1 Zortec Payroll Intermediate

2 In this session we will discuss LGC’s Zortec Payroll System. Topics include mass changes to pay and deductions, deduction scheduling, the Tennessee New Hire Report and lesser known reports and reporting employer sponsored health insurance.

3 Mass Pay Rate Increase

4 This is our sample salaried employee BEFORE running the option:

5 This is our sample hourly employee BEFORE running the option:

6 From the Payroll Information menu, select Utilities.

7 From the Utilities menu, select File Maintenance Utilities.

8 From the File Maintenance Utilities menu, select Mass Pay Rate Increase.

9 Warning: Use caution when running this option. There is no report that is produced. When the screen is completed, employee information is updated based on the information entered on the runtime screen. There is no ‘undo’ option! The below screen will display:

10 The below screen will display:  Payrolls: This field is used if you have multiple payrolls defined. You can select which payrolls you only want the increase to apply. Leave blank if you want all payrolls to be included.  Locations: This field is used only if you want the increase to apply to certain locations and not to all locations. Leave blank if it will apply to all locations.

11  If the increase only needs to be run for a certain employee number range use the “Beg Emp #” and “End Emp #” fields to specify the range.  If the increase applies to all employees, based on other selection criteria, leave the “Beg Emp #” field blank and enter all 9’s in the “End Emp #” field.  Something must be in the “End Emp #” field for the utility to run.

12  Statuses: If the increase only needs to be run for certain employee statuses, enter the status.  Shifts: Use the Shifts field to further limit employees that the increase applies to.  Freqs: If the increase only applies to employees in certain frequencies, enter the frequency code.  Full/Part: Use the Full/Part field if the increase only applies to one group or the other. Leave blank if full and part time employees will receive the increase.

13 Note: If the increase will apply to all employees in the following categories, leave the fields blank.  Groups: If the increase only applies to employees in a specific group enter the group code.  Pay Types: If the increase only applies to employees under certain pay types, enter the pay types.  Misc Codes: Enter the misc codes for the employees who will receive the increase.

14 Enter “A” if you are doing a dollar amount increase. Enter “P” if you are doing a percent increase.  “Base Salary” fields - These fields pertain to salaried employees. In the first text box you will enter the A or P. In the second text box you will enter the amount or percent increase.  “Hourly Rate” fields - These fields pertain to hourly employees. In the first text box you will enter the A or P. In the second text box you will enter the amount or percent increase.  “#of decimal positions” field - This field is used to specify the number of decimals you wish to show on screen 3 of the payroll master record. The default is 4.

15 3% increase for the salary employees 3.5% increase for the hourly employees We are doing…

16 The salaried employee AFTER running the utility: Original Base Salary 1, X 1.03 increase = 1, new Base Salary.

17 The hourly employee AFTER running the utility: Original Hourly Rate X increase = new Hourly Rate.

18 Changing Amounts on Deductions

19 When you need to do a mass change of deduction amounts there is a utility that can make it easier and less time consuming…

20 We will use the utility to change the amount of deduction code 042 from the current amount of $79.68 to the new deduction amount of $ Below is a screen print of the employee deduction screen before running the utility…

21 From the Payroll Information menu, select Utilities.

22 From the Utilities menu, select File Maintenance Utilities.

23 From the File Maintenance Utilities menu, select Change Amounts on Deductions.

24 Use the Payroll Numbers, Group and Status fields to specify the selection criteria that this change applies to. In the example we are running the utility for payroll 1 for all Active employees…

25 Deduction to Change is 042 Zero All Employees is used if you want to change the deduction amount to 0.00 for all selected employees who have the deduction. Number of Times and Times Taken can be set if you use those fields on deductions. Frequencies can be used as well.

26 We are changing the from the Old Amount of $79.68 to the New Amount of $ You can include up to 10 different Old and New Amounts to change in one run of the utility…

27 You will receive an “Are you sure” prompt before the utility begins. Verify that the runtime screen is filled out completely and answer Y to the question if you are ready to continue…

28 After the utility is run you will see the results on screen 5- deductions of the employee’s records. This new deduction amount will apply on the next payroll process.

29 PAYROLL SECURITY

30 By user, you can secure the SSN as well as the employee number. Having the ability to secure both is helpful when your system is set where the SSN is the employee number. Did you know…

31 Security can be set for one or both of the fields, and is by user in order to allow flexibility for ones who do need to see the social security number.

32 When viewing employee list the system displays the employee number and social security number with the security format as set up on the user’s profile.

33 When you pull up an employee the employee number and social security number are also displayed with the security format as set up on the user’s profile.

34 The same thing applies when printing reports:

35 Another helpful security feature when printing reports is the “Include SSN” question. By default it is set to “N”, but can be changed at runtime.

36 When the Include SSN is left as N the social security number column remains blank. (If your employee number is the social security you will still see the SSN in the employee number column, unless the secure fields are set on the user’s profile.)

37 Scheduling Deductions

38 Scheduling deductions allows you to preset which deductions will be taken during payroll process.

39 From the Payroll main menu select Office Manager.

40 Select option Deduction Codes. You can Create, Update, Inquire or Print a listing of deductions.

41 Enter the code you want to assign to the deduction in the “Schedule” field. You will update each deduction that will be included in this schedule. The “Schedule” is a one character, alpha-numeric field.

42 Here is another example. This deduction is set up on a different schedule than the previous deduction. You can set up a total of 10 schedules per deduction. How do you determine the schedule?

43 If you run payroll bi-weekly, you might have schedule 1 for the first payroll of the month. Schedule 2 for the second payroll of the month. Schedule 3 for months with three payrolls, where only taxes and court ordered deductions are taken.

44 When setting up the payroll, you will enter deduction schedule. This code links back to the deductions, and lets system know which deductions to include in the payroll. It does the “Y” and “N” for you!! You can enter up to 10 schedules during payroll process.

45 Here is another example with schedule “3”. Only the deductions with a schedule of “3” default with the “Y”. NOTE: The default “Y” and “N” can be overwritten in Payroll Setup. If you do NOT want to include a schedule, all the deductions will default to “N”.

46 Miscellaneous Reports

47 From the Payroll main menu, select Payroll Information, Leave Report. Leave Report

48 Sample Leave Report This is very similar to the Leave Update Report under Period End.

49 From the Payroll main menu, select Payroll Information, Leave Liability Report. Leave Liability Report

50 Sample Leave Liability Report This report is very useful for your auditors and should be run the end of the fiscal year.

51 From the Payroll main menu, select Payroll Information, Worker’s Comp Report. Worker’s Comp Report This report can be printed for your worker’s comp auditor. In order to use this report, you must have the Work Comp Codes on screen 1 of all employees.

52 Worker’s Comp Code field on screen 1 of the Employee Master Your work comp insurance provider should provide you with the list of available codes.

53 Enter the dates for the WC audit (usually your policy period). Worker’s Comp Report

54  Say the employee makes $10.00/hr at the regular/straight time rate.  Straight time = $10.00 x a factor of % =  Time and a half = $15.00 x a factor of 66.67% =  Double time = $20.00 x a factor of 50.00% =  The factors convert all the pay rates back to the straight time rate. Worker’s Comp Report

55 Pay types requiring different factors are printed in separate columns on the report and the heading descriptions are user defined. Worker’s Comp Report

56 Enter a description for each Heading. In our example, Heading 1 and 2 are for Regular Pay, 3 is Overtime and 4 is Double Time. Worker’s Comp Report

57 Enter all the pay types that should be factored or calculated at 100% under headings 1 and 2. For example, regular pay, sick, vacation, holiday, etc. Worker’s Comp Report

58 In our example, Heading 3 is for Overtime paid at 1.5 times regular pay. The Factor will be Enter all pay types for overtime. Worker’s Comp Report

59 In our example, Heading 4 is for Double Time paid at 2 times regular pay. The Factor will be Enter all pay types for double time. Worker’s Comp Report

60 Sample Worker’s Comp Report

61 Sample Worker’s Comp Report Overtime pay types: X 66.67% = Regular pay types: 17, , = 22, Pay Type Earnings (by date) Report

62 From the Payroll main menu select Additional Reports.

63 We will look at a few of these reports, starting with the Birthday Report. Additional Reports

64 Enter the Payroll #, Sort Sequence, Status, etc. Birthday Report

65  Answer Y to print the employee’s address.  B’day Month – enter 99 for all months or an individual month  From Age/Thru Age – limit employees that print based on age

66 Sample Birthday Report The report shows the employee’s age and birthdate

67 The Termination Report Additional Reports

68 Termination Report Enter the Payroll #, Sort Sequence, Status, etc.

69  Answer Y to print the employee’s address.  From Date/Thru Date – Enter the date range needed for the terminated employee listing.

70 Sample Termination Report The report shows the Term Date for the employees.

71 The Gender/Race Report by Full/Part Time Additional Reports

72 Gender/Race Report by F/T Enter the Payroll #, Sort Sequence, Status, etc.  Totals Only Y will list summary totals.  Totals Only N will list each employee.

73 Sample Gender/Race Report This report could be used for EEO information.

74 New Hire Report and File. This also creates a file named PPNEWHIRE that can be uploaded to the State of Tennessee. Additional Reports

75 TN New Hire Report Enter the Payroll # Enter the Beginning/Ending Hire Date Range

76 Sample TN New Hire Report

77 Now we will look at the 941 Report. From the Payroll Main menu, select Period End Process, 941 Form

Report  Enter the Payroll#  FICA Contract#  Beg/End Date Range for the Quarter

79 Sample 941 Report The report can be used to fill out the quarterly 941 form. NOTE: The report is not intended to replace the form submitted to the IRS.

80 Reporting Employer Sponsored Health Coverage on W2s

81 The Zortec software allows different options to track and report employer sponsored health insurance benefits on W2s.

82 One option is to create a deduction code for the employer’s portion of the insurance. Employer Deduction Code

83 The deduction code would be defined as “Deduct From Check” N. The deduction code would need to be added to each employee. We have a utility program to mass add deduction codes.

84 You could have a separate deduction code for each insurance option since the cost may vary. For example: Single coverage Family coverage Employee/spouse Employee/child

85 During Payroll Process, you would select the employer insurance deductions. (Or add them to the Deduction Schedule.) No money will be deducted from the employee’s check, but you will see the deduction on screen 5 of the Employee Master with the YTD amounts that will print on the W2s.

86 The frequency of the deduction will vary depending on your needs. You might decide to deduct employer insurance once a month or on each payroll. You will need to determine the frequency and then the dollar amount for each deduction.

87 Another option for reporting employer sponsored health insurance is from an imported file. Import a File

88 With this option, you would record the annual employer amount in an Excel.csv spreadsheet. Import a File

89 If the file name is correct and in the correct folder, the csv file is automatically imported during the Build W2 Work File process. Import a File

90 The file name must be named “ccyyW2XTRAxxx.CSV”, where ccyy is the year that is entered in the “Tax Year to Process” field and where xxx is the code that is entered in the “FICA Contract #” field of the Build W-2 Work File program. Import a File

91 In this sample spreadsheet amounts will be imported to box 12 for codes DD, EE, M and D: Import a File

92 A third option to add the employer sponsored health insurance is through File Maintenance on the W2 work file. This option is doable, but would be time consuming for medium – larger payroll sites. W2 Work File Maintenance

93 Zortec Payroll can create a file to be used with 3 rd party Online Checks Stubs. The file created is call iPAYSTUB.CSV. There is no cost for this option. Online Check Stubs

94 Visit our website You can submit support requests online, fill out user change request forms and browse documentation.