Modify Employer Information allows you to enter information required to process payroll. There are three tabs: Basic Information, General Ledger Interface, and Time Off Hours.
This Section Includes:
In the General Information area input your Federal Tax ID Number (including punctuation). You can also select three options:
•Withhold FICA Tax (Non-Ministers)
•Qualified Pension Plan: Selecting this option puts an "xx" in the Retirement Plan field in box 13 on form W-2 for each participating employee.
•Print SSN on Check Stubs: Select Yes, No, or Mask (****-**-1234).
•Print hourly rates on stub?: Select this option if you want the hourly rates for your employees to appear on check stubs and vouchers. The hourly rate information appears below the detail on the check stub, voucher, or emailed voucher.
•Print additional check stub info?: Select this option to print the company name, address, and current pay period on the check stubs.
You must specify the Federal Tax ID Number if you want to run W2s. If this field is left blank you are only able to run an Edit List.
For Payment Method select how you want to process checks. Leave this set to Print Checks unless you are using MICR Plus.
The Pay Groups area allows you to customize the name of your pay groups. Pay Groups allow you to filter the payroll processing as needed. Example: Day Care workers that are not paid on the same schedule as your other employees.
In the State Tax Information area select your State and input your State ID Number (including punctuation), State Unemployment ID, Unemployment Rate (%), and Unemployment Limit.
The State Tax Information drop-down list for State is not a default. Instead, it is a place where state tax information entered for each state is retained. You need to input information for each state in which you have employees.
For your Unemployment Basis choose Gross Pay, Federal Taxable, Medicare Taxable, or State Taxable. The basis chosen is used when calculating unemployment and worker's compensation.
The Cafeteria Plan area allows you to select one of the following options:
•No Cafeteria Plan (selected)
•Employer Paid Plan: This type of plan is usually associated with a Flexible Spending Account where the employee estimates how much out of pocket medical or childcare expenses they expect to pay for the coming year. A deduction amount is established which reduces taxable pay and withholds the amount from the employee's paycheck. The employee then submits medical expenses to the employer (or agent of the employer) for reimbursement. The employee must use all of the deduction or lose it at year's end.
•Employee Reimbursed Plan: An employer may have certain employer paid expenses such as health and dental insurance, life insurance over $50,000, and disability plans that are offered to all employees. If the employer offers its employees a choice of receiving those benefits or receiving cash and the employer has filed with the IRS to provide this plan, then the employee would receive the cash benefit each paycheck. The employee estimates how much out of pocket medical or child care expenses they expect to pay for the coming year. The employee's annual salary amount is reduced by the estimate and entered as the gross wage for the employee. Other non-taxable income in the amount of the estimate is added to the employee's wage. The employee must use all of the estimated amount or report it and pay taxes on it.
NOTE: When using the Cafeteria Plan option for Employee Reimbursed Plan you need to remember to set up an employee's compensation with the salary reduction as Other Non Taxable Pay. Make sure you lower the salary by the reduction amount. You do NOT use the cafeteria plan deduction in this case! Other Non Taxable Pay is established under Modify Compensation Information.
Select the option to Interface with General Ledger if you want Payroll to send journal entries to General Ledger. A list of journals prints after processing checks if you are not interfacing with General Ledger. No entries are made to Bank Account Management if you are not interfacing with General Ledger.
Even if you choose to not interface with General Ledger you still need to specify General Ledger account information when setting up distributions for compensations and deductions. Only items with distributions are available for selection within Employee Information.
Double-click a line or click the Edit icon to edit. Specify the levels and Account # then click the Update button to save your changes or the Close link to return to the Basic Information tab without saving changes.
For each type of Time Off Hours you can customize the Short and Long description. The Vacation type is required but you can use the Active option to activate or inactivate other Time Off Hours types.
The Regular pay type automatically accrues Time Off hours based on settings you choose. Select any other pay types that you want to accrue Time Off Hours as well.
Once you are finished updating Employer Information click the Update button to save all changes, the Reset link to undo all changes since the last time Employer Information was updated, or the Cancel link to return you to the main Payroll page without saving changes.