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PCS Payroll User`s Manual

1. Marital Status Single Status Title Department Job Code Hired on Terminated on Last Review or General employee information form Enter the employee s job title and the name of the department in which she will work in the appropriate boxes Enter the start date for the employee in the Hired On box If the employee leaves the company enter the last day for which he will be payed in the Terminated On box Enter the last review date in the Last Review on box Enter any additional information about the employee in the Notes box At this point you will not be able to save the employee information but must proceed to the Payroll Information tabbed page On the Payroll Information tabbed page 11 12 13 14 15 16 Enter the employee s Social Security in the Soc Sec No box Select the frequency a wage or salary is paid to the employee in the Pay Frequency combo box In the Pay Type combo box choose either Hourly or Salaried If Salaried the employee s base pay will be by the pay period if Hourly by the number of hours worked Note that Salaried employees may receive hourly additional pay for wage categories such as overtime or vacation hours In the Employment Type combo box chose either Full time or Part time or Temporary Specify the state or province in the State Employee box Enter the yearly salary for pay types that are Salaried as ent
2. gt Use the Table of Contents button at the left end of the toolbar to show or hide an outline list of the major items for instance a list of employees Note that some reports do not utilize this feature I9 Reports gt Proceeding from the left of the toolbar use the Print button to print a previewed report gt Use the Zoom Out and Zoom In buttons and the Zoom combo box to control the size of the report being previewed gt Use the Previous Page and Next Page toolbar buttons to navigate through the report gt Use the Previous and Next buttons to move between back and forth between pages If a report includes an outline feature 1 e a Table of Contents feature on the left side of the report window clicking on an item in the outline will take you immediately to that item in the report In some reports clicking the pick button in the outlined item will open a popup menu from which you can click on the Drill Down menu item This will open a new window showing the details that make up the outline item To close the preview window select File Close from the menu bar Print from either the main preview window or from the drill down window Employee Accruals A history of employee accrued items e g vacation time sick leave accruals and use is available under the Reports Accrual Reports menu item This reports describe each transaction created using the corresponding Accounting menu item Amounts posted to accounts by the
3. BOr L or ee nen ere eee ere rrr tr 55 MEO UO eave eee cocas E sep eateee 55 W2 forms printer AO MIMCNE sos vseesccoccosrarsnssrsetsceeesenusdenseseneiest 57 DN e tra nsseanse ccna rea asaaigectuenssecnateuscenctatcoiess 56 W2 W3 forms SU ere AEE AE E saeetenes uate eects 55 W3 forms printer aliQnMet eee eeseeseesteeeeeeeeeeeeeeseeeees 58 TTA A E R 57 wage categories AOIN E esaa E 14 linked to accrued items ssessesseesesssesssseessrssesresrese 19 print wage information essseesessesseressessessressesee 18 WASE I PEN asr ee eee een ee ee eee ee 13 VY LOW Seaan E 2 withholding Additional AMOUMNMS eee eeeeeeeeteeeseeeeeeaeeeneees 37 SOCAL SOCUL eea re terme eer ncn cere tnt ee ye 34 Withholding tax report cece eceseceseeceeeceteeeseeeeeeens 6l
4. See Specifying W2 and W3 Information on page 55 Change this if need be Changes made here apply only to this print session To make permanent changes to the contact person information use the W2 W3 setup form Under For Third party sick pay use in Box 13 enter Third Party Sick Pay Recap if you are a 3 party payer In the Inc Tax withheld box enter the total amount withheld during the year Make entries in these boxes only if you are a 3 party payer 57 Preparing W2 and W3 Forms ig Print W3 16 5555555 ent N 716 555 5558 Fax 716 555 5558 E jharrisgirmycompany corm other jay Use Setting up for printing W3 s 6 Printer margins often vary slightly because of wear and tear or simply because of small differences in printer brands or models The Left offset and Top offset boxes allow you to shift the top and left margins to allow for these variations To use this feature print a W3 and note whether or not the printed entries align well with the W3 form If not measure the amount of left and or top misalignment and enter these distances in inches in the Left offset and Top offset boxes For the top offset a positive distance moves the printed image down A positive left offset moves the image to the right 7 Click on the Preview or Print button to preview or print the W3 form 58 Reports Reports available in PCS Payroll are produced using the Reports menu wm PCS Payroll My Company File Edit Payrol
5. To track the vacation time an employee takes define a wage category for vacation time Either salaried or hourly employees can use this or any hourly wage category Note that in this example the cost posts to an hourly wage expense account You may wish to create another category for Vacation Pay for salaried employees that would post to an account for salary expense Wage with Shift Differential Employers may pay an additional amount for work performed at night or early mornings In this example a 2 shift worker receives his base hourly wage Multiplied by one plus an additional Fixed Rate of 0 50 per hour Another way of paying a shift differential is to make the multiplier zero set the fixed amount and then pay two wages for hours worked the base wage and also the shift differential This method would allow shift differential costs to be posted toa separate expense account Categories Setup ak Wages Overtime Select Details No 5 Wage Name Overtime Type Hourly Pay Rates for Hourly Multiplied by 1 50 base Hourly Rate Fixed Amount 0 00 Wages Expense Accour 5020101002 Hourly Nonqualified Distributions Nonqualified O for Box 11 in WW2 Ifyou choose this option make sure to exempt this from Social Security and Medicare Ta Non cash Wages and Benefits Non Cash Wages OI Type Apply Tax Above Exclude from Net Pay 0 00 YTD Amt above which subject to taxes at Wages Vacation
6. Use the SHIFT TAB key to navigate backward through the form from cell to cell Use the RIGHT ARROW and LEFT ARROW keys Use the HOME and END keys Use the UP ARROW and DOWN ARROW keys Use the CTRL TAB key To save a modified transaction Picking a Date Click the pick button on the right of the cell to pop up a calendar To bring up lists of accounts employees or categories as appropriate To move forward from one cell or box to the next To move forward from one cell or box to the next To move backward from one cell or box to the next To navigate within a box or cell one character at a time To move to the beginning and end of the text within a box or cell To move up and down a row within a form To move from one tabbed page to another within a window Modify or even re type the same character into a box or cell and press ENTER TAB or the UP ARROW or DOWN ARROW key The Save button and corresponding menu command will be enabled when you leave the modified cell or box In any box where a date is needed click on the month or year at the top of the calendar to pick the month and year you want and then click on the date you wish to select 67 index 4 OL E decree eens Socstticuee E E 24 28 AO OE a R 32 9 OA ECOL EAE N 60 AMT COU a 61 A accounting PETIOUS suicecsessavecessstaaccaeastendevacatemescamsiacdecies i accounts required by PCS Payroll i seline CST AU 8 ook oi cawescesesat
7. deleted Otherwise select the category from the list on the Select page and then click the Delete button or choose Edit Delete Deduction from the menu bar to remove the category Examples Health Insurance Co pay a Deductions Health Ins Hrly Indy Co pay A fixed deduction is made for the Select Detais employee s part of health insurance fc 9 premiums The amount depends on Deduction Name Health Ins Hrly Indv Co pay Payables Accour 2010501 Health Insurance Co pay whic the type of policy family or THe er individual and the pay frequency Equals 16 23 per Pay Period In this example an hourly worker is paid semi monthly and is charged 16 23 per pay period Deduction Limits Type No Limit For employees paid on a monthly basis a similar deduction category is created that deducts twice the amount 32 50 per pay period A liability account dedicated to this type of deduction has been specified 401 k Contribution st Deductions 401k 2 Select Details In this example an employee contributes 2 of his gross pay toa No 4 401 k deferred income retirement DEGuevOn Mame 401k 2 Payables Accour 2010307 Accrued 401 kK Plan account Type Percent Gross The basis for the deduction is the elas 2 00 eee gross pay The annual limit on this Deciection tants type of deduction is currently Type Fixed 12 000 If this limit is reached Sapa 12000 00 M there will be no further deductions until the beginning of t
8. Checks 5 Eile E Close Brint Epot A 00 a aE ONE THOUSAND TWELVE AND 44 100 ONLY Virginia J Cysz 472 Robin Court Kenmore NY 14214 Demonstration Company fic Virginia J Cysz S N000 33 8787 Wages and Eanungs Description Amount Base Hourly 1 100 00 Sales Commission 254 00 Gross Pay 1 354 00 YTD Amount ja Ry Beck GQ komad 1 on Deductions and Taxes Description Amount 401k 3 40 62 Health Ins Hrly Fly Co pay 26 75 NYS DBL Semi monthly 1 30 Federal Income Tax Married 117 22 FICA 83 95 Medicare 19 63 NY State Income Tax Married 52 09 2 737 20 Net Pay Pay Period 04 07 02 04 15 02 Printing Paychecks ha F caps INS NUM 9715103 1 18 PM Previewing a paycheck Re issuing Paychecks Paychecks may fail to print for any number of reasons A paycheck blank could have jammed in the printer or a paycheck could be lost In such cases you may re issue a check by clicking the Reissue Check button The original check will be copied and the copy given a new check number The original check will then be voided 51 Utilities Change Password The current user can change his or her password by selecting Edit Change Password for User name from the menu Enter the current password in the Old Password box the new password in the New Password box and repeat the new password in the Verify Password box Click the OK button to set the new password Note that changin
9. In the Select combo box choose to print W2 s for All Employees or for Selected Employee If you choose Selected Employee a list of employees will appear in a Select Employee popup window Choose one employee from the Select Employee window If you choose All Employees the Employee box will show zero You can also click on the pick button the blue triangular button in the Employee box and choose an employee from the SelectEmployee window W2 information is stored in the program s database If there are many employees calculating W2 data might require some time If you have printed W2 s but find that some more payroll data must be added say because some bonus checks were issued at year s end and the W2 s for a few employees must be reprinted you may wish to clear the Recalculate check box so that only the data for those employees are recalculated If the Recalculate check box is checked all W2 data is recalculated for all employees In any case if any employee s data has changed the W2 for that employee will be recalculated whether the box is checked or not For the W2 s Control number box Box a you may choose a starting number using the Cntl No Start box This will increment for each W2 printed You may choose to print to a laser or inkject printer or to an tractor feed impact printer by using the Form Type box The difference is that the laser inkjet choice will print 5 copies of each W2 sheet b
10. Non cash Wages Deductions 0 00 Taxes Emp Expenses 0 00 Met Pay Blsnk Payroll Data window before getting employee roster 2 Using the Pay Freqencycombo box select the payroll frequency for the new payroll The available frequencies are those defined in the Pay Periods page of the Company Settings window See Pay Periods on page 10 3 Unless this is the first payroll for a particular pay frequency the date in the From box will be the date following the ending date of the previous payroll for the pay frequency If it is the first payroll for this pay frequency then in the From date box enter a date using a short date format mm dd yy for US dates or click on the blue pick button and then click on a date in the popup calendar The date in the To box is calculated automatically 43 Payroll Preparation 4 Inthe Check Date box enter the check date for the payroll by either typing a date or clicking the pick button and choosing a date from the popup calendar 5 Click on the Get Employee List button and the roster of new or active employees will appear Those employees paid with the selected pay frequency whose employment start date is within or earlier than the pay period are listed After clicking the Get Employee List button the Check Date box will be frozen If you need to change the check date at this point delete the payroll and start again with Step 1 6 To prepare payroll for a particular employee click on tha
11. Pay Hourly Select amp Details No 10 Wage Name vacation Pay Hourly Type Hourly Pay Rates for Hourly Multiplied by 1 00 X base Hourly Rate Fixed Amount 0 00 Wages Expense Accour 5020101002 Hourly Nonqualified Distributions Nonqualified O for Box 11 in W2 Ifyou choose this option make sure to exempt this from Social Security and Medicare Ta Non cash Wages and Benefits Non Cash Wages O Type Apply Tax Above 0 00 amp TD Amt above which subject to taxes Exclude from Net Pay ai Wages 2nd Shift Wage w Differential Select I Details Mo 3 Wage Mame 2nd Shift Wage wiDifferential Type Hourly Pay Rates for Hourhy Multiplied by 1 00 base Hourly Rate Fixed Amount 0 50 Wages Expense Accour 5020101002 Hourly Hongualified Distributions Mongualified O for Box 11 in Wa Ifyou choose this option make sure to exempt this from Social Security and Medicare Ta Hon cash Wages and Benefits Mon Cash Wages O Type Apply Tax Above Exclude from Met Pay 0 00 TO Amt above which subjectto taxes 17 Categories Setup Taxable Non Cash Benefit ai Wages Use of Leased Yehicle Select i Details Non cash wages or benefits except for allocated tips may be included in an employee s pay as shown in no i l g Wade Mame Use of Leased Vehicle Boxes 1 3 and 5 in the W2 and are Type Salary subject to withholding taxes Pay Rates for Hourly Accounting entries are made for EU Mie by 1 00 hase Ho
12. Type Mo Limit Include O in Employee Earnings Report 29 Categories Setup Printing Employer Expense Category Details When viewing the Details page for any employer expense category you may previewor print employer expense category details for all employer expense categories by clicking on the Print or Preview buttons on the toolbar or by choosing File Print Expense or File Preview Expense from the menu Taxes PCS Payroll uses tax categories to calculate payroll taxes that are to be deducted from employees gross pay To set up tax categories select Edit Categories Setup Taxes from the menu bar The Taxes form appears with a list of previously specified tax categories in the Select tabbed page aw Taxes Filing Tax Group Ho Qtatic List of payroll taxes Adding a Tax Category To define a new category click the New button on the toolbar or choose Edit New Taxes from the menu bar 30 Categories Setup me Taxes Select Mm Details Exempted Wages And Deductions Mo MEV Tax Mame Tax Group Federal Income Tax Group Mo 1 Tax withholding Account 2010401001 Federal Payroll Tax Withheld Filing Status All Status Mo j Fixed Deduction 0 00 Deduction allowance if any Std Exemption 0 00 per Exemption Maximum Income Limit O 00 Leave itzero for no maximum State Tax ID Locality Mame For Local Taxes Wages Over Mot to Exceed Base Tax 0 00 9994999999 94 Blank Tax Category form In the blan
13. a non cash wage no funds will be charged to the account so in this case the account specified is meaningless If the purpose of the wage is to record a distribution from a nonqualified plan check the Nonqualified check box The effect of doing this is to make wages paid for this category appear in Box 11 as well as Box 1 of the employee s W2 form Such distributions are subject to Federal and probably state and local income taxes but not Social Security and Medicare taxes The presumption is that the distribution represents deferred income for which Social Security and Medicare taxes have been paid in previous years For this type of wage category you are responsible for being sure that they are checked off as subject to income tax but not Social Security and Medicare when preparing these tax categories See Adding a Tax Category on page 30 You may wish to record wages or benefits that are not cash wages paid by the employer If so place a check mark in the Non Cash Wages check box by clicking on it with the mouse Although employees receive no cash in their pay check for such wages non cash wages may be considered part of an employee s gross wages may be subject to tax and other deductions and may have to appear on his or her W2 form If non cash wages are recorded use the Type box under Non cash Wages and Benefits to choose Reported Tips Allocated Tips Other Dependent Care and Other Benefits Reported Tips
14. are tips reported to the employer by the employee they are part of the employee s gross pay are taxable and subject to withholding Allocated Tips are reported on the employee s W2 but are not part of 15 Categories Setup gross pay and are not taxed or subject to any withholding they appear on the W2 only for reference purposes Other and Other Benefits will be included in gross pay and are taxable if they exceed a specified amount Dependent Care is treated like Other except that it is set apart from other benefits in Box 100n the employee s W2 If Other Dependent Care or Other Benefits is chosen then in the Apply Tax Above box enter the tax free limit for the non cash wage Annual amounts below this limit will not be subject to US Federal taxes and are not included in Boxes 1 3 and 5 of the W2 Amounts above this limit are treated as regular income If all of the non cash wage is subject to tax the Apply Tax Above box should be zero If Dependent Care is chosen the entire annual amount will appear in Box 10 of the W2 7 When finished entering information click the Save button a on the toolbar or choose Edit Save Wages from the menu bar to save the information and add the new category to the list of wage categories Editing a Wage Category To modify specifications for a wage category in list on the Select tabbed page click on the category you wish to modify ma
15. choose Percent Wages In the Equals box enter the percentage and in the box to the right of percent of hours for wage box click on the pick button to get the list of wages and choose one If the accrued hours are a fixed amount per year or per pay period in the Equals box enter the number of hours to be accrued and in the hours per combo box select either Pay Period or Year If Year is chosen the yearly hours will be prorated and added every time a payroll is prepared 3 Ifyou wish the accrual to appear on the pay stub check the Print on Check Stub box If hours should be carried over to the following year check the Allow Carry over box 5 Accrued hours are linked to a particular type of wage For instance accrued sick leave is linked to paid sick leave When hours are entered under the wage linked to the accrual the accrued hours for that accrual category will be reduced In the Accrual Balance with be Reduced by hours paid under wage box click on the pick button at the right of the box The Select Wage window will pop up Choose the wage category to which the accual is linked 6 When finished entering information click the Save button on the toolbar or choose Edit Save Accruals from the menu bar to save the information and add the new category to the list of Accrued Items categories Editing an Accrual Category To modify specifications for an accrual category in list on the Select tabbed page click
16. deduction allowance of 5 000 r MY City Income Tax Single and standard exemptions of 1000 Sates 7 J for the filer and each additional hholdi ount 2010401003 City Payra ai dependent Filing Note that for printing in the W2 ior the locality nameis filled in Maximum Income Limit 100000 00 150000 00 3701 00 5 200 150000 00 200000 00 6301 00 8 080 Be Categories Setup Advance Earned Income Credit a Taxes Advance EIC Payment Sngl HH Payment b This example shows a negative tax d h y Advance ElC Payment Sngl HH an amount reducing the a A hE withheld US Federal withholding olding Account 2010401001 Fi Note the negative percent an puna F pee Mensa hence a payment to the employee for the first 7 490 of income peat l h T nit il i non mi Above 13 730 this payment State xD decreases reaching zero at i i 29 667 CEAR e R T 29866 59 o9agagaa g9 omo ooo Social Security FICA Si Tares FICA Withholding y 4 FICA withholding is capped at D 87 000 for taxable income As can be seen in the figure is limit is set in the Maximum Income Limit box Another way of doing this is to make two brackets the first with a Not to Exceed setting of 0 to 87 000 with a Percent setting of 6 2 the second from 87 000 to Nottoexceed Basetax 99999999 unlimited at 0 00 eS Printing Tax Category Details When viewing the Details page for any tax category you may previ
17. form the various categories wage accrual deduction employer expense and tax categories that the employee s pay may affect or be affected by are listed Check off all that apply If the employee is similar to other employees that already exist click the Copy from button to fill in the bottom part of the form will a copy of that employee s categories For non cash wages or benefits e g dependent care or leased vehicle benefits if the amount per pay period is usually a fixed amount enter the amount in the Amount column When preparing payroll this amount will automatically appear as part of the employee s wage This is a default that can be overriden for a particular pay period For taxes that apply fill in the number of exemptions in the No Exempt column and if the employee requests additional amounts withheld the amount to be withheld in the Addl Withholding column For deductions that have be designated as User entered specify the amount to be deducted in the Amount column This is a default amount that can be changed whenever payroll is prepared When finished entering information click the Save button on the toolbar or choose Edit Save Employee from the menu bar to save the information and add the new employee to the list of employees Editing Employee Information To modify specifications for an employee in list on the Select tabbed page click on the employee whose information you wish to modify make your mo
18. include check DOX ecceccecccccccecccecccecceeecerees 27 60 income tax withholding eeseeseeeeeesesssseseesseesseseesee 32 E TE TE A A E EAE EN eee 3 TOOT serea E 3 J journal entries report sesssesseeseseseessessrsssessessreseessess 63 L IOC a ceeannt tee ean ee einen tre ment nee acer 31 M MD Gaerne ere ner E reer ren ee eer Microsoft Data Access Components ecceeceeees 4 Microsoft Vis ual Basic ccescessccsseceseecsseceseeeeeeeees 2 N net pay essessssessesersseessessessreserssreseessessseseesseeseeseesseeseseesee 21 network installation seeseeeeseeseessseseessresreseessessseserssees 3 Hew DUON esne sctac yeni don cea davshesaccmentesceracesasceanossaoee 14 non cash Wages uss ciceacuicnitesasicnesantcoeueteteansieseceustivantes 15 21 nonqualified Cistributions ceeceecceseeeseeesteeeteeees 15 nonqualified plan taxes ce ecceesccsceeteceseeeseeeeseeees 32 Index O operating Systems sc csscccssacneccsctecscnssnanettcnnpeassexsannauscansies 2 P PISNO e S 6 Chant ME eo E 53 NOt CASE SENS IV Cs ves conssantincadcaondeesndncantoncssseneiacietness 5 DAY TRC UO CUIC Y css Sateaccsse Ses aercast seasccaut cancesasseeegscoacestee 43 pay periods BS TEMS oe aee at E E E E EEE 11 paycheck TAR UE gece cect a E tasers 49 PS VS GWM EE ET 51 payroll POC SS oa alse sta terse ctr cnsatc toca eamnecurinec cetseotext 47 Payroll preparatwONss ssssseececcessccsadsassesassecs
19. of payrolls This will take you to the Details tabbed page E 23 Check Date _AceoutNo Neme cew ett a 1010102001 Checking Account 10512 04 00D 16108 33 180 60 5020101001 Salaries OO m 5020101002 Houry 9 5020102001 Health Insurance 010 1083 50 z Saw 245 04 020102004 401k Plan 1269 05 5020103001 Fica Employer 47 Processing Payroll The Details page shows the type of payroll pertinent dates the number of checks in the roster and the accounting entries that will be made when the payroll is processed None of this information is editable If corrections must be made cancel and go back and modify the payroll preparation entries as described in the previous section To process the payroll click the Start button To close the form and avoid processing click the Cancel button Important Make sure that the data shown on the Details page is correct It is cumbersome to modify or delete data that has be processed 48 Printing Paychecks After a payroll has been prepared and processed you may print paychecks from PCS Payroll by clicking the Print Payroll Checks button or by selecting Payroll Print Checks from the menu bar This brings up the Payroll Checks form showing a list of processed payrolls ordered by descending check date on its Select tabbed page Both printed and unprinted payrolls are shown A listing of payroll checks and their status printed cleared voided may be examined in the P
20. on program to PCS Accounting PCS Payroll will not function as a stand alone program PCS Accounting must also be installed on the computer PCS Payroll works with and stores its data in a PCS Accounting company database PCS Payroll includes the following major features e Payroll preparation and tracking for multiple companies e Unlimited numbers of salaried or hourly employees e Unlimited numbers of wage salary catagories e g overtime shift differentials e Tracks unlimited accrued benefit items such as for sick leave and vacation time with or without rollover e Allows unlimited numbers of deductions 401 k contributions health insurance co pays etc e Tax tables for any number of taxing entities e Reports that provide summarized and detailed descriptions of all aspects of current and past payroll data PCS Payroll Features Networkable PCS Payroll is fully networkable The number of users is unlimited If the anticipated number of users is greater than ten we recommend upgrading to the Microsoft SLQ version of PCS Payroll Database System The current version of PCS Payroll employs a Microsoft Access 2000 database Microsoft Jet 4 0 as its back end The front end is written in Microsoft Visual Basic Ver 6 0 For larger organizations a Microsoft SQL Server version of PCS Payroll is available Chart of Accounts PCS Payroll posts to the PCS Accounting Chart of Accounts Transaction Tracking All transactions are time and
21. respective transactions are printed Employee Payroll Earnings Select the Reports Employee Reports Payroll Earnings menu item to print or preview a detailed report of employee earnings for an individual or all employees over a specified date range The report shows wages deductions taxes and selected employer expenses Employer expense amounts will be shown for categories with checked Include boxes in the Employer Expense category form W PCS Payroll My Company Payroll Earnings Report x Cysz Virginia Harris Janet Salvatore Jon Benson Williar Johnson Brend TE ia nee ee eee Williams James Monthly Description Base Salary Use of Leased Vehicle 401kK3 Health Ins Sal Ind Co pay United Way NYS DBL Monthly Federal Income Tax Single FICA Medicare NY State Income Tax Single 401 K 3 match 3 Close ia Print Export ir B CC e N v ers Back 3 Foward em eae UE C E E Check No Check Date Gross Pay Net Pay Category Wages wages Deductions Deductions Deductions Deductions Taxes Taxes Taxes Taxes Employer Expenses 00000171 08 31 02 10 300 00 5 892 32 Amount 10 000 00 300 00 309 00 32 45 45 00 2 60 2 284 73 638 60 149 35 645 95 154 50 Employee Earnings report Tax Reports 940 Report To obtain federal unemployment tax liabilities on a quarterly basis select Reports Tax R
22. the right of the box The Select Account window will pop up Choose the expense account appropriate for the expense category from the list of accounts Alternatively type in the account number if you know it 26 Categories Setup Employer expenses are assumed to be accrued liabilities payables In the Payables Account box the default withholding account appears To change this click in or TAB to the box then click on the pick button at the right of the box The Select Account window will pop up Choose the liability account appropriate for the expense category from the list of accounts Alternatively type in the account number if you know it In the Type combo box choose either Percent Gross Percent Wages Percent Deductions Percent Taxes or Fixed from the drop down list If the employer expense is a percentage of the employee s gross pay 1 e taxable pay before deductions and taxes are taken out choose Percent Gross In the Equals box enter the percent and if this applies to a particular state enter the abbreviation for the state in the State box If the expense is a percentage of some component of the employee s wage choose Percent Wages In the Equals box enter the percent and if this applies to a particular state enter the abbreviation for the state in the State box In the box to the right of percent of wage click on the pick button to get the list of wages and choose one This ty
23. to the deduction category A payroll related employer expense may be based on a particular type of wage If this is the case create a wage category that the employer expense category to which the employer expense category can be linked A tax may be assessed to a particular type of wage but not to other wage categories If this is the case separate out the part of your payroll that is subject to the tax by creating a wage category for that part of payroll A benefit provided to employees is to be recorded in a special expense account or must receive special tax treatment or separate entries on tax related documents like W2 s Non cash benefits will always require their own wage category Adding a Wage Category To create modify or examine wage categories select Edit Categories Setup Wages from the menu bar Wages form appears with a list of current wage categories in the Select tabbed page k Type Ho List of defined wage categories To define a new category click the New button on the toolbar or choose Edit New Wages from the menu bar 14 Categories Setup aw Wages Select Details Mog MEV Wage Mame Type Salary Pay Rates for Hourby Multiplied by 1 00 X ibase Hourly Rate Fixed Amount 0 00 Wages Expense Accours020101001 Salaries Honqualified Distributions Nonqualified O for Box 11 in W2 Ifyou choose this option make sure to exempt this from Social Security and Medicare Ta Hon cash Wages and Ben
24. user stamped A complete history of any transaction is always available when it was first entered and by whom and when and by whom any modifications to the transaction were made Accounting Periods PCS Accounting can be set up for either 12 or 13 accounting periods per year PCS Payroll uses the PCS Accounting accounting periods and fiscal year start dates where appropriate although many payroll features such as tax calculations depend only on the calenday year In PCS Accounting and thus in PCS Payroll the number of open accounting periods is unlimited Good practice dictates that periods and fiscal years be closed in Overview and System Requirements a timely fashion Once a period is closed additions can not be made to the period nor can changes be made to the data previously recorded in that period Handy Features PCS Payroll has a large number of useful features some of which you d expect with any Windows package and others that may surprise you e Simple lookups for dates and lists of items like employees accounts etc See the section on Navigating within PCS Accounting in the PCS Accounting User Manual for details e Multiple document interface allows simultaneous examination of various forms lists data and specifications e Built in calculator e Quick easy backup database repair and compacting features System Requirements Supported Operating Systems Windows 98 NT 4 Service Pack 3 2000 XP Equipm
25. CS Accounting Check Register form To print a set of payroll checks or a series of notifications of direct deposits click on the payroll for the most recent unprinted payroll You can also review earlier payrolls to make sure of their status Were all checks printed Were some checks voided a Payroll Checks Select Details Semi monthly OFf31 402 OF 16402 OF 31 402 List of processed payrolls When you click on a payroll in the list you are taken to the Details page Much of the paycheck information is predetermined However you need to make certain choices as to which checks or direct deposit notifications to print the check layout and whether a check needs to be re issued To print one or more paychecks in a payroll on the Details tabbed page 1 Dates and check numbers are determined from entries made to the check register The range of check numbers starts at one greater than the last check number issued for the payroll checking account The dates are set by entries made when the payroll was entered If some employees receive their pay using direct deposit the starting and ending direct deposit numbers for the payroll checking account will appear in the DD Start No and DD End No boxes None of these boxes are editable 2 Inthe Check Layout combo box choose the appropriate check layout Check layouts are defined in PCS Accounting See the PCS Accounting User s Manual for details 3 In the Print box choose eit
26. ITY TO USE PCS ACCOUNTING SOFTWARE OR ANY SOFTWARE SUPPLIED TO YOU BY PC SKILLS INC SHOULD YOU PROVIDE A THIRD PARTY WITH PCS ACCOUNTING OR ANY PART OBTAINED OR DERIVED FROM PCS PAYROLL YOU BEAR AND ACCEPT THE ENTIRE RISK AS TO THE QUALITY PERFORMANCE COMPLETENESS AND ACCURACY OF THE SOFTWARE AND ANY DOCUMENTS PREPARED USING THE SOFTWARE IN NO EVENT WILL THE LIABILITY OF PC SKILLS INC UNDER ANY THEORY OF LIABILITY WHETHER TORT INCLUDING NEGLIGENCE BREACH OF WARRANTY BREACH OF CONTRACT OR OTHERWISE BE GREATER THAN THE AMOUNT PAID BY YOU FOR THE SOFTWARE PRODUCT RELATED TO THIS AGREEMENT BECAUSE SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES THE ABOVE LIMITATION MAY NOT APPLY TO YOU OVERVIEW AND SYSTEM REQUIREMENTS r C S PATROLI FEATURES DATE eae INTERNATIONAL FORMATS INSTALLATION OF PCS PAYROLL NETWORKED USERS PCS PAYROLL DESKTOP VERSION she peers cine CLIE ENT VERSIO SETTING UP PAYROLL DEFAULTS GENERAL COMPANY INFORMATION DEFAULT ACCOUNTS PRINTING PAYCHECKS NO NO N N j nN on vA 18 PCS Payroll Pi Skills 4476 Main Street Ste 202 Amherst NY 14226 Phone 716 839 1304 Fax 716 839 1307 www pcskills net Overview and System Requirements PCS Payroll is a PC based 32 bit payroll entry and tracking database package PCS Payroll is a add
27. PCS Payroll User s Manual el i Skills 4476 Main Street Ste 202 Amherst NY 14226 Copyright This PCS Payroll User s Guide and the software it describes are protected by United States Copyright law Any reproduction without written consent of PC Skills Incorporated is prohibited Copyright 2003 All Rights Reserved Trademarks PCS Payroll is a trademark of PC Skills Inc Windows and Visual Basic are trademarks of Microsoft Corporation ActiveReports is a trademark of Data Dynamics Inc User License Agreement PCS Payroll This User License Agreement is a legal agreement between the purchaser of PCS Payroll either an individual or a single entity and PC Skills Inc for the software product PCS Payroll which includes computer software and this manual By installing copying or otherwise using PCS Payroll you agree to be bound by the terms of this User License Agreement If you do not agree to the terms of this agreement promptly return PCS Payroll to the place from which you obtained it for a full refund PCS Payroll may be used by you on a single computer or by an unlimited number of additional users over a local network server However PCS Accounting may be accessed on only one network server To load and access PCS Payroll over additional and or multiple network servers you must purchase the appropriate number of PCS Payroll user licenses PCS Payroll Developer s Kit The purchaser of PCS Payroll Develop
28. Wages or Fixed If User entered is chosen the deduction amount is entered for each employee subject to the deduction in the employee setup see Adding an Employee on page 35 If Percent Gross is chosen the deduction will be equal to a percentage of gross pay including taxable non cash wages for each pay period Enter the percentage in the Equals box Note that this choice makes the deduction depend on non cash taxable benefits taxable non cash wage categories If the deduction is based on a particulay type of wage choose Percent Wages In the Equals box enter the percentage and in the box to the right of of wage box click on the pick button to get the list of wages and choose one If the deduction is a fixed amount per year per hour or per pay period then in the Equals box enter the amount to be deducted and in the per combo box select either Pay Period or Year or Hour If Year is chosen the amount deducted will be prorated based on the payroll frequency and subtracted every time a payroll is prepared If Hour is chosen the deducted amount will be the product of the hourly amount multiplied by the number of hours worked in the pay period If there is a limit on this deduction per pay period or for the year place the type of limit in the Expense Limits Type combo box Choose No Limit Percent Gross Percent Wages or Fixed from the list These limits will cap the de
29. als e g sick pay overtime employer expanses e g FICA 401 k matching contributions deductions e g 401 k charitable contributions and tax schedules that will be applied to payroll entries Enter employee information including employee personal information and the details governing the gross and net pay for that employee Each of these steps will now be described in detail Chart of Accounts Setup Accounts needed by PCS Payroll must be set up using PCS Accounting PCS Payroll will post payroll accounting data to asset liability and expense accounts in the PCS Accounting Chart of Accounts Required Accounts PCS Payroll requires that a number of accounts be specified The following figure shows the default accounts used by PCS Payroll Although these default accounts can be overridden accounts must exist that can be used for the purposes shown in the figure w Company Settings x Pay Periods Payroll Checking Account 1010102001 Accountused normally for Payroll Checks Default Employer Expense Account 5020102008 Account used for deduction and benefit liability Default Wages Expense Account 5020101001 Account used for wages paid Default Withholding Payables Account 2010401001 PCS Payroll default accounts The following accounts are required E Payroll Checking Account A reconcilable asset account from which pay checks or other salary or wage paymentsare drawn This will nearly always be a bank account T
30. amount is exceeded Such benefits are accounted for as Non cash wages The expense incurred by the employer may be recorded with PCS Payroll using an Employer Expense category or more likely would be handled from within PCS Accounting as simply an accounts payable transaction between the employer and the vendor supplying the benefit in the case of the leased car the automobile dealer 13 Categories Setup There are two default wage categories that cannot be deleted These are the Base Salary type Salary and Base Hourly type Hourly The accounts these categories post to can be editied however There are a number of reasons to define new wage categories You will want to create a wage category if You wish to record some types of payroll expense in separate accounts For example if vacation pay for salaried and hourly workers is expensed to different accounts you would create two wage categories that target different expense accounts although both would probably best be Hourly types of wage categories Accrued items such as vacation time must be linked to an hourly wage category To track usage of an accrued item you must create an hourly wage category that can be linked to the accrued item Thus if you wish to track the accrual and use of vacation time an hourly vacation wage must exist Deductions may be based on a particular type of wage If this is the case create a wage category to link
31. ample NY has informed the employer that the state unemployment tax is 1 2 on the first 8 500 dollars of each employee s wages The annual limit is therefore 102 This expense will be applied to the specified expense and liability accounts at a rate of 1 2 of each pay check until the employee s total wage for the year reaches 8 500 after which it will be ignored at Employer Expenses 401 K 3 match 401 K 3 match Sono 02004 2010307 in Deductions Fixed a Employer Expenses SUTA SUTA 010401004 ercent Gross 28 Health Insurance The employer s health insurance expense shown here assumes that the employer s contribution is 221 50 per month the payroll frequency for salaried employees for an unmarried individual This amount is posted debited toa designated expanse account and credited to a health insurance liability account When the bill from the insurance company is received this liability account is charged debited and the regular accounts payable account is credited There is no limit on this expense Social Security Method 1 The employer s contribution to US Social Security is shown here Notice that the contributions are are accessed on only the first 87 000 of gross pay At a rate of 6 2 the employer s annual contribution 1s therefore limited to 5 394 0 062 X 87000 Social Security Method 2 Another perhaps easier way of accounting for th
32. any Settings Ed General Defaut Accounts Code Period Last Pay Met Pay Hours Date Date 10 Weekly 40 00 20 Bi weekly a0 00 30 Semi monthly a6 67 40 honthly 173 33 50 auarterly 520 00 BO Semi Annual 1040 00 r Annual 2080 00 a0 Special 1 00 Save Cancel Setting allowed pay periods and hours per pay period O O O O 10 Setting up Payroll Defaults The Pay Periods tabbed page shows the possible pay frequencies for regularly paid workers When payrolls have been entered the dates for the last and next payroll are shown The default number of hours worked during each pay period type is entered in the Hours column If employees will be paid according to a pay period type Weekly Bi weekly etc check the box in the Used column In addition to regular pay frequencies there is a Special pay frequency Check this to allow supplemental payments such as bonuses or expenses incurred by employees that are not made as part of a regularly scheduled payroll To close the Company Settings form click on the Save button if you wish to save the data click the Cancel button to close without saving If you clicked on the Save button to verify your intentions you will be queried as to whether you really want to save the information you have entered or changed Choose Yes to proceed to save the data No to close the form without saving or Cancel to return to the form 11 Categories Setup To set up detailed sp
33. ation of pcspay exe vis vis an accounting database file pcsacct2000 mdb Usually this is because the location of the accounting database has been moved If the program is unable to locate a database you will be prompted for a location when you start PCS Payroll Use the Specify Data File Location window that appears at startup to specify the database location Another possible problem is that the computer does not contain a current set of ADO database support files PCS Accounting requires each workstation computer to have the Microsoft Data Access Components MDAC Version 2 6 or better installed Many Microsoft products e g Access 2000 Internet Explorer 6 0 install this package but your computer may not have it If so download mdac_typ exe from the PC Skills www pcskills net or the Microsoft web site www microsoft com data download htm and run it to install the required components Getting Started Start PCS Payroll by clicking the Start button on the Task Bar and choosing Programs PCS Accounting PCS Payroll from the Start Menu You can also use the PCS Payroll desktop icon that was created during installation to start the program Very Important Make sure the computer s system clock is set correctly PCS Payroll reads the system date and time when performing many of its functions An incorrect system clock will result in erroneous time stamping of transactions and may lead to a variety of performance problems Loggin
34. axes Taxes Taxes Deductions Fom eles ndi man m P on j Oo wj nj eS OO IlI O l N O IlI NO Salaried Worker In this example the person is salaried and paid on a monthly basis Note the user entered deduction for a charitable contribution This can be overriden at the time payroll is prepared Setting up Employees xt Employee Williams James Bayrol formation Aceruats 23 Maple Road 165 555 8847 4 29 65 Male resident dministration 1 16 02 01 14 03 at Employee Williams James 000464444 Monthly 120000 00 e r NYS DBL Monthly NYS DBL Semi monthly United Way i 45 00 Deductions 6 Paid Vacation 0 5 z Accruals 2 D Paidvacation 6 ormore cruais 3 E sixtewe oOo ceruals i O mkasmii 401 K 2 match EmployerExpenses 11 FICA Employer Ba Employer Expenses 5 FUTA Health Ins Hourly Family is Health Ins Hourly Indiv mployerExpenses 13 Health Ins Salaried Family mployerExpenses 9 1 Health Ins Salaried Indiv Employer Expenses 10 Medicare Employer Employer Expenses 6 _ mployerExpenses 8 ha al O al OWO WO OOO RIR 39 Setting up Employees Hourly Worker t Employee Benson William Bayrol information Aceruats In this example the person is an hourly worker paid on a semi monthly basis 488 Delaware Rd pt 23 enmore 166 555 9406 D om mw 53 H D o 5 Techn
35. ays posts to the same payables account you can avoid having to create multiple categories by picking Year and the program will prorate the deduction for any of your pay frequencies To set up a deduction category select Edit Categories Setup Deductions from the menu bar The Deductions form appears with a list of previously specified deductions categories in the Select tabbed page Note the Type column that shows what each deduction is based on a wage fixed amount etc Adding a Deduction Category To define a new category click the New button on the toolbar or choose Edit New Deduction from the menu bar ae Categories Setup aU Deductions Mo MEV Deduction Mame Payables Accour 2010401001 Federal Payroll Tax Withheld Type Lser entered Amount per Pay period Deduction Limits Type Mo Limit Blank Deductions form In the blank Details page L Zz Enter a descriptive Deduction Name for the new category Up to 30 characters are allowed In the Payables Account box the default withholding payables account appears To change this click in or TAB to the box then click on the pick button at the right of the box The Select Account window will pop up Choose the liability account appropriate for the deduction category from the list of accounts Alternatively type in the account number if you know it In the Type combo box choose one of the listed choices User entered Percent Gross Percent
36. ciates 05 28 03 4370 00 i 7 i P 1000 GENTRANS General Transportation Inc 05 11 03 7 455 24 selection Clicking on the column header buttons will 1001 NAP New Age Apparel 05 41 03 5 022 00 order the list according to the information in that column Many Select tabbed pages have a Closed check box that is available for showing lists of transactions from closed periods or years Edit cells allow you to type in text Some edit cells are meant to contain cash amounts or numbers in which case only numerical information can be entered The label to the left of the cell indicates the type of information required in the edit cell 65 Navigating within PCS Payroll lll Cust ID JBP Cust E Status Active Select Customer JBF Limited New Age Apparel American Express Cash Check Discover MasterCard Wise 2 LABOR TERRE NIE 4 Fick a Date EE Juty 2003 e Sun Mon Tue Wed Thu Fri Sat qi 29 30 4 2 3 4 5 l PE 9 40 4 12 13 i4 145 16 47 18 419 7 23 66 Cell with pick button Many cells when activated will show a button with a blue downward pointing triangular icon Clicking the button will cause a pop up window to appear that lists of acceptable choices for entry into the cell In most cases except for date cells pressing the F5 key will also cause the pop up window to appear Pop up windows The figure at left shows a typical pop up window that appears when a pick button is clic
37. d Medicare Exp respectively and click the Preview or Print button Dema Campan Tax Liabilities Report Demonstration Company Inc 5555 Main Street 211 Buffalo NY 14230 Phone 716 555 5555 Fax 716 555 5556 08 01 02 To 08 31 02 Federal Liabilities Category Amount Federal Income Tax Married 1 130 89 Federal Income Tax Single 2 674 40 FICA 1 567 97 Medicare 366 72 FICA Employer 1 567 97 Medicare Employer 366 72 7 674 67 State Liabilities Category Amount NY State Income Tax Married 504 92 NY State Income Tax Single 767 28 Total 1 272 20 Tax Liabilities report W2 and W3 Reports See Printing W2 Forms on page 56 and Printing W3 Forms on page 57 for instructions on generating these printed forms 62 Reports Payroll Journal Entries To obtain the accounting journal entries for payroll transactions over a range of dates use the Payroll Journal report To produce this report select Reports Journal Entries from the menu bar In the Report Selection pop up form set the date range in the From and To boxes and click the Preview or Print button Mema Campar Payroll Journal Demonstration Company Inc 5555 Main Street 211 Buffalo WY 14230 Phone 716 555 5555 Fas 716 555 5556 Beginning Date A Aug O2 Ending Date Sep O2 Entry No Date Account No Description Debit Credit Monthly Check Date Oers1f02 Pay Period OSf01 02 to 083102 Account No Name Debit Cr
38. difications and save the information as in Step 22 above a Setting up Employees Deleting an Employee If an employee has received a payroll payment or is marked as active he cannot be deleted Before trying to delete an active employee who has not received any salary or wages modify the employee information by marking them terminated or inactive Otherwise select the employee from the list on the Select page and then click the Delete button or choose Edit Delete Employee from the menu bar to remove the employee Examples Hourly Worker with Commision A salesperson receives an hourly wage and a commission based on sales She is paid semi monthly There is a Sales Commission wage defined the particulars of the wage setup are not important exc ept that you would probably want to target an expense account dedicated to commission payments On the Payroll Information tabbed page the Pay Type is set to hourly In the list of categories her pay is subject to the usual set of wages taxes accruals and deductions are specified including base hourly overtime vacation Employee Cysz Virginia Select General Payroll Information Accruals Employee lD 1237 Last Name Cysz Address 1 472 Robin Court Address 2 City Phone Marital Status Title Department Hired on Kenmore 716 555 8855 Married Sales Representative Sales 03 1 4 02 No First State DOB Status Job Code Term
39. duction regardless of entries made during payroll preparation If the deduction is limited to some maximum percentage of the employee s gross pay choose Percent Gross in the Type box In the Equals box enter the limiting percentage If the limit is a maximum percentage of some component of the employee s wage choose Percent Wages In the Equals box enter the limiting percentage In the box to the right of of wage click on the pick button to get the list of wages and choose one If the limit is a fixed amount choose Fixed In the Equals box enter the amount In the combo box to the right of per choose a frequency for the expense choose between Pay Period or Year from the 23 Categories Setup list If Year is chosen the limit will take effect when the accumulated deduction from the beginning of the year reaches that amount 5 When finished entering information click the Save button on the toolbar or choose Edit Save Deduction from the menu bar to save the information and add the new category to the list of Deduction categories Editing an Deduction Category To modify specifications for a deduction category in list on the Select tabbed page click on the category you wish to modify make your modifications and save the information as in Step 5 above Deleting an Deduction Category If a deduction category has been assigned to any employee or linked to an employer expense it cannot be
40. e First Name and Mid boxes enter the employee s last first and middle names In the Address1 Address2 City State Zip and Phone boxes enter the employee s address and phone number In the DOB box enter the employee s date of birth Click on the pick button at the right of the box to bring up a calendar In the Gender combo box select the gender of the employee In the Marital Status box select either Married or Single the status most nearly matching the marital status the employee will use when preparing taxes This box is for reference only The relevance of the employee s marital status to payroll is solely determined by the filing status for the taxes the employee is assessed The employee s employment status New Active Inactive or Terminated is set using the Status combo box Payrolls can be prepared only for New or Active employees A New employee is treated the same as an Active employee except that when payroll is prepared new employees appear in a separate list This alerts the preparer that the pay and benefits for the employee 33 Setting up Employees 10 mau have to be prorated for the portion of the pay period worked After his first pay period the new employee should be reclassified as Active ai Employees Employee ID Mo Last Mame First Address 1 Address 2 City State Zip Phone D B Gender
41. e s gross pay They along with subtractions of non cash wages and taxes determine the net pay the actual cash payment to the employee The amount deducted from an employee s pay can be manually specified during payroll preparation or can be automatically entered into the payroll as a fixed amount as a percentage of gross pay or as a percentage of a particular type of wage 1 e a particular wage category Deductions can be capped to a maximum annual amount 21 Categories Setup a Deductions Select Details Deduction Hame T Type Ho United wap User entered List of Deduction categories Deducted amounts post to a liability account representing a payable for the employer If you wish to track the amounts of certain types of deductions in distinct accounts a deduction category must be created for each of these liability accounts Amounts may be deducted from pay before or after taxes are taken Whether or not the deducted amount is taxed is set when tax categories are created See Adding a Tax Category on page 30 Deduction categories can be specified as fixed amounts on the basis of three time intervals Pay Period Hour or Year If a type of deduction is specified as a fixed amount per pay period and you pay groups of employees at differing pay frequencies say monthly and semi monthly then create a deduction category for each pay frequency Assuming the deduction regardless of pay frequency alw
42. e Dependent Care ignored and can hold arbitrary Apply Tax Above 5000 00 TD Amt above which subject to taxes entries Printing Wage Category Details When viewing the Details page for any wage you may preview or print wage category details for all wage categories by clicking on the Print or Previewbuttons on the toolbar or by choosing File Print Wages or File Preview Wages from the menu Accrual Items Employees may accrue benefits during their employment For instance an employee may accrue paid vacation or sick leave on a pay frequency or an annual basis PCS Payroll can be used to track such accruals Accrual item categories are not monetary and are not posted to PCS Accounting accounts Accrual item categories are linked to particular wage categories For example accrued vacation is linked to vacation pay If an employee receives vacation pay the accumulated vacation accrual is reduced by the hours charged to vacation pay during that pay period If there are several wage categories related to a type of accrual then create an accrual for each wage category For instance if you charge different accounts for vacation taken by salaried and hourly employees and therefore have two vacation wage categories you will need to create two vacation accrual categories one linked to salaried vacation wages and the other to hourly vacation wages 18 Categories Setup Accrual items accumulate at each pay period The accumulated number of hou
43. e employer s Social Security contribution is shown here In this case the match is made to the employee s Social Security tax contribution The matching percentage 1s 100 Since the employee s tax is capped at a gross pay of 87 000 the employer s match will also be capped despite the fact that the have set the Expense Limits Type box to No Limit An advantage is that if the tax rate or limit changes this expense category will not have to be changed Categories Setup Select P Details No 10 Expense Name Health Ins Salaried Indiv Expense Account 5020102001 Health Insurance Payables Account 2010308 Accrued Health Insurance Type Fixed Equals 221 50 per Pay Period State For SUI SDI Expense Limits Type No Limit Include O in Employee Earnings Report S Employer Expenses FICA Employer Select P Details No z Expense Name FICA Employer Expense Account 5020103001 Fica Employer Payables Account 2010401001 Federal Payroll Tax Withheld Type Percent Gross Equals 6 20 of Gross Wages State For SUI SDI Expense Limits Type Fixed Equals 6394 00 per Year Include O in Employee Earnings Report ai Employer Expenses FICA Employer Mil x Select I Details Mo 5 Expense Mame FICA Employer Expense Account 5020103001 Fica Employer Payables Account 2010401001 Federal Payroll Tax vWithheld Type Percent Taxes Equals 100 00 of Tax 2 HCA State iFor SUIL SOI Expense Limits
44. ecifications for wage categories deduction types accruals and taxes you use the forms accessible from the Edit Categories Setup menu items Because the other categories are often related to one or another type of wage set up the wage categories first Then enter the accrual deductions and taxes categories employer expense categories may depend on wages deductions and taxes so set these up last fm PCS Payroll My Company File Payroll Reports Window Help EN Etri CE w e ma EnD Employees Change Fassword for M Categories Setup Wi ages Wie JMS Setup Accrual ltems Setup Payroll Defaults Deductions Employer Expenses Taxes The Categories Setup menu Wage Categories Wage categories define the various types of remuneration employees receive as a result of their employment by your company Wage categories include cash payments paid by the company in the form of salary and wages some types of payments made by the company that benefit the employee cash the employee receives from others such as tips and any other type of income an employee may realize as a result of his employment that may subject to some tax You may also wish to define wage categories so that you can distinguish various types of payroll expense for internal accounting purposes There are two general types of wage category Salary and Hourly Wages designated as salary are calculated on the basis of pay periods If this type of wage is to be paid for on
45. edit 1010102001 Checking Account 10 512 04 5020101001 Salaries FIG 106 35 5020101002 Hourly 1 80 60 2020102001 Health Insurance Fl 083 50 5020102004 401k Plan 246 64 5020103001 Fica Employer Fi 269 05 2010307 Accrued 401 kj Plan 46 51 2010308 Accrued Health Insurance P 083 50 2010399 Accrued Other 0 00 2010401001 Federal Payroll Tax Withheld 5 415 71 2010401002 State Payroll Tax Withheld 12 31 2010401006 SDIF fr 60 2010501 Health Insurance Co pay wld PIs 45 Transaction Total fie ooo a hie ooo Ledger Total 29 011 72 29 011 72 Payroll journal posting 63 Navigating within PCS Payroll When first starting PCS Accounting or PCS Payroll your login name is Master and your password is master These are not case sensitive Important In PCS Accounting change the Master password as soon as possible to prevent unauthorized use All activities in PCS Payroll are conducted by using menu items or the toolbar buttons that appear just below the title bar Using the menu bar or the toolbar will cause various windows forms to appear within the main window Within these smaller windows you will enter the various types of information needed to configure PCS Payroll to your needs The forms that you work with in PCS Payroll provide a variety of features to help you to work with great ease and efficiency Typically forms may contain a number of tabbed pages showing lists of transactions and various types of in
46. efits Mon Cash Wages E Exclude fram Met Pay Type Apply Tax Above 0 00 TO Amt above which subjectto taxes Blank Wage Category form In the blank Details page L 2 Enter a descriptive Wage Name for the new category Up to 30 characters are allowed In the Type combo box choose either Salary or Hourly Choose Hourly if the wage is not based on hours that will be specified when the wage is specified otherwise choose Salary for compensation that does not depend on hours spent performing the activity If Hourly is chosen in the Type box then in the Multiplied by box you may enter a multiplier for the employee s base wage For instance for overtime pay of time and a half you would enter 1 5 In the Fixed Rate box enter an additional fixed amount that is to be added to the base wage For instance if you pay an employee an extra 0 80 per hour for working the late shift enter 0 80 in this box If Salary has been chosen as the type then the Multiplied by box will contain 1 00 the Fixed Rate box will contain 0 00 and both will be fixed and not editable Click in the Wages Expense Account box and click on the pick button the blue triangular icon at the right of the box to bring up the Select Account window This window will show only expense accounts Choose the expense account where you wish to post employer expenses incurred when payroll specifies this wage category If the wage is
47. efore printing the next sheet the tractor feed choice will print only one copy of each W2 sheet Printer margins often vary slightly because of wear and tear or simply because of small differences in printer brands or models The Left offset and Top offset boxes allow you to shift the top and left margins to allow for these variations To use this feature print a W2 for one employee and note whether or not the printed entries align well with the W2 form If not measure the amount of left and or top misalignment and enter these distances in inches in the Left offset and Top offset boxes For the top offset a positive distance moves the printed image down A positive left offset moves the image to the right Click on the Preview or Print button to preview or print the W2 forms Printing W3 Forms To print a W3 form first from the menu bar click on Reports Preview to preview the W3 or click on Reports Print to print it You can always print from the preview window so choosing to preview is usually the wise choice After choosing whether to preview or print select Reports W3 from the menu bar The Print W3 window appears L 2 In the Tax Year combo box select the year for which you wish to print W2 s For the W3 s Control number box Box a you may choose a control number using the Control No box In the set of Kind of payer check boxes check one if appropriate The contact information is obtained from the W2 W3 setup
48. ent Pentium 266 MHz or better preferred 32 Mb RAM 64 Mb pre ferred 30 Mb free hard disk space Date Considerations When entering a date you can use a pop up calendar and select a date between 1960 to 2059 If you chose to type in a date enter a 2 digit year within the year range 1960 to 2059 PCS Payroll s screen forms and reports show 2 digit years that should be interpreted as falling within the 1960 2059 range Within the database dates are kept in the Microsoft Visual Basic Date data type with limits between 100 AD and 9999 AD International Formats PCS Payroll is aware of your computer s Regional Settings date and currency formats as set using the Windows Control Panel Forms Forms and reports conform to these settings Customization PC Skills recognizes that any shrink wrapped accounting package will to a greater or lesser extent fall short of its users individual needs Purchasers of PCS Accounting with the PCS Payroll addon have the option of having PC Skills programmers customize the software to fit their special needs or they can purchase the PCS Accounting Developer s Kit with the PCS Payroll addon containing the source code for the program and modify the code themselves PCS Accounting and PCS Payroll are written in Microsoft Visual Basic one of the most widely used programming languages in the world They both use one additional third party programming add on namely the ActiveReports reporting co
49. eports 940 Report from the menu bar In the Report Selection pop up form select the tax year and the employer expense category in the appropriate combo boxes Tax Year and FUTA Exp respectively and click the Preview or Print button The report shows quarterly tax liabilities for the selected expense 60 941 Report To obtain federal withholding liabilities needed for completing the Form 941 on a quarterly basis select Mema Company Demonstration Company Inc 5555 Main Street 211 Buffalo WY 14230 Phone 716 555 5555 Fas 716 555 5556 Tax Year 700 940 Report Quarter Total Wages Wages in Excess Wages Subject Futa Tax Rate Paid of 7 000 00 to FUTA Box 3 First second Third Fourth 50 165 38 Prr 117 26 6 921 61 25 466 13 20 390 38 64 092 26 6 921 61 boo 466 13 p29 75 00 12 225 00 0 00 0 00 Year to Date 209 670 38 247 670 38 42 000 00 940 report Tax Year Quarter Total Federal Wages and Tips box 2 Total Federal Tax Withheld box 3 5 Total Soc Security Wages box fa 4642 70 Tax withheld box 6b 0 00 Tax withheld box 6d 75 721 61 Tax withheld box 7b Total Soc Security Tips box 6c Total Medicare Wages box fa Total 5S and Medicare Tax box 8 Total Taxes Excluding Adjustments box 11 Advance EIC box 17 Het Taxes Excluding Adjustments box 13 Tax Year 700 Quarter Total Federal Wages and Tips box 2 Total Federal Tax Withhe
50. er s Kit is granted a limited nonexclusive license to use the source code either as is or as part of an application that they develop with no further royalties or fees due PC Skills Inc The only restriction is that only the executable and not the source code itself may be distributed In addition the purchaser of PCS Accounting Developer s Kit is granted a limited non exclusive license to modify and copy the PCS Payroll User s Manual and distribute it with no further royalties or fees due PC Skills Inc The purchaser is responsible for acquiring and using the third party products used and any upgrades thereof There are no restrictions on distributing the help files included in the PCS Payroll program Limited Warranties Disclaimer Indemnities PC SKILLS INC DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE PROGRAM PCS PAYROLL MEET YOUR SPECIFIC NEEDS OR REQUIREMENTS OR IS FREE OF DEFECTS PCS ACCOUNTING SOFTWARE IS PROVIDED TO YOU AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED STATUTORY OR OTHERWISE INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MECHANTABILITY AHD FITNESS FOR A PARTICULAR PURPOSE EVEN IF PC SKILLS INC HAS BEEN ADVISED OF THE POSSIBILITY OF DAMAGE TO YOU IN NO EVENT WILL PC SKILLS INC BE LIABLE TO YOU FOR ANY LOSS OF USE LOST PROFITS LOSS OF DATA OR ANY DAMAGES OF ANY KIND WHETHER DIRECT INDERECT INCIDENTAL OR CONSEQUENTIAL ARISING OUT OF YOUR USE OF OR INABIL
51. ered in the Pay Type box Enter the hourly rate for Hourly pay types 36 17 18 19 20 2l 22 23 Setting up Employees ai Employees soc Sec Mo Pay Frequency Ssemi mornthly Pay Type Salaried Employment Type Full time State Employed Salary Hrly Rate O 00 Annual Salary if Salaried Pay by Routing Number Print 10997 Tax ID Statutory Retirement Plan C Third Party Sick Pay Copy from Include tem Mo Addl Amount Category Exempt Withholding 2nd Shit Differential ae ard Shift Differential Base Hourly Hase Salary Bonus Wages P Dependent Care Day carey aes a 0 00 Wages Touhle Time pee Witaries In the Pay by combo box chose Check or Direct Deposit In the Routing Number box enter the bank routing number for the payroll bank account from which the employee will draw her pay If the employee is actually a contract worker or contractor check the Print 1099 box Enter the employee s tax identification number in the Tax ID box This is usually the employee s Social Security number The Statutory Third Party Sick Pay And Retirement Plan check boxes refer to the Box 13 check boxes in the W2 form They are checked if the employee falls into these categories In particular if the employee participates in a retirement program or a deferred income plan such as a 401 k plan be sure to check the Retirement Plan box In the bottom part of the Payroll Information
52. ewor print tax category details for all employer expense categories by clicking on the Print or Preview buttons on the toolbar or by choosing File Print Taxes or File Preview Taxes from the menu 34 Setting up Employees After setting up your payroll defaults and the various payroll categories enter your employee roster To do so select Edit Employees from the menu bar This will bring up the Employees form Initially the list of previously entered employees on the Select tabbed page will be shown The Show combo box allows you to view lists of new active inactive or terminated employees Initially active employees are shown ai Employees General Payroll Information Accruals History Show Active Last Hame First Name Soc Sec No Employee ID Employees list Adding an Employee To define a new employee click the New button on the toolbar or choose Edit New Employee from the menu bar To provide PCS Payroll the information it requires to process payroll for the employee you must next enter information about the employee on both the General and Payroll Information tabbed pages The Accrualsand History pages are for reference information and do not require any employee setup information On the General tabbed page l In the Employee ID box enter your organization s employee number or other identifier for the employee An alpha numeric identifier with up to 15 characters is allowed In the Last Nam
53. formation about an individual transaction Pages showing details are often divided into separate sections Each section contains many cells showing specific pieces of information about the subject In the invoice form shown next the Detail page has a header section showing the customer information a detail section showing a list of items sold and a footer section showing the totals for the transaction Within a form you may navigate by clicking on a cell with your mouse to activate the cell to make it ready for keyboard input or input from a pop up window You can also move from one cell to the next by using the TAB key to more right and down or using the SHIFT key with the TAB key to more left and up Features on this form include those listed below a Invoice 1004 Tabbed pages Details Select Many forms appear with two or more tabs at their top Click or press ALT and the underlined letter to page to the tabbed page you want to appear Select tabbed page Pose Many forms have a Select tabbed page that is used to 5 iti ee present lists of transactions customers vendors etc HOR NET Male orto revasieg ea sao When an item a row in the list is clicked the form 1006 GPASSOC Geoffrey Price Associates 06 29 03 14 440 00 ei cea ee Be aa immediately Moves to the Detail tabbed page and 004 JBP JBP Limitec 408 40 s 1003 DEFAULT TEET ZANE 2420 shows the information related to the clicked 7002 GPASSOC Geoffrey Prive Asso
54. g In When starting PCS Payroll you must always i supply a user name 11 supply a password and iii specify a company 1 e a database To enter payroll for a particular company PCS Payroll uses the PCS Accounting list of users and their passwords for that company To use PCS Payroll a PCS Accounting user security level of 1 2 or 3 is required Note User names and passwords are not case sensitive in PCS Payroll There must be at least one PCS Accounting database file always named pcsacct2000 mdb that been set up using PCS Accounting The database must contain an appropriate chart of accounts and a list of users and passwords There may have been several companies set up by PCS Accounting in which case there will be several pcsacct2000 mdb database files in various folder locations Enter User Information User Name Master Password D o o Company my Company Logging into My Company Upon launching PCS Payroll the Enter User Information window will appear In Company combo box choose the company for which you wish to prepare payroll from the drop down list The companies listed will have been set up previously in PCS Accounting Next enter your name and password If you have sufficient right to that company s data a security level of 3 or less PCS Payroll will open in a windows as shown here Getting Started mw PCS Payroll My Company File Edit Payroll Window Help EAE caps in
55. g a user s password in PCS Payroll also will change that user s password in PCS Accounting Database Repair For the desktop version of PCS Payroll you should occasionally compact and repair your accounting database s i e PesAcct2000 mdb files To do this you must have exclusive access to the database no one else can be using either PCS Payroll or PCS Accounting Click on the Fix Database button 5 or from the menu select File Fix Database You will be prompted to continue Click the Yes button to repair the database Calculator Bring up a calculator by clicking the toolbar s Calculator button m 53 Preparing W2 and W3 Forms Specifying W2 and W3 Information Before printing W2 and W3 forms information about the company and financial data that should appear in Boxes 12 and 14 needs to be specified Contents of other boxes in the W2 and W3 have been determined by settings made in wage deduction and tax category definitions and in the company and employee specifications All information that will appear in W2 and W3 forms is based sums taken over the calendar year To specify W2 and W3 information bring up the W2 W3 Setup form by selecting Edit and then W2 W3 Setup from the menu bar ie W2 7 WS Setup i Settings Wa Settings Tax Year 2002 Federal Tax ID 16 5555555 Box 12 Codes a D k C d Box 14 Codes INYSPBL Line2 VEHICLE Category 401k 3 Deductions Health Ins Hrly Fmbh Co pay Deduct
56. ge category and you are keeping track of expense for this wage category There are 2080 regular working hours in the year so this person s hourly rate is 57 69 per hour For 8 hours of vacation his vacation pay is 461 52 You would therefore subtract 461 52 from the 10 000 base salary and enter 9538 48 as the base salary When you enter 8 in the Hours column for the vacation pay category the amount of 461 52 will appear in the Amount column The employee s gross pay will remain 10 000 8 For accruals the number of hours accrued in the pay period will appear in the Hours column Edit this if need be 9 Amounts for deductions taxes and employer expenses are calculated based on the specifications made when the categories are defined For user entered items the amounts are set in the employee definitions All these amounts are editable When changes are made all other amounts that depend on the modified item are recalculated 4 Payroll Preparation Tip Work from the top down in the table The order that items are listed is based on dependence Thus many deductions taxes and employer expenses depend on wages Taxes and employer expenses often depend on deductions etc When you modify an item near the top of the table many of the items below it will be re calculated If you have modified items below the modified item your changes to the lower items will be overwritten during the re calculation 10 When t
57. he amounts for an employee have been entered and checked click the Save button or select Edit Save Employee Payroll Data from the menu bar If you forget to do this and you click on another employee or try to exit the form you will be prompted to save your payroll data Once payroll data for an employee is saved a check mark will appear in the Data column check box opposite the employee in the roster list Special Payroll From time to time a paycheck may be issued that is not part of the regular pay schedule For instance bonuses or other types of supplemental wages may be paid at the end of a year to some or all employees To prepare such a check L In the Pay Frequency combo box choose Special 2 In the Check Date box enter the check date for the special check by either typing a date or clicking the pick button and choosing a date from the popup calendar 3 Inthe From box enter the same date as the check date The To box will show the same date Click on the Get Employee List button and the roster of all new or active employees will appear 5 To prepare paycheck for a particular employee click on that employee in the list The wage deduction employer expense and tax categories that have been selected for that employee are listed in the bottom half of the page Base pay and accrual items are not available for special paychecks 6 For special paychecks amounts are initially set to zero Enter wage amounts first and t
58. he following calendar year A liability account dedicated to this type of deduction has been specified 24 Categories Setup Deduction for Charity S Deductions United Way In this example the employee is given the opportunity to have charitable contributions deducted The amount deducted is discretionary and may vary from employee to employee so the Type is User entered A liability account for charitable contributions has been set aside to track the employer s payable for this purpose Disablility Insurance Deduction s Deductions NYS DBL Monthly All deductions post to a liability account In some cases there is no actual liability the employer is Te actually recovering part of its Sennen expense of realizing income In this example New York State allows an employer to deduct 0 5 of an employee s gross wages up to a limit of 0 60 per week The example shown here is a deduction category for employees who are paid on a monthly basis The liability is posted credited to an SDIF account The employer will from time to time do a GL transaction moving the credit to either an expense account or an income account If an expense account is used the amount is treated as a negative expense Pay Period Printing Deduction Category Details When viewing the Details page for any deduction category you may previewor print deduction category details for all deduction categories b
59. hen if necessary modify calculated amounts for deductions taxes and employer expenses 7 When finished entering data for an employee click the Save button or select Edit Save Employee Payroll Data from the menu bar Redoing a special paycheck If a special payroll must be redone after deleting the incorrect payroll entry and re selecting the employee you will find that only those details that were non zero in the deleted payroll will appear When you enter new data in the detail the full selection of wages deductions etc will re appear Editing a Payroll Entry To edit a payroll entry in the list of payrolls on the Select page of the Payroll Data window click on the payroll that requires change On the Details page click on the employee to bring up the payroll details for that paycheck Payroll entries may be modified until the data is posted to the chart of accounts Those that have been posted see Processing Payroll on page 47 cannot be edited A payroll check for an employee that has not cleared the bank can however be voided and re entered When payroll data is saved categories with all zeroes are ignored Such categories will therefore not appear in the payroll details table If a change must be made to a category that was originally saved with alll zeroes you must delete the paycheck and re enter the corrected payroll data for the employee Deleting Payroll Entries You may delete either an entire payroll or an
60. her All Checks All Dir Deposit or Selected Item If you choose Selected Item you must click on one of the entries in the list of pending paychecks in the botton half of the form 49 Printing Paychecks 4 To print the checks after loading the blank paycheck forms in the printer click the Print button on the toolbar or select File Print Payroll Checks from the menu To preview click the Previewtoolbar button or select File Preview Payroll Checks from the menu The printed or previewed check includes a paystub listing all payments deductions and taxes in detail 5 When finished printing click the Set Printed button to check the check box in the Prt column This can be used for future reference to show that a check has be printed You may also clear the Prt check box by clicking the Reset Printed button The status of the Prt check boxes does not prevent checks from being re printed it is for reference only at Semi monthly 04 01 02 to 04 15 02 Select I Details Mo 5 Fay Frequency Semi manthly Checking Account 1010102001 Checking Account Check Date 04 602 From Date O4f01 02 Ta O4 1 5 02 Checks Start No o00001 32 End Mo 00000134 O D Start Mo DD End Mo Printing Options Check Layout Deluxe 1 Print Selected item Print Start No O00001 33 End Ma 00000133 Reissue Check Set Printed Reset Printed Printing paychecks for one or more employees 50 W PCS Payroll My Company Payroll
61. here could be several such accounts Employer Expense Account An expense account used to record the employer s expense for employee benefits and other overhead expenses relating to payroll There may be many of these For instance accounts may be set up for an employer s contributions to social security medical insurance life insurance matching contributions for retirement plans or employee s charitable contributions etc Employer Payroll Expense An expense account that records the employer s payroll Account expenses There may be several such accounts For instance there might be one account for salary expense and another for hourly wage expense Withholding Payables Account A lability account that records monies owed for taxes and other deductions taken from employees pay and payables resulting from employment There may be a number of these accounts e g for income taxes and social security withheld or for unemployment insurance due Chart of Accounts Setup Additional Accounts To make your chart of accounts show a more detailed description of payroll activity you may wish to have many more accounts than the minimum of four listed above For example employees may make co payments for health insurance that are deducted from their pay In sucha situation three accounts two liability and one expense account may be desirable v A liability account would be used to record the amounts deducted from the emplo
62. ician Production 02 21 02 lt a Employee Benson William 000116161 Semi monthiy Full time NY aS m 000116161 lee e 3 2nd Shift Wage wiDifferential ace M 3rd Shift Wage wiDifferential 5 M Base Hourly Base satay O i ages Long Term Disability ages F Paid SickLewve a Sales Commission Use ofLeased Vehicle VacatonPay e Federal Income Tax Married Mart Federal Income Tax Single Singl FICA AIl 2 Medicare All 0 0 00 3 NY State Income Tax Married Mal 0 0 00 ni e k Er a a PPBEEPBEEERE Accruals The Accruals tabbed page shows a summary of the accrual items an employee has accumulated Carryovers and current totals are shown You can use this page to modify accruals that have been carried over from previous years 54 Employee Johnson Brenda emer eee 1 Sick Leave Accrd Hourly ooog 95 00 95 00 2 Vacation Acerd 0 5 Hourly Dog 95 00 95 00 Employee accruals 40 Setting up Employees Printing Employee Information When viewing the Employees form for a particular employee you may preview or print the information about that employee by clicking on the Print button or Preview button Ey on the toolbar or by choosing File Print Employees or File Preview Employees from the menu 41 Payroll Preparation After defining categories and entering the employee roster you are ready to start processing payro
63. ied employee Tax Withholding Account 2010401001 Federal Payroll Tax withheld Filing Status Married Status Ma 0 On the Exempted Wages and Fixed Deduction 0 00 Deduction allowance if any Deductions page only deferred Std Exemption 3100 00 per Exemption income such as 401 k Maximum Income Limit 0 00 Leave it zero for no maximum but d State Tax ID 16 5555555 contributions are exempte Locality Name For Local Taxes a Taxes Federal Income Tax Married Select I Details Exempted Wages And Deductions Wages Over Mot to Exceed Base Tax 0 00 8000 00 0 00 s000 00 22300 00 4750 00 118050 00 185550 00 326100 00 32 22300 00 4750 00 118050 00 185550 00 326100 00 9999999949 99 0 00 1430 00 i 9e 00 21123 00 40023 00 26404 00 Categories Setup NY State Income Tax St Taxes NY State Income Tax Single New York allows a single filer a deduction allowance of 6 975 and standard exemptions of 1000 for the filer and each additional MY State Income Tax Single dependent On the Exempted Wages and Deductions page only deferred al 16 5555555 income such as 401 k ae contributions are exempted n ei ee tae ee nan 000 E ID box must be filled s000 0 11000 00 320 00 4 500 11000 0 13000 00 455 00 5 250 O00 OO 5 900 7 640 0 0 0 150000 0 200000 0 112520 11 250 0 New York City Income Tax a0 Taxes NY City Income Tax Single New York City allows a single filer a
64. iinssteaes nacntaneapenciualecdobennces 10 accrual items 2 0 eeeceescccseecseeceeceseeeeeeesaeceeeeeeeeeseeess 18 PUSHY esssacecasessee saveoteserecssenesiatecant ct etssenrenessteueesesataease 60 print accrual category information eee 21 ACtIVEREPOTTS ccsccsstcsetccssrcssecessessssseseccsessesncesenseenes 2 additional withholding eeeesseesseceseeeeeeeeeeees 37 alignment NY 2 TOTS egte 57 W E a a sececa eae ue bee ceacencee cen acscesteene ives 58 allocated TPS rerne i 15 B Dae S e a nm Te eee ene ee we 16 DG IET IS ss cupancacteciareaneaesnessacshsamtavenaesesbansanceteneccuceeeceoieas 13 Donus Checks seaprae arrene oE Er 45 Box TOON 2 here des sed ccinattesancapeapeanceneesmieceoeneeaes 16 BOS Lie S 15 POEN ee 55 button de le er 16 B a E canna sseecseseeseee cece 14 ELEA EEIE AAIE E AEE E 41 eLa i E E EE E E E T 41 print payroll checks esesssesseeseeessesersseessessssssessesee 49 BY E I APE EE E E PO EA 16 C EEA a EE EEE E EE A A 53 carryover accruals modiy AM os cess acerca cans aece vente ssaecsascesteeweseeete 40 charitable deduction c ce eeceesesseesteeseeseeeseeeseeeseens 25 Chart of AC COUMIS cca ccusesisnstecasecancscobasseeveuesstavaanuitedeedes 7 COMBO DO Xais 66 conais IONS seiiher aeran ii 38 compact CALA ASE oa sesvesccac cies sassceceesnsedoadocveunactedansiensncnc s 53 a E ae ee eee ee eee er ee eer ee et 24 Copy From WOM ssc sess cet anc tat oisoscaccascesstecestecncn
65. inated on 17 Virginia NY O4f07 70 Active Zip 14214 Gender Female Last Review on 01 30 03 Soc Sec No 000338787 Pay Frequency Semi monthly Employment Type Full time State Employed NY Salary Hrly Rate Pay by Print 1099 0O pay sick leave pay FICA medicare federal and state income taxes employer contributions to FICA and medicare FUTA SUTA etc In addition to these categories the sales commission wage category is Pay Type Hourly 12 50 Annual Salary if Salaried Routing Number Tax ID 000338787 Include No Addl Exempt Withholding Amount Category checked Note that she is claiming 2 exemptions When payroll for this person is prepared her hourly wage multiplied by the number of hours in the pay period is entered into the payroll by default These can be overriden based on her actual working hours In addition the amount of her commission would have to calculated based on her sales and entered JOONWWOWOWORAWOWOw Base Hourly Base Salary Double Time Long Term Disability Overtime Paid Sick Leave Sales Commission Use of Leased Vehicle Vacation Pay Advance EIC Payment SnglfHH H Federal Income Tax Married Mart Federal Income Tax Single Singl FICA All Medicare All NY State Income Tax Married Mal NY State Income Tax Single Sing 401k 1 4A AAt 38 Wages Wages Wages Wages Wages Wages Wages Wages Wages Taxes Taxes Taxes Taxes T
66. individual payment To delete an entire payroll on the Select tabbed page of the Payroll Data form click on the payroll you wish to delete The Details page for that payroll will appear Without clicking on a particular payment click the Delete button on the toolbar or select Edit Delete Payroll Roster from the menu bar You will be prompted to confirm your choice In the popup window click on the Yes button to delete all payments in that payroll otherwise click the No button to cancel the deletion 45 Payroll Preparation To delete an individual payment click on the payment to be deleted and then click the Delete button on the toolbar or select Edit Delete Employee Payroll Data from the menu bar You will be prompted to confirm your choice In the popup window click on the Yes button to delete the selected payment otherwise click the No button to cancel the deletion 46 Processing Payroll Each payroll that is entered must be processed 1 e posted to the chart of accounts before another payroll of the same type can be prepared To process a payroll from the menu bar select Payroll Process Payroll The Process Payroll form will appear showing the Select tabbed page with a list of the unposted payrolls The list will show only one payroll for each payroll type that is payroll frequency w Process Payroll Payroll Period x Semi monthly 08 1602 08 31 02 To process a payroll click on one of the items in the list
67. ions Health Ins Hrly Indy Co pay Deductions Health Ins Sal Frit Co pay Deductions Health Ins Sal Indy Co pay Deductions 14 L1 NYS OBL Monthly Deductions 14 L1 NYS OBL fSemi monthly Deductions Save And Close Cancel W2 setup Fill in the W2 Settings tabbed page as follows L 2 gt In the Tax Year combo box select the year that the W2 s will cover In the Federal Tax ID enter your company s Federal ID In the boxes labeled Box 12 Codes enter a code a single letter A through V See Instructions for Forms W 2 and W 3 available from the IRS for details Up to four codes can be used In the boxes labeled Box 14 Codes enter the text you wish to use to designate the Box 14 entry you wish to make See the IRS publication Instructions for Forms W 2 and W 3 for details Up to three entries can be made The only mandatory entry is for leased vehicles used by employees In the lower half of the form the wage deduction and tax categories are listed In the Box 12 column use the combo boxes to choose which categories should be added to one or another of the four boxes You may add any category that is appropriate to any of the four boxes for which a code has been specified In the Box 14 column use the combo boxes to choose which line in Box 14 the annual amount in that category should appear When finished click the Save and Close button to save your data or click on the W3 Settings tab to go
68. k Details page L 2 10 11 Enter a descriptive Tax Name for the new category Up to 30 characters are allowed In the Tax Group combo box choose an appropriate group from the list Tax groups are used to sort out reporting information for various taxing entities Tax withholdings are assumed to be accrued liabilities payables In the Tax Withholding Account box the default Withholding Payables Account appears To change this click in or TAB to the box then click on the pick button at the right of the box The Select Account window will pop up Choose the liability account appropriate for the tax category from the list of accounts Alternatively type in the account number if you know it In the Filing Status combo box the filing status single married married joint etc for the tax being entered For a particular type of tax you may have to make up a separate tax category with different rates but otherwise the same for each filing status Some taxes allow a fixed amount to be subtracted from gross pay before tax is assessed For instance a single person in New York receives an annual deduction allowance of 6975 in 2003 In the Fixed Deduction box enter any such deduction allowance amount In the Std Exemption box enter the amount exempted from tax for each exemption claimed by the employee For instance for US Federal Tax after May 2003 the standard exemption is 3 100 If there is a maximum li
69. ke your modifications and save the information as in Step 7 above Deleting a Wage Category The Base Salary and Base Hourly wage categories cannot be deleted If a wage category has been assigned to any employee or used in defining another category it cannot be deleted Otherwise select the category from the list on the Select page and then click the Delete button or choose Edit Delete Wages from the menu bar to remove the category Examples Base Salary St Wages Base Salary Select Details The figure shows payroll settings for pay for salaried employees S No 1 System This is a default wage type The Wage Name Base Salary account to which the wage expense Type Skl S Pay Rates for Hourly posts can be modified but the Multiplied by 1 00 X base Hourly Rate category cannot be deleted Fixed Amount 0 00 Wages Expense Accour 5020101001 Salaries Nonqualified Distributions Nonqualified O for Box 11 in W2 Ifyou choose this option make sure to exempt this from Social Security and Medicare Ta Non cash Wages and Benefits Non Cash Wages O Exclude from Net Pay Type Apply Tax Above 0 00 YTD Amt above which subject to taxes 16 Overtime Overtime wages are defined as paying an hourly rate 1 times the hourly rate for an employee Each employee has a base hourly rate When they are credited with overtime hours those hours will be paid at 1 5 times the base rate Paid Vacation Hours
70. ked or the F5 key is pressed In this case the Cust ID edit cell is activated and its pick button clicked The Select Customer pop up window appears Clicking on a customer in the list and clicking the OK button will cause that customers information to fill the invoice form Combo box Combo boxes are used to allow easy selection of information from short lists To expand the drop down list press ALT and the DOWN ARROW or click on the button that appears at the right of the cell when the cell becomes active Once the drop down list appears you may clic k on the item you wish with your mouse or use your up or down arrow keys to move to the desired item and then press ENTER to select it Date cell Cells that contain date information will allow a date to be typed in The format for the date must be that of the Short Date format shown in the Control Panel s Regional Settings For instance for the United States the format would be of the form mm dd yy Alternatively you may click the blue pick button and the Pick a Date calendar will pop up In this calendar to choose a month or year click on the month or year Click on a day of the month to close the calendar window and write the selected date into the date cell Techniques and Procedures For Transaction Forms Click the mouse on the blue triangular icon pick button to the right of a box or press the F5 key to pop up a list Use the ENTER key Use the TAB key
71. l need to specify accounts On the Default Accounts page you set up the account numbers that will first appear when the forms relating to these activities are opened w Company Settings x Pay Periods Payroll Checking Account 1010102001 Account used normally for Payroll Checks Default Employer Expense Account 5020102008 Account used for deduction and benefit liability Default Wages Expense Account 5020101001 Account used tor wages paid Default Withholding Payables Account 2010401001 Default account specification To enter the default accounts click in the box containing the account number and then click the pick button the blue triangular icon that appears at the right of the box This brings up a Select Account window showing the appropriate account type asset liability or expense for the that box The accounts available are those you have created in the PCS Accounting Chart of Accounts for the current company In the Payroll Checking Account box only a reconcilable asset account 1 e a bank account can be chosen For the Default Employer Expense Account and the Default Wages Expense Account only an expense account can be chosen For the Default Withholding Payables Account only a liability account is available Note that these selections are not binding For particular deductions pay catagories or tax related items accounts different than the defaults can be chosen Pay Periods w Comp
72. l Sammies Window Help a D Li Accrual Reports Employee Reports Tae Reports whe Wi Print 7 Preview PCS Payroll Reports menu Printing and Previewing W PCS Payroll My Company Accruals Report Benson willia Cysz Virginia an eee Deme Company Employee Accruals a ume Johnson Bren Cem on ctaton Company Ino Pizutto Micha S666 Maln Boot 211 Euffao WY 14220 Salvatore Joni lt Mone 718 656 6666 Fan 718 666 6668 Sayles Harold Williams Jame Willami James Bok Leaw Soon Bairy Cary Oue From preukes years OD Te 013102 a0 12 Te Caza B010 To 03102 DWO102 To OWS C012 To 03102 6012 To Dau Oi To ora vit To Casi Cait To yao 00102 To 103102 11012 To 11002 OM To 123102 Ending Tobis VWoaton ono 0 4 Bala Cary Quer From preukws years OVO Te 01 3102 Cave To Caza a0 12 To 073102 OeD 12 To OWS OSD 12 To 03102 C6012 To Deano Git Te oid C01 To 03102 0 To O 00102 To 107102 10102 To 11002 BUM To 1273102 6 amp oh B HEREREEEEEBEE Ending Tobis Cae 21103 9949 PM of Z caps INS NUM 9111103 1 37 PM Previewing an employee s accruals report Reports will either be sent to the Windows default printer or to a preview window based on whether the Printer or Preview menu item is checked in the Reports menu Clicking on one or the other of them toggles these two items Simply click on your choice to pick it When previewing a report on the preview window s toolbar
73. ld box 3 5 Total Soc Security Wages box fa Total Soc Security Tips box 6c Total Medicare Wages box fa 49 143 09 Tax withheld box 6b 0 00 Tax withheld box 6d 82 966 13 Tax withheld box fb Total and Medicare Tax box 8 Total Taxes Excluding Adjustments box 11 Advance EIC box 17 Het Taxes Excluding Adjustments box 13 941 report o f 20 05 11 394 11 9 295 70 0 00 2 196 02 11 451 72 22 045 05 0 00 h22 045 05 5 818 98 F1 2 591 67 6 093 76 0 00 2 406 06 9 499 02 21 091 49 0 00 21 091 49 238 20 97 80 0 00 0 00 336 00 Reports Reports Tax Reports 941 Report from the menu bar In the Report Selection pop up form select the tax year the Social Security employer expense category and the Medicare employer expense category in the appropriate combo boxes Tax Year FICA Exp and Medicare Exp respectively and click the Preview or Print button The report shows quarterly tax liabilities for the selected expenses 61 Reports Tax Liabilities Report Tax liabilities incurred over a date range are shown in the Tax Liabilities report To generate this report select Reports Tax Reports Tax Liabilities from the menu bar In the Report Selection pop up form set the date range in the From and To boxes Set the Social Security employer expense category and the Medicare employer expense category in the appropriate combo boxes FICA Exp an
74. ll To prepare a payroll select Payroll Enter Payroll from the menu bar The Payroll Data window will appear with the Select tabbed page shown This page shows all payrolls that have not yet been posted to the chart of accounts Note the Posted check box When this is cleared the Select page shows recent payrolls that have not yet been posted to the chart of accounts Clicking on the Posted check box will cause the Select page to show previous payrolls that have been posted Payrolls are prepared for employees based on their pay frequency Thus if some employees are paid on a bi weekly basis and some on a monthly basis then during a month three or possibly four payrolls would be prepared one for those employees paid monthly and two or possibly three for the group that is paid bi weekly For a given payroll frequency only one payroll can remain unposted For example if a payroll is prepared for employees paid on a bi weekly basis that payroll must be processed posted to the appropriate accounts before another bi weekly payroll can be prepared Preparing a Payroll To add a payroll 1 With the Payroll Data window showing click on the new button or select Edit New Payroll Roster from the menu bar The blank Details tabbed page appears in the Payroll Data window a Payroll Data No NEV Get Employee List Pay Frequency Semi moanthly Check Date OSf02 03 From agiia To 0915903 First Hame Soc Sec No Gross Wages 0 00
75. ly part of a pay period you must calculate what the prorated salary payment should be for that period For instance for a new salaried employee who works only part of her first pay period the salary she receives must be hand calculated when her first payroll is prepared If a wage type is hourly payments are calculated on the basis of the number of hours worked Hourly workers are of course paid using an hourly wage But salaried workers may also receive part of there salary from hourly wage catagories For instance paid sick leave for either a salaried or hourly worker would normally be accounted for using an hourly wage category defined for paid sick leave Most wage categories imply a cash payment by the employer to the employee The payments are balanced by an expense to the employer However certain types of remuneration do not imply employer payments or expenses For instance tips received by an employee in the course of their employment are not paid by the employer but by customers However tips are considered by most taxing entities as part of an employee s wages This type of wage is handled in PCS Payroll as a Non cash wage cataegory Benefits paid by the employer often do not result in payments to the employee but rather payments by the employer made on behalf of the employee A car leased by the company and used by the employee is an example Some benefits are not taxed others are And some are taxed only after a certain
76. mit to the amount of income gross pay subject to the tax enter that amount in the Maximum Income Limit box For instance US Social Security FICA taxes are assessed on the first 87 000 of wages If the tas is levied by a particular state enter the abbreviation for the state in the State box In the Tax ID box enter the employer s identification number for the taxing entity specified in the State box If the State box is blank the taxing entity is federal then you may enter the federal ID or leave the box blank If a state is entered the Tax ID box must be filled in In the Locality Name box enter the name you wish to see in Box 20 Locality name on the W2 form This is usually an abbreviation for a city name e g NY City Don t use more than 10 characters In the bottom half of the Taxes form enter the tax bracket information To do this fill in the Not to Exceed column with the upper limit on each bracket starting with the smallest value then fill in the rate at which the tax is assessed for this bracket in the Percent column 31 Categories Setup 12 After the tax bracket information is entered in the Details tabbed page click on the Exempted Wages and Deductions tab to go to the next tabbed page 13 Onthe Exempted Wages and Deductions page from the list of taxes and deductions check off the those that are exempt from this tax category Be sure to check the tax codes carefully when doing this Not only will ne
77. ntrols from Data Dynamics Inc Installation of PCS Payroll First install PCS Accounting See the PCS Accounting User s Manual for details To install PCS Payroll 1 Insert the PCS Accounting with PCS Payroll CD in your CD ROM drive 2 Inthe Start menu choose Run and enter including quotes lt CD ROM drive letter gt PCS Payroll msi in the Open text box for example d pes payroll msi 3 The Setup Wizard will start Work your way through it For stand alone setup most users need only click the Next gt button to proceed to the last window of the wizard at which time you click the Finish button However networked users should read the next paragraph carefully By default the program will be installed in the Program Files PCS Accounting folder on your hard drive If the installation folder does not exist it will be created The 1s installed in this folder Additional support files dll and ocx files will be installed in your Windows System System32 for NT Win 2000 or XP folder Networked Users PCS Payroll will by default set itself up in the C ProgramFiles PCS Accounting folder on your local hard drive For multi user access specify an installation folder on a shared network drive on a file server Each workstation that will run PCS Payroll should have the setup program run on it The setup program can be made to point to either a local machine workstation folder or to a shared network folder de
78. on the category you wish to modify make your modifications and save the information as in Step 6 above 20 Categories Setup Deleting an Accrual Category If an accrual category has been assigned to any employee it cannot be deleted Otherwise select the category from the list on the Select page and then click the Delete button or choose Edit Delete Accruals from the menu bar to remove the category Example Sick Leave a Accruals Sick Leave Select Details This example of an accrual for paid sick leave is fixed at 144 hours per No 1 Accrual Name Sick Leave year 12 hours per month The Type Fixed accrual accumulates at each pay Equals 144 00 Hours per period Accumulated unused sick EE sare g leave carries over at the end of Allow Carry over Carry balance over to next Year each calendar year to the next year The accrual is linked to the Paid Sick Leave wage category When an employee receives sick pay the sick pay hours are subtracted from the accrued hours Accrual Balance will be Reduced by hours paid under Wage 11 Paid Sick Leave Printing Accrual Item Category Details When viewing the Details page for any accrual item you may previewor print accrual item category details for all accual item categories by clicking on the Print or Previewbuttons on the toolbar or by choosing File Print Accruals or File Pre view Accruals from the menu Deductions Deductions are amounts subtracted from an employe
79. pe of expense would be appropriate for state unemployment insurance for workers paid in more than one state If the expense is a percentage of some deduction choose Percent Deductions In the Equals box enter the percent and if this applies to a particular state enter the abbreviation for the state in the State box In the box to the right of percent of Dedn click on the pick button to get the list of deductions and choose one If the expense is a percentage of some tax choose Percent Taxes In the Equals box enter the percent and if this applies to a particular state enter the abbreviation for the state in the State box In the box to the right of percent of Tax click on the pick button to get the list of taxes and choose one If the expense is a fixed amount choose Fixed In the Equals box enter the amount and if this applies to a particular state enter the abbreviation for the state in the State box In the combo box to the right of per choose a frequency for the expense choose between Pay Period Year or Hour from the list If Year is chosen the amount will be prorated over each payroll within the year If there is a limit on this expense per pay period or for the year place the type of limit in the Expense Limits Type combo box Choose No Limit Percent Gross Percent Wages Percent Deductions or Fixed from the list These limits will cap the expense regardless of ent
80. ries made during payroll preparation If the employer expense is limited to some maximum percentage of the employee s gross pay choose Percent Gross in the Type box In the Equals box enter the limiting percentage If the limit is a maximum percentage of some component of the employee s wage choose Percent Wages In the Equals box enter the limiting percentage In the box to the right of percent of wage click on the pick button to get the list of wages and choose one If the limit is a maximum percentage of some deduction choose Percent Deductions In the Equals box enter the limiting percentage In the box to the right of percent of Dedn click on the pick button to get the list of deductions and choose one If the limit is a fixed amount choose Fixed In the Equals box enter the amount In the combo box to the right of per choose a frequency for the expense choose between Pay Period or Year from the list If Year is chosen the limit will take effect when the accumulated expense from the beginning of the year reaches that amount If you would like this employer expense category to appear in the Employee Payroll Earnings report place a check in the Include in Employee Earnings Report box See Employee Payroll Earnings on page 60 For example you probably would check this box for an employer s 401 k match but not for unemployment tax expenses When finished entering information click
81. roll After setting up an appropriate chart of accounts in PCS Accounting the first task in preparing PCS Payroll itself is to set up Payroll Defaults This form is used to specify the most basic information that PCS Payroll will use when payrolls are entered To open this form click on Edit and then Setup Payroll Defaults from the menu bar The form has four tabbed pages When this form is closed by clicking the OK button if changes have occurred on any of its pages you will be prompted to save the changed information You may save or cancel saving the information at that time General Company Information The first tabbed page is labeled General Most of the information on this page comes from the Company Defaults set up in PCS Accounting Spaces are provided for entering the various identification numbers used by governmental entities to identify the company w Company Settings x General Defaut Accounts Fay Periode Company Mame Demonstration Company Inc Address 1 5555 Main Street Address 2 Ste 301 City Buffalo State he Zip Code 14230 Federal TaxlO 16 48588558 State Tax ID 16 58855855 State Unempl Tax 16 5888558 Locality ID 16 58555888 Cancel General company information Changes made here will also appear for the company profile in PCS Accounting Setting up Payroll Defaults Default Accounts When setting up payroll deductions making payments and performing other PCS Payroll activities you wil
82. rs is reduced when an employee is paid using the wage to which the category is linked Accrued items can be carried over from one calendar year to the next but the amount of carry over can be edited if desired To create accrual items choose Edit Categories Setup Accrual Items from the menu bar This will bring up the Accruals form showing the Select tabbed page a Accruals Select Details Accrual Hame x Type Ho List of Accrual categories Adding an Accrual Category To define a new accrual category click the Newbutton on the toolbar or choose Edit New Accrual from the menu bar 19 Categories Setup a Accruals Mo MEW Accrual Mame Type Lserentered Amount per Pay period Print on Check Stub C Allow Carry over C larry balance over to next Year Accrual Balance will be Reduced by hours paid under Wage j Blank Accrual category form In the blank Details page 1 Enter a descriptive Accrual Name for the new category Up to 30 characters are allowed 2 Inthe Type box choose from the list User entered Percent Gross Percent Wages or Fixed If User entered is chosen the number of hours each employee receives must be entered when preparing each payroll If Percent Gross is chosen the accrued hours will be equal to a percentage of total hours worked in the pay period Enter the percentage in the Equals box If the accrued hours are a percentage of some type of wage hours
83. s num sns03 5 01 PM The PCS Payroll window Activities within PCS Payroll are initiated from the menu bar or from the toolbar at the top of the window The window caption at the very top of the window indicates the company for which payroll data is being prepared Changing Passwords Users who log into PCS Payroll can change their passwords by selecting Edit Change Password for XXX from the menu bar where XXX is the current user s login name In the popup window enter the current password and the new password twice to make the change Note that this will change the user password for PCS Accounting also Summary of Setup Procedures The following sections describe the procedures needed to set up PCS Payroll These steps must be completed before attempting to enter payrolls using PCS Payroll 1 In PCS Accounting for each company enter the user login name and passwords for users who will be entering payroll data In PCS Accounting for each company make sure the chart of accounts is set up to accommodate payroll transactions See the next section for details In PCS Payroll set up the company defaults This includes setting up general company information entering account numbers for accounts that payroll transactions to which payroll transactions will post information needed for W2 and W3 preparation and the frequency pay periiods that payrolls are issued Set up wage catagories e g salaried hourly overtime accru
84. signated during setup To select the installation folder click the Browse button when the setup screen shown below appears This folder will contain the program pcspay exe help files and other support dll s Selecting a common shared network folder instead of a local folder will make for increased network traffic but may make upgrading easier since many of the files being upgraded will be in only one location Consult your network administrator for the proper location for your organization The location of the PCS Accounsting database s is made separately see below so the choice made here for program location is not crucial PCS Payroll Desktop Version Database Location After installing the program to launch PCS Payroll double click the newly added PCS Payroll desktop icon or select Programs PCS Accounting PCS Payroll from the Start Menu You will immediately be presented with the Specify Data File Location window that allows you to specify the PCS Accounting database pesacct2000 mdb The window will show the PCS Accounting database in the program installation folder For new stand alone installations where accounting for only one company is planned you can choose the database file presented here This is the blank database that was installed by the PCS Accounting setup program in you program folder usually cAprogram files pcs accounting For networked situations use this window to find the database on the network server as ins
85. ssenionescen 43 PCS Accounting CC OUT SC OU sa seas ha ret cases E A 7 PCS Accounting Developer s Kit 00 cceeeeeseeeeeees 2 pesacct2000 md b asic cesensosroncusivelticnsdcceastesvsarsdersacsanawuses 4 PO O sersecccectes tence ceecotececaputencoectecaaaoetan es setaees PICK DUCCON 0 ee cececsccseceseeeseceseesseeseeeseeeees 10 66 67 posune Payrol este ccoscessncssucensecacntece bee setenamoesomeenaeeise 47 preview DUO essene 41 previewing reports sesssessseseeseresrereesseesseseessseseesees 59 Pane DO eeen E 41 printing BS OTS soca cpsricbsecacoexderecoruameectineadtensiocnsseiadendeoese 59 printing W2 forms 2 0 0 eeceseesecseeeeeeeeeeeeeeeeeeeeeeeeees 56 PERU W3 Orms eciitartets tacsantastonstectactasccanseusicacsesiancext 57 processing Pay e E rere erat 47 R Regional Settings 5 5ccnsecwacusanceasdersacngenatetntcnaseanoeveanceeioasates 2 POP AM CALA D ASC sctsi ctazrossvpensoninsteaesvansededeaniennensicamanstiaminn 53 report OD werner E anesnee eer uetet cies csesueseseeseeaaaead 60 A S EEE EEEE A ees te E E aoe ieqeeassseeas 61 employ e ACCHUAIG scccacaxcarectedecoasncannsdeasnenadodtncaduieaese 60 employee Cal MONS cSscceseceanessadetenetaueccoxcasonceetanaereie 60 Journal cial ac in 63 A PEE NCS E E A sae cceercancseeseees 62 reports accrual METI CCTALIS xesdeveiscdsvecsnennsrsecsesnenveneqntantaeeneays 21 deduction category details ce eeceseceteeeteeees 25 employee information s ssses
86. sssessessesssessreeresressess 41 employer expense category details 0 0 30 Oe NS acon caae aa ais 59 ELMI LE 0e REEE EAEE rien cre T E eaer ny ere 59 tax category details occ ccscccsscstecssesssessseeseeseees 34 wage details sas cseseeaees soeces saesectsenc cas casaaniescenaseetecsntincin 18 S SED O ace ccc EEE E ENE 16 setup P N a S 3 70 summary of procedure s esssesessessessessssserssresressesses 6 Social Security employer EXpenSe eccssc scseiscesessceiessctuscazeicadocancctanseans 29 Wy EU NOG FN ascessi e oe 34 Special wage payments cescessesssecsseeeeeeceeeeeseeeeees 11 Supplemental wages cesceeeseeeseeeeeeeeeeceseeeenees 11 45 eE i ccc carey aac aun a EE E E cents 28 system TeqgUiremeniS sorisa inn 2 T DDSI EG eee i 65 Fb ere Lot 3 6 a ch EN 30 print information 1 ssccse2ssncccessastaersseesaccosetusicesastaeecss 34 tax HADIIMES TE POLE is sssscscctnceinaceddacctacescensetsascsedinstansiad 62 INS Sap Sec HENS eet gee EN E E E E T 15 troubleshooting nstallat Giissssos n aaa 4 U unemployment tax report eseseessessssseeseressersesseeseesee 60 user change PASS WOE sccisecescceactansnitdocesaaascentensetanctadiasansds 6 user name A Ecc Geena E ere ne ee eng ere ee ee eer 5 DOU CAS C SCUS VS sirasida 5 HIS SE STAMPS cape cxaeoacecacticasoceaneceapio sercaeeceaae aeetpenctoctsaueecsacs 1 V vehicles WS e ON E eee ee EN E E E 55 W W2 Por Tear E I 16 OE EEE O A I EE A 15
87. t employee in the list The wage accrual item deduction employer expense and tax categories that have been selected for that employee see Adding an Employee on page 35 are listed in a table in the bottom half of the page a Payroll Data Select M amp Details Mo 23 Bet Employee ret Pay Frequency Monthly Check Date Hearse From oad To Oeste Last Name Salvatore williams James Active OOD464444 Category Description Hours Liab Acct Exp Acct Mo Amount Ref Moa Wages Base Salary 5020101001 10000 00 1 Wages Use of Leased Vehicle 5020102008 300 00 12 Wages Monqualified Distribution 0 5020101001 2500 00 18 Accruals Sick Leave Accrd Salary 1 0 00 6 Accruals Vacation Accrd 0 5 Salary 10 0 00 4 Deductions 401k 3 O 2010307 354 001 Deductions Health Ins Sal Indy Co pay 02010501 32 45 7 Dis elie bia m m lles tbe d LA ea a DADA aa 46 Oi i of Gross Wages 12800 00 Mon cash Wages 300 00 Deductions 464 05 Taxes 4626 55 Emp Expenses 1201 45 Net Pay T409 40 Payroll for a salaried employee 7 For wage categories that are salary type wages you can edit the amounts shown in the Amount column For hourly type wage categories you can edit the hours in the Hours column The amount is calculated based on the yearly salary and the hours worked per year The amount is not editable For example suppose the monthly salary is 10 000 and the employee took one day 8 hours of vacation Vacation pay is an hourly wa
88. t wages be affected by your choices but the W2 produced at the end of the year will depend on your choices In particular items like deferred income e g 401 k contributions or nonqualified Box 11 distributions need careful consideration In the case of 401 k s the contributions are not subject to federal and probably state income taxes but are subject to Social Security and Medicare taxes Nonqualified distributions require the opposite treatment they are subject to income tax but not Social Security or Medicare taxes 14 When finished entering information click the Save button on the toolbar or choose Edit Save Taxes from the menu bar to save the information and add the new category to the list of Tax categories Editing a Tax Category To modify specifications for a tax category in list on the Select tabbed page click on the category you wish to modify make your modifications and save the information as in Step 13 above Deleting a Tax Category If an tax category has been assigned to any employee it cannot be deleted Otherwise select the category from the list on the Select page and then click the Delete button or choose Edit Delete Taxes from the menu bar to remove the category Examples US Federal Withholding The figure at right shows the tax brackets for US Federal hi i a gt ax Mame POPFAl INCOME ax arte Withholding for 2003 after May Tax Group Federal Income Tax Group Mo for a marr
89. tense 37 D database LO CAMO sec ciccesticctecsatsdepautcntnenscuunenensscesexcuveseaabes 3 date BC CUO i EE AA E E E erecta 67 S E CCI A A E EET A 66 d du ction CALEB OTICS sysicas cies iascecessnsndeadecvaunacesdavsecnsscness 21 print mOrA ser 25 69 SEAT AC COU senei in n teed taccgenes 10 delete DUTO scree einer coussietectinns asaan a aa 16 Dependent CALS a scsssissccontcoscanncsacuetesassvassaeecideenusttens 16 18 GN WAM TE E EAN E IAE AAE tian ae cocoon 65 disability insurance eeeseesseeseesssesseserssresressesseessesee 25 distributions TVOMUG LATTA ed esere iae 15 E TEE I EE E E EEA AAA NAET 65 EIC payment en s sc casasvcnocisns desspasovetcntunccnadnaceateantevecanase 34 employee ace nials DISTOLY assi 60 modifying accruals seseeeseessessssseeseresressessesssessesee 40 print employee information ssssesesssseseesereseesee 4 employee benefits as non cash wage Cate OTIES ceceescescesreceneeees 13 employee earnings report eee eeeceeeeeeceteeeeeeeeteeees 60 employees OIG IN a E N 35 employer expense categories ceeceeseceseeesteeeneeees 26 PTINEAMTOPMATMION eoa cosdensessansesdenteccnsseatadcesecestesascuess 30 UU Me AC AEE accweeapaeccnscaeacueamceaatorseneeabe ose ceacnaasnees 2 F TS AUG a E A 2 DO Ue E EN E TOE EE EET EE 65 TPC QUE MCICS cerisier SEE 11 H Oat LE Geren eer AAA A E A E EAN OE 65 health insurance oeeeeenneesesssssseeesereresssssssseses 24 29 I
90. the Save button on the toolbar or choose Edit Save Employer Expense from the menu bar to save the information and add the new category to the list of Employer Expense categories 27 Categories Setup Editing an Employer Expense Category To modify specifications for an employer expense category in list on the Select tabbed page click on the category you wish to modify make your modifications and save the information as in Step 6 above Deleting an Employer Expense Category If an employer expense category has been assigned to any employee it cannot be deleted Otherwise select the category from the list on the Select page and then click the Delete button or choose Edit Delete Employer Expense from the menu bar to remove the category Examples 401 k EmployerMatch In this example the employer is matching the 401 k plan deduction of an employee making a 3 contribution to his her plan The employer contributing 50 of the employee s contribution An expense account for the employer s expense for such matches and a liability account designated for 401 k s are chosen The yearly limit for the employee s contribution is 12 000 so the employer does not contribute more that 6000 per year Because thi limit is prorated the expense will not be more than 500 per month State Unemployment Insurance SUTA Because SUTA is not paid by the employee it is considered an employer expense not a tax In this ex
91. to that page to enter or modify information that appears in the W3 form Click the Cancel button if you wish to close the form without saving 33 Preparing W2 and W3 Forms ig We SWS Setup ishment Humber Box DO CA W3 setup Fill in the W3 Settings tabbed page as follows 1 Inthe Establishment Number Box D box enter your Establishment ID if any This may be used to identify separate establishments within your organization that have a common EIN 2 Enter the appropriate information in the Contact Phone Fax and eMail Address boxes When finished click the Save and Close button to save your data or click on the W2 Settings tab to go to that page to enter or modify information that appears in the W2 form Click the Cancel button if you wish to close the form without saving Printing W2 Forms w Print W2 Setting up for printing W2 s PCS Payroll assumes you will be printing to standard 81 2 x11 W2 forms with two W2 s per page To print W2 forms first from the menu bar click on Reports Preview to preview the W2 s or click on Reports Print to print them You can always print from the preview window so choosing to preview is usually the wise choice 56 Preparing W2 and W3 Forms After choosing whether to pre view or print select Reports W2 from the menu bar The Print W2 window appears L 2 8 In the Tax Year combo box select the year for which you wish to print W2 s
92. tructed by your network administrator Note that in any case the database file is always named pcsacct2000 mdb PCS Payroll SQL Client Version Connection Parameters After installing the program to launch PCS Payroll double click the newly added PCS Payroll desktop icon or select Programs PCS Accounting PCS Payroll from the Start Menu You will immediately be presented with the SQL Server Connection Parameters window that allows you to specify information needed to access the PCS Accounting database For new stand alone installations where accounting for only one company is planned you can choose the database file presented here This is the blank database that was installed in a SQL Server or MSDE Server by following the instructions found in Appendix 4 of the PCS Accounting User s Manual Please fill in a name for the company SQL Server name a valid user name and password The connection time out is by default 30 seconds Installation of PCS Payroll It is highly recommended that you use Windows Integrated security if possible If you use this option the user who is logged into the workstation should have access to SQL Server database SOL Server Connection Parameters Company Name My Company Database Name PCS Accounting ServerName UserName Password Connection Timeout Use Windows Integrated Security Troubleshooting the Installation A common problem that occurs is an incorrect location for the program the loc
93. urly Rate f h Fixed Amount 0 00 employer S expense ror matches Wages Expense Accour 5020102008 Other Benefits for FICA etc and for employer s Nonqualified Distributions withholding liabilities but there is u i ete eae a f Ifyou choose this option make sure to exemptthis from Social Security and Medicare Ta no cash paid to the employee and NOT EaSh Wares aid erent thus no employer wage expense Non Cash Wages Exclude from Net Pay Type Other Benefits Apply Tax Above 0 00 TO Amt above which subject to taxes The Type Pay Rates and Wages Expense Account boxes are ignored and can hold arbitrary entries Taxable Non Cash Benefit with aWWages Dependent Care Day care Exemption Limit Select D gt Detail Some benefits are partially exempt m 0 from taxation Only if they exceed a DEENEN eree some limit are they included in an Type Salary employee s pay and are therefore pay Rates for our biecti ithh ldi t I thi Multiplied by 1 00 hase Hourly Rate subject to withholding taxes In this eee seers Ta example the dependent Care Wages Expense Accour 5020102008 Other Benefits benefit with its current 5 000 Nonqualified Distributions exemption is shown u ees O for Box 11 in W2 P l Ifyou choose this option make sure to exempt this from Social Security and Medicare Ta NHon cash Wages and Benefits The Type Pay Rates and Wages Mon Cash Wages Exclude fram Net Pay Expense Account boxes are Tyn
94. y clicking on the Print or Preview buttons on the toolbar or by choosing File Print Deductions or File Pre view Deductions from the menu Employer Expenses Employer expenses are expenses incurred by the employer in the course of paying wages salaries and benefits to its employees They are the overhead costs associated with payroll Setting up employer expenses may involve linking to wage tax and deduction categories To the extent possible these should be set up prior to defining employer expense categories 25 Categories Setup To set up employer expense categories select Edit Categories Setup Employer Expenses from the menu bar The Employer Expenses form appears with a list of previously specified employer expense categories in the Select tabbed page Note the Type column that shows what each expense is related to a deduction a wage etc ak Employer Expenses Expense Hame bd List of Employer Expense categories Adding an Employer Expense Category To define a new category click the New button on the toolbar or choose Edit New Employer Expense from the menu bar SE Employer Expenses NEV in Empl Blank Employer Expense form In the blank Details page 1 Enter a descriptive Expense Name for the new category Up to 30 characters are allowed 2 Inthe Expense Account box the default payroll Employer Expense Account appears To change this click in or TAB to the box then click on the pick button at
95. yee s pay v Another liability account showing the employer s accrued liability for health insurance v An expense account reflecting the annual expense to the employer for the employer s portion of health insurance expense Such a setup shows clearly the contribution being made by the employees When the employer is billed for health insurance both liability accounts and charged debited and accounts payable is credited When the bill is paid the accounts payable is charged debited and the bank account from which the payment is taken is credited A similar set of accounts could be used for tracking 401 k retirement plan activities Again two liability accounts could be set up one to record the contribution deducted from employee s pay the other to record the liability for the employer s matching contribution An expense account would record the employer s expense for the match Setting up Payroll Defaults Before PCS Payroll can be used to issue payroll a number of payroll related items must be specified The forms in which this information is entered are accessible from the Edit menu item on the menu bar The following figure shows the various categories of items that must be dealt with fm PCS Payroll My Company File Payroll Reports Window Help F Hew Eti Dave Ets Delete Etri HIE Employees Change Password tor Waster Categories Setup Wie SW Setup Setup Pavroll Defaults The Edit Menu in PCS Pay

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