1. G.T.R. Data Inc. Welcome to our Payroll Demonstration G.T.R. Data Inc.

2. Payroll Demonstration ä This demonstration will take you on a guided tour of our software. After you have reviewed a slide click on the left mouse button or hit enter to advance to the next slide. To re-display a viewed slide use the backspace key. ä Each slide will contain a screen image with a description of the fields on the screen.

3. G.T.R. Data Inc. This is the Payroll Maintenance Menu. We will look at each item in the menu following the logical flow of a typical system setup.

4. G.T.R. Data Inc. P/Y Procedural Flow

5. G.T.R. Data Inc. This is the P/Y control file function. It allows you to set up your controlling companies. It also stores the G/L Code for the bank, the foreign address switch (for W2 purposes) and the next available transaction number for transaction processing.

6. G.T.R. Data Inc. This function only gets used once when you first set up a new company. It will allow you to set up your parameters one by one. Payroll Parameter maintenance will allow you to correct any mistakes made during this procedure.

7. G.T.R. Data Inc. This is the pay period maintenance function. It is the calendar that maps the payroll system. Through this function you define your pay dates and pay period ending dates. You also define which month, quarter and year you are operating in. The accrue switches allow you to choose which pay periods to accrue vacation and sick pay on. You can specify when to run an alternative pay frequency. The G/L year and period are determined by pay period. The interface to the G/L is also determined by pay period.

8. G.T.R. Data Inc. For the calculation of FICA here is where you will find the FICA percentage and FICA limit. Notice that it is stored by year to allow us a history in case any quarterly reports need to be rerun at a future date. Here you will also find the Medicare percentage, FUTA percentage and FUTA Limit.

9. G.T.R. Data Inc. This is the Tax Authority Table. It stores all State tables plus the federal tax table. The first page which is not shown here, holds the federal or state allowances. The page viewed here shows you the annual levels with their percentages. Our payroll annualizes the gross in order to calculate tax therefore all tables contain annualized levels.

10. G.T.R. Data Inc. If you were curious where the State Unemployment Insurance Maintenance Function was hiding, fear not for here it is. You will find everything you need including the rate and base for calculation of state unemployment. This calculation is made based on the state worked of the employee. Notice that the State ID is also stored here. The W2’s will retrieve that information from this file. If you were curious where the State Unemployment Insurance Maintenance Function was hiding, fear not for here it is. You will find everything you need including the rate and base for calculation of state unemployment. This calculation is made based on the state worked of the employee. Notice that the State ID is also stored here. The W2’s will retrieve that information from this file.

11. G.T.R. Data Inc. Payroll Parameter Maintenance is necessary when you are first setting up your system. After you are up and running it should not be touched, it contains many crucial switches that help the payroll system identify where it is. Manually changing these switches without guidance can result in an irretrievably damaged pay run.

12. G.T.R. Data Inc. Workers Compensation is fairly straight forward and needs only a compensation code and the rate associated with that code. We have another function not shown here which allows you to store a state maximum if one is necessary. The compensation code is linked to the employee through employee maintenance.

13. G.T.R. Data Inc. This is rate code maintenance. It is useful when you have a number of employees being paid at the same rate. If that rate needs to be changed, instead of having to manually change each employee, one change here will be effective for each employee associated with this rate code.

14. G.T.R. Data Inc. Vacation History Maintenance is used to make accruals, payments or adjustments to the vacation history of an employee. Every accrual and payment is stored in this file during check processing. This program is used mostly for adjustments or corrections.

15. G.T.R. Data Inc. Sick Pay History Maintenance is used to make accruals, payments or adjustments to the sick pay history of an employee. Every accrual and payment is stored in this file during check processing. This program is used mostly for adjustments or corrections.

16. G.T.R. Data Inc. This is the Payroll Keyword Function. Payroll keywords are used by user defined formulas. When you use a payroll keyword in a formula, the value in the file and field specified for this keyword is used as part of the formula. Keywords are the ‘building blocks’ of a formula.

17. G.T.R. Data Inc. This is the Payroll Function Keyword Maintenance function. Payroll function keywords are used in user defined formulas. When you use a payroll function keyword in a formula, the formula associated with this function keyword is inserted into the formula during formula calculation.

18. G.T.R. Data Inc. This program allows you to override the G/L debit code by department and EBD.

19. G.T.R. Data Inc. Payroll Shift Maintenance allows you an infinite number of shift codes. These shift codes are entered during time and entry posting. You can default a shift code in employee maintenance in order to facilitate time entry. You choose which EBD number to associate with your shift codes.

20. G.T.R. Data Inc. Earnings Benefits & Deductions ä E = Earnings ä TB = Taxable Benefit ä NB = Non-taxable Benefit ä NE = Non-taxable Earning ä D = Deduction ä ES = Employer Share

21. G.T.R. Data Inc. EBD’s ä EBD’s are categories that will capture the payroll financial information by employee. ä The G/L will be coded on the EBD. ä G/L over-ride can be done by department or employee allowing for maximum flexibility in your coding structure. ä EBD’s are assigned (using employee fixed maintenance) to individual employees for: Extra Deductions. State Deductions. Benefit Tracking.

22. G.T.R. Data Inc. EBD Maintenance, EBD’s are the categories that structure the payroll system. Checks are made up of an accumulation of EBD details. The G/L codes are coded to the EBD which offers the ability to track detail. EBD’s can be restricted by company. The type defines which kind of EBD we are looking at (this example is an earning EBD).

23. G.T.R. Data Inc. This screen of EBD maintenance shows you the system switches. The hours ok switch defines whether hours and rate should be applied to this earning. The accrue switches allow you to define whether or not vacation or sick pay should be accrued on this earning. The workers comp switch determine whether workers compensation should be calculated on this earning. The tax switches allow you to define which taxes are to be deducted from this EBD.

24. G.T.R. Data Inc. Noticed on this last screen of EBD maintenance that we have changed the type from ‘E’ (earnings) to ‘D’ (deductions) in order to illustrate an EBD formula. In this example 6% of all earnings and taxable benefits will be stored in EBD 401 for a 401k deduction.

25. G.T.R. Data Inc. Here is an example of a deduction with a more complicated formula. This formula first determines the employees annual salary. If the employees salary is greater than $50,000 then this formula will calculate the minimum of 3.25% of his earnings or the contents of the DENT-MAX variable. The minimum of the two becomes the value of the deduction. If the employees salary is less than $50,000 then the same comparison is made except that 2.25% of earnings is compared to DENT-MAX.

26. G.T.R. Data Inc. Employee Maintenance

27. G.T.R. Data Inc. We will now show you how we define our employees. As you can see at the bottom of the screen we have what we have termed a ‘choose bar’. You may use your arrow keys in order to scroll through the choices you see below. You may also notice that there are some Human Resource functions listed below (starting at absence entry). When the human resource module is purchased with the payroll module, these functions become available through employee maintenance.

28. G.T.R. Data Inc. This is the name and address screen of employee maintenance which is fairly self explanatory.

29. G.T.R. Data Inc. This is the salary information screen of employee maintenance. It stores the salary and rate of each employee. The salary-hour switch defines the way in which to pay an employee. The hours field is used to default the standard hours during time posting. The vacation code field ties into the vacation table defined for this employee. The sick pay code field ties into the sick pay table defined for this employee. The compensation code ties into the workers compensation file and determines the rate in which to calculate for this employee. The direct deposit switch is used to identify employees enrolled in a direct deposit program.

30. G.T.R. Data Inc. This is the tax exemption screen of employee maintenance. Federal and state allowances are stored here and used when the system calculates federal and state taxes. In some cases employees may be exempt in which case the system will not calculate the specified tax for that employee.

31. G.T.R. Data Inc. The direct deposit screen of employee maintenance allows you to set up multiple accounts in multiple institutions. The %/$ method field allows you to put either a specific amount or a percentage of the gross into any number of accounts. The priority allows you to name which account to use first. EX: priority 1 $100 to account 123 priority 2 $ 100 to account 456 priority 3 100 % of whatever remains to account 789 The direct deposit screen of employee maintenance allows you to set up multiple accounts in multiple institutions. The %/$ method field allows you to put either a specific amount or a percentage of the gross into any number of accounts. The priority allows you to name which account to use first. EX: priority 1 $100 to account 123 priority 2 $ 100 to account 456 priority 3 100 % of whatever remains to account 789

32. G.T.R. Data Inc. This is employee fixed maintenance which also has a menu entry of its own on the maintenance menu. It has a choose bar which allows you to easily create new fixed EBD’s. Fixed maintenance is used to determine all the deductions and employer shares that must be calculated for this employee. Only state taxes, benefits, 401K Plans, overriding G/L codes and overriding formulas need be set up here. The system will automatically calculate the Federal, FICA, Medicare, SUI and FUTA taxes and need not be set up here.

33. G.T.R. Data Inc. This is an example of an employee fixed maintenance record. In this example $100 is being deducted every pay period. The active switch allows you to set up fixed records before they are instituted. The balance amount is used for EBD’s that have a limit (like 401K). Carry forward allows you to carry deductions forward if there is no check. Every check allows you to set up the frequency of the EBD i.e. if there is more than one check should it be deducted on every check.

34. G.T.R. Data Inc. P/Y Procedural Flow

35. G.T.R. Data Inc. Transaction Processing Payroll initialization gets run either first or last to clear the previous pay period. Next to run is Automatic Transaction Creation which creates all salaried employees and some fixed deductions. Then proceed with the post time functions. Run Batch Check Creation to create all checks if there is a problem then run Back Date checks for Re-run to undo the checks, make your adjustments to the appropriate transactions and then run Batch Check Creation Again. If everything is in order then print your checks and the check cross reference. If Direct Deposit is required then run the Bank Deposit List and Bank Transmittal functions. Run Labour Distribution by EBD and by G/L Code followed by P/Y to G/L Interface. The next few screens illustrate these functions.

36. G.T.R. Data Inc. This is the Payroll Transaction Menu. We will show you the typical payroll flow for processing payroll checks.

37. G.T.R. Data Inc. This is the payroll initialization function. It is used each pay period to reset all switches and to advance the payroll system to the next pay period. It also clears the current, month to date, and year to date buckets depending on the switches of the pay period you are in.

38. G.T.R. Data Inc. This function titled post time by employee also uses a ‘choose bar’. All of the functions seen below on the ‘choose bar’ also have a separate entry on the payroll transaction menu.

39. G.T.R. Data Inc. Post regular time by rate allows you to enter the hours for regular pay, any overtime or double time pay and any dollar adjustments to be made. It also allows for any shifts worked. Notice that both the department and the rate can be overridden during time posting.

40. G.T.R. Data Inc. Post other time worked allows you to post to a specific EBD.

41. G.T.R. Data Inc. Post bonus and commissions allows you to post bonus’ or commissions. Remember these functions have their own menu entry where a different employee may be entered per line.

42. G.T.R. Data Inc. Post vacation or sick pay deducts from the accrual bank and shows you how many hours remain as you post. You may post to future weeks. Additive ‘no’ will give you a separate check. Suppress stops the automatic salary creation for the following pay period.

43. G.T.R. Data Inc. This little feature gives you a summary of all the transactions posted for this employee.

44. G.T.R. Data Inc. After all the transactions have been posted the next step is to run the Payroll Transaction List and verify that all transactions have been properly entered. If you are satisfied that all is well then run Batch Check Creation to create your checks. This function will automatically print a check register. If all is well then run the Bank Deposit List, Bank Transmittal and print your checks.

45. G.T.R. Data Inc. Post manual check may be run at any time. You may create your own deductions and employer shares or choose calculate deductions and have the system calculate them for you. Check details may be edited before the check is created.

46. G.T.R. Data Inc. This is the vacation and sick pay processing menu. This is where you set up your vacation and sick pay tables and make any adjustments to the history files. You will also notice that there is an interface to our Human Resource Module.

47. G.T.R. Data Inc. This is the management processing menu. Here you’ll find all the labour distribution reports. Quarterly reports and year end reports such as W2’s are found on this menu.

48. G.T.R. Data Inc. This is the inquiry menu. All inquiries are nested and able to run off each other by choosing the ‘zoom’ option within the programs.

49. G.T.R. Data Inc. This is the system management menu. Many user sensitive programs reside here and should be protected against unauthorized use. You’ll find the back date, initialization, interface and date sensitive purges on this menu.

50. G.T.R. Data Inc. This is the back date checks for rerun program. It is used to undo the checks that have been processed through Batch Check Creation. It allows the user to make adjustments or add any missing transaction information. After adjustments are made then Batch Check Creation must be rerun.

51. G.T.R. Data Inc. We hope you enjoyed this demonstration. The next slide will tell you how to contact us for more information.

52. G.T.R. Data Inc. G.T.R. Data Inc. How to reach us ä Phone 514-738-6680 ä Fax 514-738-8538 ä Compuserve 74774,1417 go GTRDATA @ forum prompt section 5 library 5 ä Internet 74774.1417@compuserve.com