department If the percentages are incorrect you can click Modify Percentages and enter the correct values The sum of the percentages must equal 100 Percentage distributions will not sort your employee list this is based on the default department assigned on the Personal Tab This distribution however does override the default department assigned on the Personal tab 78 Chapter 12 Setting Up Employees Setting Up Emp 1 Important loyee Taxes Select the Taxes view tab on the Employees window Ge Go Number of ployees 10 Personal Wages Taxes Income Deductions Accrued Hours yro Federal Taxes W 20ptions Federal Table Sage Retirement Plan W 4Alowances 3 Additonal WH 9 00 State Taxes Soc Sec FUTA SUTAState ca f 3 State Table casngle gt Alowances 3 Employee Type Select an employee from the employee list if one is not already selected Select the appropriate federal tax table for the employee from the Federal Tax Table drop down list Enter the number of federal allowances that the employee is claiming You can also withhold additional federal withholding per paycheck as a dollar amount or as a percentage of wages Select the state for SUTA reporting from the SUTA State drop down list Select the appropriate state tax table for the employee from the State Tax Table drop down list Even if you do payroll in a state with no state withholding such as Te
177. ormat option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can post information to CheckMark s MultiLedger program For more details about exporting to CheckMark s MultiLedger see Chapter 26 Posting Payroll Information to MultiLedger on page 163 Windows only You can export posting information to Rakefet Select the RAKEFET Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save Windows only You can export posting information to DBA Software Select the DBA SOFTWARE Format option and click Text File A Save As dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to POS OE 4 Select the POS OE 4 Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Connected accounting Select the Connected Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save Creating Employee Paycheck Reports 181 Creating Employee Paycheck Reports 1 Click Employee Paychecks in the Command Center Check Date Employee Check Dates
178. ot be responsible for changes or discrepancies in tax values There may also be additional taxes for your locality that will need to be setup and maintained by you Please check your locality 5 current tax publication if you are in doubt as to the accuracy of any tax value If necessary local taxes can be configured for your company The local tax tables along with the employee s earnings and the number of withholding allowances if necessary determine how much local tax is withheld from an employee s check CheckMark Payroll accommodates up to 10 local tax tables but each employee can be assigned only one After a local tax has been added to your company you can assign it to an employee on the Employees window see Setting Up Employee Taxes on page 78 If you have more than one local tax per employee you can also set up a local tax as a deduction For instructions on setting up deductions see Creating a New Deduction Category on page 62 Creating a New Local Tax Category You can add a new Local tax category if the local tax is a Fixed or Fixed Amount You cannot create a new Local Tax that uses a tax table for calculation Click Setup in the Command Center then select Local Tax Values Click the New button at the top of the screen Enter a name for the new Local Tax 42 Chapter 8 Local Tax Values 4 TH Local Tax Values Am New Delete Calculation Method Fixed Annual Wage Limit
179. ou will most likely get the message that it can t find an application to open The db files must be opened using the Restore Backup command as described below before they can be opened 1 Launch the Payroll program 2 Choose Restore Backup from the File menu An Open dialog appears t E Restore Database i How do you want to restore the backup Restore over the currently open database Choose an existing database to restore over D Create a new database to restore over SS Ge Note If there are no existing databases in the database manager you will receive a message that you need to Create a New Database and the create database screen will open 240 Chapter 40 Protecting Your Files Restore over the Choosing this option will allow you to select the backup db file and currently open overwrite the current database that is open database 1 Locate the backup db archive using the dialog box If you backed up your company files on a CD flash drive or other external media you should insert it now Use the Look in pop up menu and list below to locate the backup archive Note Payroll makes automatic backups of the database each time you quit out of the program These are saved in the Backups folder On Windows it will look like this Open You may have to Ger lt CheckMark Payroll 2011 se use the pop up Organize New folder menu and list to ies o locate t
180. out each year generally late summer to early fall announcing the next update Updates must be purchased each year to receive support and the ability to install patches for changes including withholding tables and reports that occur throughout the year How to Get More Help This manual covers general Payroll set up calculation and reporting There may be items that are specific to your company that are not addressed here except in general terms For these times CheckMark Software Inc offers additional support for users that wish to purchase a support plan New Users are entitled to 60 days or 90 minutes of free support whichever comes first from the date of purchase Free support for updates and patches is not available but included with a support plan Only registered users can receive technical support so please take a moment and read the License Agreement fill out the Registration Card and send it in Support is offered via internet submission email fax or telephone Whenever you contact support have your customer number OR product registration number available It is important that you are at your computer with CheckMark Payroll running when speaking with support to best resolve your question problem Support Plans Support Plans 3 CheckMark Software offers several additional support plans to meet your needs Priority Support 12 months or 300 minutes whichever comes first with an 800 phone number exclusively for
181. ox Select a local tax for the employee from the Local Tax drop down list if necessary Enter the number of local allowances that the employee is claiming if needed For some local taxes after the cursor leaves the Local Allowances field CheckMark Payroll automatically calculates the Exemption or Tax Credit Totals Select another view mode to continue setting up the employee or click Save after you ve finished entering the employee s tax information including the SUTA State Items in the Taxes View Tab Federal Taxes Use the drop down list to select the appropriate federal tax table for the employee that coincided with the status claimed on the W 4 If Exempt is selected federal tax will not be withheld when the employee s pay is calculated Enter the number of allowances claimed on the employee s Form W 4 If you want to withhold additional federal withholding for the employee beyond the calculated amounts enter the additional amount that you want to withhold per pay period You can also enter the amount as a percentage of wages if the checkbox is checked 80 Chapter 12 Setting Up Employees SUTA State Important State Table Allowances Exemption and Tax Credit Total Important Additional W H State Taxes Use the drop down list to select the appropriate state for SUTA reporting The states that appear are those that have been added to the company with the State Taxes window SUTA State mus
182. ox on the employee s W 2 Statement If Sick Pay is checked an x will be printed in the appropriate box on the employee s W 2 Statement Exempt From Options You should use a Circular E Employer s Tax Guide to verify the requirements for the following federal withholding options Check the Soc Sec Exempt option if an employee is exempt from Social Security Check the Medicare Exempt option if an employee is exempt from Medicare Check the FUTA Exempt checkbox if the employee is exempt from Federal unemployment tax Check the SUTA Exempt checkbox if the employee is exempt from State unemployment tax 82 Chapter 12 Setting Up Employees Local Allowances Exemption and Tax Credit Total Note Local Taxes Use the drop down list to select the appropriate local tax for the employee The taxes that appear in the list are those that have been set up on the Local Taxes window under Setup If None is selected local tax will not be withheld when the employee s pay is calculated and employee earnings will not appear on the local taxes report Enter the number of local allowances that the employee is claiming This amount should be calculated and entered into the correct box depending on how the local tax has been setup Many local taxes are fixed amounts or percentages of wages and not all fields are necessarily applicable to your local tax This is dependent upon how the local tax has been setup on t
183. oyees You can enter the amount in the edit box on this window This amount will be entered automatically on the Calculate Pay window for all employees who are assigned this deduction If the Fixed Amount is the different for each employee You enter 0 00 here and modify the rate amount for each employee on the Deduction tab of the Employee Setup window For more information on this see Setting Up Employee Deductions on page 85 Select Fixed if the amount deducted from an employee is calculated as a percentage of their wages You can have this Fixed be deducted from total wages federal withholding wages state withholding wages Wages Exempt Income or SUTA wages by selecting the appropriate option from the Apply to drop down list The value entered here should be a percent not a decimal value For example a decimal value of 015 should be entered as 1 5 There are two ways to handle a Fixed deduction category If the Fixed is the same for all employees You can enter the amount in the edit box on this window This amount will be entered automatically on the Calculate Pay window for all Note Limit Type Note Items in the Deductions Window 65 employees who are assigned this deduction elf the Fixed is the different for each employee Enter 0 00 here and modify the rate amount for each employee on the Deductions tab of the Employee Setup window For more information on this see Setting Up Employee Dedu
184. p Ifyou don t want to enter the year to date amounts in for each hour category you could enter the total amount in the Salary edit box YTD Hours Detail Hours Amount Sons Overtime 6 52 4655 52 0 00 Note When setting up you don t have to enter year to date hours to calculate 92 Chapter 12 Setting Up Employees the value shown for Amount on the YTD Totals view tab Save 5 Click Save to close the Hours Detail window and update the Hours and Amount fields on the YTD view tab 6 Enter the year to date amounts for the Additional Income categories The Additional Income categories that appear are those that were assigned to the employee in the Additional Income view tab 7 Enter the year to date amounts for the Deduction categories The Deduction categories that appear are those that were assigned to the employee in the Deductions view tab Note The Additional Income or Deduction categories will not show in the YTD tab unless the Save button has been selected for the employee If the categories do not show up in the YTD tab click Save then re select the employee from the list 8 Enter the year to date amounts for each tax category The state and locality names that appear are those that were set up for the employee with the Taxes view tab ae 9 Click Save or select another view tab and continue setting up the employee when you ve finished entering the year to date balances Setting up a New
185. p up box comes up select the Limit Amount checkbox the click OK You will only have to modify any employee with a different limit amount rather than most likely the majority of employees Modifying a Deduction Category Important Do not change the tax status on any Deduction category once the Save an A WO N m first check of the year has been created To make a change to the tax set up mid year stop the category from being applied by simply modifying the amount rate to zero Then create a new category with the correct tax set up to be applied Click Setup in the Command Center then select Deductions Select the category from the Deduction list Make the necessary changes to the category s definition Click Save You will be prompted if the deduction values Rate Amount Limit Amount or Employer Match Amount should apply to all employees assigned the deduction Select the appropriate check boxes and click OK to make changes for all employees using the deduction Deleting a Deduction Category You can delete a Deduction category as long as there are no employee checks or year to date balances associated with it and it is not assigned to any employees Important Do not delete any Deduction categories once the first check for the w year has been created The only time a category should be deleted is after the New Year file has been created but before any checks have been created Click Setup in the Command Cen
186. priority support customers and immediate assistance Essential Support 12 months or 90 minutes whichever comes first Phone support with this option is handled with a call back system Support by the minute 3 minute with a 30 minimum charge per call Before Contacting Support Other Resources Check For Latest Version Payroll Manual Online Knowledge Base Online Tutorials Users with internet access can check to be sure that they are up to date as often as they wish by selecting Check for Latest Version under Help in the program If you wish the program to check this for you every time it is launched select the Preference to Check for Latest Version on Launch If necessary download and install the latest update may require purchase if not using the current year version Users can access the Payroll Manual from the Help menu while in the CheckMark Payroll program An updated manual is installed with each upgrade Users with internet access can check the online data base for answers to common questions Access to the KnowledgeBase can be obtained by going to the Help menu and selecting CheckMark KnowledgeBase You can also access the KnowledgeBase directly from the CheckMark website at www checkmark com These short movies are valuable for new users and seasoned pros alike Each topic is easy to understand as you are taken step by step through features and procedures You can access the tutorials under the Help menu in
187. r then select Review Create Paychecks Next Check Next Direct Deposit 212 Create 2 Select one or more employees from the list Ifno names are highlighted paychecks for all employees listed will be created You can select a consecutive or non consecutive series of employees Note 3 Note 4 Creating Payroll Checks 139 Only those employees whose calculated pay has been saved on the Calculate Pay window appear in the list If you don t see the employee you want go to the Calculate Pay window and make sure that the employee s pay has been saved Employees whose pay has been saved are shown in green and prefaced by a dollar sign on the Calculate Pay window Change the Next Check or Next Direct Deposit if necessary When creating multiple checks CheckMark Payroll consecutively assigns check numbers starting with the check number entered Pay calculations for employees set up with Direct Deposit are consecutively numbered starting with the direct deposit number entered Keeping Check and Direct Deposit numbering systems different allows for easier identification of what items print on which stock when printing Review Calculations is displaying printing the calculation saved at the time it is viewed printed Calculations can still be modified and do not affect employee YTD totals until the paycheck is created There are no company totals in Review Calculations Click Creat
188. r 17 Entering Employee Hours Check Dates 123 Chapter 18 Calculating Employee Check Dates Next Period Pay This chapter shows you how to calculate the pay for employee paychecks and special checks such as bonuses and after the fact paychecks CheckMark Payroll can calculate the pay for one employee at a time or all employees for any combination of pay frequencies at one time After you ve entered employee hours with the Enter Hours or Distribute Hours window you can also enter hours on the Calculate Pay window the next step is to have CheckMark Payroll calculate employee wages additional income and deduction amounts taxes and net pay for the current pay period When you first open the Calculate Pay screen you will see the Claculate Pay Dates window You need to enter the Check Date Period Start and Period End dates Use the DOWN ARROW buttons to the right of the Check Date Period Start and Period End fields to use the pop up calendars Click on the date of the calendar window for the date to fill in the appropriate field When the dates are filled in Click OK to continue to the Calculate Pay window Dates entered in the Check Dates window are displayed on the Calculate Pay window while you are calculating your employee paychecks Calculate Pay Dates Enter Dates for Calculating Pay MM DD YY B 1 Calendar 02 04 13 Calendar PeriodEnd 92 10 13 f Calendar a Check Date Gji Period Start Next Pe
189. r his her bank in the Routing 1 field This number is 9 digits Enter the employee s account number for his her bank in the Account 1 field This number can be up to 17 digits 248 Appendix A Direct Deposit 6 10 Note If the employee is depositing into two accounts enter the routing number of the second account into Routing 2 field Select whether this account is a Checking or Savings account Enter the account number of the second account into the Account 2 field Enter the amount to be deposited into the second account into the Amount field If necessary check Prenote Prenote is typically only selected the first time that the employee paycheck is created for direct deposit When your bank notifies you that the deposit went through correctly you will deselect the Prenote option and click Save If you re using ACH Direct Deposit for the first time you don t need to check the Prenote box for employees Instead use the Prenote checkbox in the Direct Deposit setup window under the Employee Paychecks window Set Up ACH Direct Deposit Information After you have set up employees for direct deposit as described earlier in this section then processed payroll and created checks you are ready to create the ACH file for submission to your bank Click Employee Paychecks in the Command Center Select ACH Direct Deposit Select one or more check dates The only checks that will be included in the ACH file ar
190. r other form in which the Software may be recast transformed or adapted Limited Warranty on Media and Replacement If you discover a physical defect in the Manual or in the media with which the Software is distributed CheckMark Inc will replace the media or Manual at no charge to you provided you return the item to be replaced with proof of purchase to CheckMark Inc or a CheckMark Inc dealer during the 60 day pe riod after you purchased the Software All implied warranties on the media and Manuals including implied warranties of merchantability and fitness for a particular purpose are limited in duration to 60 days from the date of original retail pur chase of this product EVEN THOUGH CHECKMARK INC HAS TESTED THE SOFTWARE AND REVIEWED THE DOCUMENTATION CHECKMARK INC MAKES NO WARRANTY OR REPRESENTATION EITHER EXPRESS OR IMPLIED WITH RESPECT TO THE SOFTWARE ITS QUALITY PER FORMANCE MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE AS A RE SULT THIS SOFTWARE IS SOLD AS IS AND YOU THE PURCHASER ARE ASSUMING THE ENTIRE RISK AS TO ITS QUALITY AND PERFORMANCE IN NO EVENT WILL CHECK MARK INC BE LIABLE FOR DIRECT INDIRECT SPECIAL INCIDENTAL OR CONSEQUEN TIAL DAMAGES RESULTING FROM ANY DEFECT IN THE SOFTWARE OR ITS DOCUMENTATION EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES The Warranty and remedies set forth above are exclusive and in lieu of all others oral or written express or implied No CheckMark Inc deal
191. ration Directory Location 1 2 3 When checked a warning appears if you have Middle Check selected on the Print Paychecks window and you have more than four Additional Incomes or eight Deductions assigned to an employee If you have more than four Additional Incomes and or eight Deductions for your employees we recommend you buy check stock with the check on top When checked you will see a prompt when you print checks asking if you want to mark the checks as printed You can select Yes or No to mark or not mark the checks as printed If this preference is NOT checked all checks will be automatically marked as printed after you print them When checked the newsfeed on the Command Center window will show only critical information posts Select this option to view all the Preferences settings for the open company When selected you can move the CheckMark Directory that contains the company database to another location of your choosing View Preferences Choose Preferences from the File menu TY Preferences Edit View Window Application View Company View Preferences Z Show Employer Matches in Calculate Pay Display Font Size a Change Display Font J Command Window New Command View Classic Command View change Background Color_ V Save Command List Drop Downs New View Window Placement and Size Save Window Placement Manage Window Placement Center on Screen Default Save Windo
192. rding may vary depending on which version of OS X you are using You may also have to set the actual files to open with Adobe Reader CheckMark Payroll creates pdf and fdf files when printing forms such as 940 941 and 944 These files are generated in the folder where you save your data files Select these files and assign Adobe Reader as the default program to open correctly Refer to your operating system s owner s manual for more detail about setting defaults Windows XP CheckMark Payroll creates pdf and fdf files when printing forms such as 940 941 and 944 These files are generated in the folder where you save your data files Browse to the folder where you save your data files Right click on f941 pdf or the fdf file and select the Open With option If necessary Browse and select the Adobe Reader program on your computers hard drive Select the check box to always use selected program to open this kind of file exact wording may vary depending on your Windows version then click OK Refer to your operating system s owner s manual for more information Windows Vista or Windows 7 Open the Control Panel and select Default Programs Choose Associate file type or protocol with a program Scroll down to fdf in the list If necessary select choose program and browse for Adobe Reader Repeat steps for pdf file extension Close Refer to your operating system s owner s manual for more information
193. rers only optional 1st Quarter Firm name or yours 2nd Quarter if self employed C 3rd Quarter C 4th Quarter C f Address Preparer Name City State Zip Phone lM Self employed EIN SSN PTIN ba 2 Enter the 2 letter state postal code where you make your deposits or MU if you make deposits in multiple states 3 Ifnecessary enter information for Third party designee and or For paid preparers only optional 4 Select the quarter for which you are reporting 5 Select the Form 941 Report Option 6 Click Print A pop up window appears 188 Chapter 31 Federal Taxes Note 1 Number of employees on the 12th 3rd month 6 6a Number of qualified employees first paid exempt wages tips this quarter 7b Current quarter s sick pay 7c Adjustment for tips and group term life insurance 11 Total deposits for quarter including overpayment 23821 48 12a COBRA Premium Assistance Payments 12b Number of individuals Overpayment I 4 Wages not subject to social security tax Apply to next return Send a refund T 15 Semiweekly schedule depositor Be sure to change the amount in the Line 11 Total Deposits field if different than the program calculation If you change the Total Deposit to a number 0 40 higher or lower than the program calculation the difference will show in fractions of cents line 7a 941 or 6a 94
194. rinted Note Employees with no wages paid in the calendar year will not be reported nor have a W 2 printed 3 Load your printer s paper tray with 4 up perforated blank sheets 4 up perforated blank sheets are used to print the employee W 2 copies Note You may want to select one employee to print a sample 4 up perforated blank sheet first before printing all your employees to make sure that the sheets are loaded into your printer correctly 4 Make sure the W 2 on Plain Paper radio button is selected and 4 up Employee All Copies is selected in the drop down list 5 Click Print Note You can also print Employee Copies B C and 2 on 2 up perforated paper by selecting the desired item in the drop down menu 2 up perforated blank sheets print two different employees per page 6 After you have printed the employee W 2 copies on the 4 up perforated blank sheets load the 2 up perforated blank sheets into your printer s paper tray 2 up perforated blank sheets print two different employees per page and are used for employer W 2 copies D and 1 7 for 4 part 6 part amp 8 part W 2s Select the W 2 on Plain Paper radio button then select 2 up Employer Copy 1 from the drop down list 8 Click Print 220 Chapter 37 W 2 amp W 3 Statements 10 11 12 Note 13 14 15 A UO N m an Note for 6 part amp 8 part W 2s When Copy 1 is done printing select 2 up Employer Copy D from the drop down list Click Print
195. riod Change Frequency l OK r Cancel i This button will calculate Check Date Period Start and Period End based on the pay frequency set on the first employee in the employee list and dates currently being displayed 124 Chapter 18 Calculating Employee Pay Change Frequency Calculate Pay Edit Hours If you have multiple pay frequencies you can click the Change Frequency link to open up a option to change the pay frequency when selecting the Next Period button Once you are in the Calculate Pay window you will see all employees in your employee list displayed on the right side of the screen Employee names displayed in black indicate that there is no calculation saved for that employee If the employee name is displayed in green with a on the left side there is a saved calculation for that employee If that calculation is not correct or needs to be modified you must first Undo the saved calculation Make any changes to the payroll on the Calculate Pay window by clicking the box with the field you need to modify and insert the change Save changes and review the calculation on the Review Create Paychecks window Edit View Window Calaulate al Ingortineome uno atts inti Disable Calculations Income l Hourly Pay Check Date 01 01 14 i f Salary Period Start End 01 28 13 02 03 13 Deductions i Amount Match I Amount Match Net
196. rk Payroll 2011 Default_Payroll_Company_Database_2011 db PR Sample Co Inc is ready for 2011 payroll processing Convert Another Company Close 20 Chapter 1 Installation and Basic Use 6 Once the conversion is complete and the green complete screen is displayed you may either choose to Convert Another Company or Close You may now proceed to open the newly created files in the new database with Payroll version 8 2 or higher For instruction on Opening your Payroll company See Open Company on page 13 Starting CheckMark Payroll for Windows and Opening the Sample Company 21 Chapter 2 Sample Company Starting CheckMark Payroll for Windows and Opening the Sample Company Note A sample company is NOT included if you are installing a full version for the first time If you have downloaded a Trial version or for any reason would like to see a sample company contact CheckMark and we can send you the database that contains the Sample Company for review The following steps show you how to start CheckMark Payroll for Windows and open a sample company file called PRSample pr0 If you would rather start setting up your own company right away see Chapter 3 Creating a New Company on page 25 1 Once you ve received the database containing the sample company and saved it to your hard drive launch CheckMark Payroll by clicking the shortcut on the desktop or from the Start menu 2 Choose Open Company from the F
197. rm 940 Line 15 Overpayment City State Apply to next return e Tm Phone Send a refund EIN SSN PTIN I Self employed Name 2 Select Form 940 Report Option 3 Fill in necessary information in the 940 FUTA Tax Window as appropriate for your report For more information see Fields on the 940 on page 197 4 Click Print The filled in form will open in Acrobat Reader If necessary modify edit any field in Acrobat Reader save the file if you wish and or print out pages from Acrobat Reader Changes made in Adobe Reader are not reflected in Payroll 1a 10 11 13 Part 6 Third party Designee Part 8 For paid preparers only optional Creating 940 Reports 197 Fields on the 940 Mark this box if you pay unemployment tax SUTA in only 1 state Also fill in the two 2 letter postal abbreviation in the box to indicate which state you pay the unemployment taxes in If box la is not selected CheckMark Payroll will automatically mark box 1b on Form 940 indicating that you pay unemployment taxes to more than one 1 state You are then required to fill in Part 1 Schedule A 940 and submit with your Form 940 Schedule A 940 is not printable from CheckMark Payroll directly so you will need to download from irs gov press link above or fill in this form that was sent to you by the IRS in the mail If you have paid unemployment in a credit reduction state you will need to select the checkbox
198. rogram The net for each check is shown along with totals for wages income taxes and deductions Ledger accounts are also shown with their associated amounts If you have ledger accounts set up for department or job wages and taxes then the ledger accounts and amounts for each department or job are shown The total debits and credits are shown on the last two lines CheckMark Software allows you to utilize direct deposit for your employees through your financial institution Payroll creates an ACH file that you can submit directly to your bank For more information on setting up CheckMark Payroll for Direct Deposit see Using CheckMark Payroll for ACH Direct Deposit on page 247 The ACH Direct Deposit text file contains only checks created for employees who are set up as Direct Deposit employees on the Personal tab of the Employees window You can export a file for use with National Payment Corporation s Web Direct Deposit For more information on Web Direct Deposit see Using CheckMark Payroll for Web Direct Deposit on page 250 The Web Direct Deposit text file contains only checks for employees who are set up as Direct Deposit employees on the Personal tab of the Employees window You can export a file for use with National Payment Corporation s Direct Deposit For more information on ACH NPC Direct Deposit see Using CheckMark Payroll for ACH NPC Direct Deposit on page 251 The ACH NPC Direct Deposit text
199. rring or posting Deduction amounts to an accounting system See Chapter 14 Setting Up Ledger Accounts on page 97 You can define up to 60 Deduction categories for your company and assign up to 16 per employee DO NOT delete any Deduction categories once the first check for the year has been created The only time a category should be deleted is after the New Year file has been created but before any checks have been created DO NOT change the tax status on any Deduction category once the first check of the year has been created To make a change to the tax set up mid year stop the category from being applied by simply modifying the amount rate to zero Then create a new category with the correct tax set up to be applied 60 Chapter 11 Setting Up Deductions Adding Pre Defined Deduction Categories to Your Company 1 Click Setup in the Command Center then select Deductions i if ES Cacdebontethed Variable Amount Fixed Amount per Pay Period Fixed Apply to Total Wages Limit Type Amount Annual Wages Employer Match Type Amount Rate Wage Limit None Match if No Employee Deduction Deduct Before W 2 Options Federal Tax Box 10 Dependent Care Benefit Social Security Box 12 Code Medicare s Box 14 Other FUTA Box 18 20 Local Tax State Tax SUTA Local Tax 2 Click Load from List 3 Select one or more categories from the list Adding Pre Defined Deduction Categories to Your C
200. rrison Leila C Check Sumecary C Check Details l By Department r 2 Select the employee or employees for the report You can select a consecutive or non consecutive series of employees from the list by dragging through the list or by using the CTRL key Windows or COMMAND 3 key Mac If no employee names are highlighted all employees will be reported 3 Select the type of report 4 Choose one or more check dates You can select a consecutive series of check dates from the list by dragging through the list For details see Making Selections in a List Box on page 13 5 Click View Print Text File or XLS File Types of Employee Paycheck Reports 177 Chapter 29 Employee Paychecks Types of Employee Paycheck Reports Check Register Posting Summary ACH Direct Deposit Web Direct Deposit ACH NPC Direct Deposit The Employee Check Register report shows check data for the selected check dates including number of hours hourly rates income deductions net pay and department job distribution percentages and amounts Company totals are shown at the bottom of the report including 941 liability and the number of checks in the selected period The Posting Summary report shows check information in a summarized format and can be used to create manual journal entries in your accounting system You can also save the posting summary information as a text file that can be imported into an accounting p
201. rting checks into QuickBooks The posting file format includes account names and account types to post all payroll information into the general ledger The accounts named in the file are based on the set up of your payroll company in CheckMark Payroll If these accounts DO NOT exist in your QuickBooks chart of accounts list QuickBooks by default will create the accounts upon import Inserting ledger accounts into the Payroll program will not override the accounts created in the IIF file We suggest that before importing payroll the first time you make a backup of your QuickBooks data After successfully importing payroll into QuickBooks carefully look through the transaction s imported and also evaluate the changes if any to your chart of accounts If you do not wish these changes to occur restore your QuickBooks backup and manually post your payroll data to QuickBooks Windows only You can export posting information to Peachtree Accounting for Windows version 2 0 Select the Peachtree 2 0 Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save Windows only You can export posting information to Peachtree Accounting for Windows version 3 0 Select the Peachtree 3 0 Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save Windows only You can export
202. rtions of Social Security and Medicare FUTA and SUTA Department or job wage and tax expense accounts override general wage expense and employer tax expense accounts If department or jobs are setup the employer taxes will not be posted by tax expense but by department job liability and will be broken out by tax for the entire payroll Jobs Use this option if you distribute employee wages to jobs in MultiLedger An expense account for job s wages An expense account for job s taxes for employer portions of Social Security and Medicare FUTA and SUTA Department or job wage and tax expense accounts override general wage expense amp employer tax expense accounts Deduction Match Expense An expense account for the employer deduction expense that is not broken out by department job expense for deductions set up with an employer matching amount or percentage 102 Chapter 14 Setting Up Ledger Accounts Import Employee Information 103 Chapter 15 Importing and Exporting This chapter shows you how to import and export employee information For information on importing hours see Chapter 13 Import Employee Information You can import employee personal and wage information into your CheckMark Payroll company The employee information that you import must be in a text file with tabs between fields and a return after each employee record Note Before importing information into your payroll company you should make a
203. rtions of Social Security Medicare FUTA and SUTA Details include employee name check date check number hours wages and employer taxes Totals for wage expense and employer tax expense for the selected report range appear after each department job and company totals appear at the end of the report Creating Department Job Reports 1 Click Departments Jobs in the Command Center Departments C Jobs Check Dates Administration jai 01 01 11 Assembly Wages amp Hours 01 08 11 Officer 01 22 11 C Check Summary Quality Assurance Warehouse 184 Chapter 30 Departments Jobs 2 Select either the Departments or Jobs radio button If you selected Departments proceed to step 3 If you selected Jobs an open dialog appears Locate your MultiLedger company then click Open The Jobs from the MultiLedger company appear in the list Select the departments or jobs for the report You can select a consecutive or non consecutive series of departments or jobs from the list If no departments or jobs names are highlighted all departments or jobs will be reported Select one or more consecutive check dates for the report Select the type of report You can select either Wages amp Hours or Check Summary for the report Click View Print Text File or XLS File Chapter 31 Federal Taxes 185 You can print forms 941 943 and 944 from the Federal Taxes window along with a
204. s 133 Calculating Pay for a Bonus Check 135 Chapter 19 Review Create Paychecks 137 Reviewing Payroll Calculations 137 Creating Payroll Checks 138 vii Chapter 20 Print Paychecks 141 Printing the Payroll Checks 141 Emailing Paystubs to Employees 142 Email Options 143 Check Format 143 Printing Options 143 MICR Encoding 144 Chapter 21 Modifying Paychecks 147 Modifying Payroll Checks 147 Modifying a Check Number 148 Modifying Period Start and End Dates 149 Voiding a Check 149 Deleting a Check 149 Chapter 22 Allocate to Dept Job 151 Allocating Wages After Paychecks are Created 151 Re allocating Hours for Hourly Employees 151 Allocating Wages and Taxes for Salaried Employees 152 Deleting Allocations 154 Chapter 23 Create Payments 155 Creating Employer Payments 155 Chapter 24 Print Payments 157 Printing Employer Payment Checks 157 Chapter 25 Modify Payments 159 Modifying Employer Payment Checks 159 Modifying the Check Number or Date for an Employer Check 159 Voiding an Employer Check 160 Deleting an Employer Check 161 Chapter 26 Posting Payroll Information to MultiLedger 163 Posting Employee Checks to MultiLedger 163 Set up Ledger Accounts in CheckMark Payroll 163 Review Posting Summary 163 viii Posting to MultiLedger 164 Posting Employer Checks to MultiLedger 166 Set up Ledger Accounts in CheckMark Payroll 166 Review Posting Summary 166 Posting to MultiLedger 166 Part 4 Reports 169 Using the Report Windows 169
205. s or mileage e Employee Taxes such as federal state and local withholding and Social Security and Medicare e Deductions such as 401 k plans or health insurance e Employer Taxes such as employer portions of Social Security and Medicare FUTA and SUTA Department wages and tax expense e Job wages and tax expense can be used only with CheckMark s MultiLedger Assigning the Posting Accounts Items displayed under the Payroll Categories radio buttons are directly affected by the setup on other windows on the Command Center 1 Click Setup in the Command Center then select Ledger Accounts 98 Chapter 14 Setting Up Ledger Accounts Payroll Categories General Additional Income Employee Taxes i Deductions Employer Taxes Departments Jobs Deduction Match Expense 2 Select an option under Payroll Categories After selecting the payroll category items associated with the category appear in the Items list Category Accounts ash Account 1000 ages 6800 vance EIC 6800 3 Select an item from the Items list box Modify Account 4 Click Modify Account Tip You can also double click an item to open the Modify Account Number dialog 5 Enter an account for the selected item and click OK Wages Account Number Accounts can be up to 16 alpha numeric characters 6 Repeat steps 3 5 for each item in the payroll category 7 Click Save after you have finishe
206. screens that list your employee list such as the Employee Set Up screen or the Employee Earnings window When you choose Find from the Edit menu the following window appears Cancel Enter the characters that you want to search for and click Find The report line containing those characters is highlighted The Find command is not case sensitive Find Again looks for the next occurrence of the last characters entered in the Find edit box If the report is long enough to create a scroll bar along the right hand side of the report you can scroll down using your mouse s scroll wheel 1 Using the Report Windows 171 Copy and Paste Report Information For each report you can use the View command button to view the information Using your mouse you can highlight all or any specific information listed in the report and Copy that information to your computers clipboard You can then open up any word processing or spreadsheet program and Paste the information into that system for further modification This can be helpful if you want to create a report on specific information in a report instead of exporting all the information as a txt or xls file Example of Employee s Information Copy and Paste Open up the Employee Information report screen Select the Personal Information option and click View Using your mouse highlight the information you want to Copy by holding down the mouse button and dragging the cursor unt
207. section then processed payroll and created checks you are ready to create the ACH NPC Direct Deposit file for submission to National Payment Click Employee Paychecks in the Command Center Select one or more check dates Select the ACH NPC Direct Deposit radio button If desired select the Use Employee checkbox to use the employee s ID number instead of the Social Security number You must have the Employee Number set up with National Payment Corp to use this option Click Text File A save dialogue appears The file is named Deposit txt by default You can change the file name if necessary Choose where you want to save the file then click Save Be sure to remember where you saved the text file as you will need it to import into the National Payment website 253 Index Numerics 940 Taxes reports 196 941 adjusting field positions for printing 227 reports 186 943 Taxes Report 189 944 Taxes Report 191 A Account numbers additional income categories 100 deduction match expense 101 deleting 99 departments 101 employee taxes 100 employer taxes 100 general 100 jobs 101 setting up 97 Accrued hours view tab 87 ACH Direct Deposit 247 249 fields on the ACH Direct Deposit window 249 set up employees for 247 set up information 248 using CheckMark Payroll for 247 Adding a new employee 70 additional income categories to your company 50 deduction categories to your company 60 hour categories to your company 46 st
208. sting Summary report shows check information in a summarized format and can be used to create manual journal entries in your accounting system You can also save the posting summary information as a text file that can be imported into an accounting program Ledger accounts are shown with their associated amounts The total debits and credits are shown on the last two lines Posting File Formats You can export posting information to Intuit s Quicken Select the Quicken QIF option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save For Quicken 2005 for Windows and higher users CheckMark Payroll creates a QIF file for importing into Quicken Quicken will no longer accept QIF importing directly into a bank checking account it will only accept Open Financial Exchange OFX file formats used for downloading information directly from the internet This file format is not available in CheckMark Payroll 212 Chapter 36 Employer Payments QuickBooks IIF Peachtree 2 0 Peachtree 3 0 Peachtree 3 5 5 0 M Y O B Big Business You can export posting information to Intuit s QuickBooks Select the QuickBooks IIF Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save CheckMark Payroll creates an Informational Interchange Format IIF file for impo
209. t be selected for each employee before saving employee information or a default SUTA State will be assigned to the employee Use the drop down list to select the appropriate state tax table for the employee The tables that appear in the list are those that have been added on the State Taxes window If None is selected state tax will not be withheld when the employee s pay is calculated and employee information will not appear on the state wage reports or W 2 reports including the EF W2 State File Note If your employee is exempt from state withholding but you need to report employee s wages DO NOT leave the State Table as None Create a state table on the State Taxes window under Setup of zero For example You have an employee that is exempt from state w h and you are in MD You can create a table and call it something such as MD Exempt Select this table on the Employees setup screen Enter the number of state allowances that the employee is claiming usually this is the number of federal allowances claimed on the employee s Form W 4 Employee s Withholding Allowance Certificate CheckMark Payroll uses this number when possible to calculate the Exemption Total or Tax Credit Total for a selected state tax table When possible the Exemption Total or Tax Credit Total is calculated for you and placed in the correct edit box The total equals the annual exemption or tax credit amount for the selected table times
210. t field 3 Complete all necessary fields and click Save Note Press SHIFT TAB hold down the SHIFT key and press TAB to move the cursor to the previous field and highlight any previously entered information 30 Chapter 4 Company Information Company Name Trade Name Use on Checks amp Reports Address Lines 1 amp 2 City State Zip Note Phone Federal ID Password Payroll Year Comments Company Activity Log Items in the Company Information Window Enter your company s legal name Enter your company s Trade Name if any Check this box if you want the Trade Name you entered to be used on checks and reports If this box is not checked CheckMark Payroll will use your Company Name on checks and reports Enter your company s street address city your state s two letter postal abbreviation and zip code Only Address 1 information prints on Forms 940 941 944 and W 2 W 3s the information in Address 2 will not print on these reports Enter your company s telephone number including area code Enter your federal employer identification number This number prints on 940 941 944 and W 2 W 3s reports Enter up to 40 characters for a password if you want to restrict access to your company s files The password is not case sensitive For example an upper case T is treated the same as a lower case t For more details see Setting Up a Password on page 242 The payroll year you enter
211. t see the state you need you can add the state to your company using the State Taxes window For details see Setting Up State Tax Values and SUTA Values on page 37 The drop down list shows the local taxes that have been added to your company If you don t see the local tax that you need you can add the local tax to your company using the Local Taxes window For details see Setting Up Local Tax Values on page 41 This refers to the deposit that you make for the state unemployment tax The drop down list shows the states that were added to your company on the State Taxes window This refers to the deposits that you make for employee deductions such as United Way or Health Insurance The drop down list shows your company s Deduction categories that were added on the Deductions Setup window Assigning the Posting Accounts 97 Chapter 14 Setting Up Ledger Accounts This chapter shows you how to set up accounts that allow you to post your payroll to an accounting program If you won t be posting your payroll to an accounting program or your accounting program doesn t use account numbers you don t need to set up ledger accounts However you might find ledger accounts useful on Posting Summary reports to manually transfer your payroll data to an accounting system You can assign accounts to the following payroll categories e General such as the cash account for employee paychecks e Additional Income such as tip
212. ta that is lost due to a crash or power failure CheckMark highly recommends you make additional backups on a flash drive or CD that are not stored on the same computer as payroll in case of computer failure Suggestions for Backing Up At a minimum we suggest that you make a back up after each pay period You can use the Create Backup to create your own backups You should back up to a disk other than the drive that contains the original company files such as a server another hard drive a CD or a flash drive 1 Choose Backup Database from the File menu On Windows it will look like this 238 Chapter 40 Protecting Your Files Use the pop up menu and list below to choose where you want ex di CheckMark Payroll 2012 _Backups p to save the backup SS E ok ae a Name Date modified Type Size f EE Desktop 8 TEST 2012 Auto Backup 08 01 12 ip Downloads amp TEST 2012 Auto Backup 08 06 12 E Recent Places TEST 2012 Auto Backup 08 13 12 TEST 2012 Auto Backup 08 22 12 a Libraries TEST 2012 Auto Backup 08 23 12 The default name for your ie ak Era a eT backup is an auto generated a Music 8 TEST_2012_Auto Backup 07 31 12 2 V E Pictures 2 ValleyConvenience_2012_Backup_07 30 12 7 30 2012 9 15 AM name from the software You E Videos can change this name if you a Bg a want a File nar Save as type Payroll Company Database db I Hide Folders
213. ter then select Deductions Select the category from the Deduction list Click Delete CheckMark Payroll asks you to verify that you want to delete the Deduction category Click Yes to delete the category 64 Chapter 11 Setting Up Deductions Items in the Deductions Window Variable Amount Fixed Amount per Pay Period Hour Worked 1st Chk of Month or 1st Chk of the Quarter Fixed Calculation Methods Select Variable Amount if the Deduction amount for an employee varies with each pay period If this option is selected the amount that appears on the Calculate Pay window will always be 0 00 until you override and enter the amount of the deduction Select Fixed Amount per Pay Period if the deduction amount is the same each pay period Select Fixed Amount per Hour Worked if the amount deducted from an employee is multiplied by the number of hours worked of that pay period Hour categories defined with the option to Use in Calculations Based on Hours Worked are used in this calculation Select Fixed Amount per Ist Chk of Month if the deduction amount is the same each month The income will be deducted from the first paycheck created for the month Select Fixed Amount per 1st Chk of Quarter if the deduction amount is the same each quarter The income will be deducted from the first paycheck created for the quarter There are two ways to handle a Fixed Amount deduction category If the Fixed Amount is the same for all empl
214. ters hard drive Select the check box to always use selected program to open this kind of file exact wording may vary depending on your Windows version then click OK Refer to your operating system s owner s manual for more information Windows Vista or Windows 7 Open the Control Panel and or select Default Programs Choose Associate file type or protocol with a program Scroll down to fdf in the list If necessary select choose program and browse for Adobe Reader Repeat steps for pdf file extension Close Refer to your operating system s owner s manual for more information 186 Chapter 31 Federal Taxes Types of Federal Tax Reports Tax Summary Form 941 Form 944 The Tax Summary report shows tax information including employee names total wages and tips federal withholding Advance EIC Social Security wages Social Security tips and Medicare wages and tips for the selected quarter or current payroll year You can use this tax data for filling out the Federal 941 form or use the annual report for filing form 943 or 944 Each type of withholding is summarized and the total taxes due are shown after the employee list An amount shown for Adjustment for Fractions will print on line 7a of the 941 6a on Form 944 report in the Fractions of Cents field An amount on the Adjustment for Fractions line is usually due to Social Security and Medicare rounding and is typically less than one dollar If the amount
215. th YTD income deductions taxes and net pay as well as any employer matching amounts Totals for the company are listed at the end of the report You can see this report arranged by department by selecting the By Department checkbox For the range of check dates selected the Hours Register report shows the employee s selected check period and year to date hours for hour categories as well as accrued hours available You can also get an Hours Register report that contains only Hours Worked Simply check the Hours Worked Only box This report is helpful in filling out worker s compensation reports or SUTA reports in states where this information is required The Check Summary report shows an employee s income taxes deductions and net vacation and sick pay for each check in the selected check dates Totals for all categories are also shown by employee The Check Details report shows income tax amounts deductions total tax amounts total deductions and net pay by check for each selected employee for the selected check dates Totals for selected employees are listed at the end of the report 176 Chapter 28 Employee Earnings Creating Employee Earnings Reports 1 Click Employee Earnings in the Command Center Sy zl Employee Ja betak f 3 a EI File Employees Check Dates Crawford Alex 01 01 11 Dickens Chuck Earnings Register 01 08 11 Griffin Marj p 01 22 11 Hill Alison C Hours Register CEN M Mo
216. the employee s third account Enter the account number for the employee s account Enter the amount that is to be deposited in the 3rd account The gross amount of the check must cover all allocations or any remainder will be allocated to Account 1 76 Chapter 12 Setting Up Employees Setting Up Employee Wages Save 1 Note Select the Wages view tab on the Employees window el Select an employee from the employee list if one is not already selected Enter the amount of salary that the employee receives each pay period in the Salary per Pay Period edit box if the employee is salaried Enter the amount per hour in the Hour Rate 1 edit box if the employee is paid by the hour An employee can be paid up to 8 different hourly rates These hourly rates along with the hour categories set up on the Hour Categories window are used to calculate wages for hourly employees For details about hour categories see Chapter 9 Setting Up Hour Categories on page 45 Don t enter hourly rates such as overtime or double time since these are defined on the Hour Categories window Select how often the employee is paid from the Pay Frequency drop down list Continue entering employment information such as the employee s hire date last raise date and department job distribution percentages Click another view mode to continue setting up the employee or click Save after you ve finished entering
217. the employee s wage information and assigning a SUTA State on the Taxes View Tab Items in the Wages View Tab Salary per Pay Period Hour Rate 1 2 3 amp 4 Pay Frequency Hire Date Last Raise Date Termination Date Comments Department Job Distribution Setting Up Employee Wages 77 If the employee is paid a salary enter the amount that the employee receives each pay period If the employee is paid by the hour enter the amount per hour in the edit box You don t have to enter 00 for whole dollar rates Hour Categories and Hour Rate 1 4 calculate together to determine gross wages for an hourly employee Hour Categories are set up on the Hour Categories window Use this drop down list to choose how often the employee is paid You can choose Daily Weekly Bi Weekly every two weeks Semi Monthly twice a month Monthly Quarterly Semi Annually twice a year and Annually Enter the date that the employee was hired Enter the date that the employee last received a raise Enter the date that the employee s employment ended Use this text area for recording comments such as dates of pay raises or prior pay rates about the employee You can distribute an employee s pay to as many as 10 departments or MultiLedger Jobs by percentages Percentages are automatically assigned based on the number of departments or Jobs assigned For example if two departments are assigned the distribution percentage is 50 f
218. the program or by going to the CheckMark website at www checkmark com Contact CheckMark Inc Suggestions Our program continues to improve with the input of our users If you wish to see a feature considered for possible implementation into the Payroll program please send us your suggestions Sales 800 444 9922 or sales checkmark com Support 970 225 0387 or support checkmark com Customer Service 970 225 0522 or info checkmark com Fax 970 225 0611 Address CheckMark Inc 323 W Drake Rd Ste 100 Fort Collins CO 80526 Installing CheckMark Payroll 5 Chapter 1 Installation and Basic Use Installing CheckMark Payroll Note Macintosh Install Close all programs including disabling of anti virus software Insert the CheckMark Payroll CD ROM into your computer s drive When the CD icon appears on the Desktop open by double clicking on it and double click the CheckMark Payroll installer Follow the on screen instructions to complete installation The default install location on the hard drive for CheckMark Payroll is Macintosh HD Applications CheckMark Payroll year CheckMark Payroll Users can install the program in any location however it is recommended to install the program on the local drive in the default location The year folder represents the current calendar year Each new year a new folder pertaining to that year will be created Windows Install Close all programs including disabling
219. ting Up a Company Setup of your company s payroll data set is key to ease of use and accuracy in your calculation and reporting Read through the chapters ahead and evaluate each item to determine which items will be essential to your company setup Depending on your company s needs not all windows in CheckMark Payroll may be used It is recommended that you follow the setup chapters in order so that all necessary items are available when setting up Employees Employer Payees and Ledger Accounts Some things to consider before starting e Do you have an accounting program you wish to post payroll to and how do you wish the payroll to post By department By MultiLedger Job e Are there special taxes in your local area that you need to verify the setup How are they reported to the taxing entity e Do Ihave all the documents I need to setup a company ID numbers SUTA rate Employee W 4 forms 24 Steps to Setting Up a Company The following is a checklist that you can follow for setting up your Q QO ao Q n company Steps for Creating a New Company Create or Open the Database where you want to store your company files Create a New Company file Setup Company Information and select Payroll Year Setup Departments optional Add the appropriate state tax tables and parameters to your company Enter the State ID and SUTA for each state in which you process a payroll Setup Local taxes if required
220. ting up the employee or click Save Modifying a Deduction Category from an Employee You can change the amount of an existing Deduction category if it s not setup as V Variable This amount is entered when you calculate the employee s pay on the Calculate Pay screen Highlight the employee you want to adjust Select the Deduction category from the list of incomes already assigned to an employee Click Modify and adjust the rate amount limit if applicable and match if applicable Click OK Removing a Deduction Category from an Employee You can remove a Deduction category from an employee as long as the employee doesn t have any paychecks associated with it The only time to remove an Deduction category from an employee is after you have started a new year but before you have created a payroll in the new year To stop the category from being applied mid year simply modify the amount rate to zero in the Employee set up Select the Deduction from the Employee s Deduction list Click Remove Click Save If you want to zero out a deduction for just one paycheck you can use the Disable Deductions feature in the Calculate Pay window instead of changing it in the employee setup Disable Calculation on page 127 Setting Up Employee Accruals 87 Setting Up Employee Accruals CheckMark Payroll accommodates up to three accrued hours per employee Accrued Hours are hour categories where you track hours earned and
221. tub will be printed on the bottom third of an 8 1 2 by 11 inch laser check If Print Metafile or Print PDF PICT File is checked an Open dialog will appear when you print checks that allows you to select a Metafile or PDF PICT to print along with the check 144 Chapter 20 Print Paychecks Suppress Check Stub Frame Suppress SS Suppress Accrued Hours Company Info on Stub Print Blank Check Fields Show Direct Deposit Account Note Windows Metafiles and Mac PICT files are graphic files created outside the Payroll program using a graphics drawing type program These files can be created by you to add items to your checks such as company logos or special messages Mac will also read print a PDF file When selected the Metafile or PDF PICT file will print on all checks selected If Suppress Check Stub Frame is checked the frame around the check stub that normally prints will be omitted If Suppress SS is checked employees Social Security numbers will not print on the check stub If Suppress Accrued Hours is checked the accrued Hours Available and YTD Used hours will not print on the check stub If Company Info on Stub is checked your company s name address city state zip and phone number from the Company Information window will appear across the top of the check stub Note If check box Use on reports and checks on the Company Information screen is selected the Trade Name will print on the check stub
222. uction s code and amount to be included in Box 12 ona W 2 form Check this option if you wish the Deduction amount to print in Box 12 of the W 2 A Code must also be entered when this is selected Refer to the Instructions for Form W 2 from the IRS for the code to be entered here Codes are entered as capital letters Checking causes the deduction s name and amount to be included in Box 14 on a W 2 form Check this option if you wish the Deduction and description to print in Boxes 18 20 Local Tax Wages reported in box 18 are YTD wages even if the deduction was created and assigned mid year Using the Employee View Tabs 69 Chapter 12 Setting Up Employees The items you assign to individual employees will have been set up previously in the prior sections If you have not setup all items you will need for example deductions additional incomes etc set those up prior to setting up the employees CheckMark Payroll does NOT limit the number of employees in your company The number of employees in the employee list is displayed in the Number of Employees field Using the Employee View Tabs Personal Wages View tabs allow you to quickly access different information about an employee Personal Wages Taxes Income Deductions Accrued Hours YTD Viewing different information about your employees is as easy as clicking the appropriate tab Use this view tab to enter information such as name address so
223. umber of hours entered in the edit box per hour worked You can also limit the maximum hours that are used to determine the earned hours for each pay period The employee will start receiving the accrued hours on the first pay period dated after the date in the Start Receiving box If no date is entered the employee will start receiving the accrued hours on the next paycheck If you choose Hour Worked as the accrual calculation method you should select the Use in Calculations Based on Hours Worked option on the Hour Categories window for each Hour Category that should be included in the accrual For example let s say that you have two hour categories defined as Regular and Vacation and you would like Vacation to accrue at a rate of 025 hours for every hour worked You should check the Use in Calculations Based on Hours Worked option for the Hour Category Regular in order for the Regular hours to be included in the Vacation accrual Pay Period If you choose Pay Period the employee will receive the number of accrued hours entered in the box each paycheck The employee will start receiving the accrued hours on the first paycheck after the date entered in Start Receiving If no date is entered in the Start receiving date box the employee will start receiving the accrued hours on the next paycheck Setting Up Employee YTD Balances Mid Year Depending on when you process your first payroll with CheckMark Payroll you might need to set up year t
224. under the File menu and selecting Delete Company Select the company you wish to delete and click the Delete Company button If you delete a set of files in this way they cannot be recovered without a previously saved backup archive Exiting CheckMark Payroll To exit or quit CheckMark Payroll e Choose Exit from the File menu Windows e Choose Quit from the CheckMark Payroll menu Mac Tips for Navigating Windows Within Payroll You can enter information in any order you like by clicking in each field s edit box To move the cursor from one field to the next field you could click in the field box However often the quickest way to move the cursor to another field is to press the following keys on your keyboard Keystroke Result TAB Next field or control SHIFT TAB Previous field or control While holding down the SHIFT key press TAB Making Selections in a List Box While using CheckMark Payroll you often select items from a list box You can make your selections in the following ways e In most list boxes you can choose a consecutive range of items by holding down the SHIFT key while clicking the first and last desired items in the list For example here is a consecutive range of checks selected on the Print Paychecks window 14 Chapter l Installation and Basic Use Check Date Employee 01 3106 Johnson Larry 01 31 06 Kennedy Paul 01 31 06 6 Franklin R lgntowski James 50192 0143106 Griffith Margor
225. used for each employee such as vacation or sick Assigning Accruals to an Employee 1 Select the Accrued Hours view tab on the Employees window Save New _ Delete Number of Employees 10 Personal Wages Taxes name Deductions Acrued Hours yTD Employee Hours Accrual Current Accrued Hours hours Cakcuiation Method Eam hours per mor upto hours worked per pay period 2 Select an employee from the employee list if one is not already selected 3 Select the hour category for the employee from the Company Categories list The categories that appear in the Company Categories list are those that were set up with the Hour Categories window Assign gt 4 Click Assign Tip You can also double click an hour category to assign it to an employee 5 Define the accrued hour category 6 Repeat steps 3 5 for each accrued hour category for the employee 7 Click another view tab after you ve finished setting up the accrued hours Save for this employee to continue setting up the employee or click Save 88 Chapter 12 Setting Up A UO N m Current Accrued Hours Employees Modifying an Accrual You can modify an existing accrual assigned to an employee Select the employee from the list Highlight the accrual you want to modify Change the status of the accrual information Click Save Remove an Accrual from an Employee Highlight the employee from the list Select the hour category from the
226. vV Vacation hours setting up for employees 87 Variable amount additional income 54 64 other deduction 64 View Menu Options 235 View Preference File 232 View tabs 69 70 Voiding employer checks 160 paycheck 149 W W 2 Statements adjusting fields for printing 227 allocated tips box 56 box 10 dependent care benefits 68 box 12 code additional income 58 box 12 code deductions 68 box 13 retirement plan statutory employee 81 box 14 other additional income 58 box 14 other deductions 68 printing blank perforated paper 219 dot matrix 222 laser or ink jet printer 221 preprinted W 2s and W 3s 221 W 2 W 3 statement reports 216 W 3 information report 215 W 3 Statements 259 printing on a preprinted form 222 on plain paper 220 W 3 information report 215 Wage Information report 173 Wage summary report 186 196 Wages allocating 152 setting up employee 76 Wages view tab 76 Web Direct Deposit 250 create an export file for 251 designate employees for 250 using CheckMark Payroll for 250 Windows posting employee payroll checks to MultiLedger 163 posting employer checks to MultiLedger 166 X XLS files saving reports as 169 Y Year Start New Year 245 Year to date balances entering income and deductions for 91
227. ve You can export posting information to POS OE 4 Select the POS OE 4 Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save You can export posting information to Connected accounting Select the Connected Format option and click Text File A Save dialog appears Enter a name for the text file and choose a directory in which to save it Then click Save Creating Employer Payments Reports 1 Click Employer Payments in the Command Center TY Employer Payments ro w Check Date Payee Months 5383 02 05 11 Bank January Check Register March Posting Summary April May CheckMark v Format June July August September October November Post to MultiLedger December 214 Chapter 36 Employer Payments 2 Select the month s for the report 3 Select the checks for the report You can select a consecutive or non consecutive series of checks from the list If no checks are highlighted all employer checks will be reported 4 Select the type of report 5 Click View Print or Text File Types of W 2 W 3 Reports 215 Chapter 37 W 2 amp W 3 Statements Types of W 2 W 3 Reports W 2 on Blank Paper W 2 on Preprinted Forms W 3 on Plain Paper W 3 on Preprinted Form EFW2 File Note Select from this drop down list according to the following guidelines 4 up Employee A
228. w Size Click the View tab Check or uncheck the preferences When you have finished setting the preferences close the window then click Yes when prompted to save changes Show Employer Matches in Calculate Pay Display Font Size Change Display Font Command Window Change Background Color Save Command List Drop Downs New View Save Window Placement Manage Window Placement Save Window Size Payroll Preferences 233 When checked this option will display the employer matches in the Calculate Pay screen when creating checks You can customize the window size in CheckMark Payroll by increasing or decreasing the font size for all windows Simply enter a number a lower number will decrease the window size and a higher number will increase the window size You can change the size and display font for most screens throughout payroll Click on the Change Display Font button and choose which font and size you would like You can change the Command Screen main screen from the new command view or use the classic view by clicking the corresponding radio button Clicking on the Change Background Color button allows you to change the color of reset to the default color for the Command Screen view With the New Command Screen View you can select this box to save whatever drop down menus you had open before closing Those menus will re open automatically when you open Payroll back up When selected
229. w and save changes when prompted When you open the company you will be prompted for the password Setting Up a Password 243 Enter the password and click OK As you enter the password the characters in the edit box appear as asterisks to prevent the password from being seen by others 244 Chapter 40 Protecting Your Files Starting a New Year 245 Chapter 41 Starting a New Year The Start New Year Import Prior Year command automatically advances your payroll to next year and retains your previous payroll files for easy access When you start a new year for a company the following happens Starting a New Year The payroll year is incremented to the next year for all companies in the current database A new database is created from the current database for the new year The new year database is saved in the same location as the current database You can access prior year databases under the Database Manager located under the File menu All employee and employer checks are cleared All employee earnings are zeroed All employees marked as Inactive in the Employee setup screen are deleted Checks for the new year can be entered 1 Choose Start New Year year Import Prior Year from the File menu An alert appears to let you know you are starting a new year r P New Year will create a new Default Payroll Company Database database for Payroll Year 2012 Inactive employees will be removed and you c
230. ws distributions to an employee from a non qualified plan or deferrals under a non qualified plan that became taxable for social security or medicare taxes during the year but were for services in a prior year Check this box under the Additional Income set up screen Also in the Additional Income set up mark the check box if plan is a Section 457 b plan Deductions Appearing in W 2 Boxes 12a 12d Certain deductions should be listed in Box 12 with their appropriate letter code Refer to the IRS publication Instructions for Form W 2 for a reference guide of Box 12 Codes The code D that is associated with the 401 k contribution does not have any bearing on the position in box 12 that the information prints From the IRS W 2 W 3 instructions Box 12 Codes Complete and code this box Note that the codes do not relate to where they should be entered for boxes 12a 12d on Form W 2 If you wish more explanation regarding printing of your W 2 information there is a copy of the W 2 W 3 instructions in pdf format located in the IRS forms folder inside the Payroll folder on the hard drive of your computer or you can download a copy from the IRS website at www irs gov Box 13 Check Boxes On the Employee Setup window under the Taxes tab check the box Statutory Employee for employees whose earnings are subject to social security and Medicare taxes but not subject to Federal income tax withholding There are workers who are indepe
231. xas you still need to assign both the SUTA State and State Table to every employee for correct quarterly wage reports SUTA State must be selected for each employee before saving employee information or a default SUTA State will be assigned to the employee If the employee is exempt from taxes choose the appropriate checkbox ender the Exempt From area Employee wages marked Exempt From do not need to be reported to SUTA State or Federal government agencies However if the employee is exempt from allowances you can change the withholding to 99 so no taxes are taken out Note 10 11 12 13 Save 14 Federal Table W 4 Allowances Additional W H Setting Up Employee Taxes 79 For more information on state taxes click the Additional Web Information button This will open a page on CheckMark s website An internet connection is required Enter the number of state allowances that the employee is claiming For most states after the cursor leaves the State Allowances field CheckMark Payroll automatically calculates the Exemption or Tax Credit Totals You can also withhold an additional amount per paycheck as a dollar amount or as a percentage of wages Check any appropriate W 2 Options for the employee Check any appropriate Exempt From options for the employee If the employee qualifies for the HIRE Act mark the Qualified checkbox If the employee is an agricultural employee mark the Agricultural 943 checkb
232. xceed the amount you enter in the edit box or the limit setup in the Deduction tab of the Employee Setup e Ifyou choose Loan Amount as the Limit Type the deduction will be taken out of the employee s pay each pay period until the loan amount you enter in the edit box is reached e Ifyou choose Annual Deduction Amount as the Limit Type the deduction will be taken out of the employee s pay until the annual deduction limit you enter in the edit box is reached 66 Chapter 11 Setting Up Deductions e Ifyou choose Pay Period as the Limit Type the deduction will be taken out of the employee s pay up to the maximum deduction limit for the pay period e Ifyou choose Monthly as the Limit Type the deduction will be taken out of the employee s wages for each paycheck of the month until the deduction limit you enter in the edit box is reached for the month Employer Match Type Amount Rate Wage Limit Match if No Employee Deduction Items in the Deductions Window 67 Employer Match Options You can set the matching type for a deduction by selecting either Fixed Amount Fixed or Hour Worked from the drop down list Enter the amount or rate for the employer match If you have Fixed Amount or Hour Worked selected as the Employer Match Type the amount you enter in the Amount Rate edit box is treated as a dollar amount If you have Fixed selected as the Employer Match Type the amount you enter in the Amount Rate edit box
233. y Enter the date for the bonus check and press TAB Enter the period start and period ending date and Click OK Select Disable Calculations and select any deductions that don t apply to this bonus Note It may be necessary to select the Disable Accrual check box while on the Disable Calculations window If you accrue hours such as vacation on a per pay period basis and you are doing a regular paycheck with a bonus check on the same check date this check box will prevent accruals to occur twice once for each check created 136 Chapter 18 Calculating Employee Pay 10 Select an employee from the list If necessary zero out the salary and or saved hours Enter the bonus amount in the edit box for the Additional Income category that was set up for the bonus and press TAB Bonus 1500 00 Change the amounts shown for federal state or local taxes if necessary For guidelines about how much federal tax should be withheld consult the Supplemental Wages section in your Circular E Employer s Tax Guide For guidelines about how much state or local tax should be withheld consult your state or local tax guides Click Save Employees whose calculated pay has been saved are shown in green and prefaced with a dollar sign Repeat steps 4 8 for each employee who is receiving a bonus for the pay period Reviewing Payroll Calculations 137 Chapter 19 Review Create Paychecks After you ve calculated the pay for the
234. your bank and is printed at the bottom of your checks This field can accommodate up to ten characters 250 Appendix A Direct Deposit Destination Name Destination Routing Company ID Entry Description Discretionary Data Account Number Effective Date File ID Modifier Balanced File Prenote Omit SS This is the name of the institution receiving the ACH file This field is limited to 23 characters Your bank should provide you with this information This is the nine digit routing number of the institution that will receive the ACH file Your bank should provide you with this information This is the ID number that identifies your company during the transaction Check with your bank for the correct ID number to enter This field can accommodate up to ten characters This entry will appear on employee s bank statement when his pay is posted to his account This field is limited to 10 characters Examples for this include PAYROLL DIRECT PAY or DIRDEPOSIT This is for information your bank may have asked you to insert in your ACH file Limited to 20 characters or 16 if all letters are capitalized This is the offsetting account number used in a balanced file If your bank requires a balanced file enter the necessary account number in this field This field allows 17 numbers This is the date you would like the transaction to take place Typically it is one to two banking days after you have posted your ACH f

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