P/R Implementation Guidelines
Before you may begin actual processing of payroll, the applicable master files must be set up. In addition, if you are starting your payroll processing in the middle of a quarter (and therefore calendar year), you also need to enter current withholdings and gross taxable wages for each employee. If you intend to integrate Payroll information to the General Ledger module, you should implement General Ledger before Payroll. If you intend to integrate Payroll information to the Check Reconciliation module, you should implement Check Reconciliation before Payroll. If you intend to integrate Payroll information to the Accounts Payable module, you should implement Accounts Payable before Payroll.
If you intend to print checks from the computer, see the Recommended Supplies list.
When you are setting up your master files you should follow these 5 steps:
1) Read through the enter option description before beginning.
2) Gather any necessary data you will need.
3) Define any codes or numbering system you will need to use.
4) Follow the option description step-by-step to enter all records.
5) Print the master report for each master file so that you will have a hardcopy for reference.
To set up your master files, you will use the options on the P/R Master File Maintenance Menu. Because some files need values stored in other files, it is important to set up the Master files in the order listed below.
1) P/R CONTROL (Control File Maintenance)
Preparation: Gather the following information for your company - Federal I. D. Number, FICA % (for both employer and employee), Gross Limit for FICA, G/L Numbers for FICA Liability and Expense and Payroll Expense.
2) STATE (State Code Maintenance)
A record for Federal will need to be set up and any additional State records may be set up for the states you need to deal with. Determine if there are any other taxes for which you need to set up State records (City, County, or other Local Taxes).
3) TAX TABLE (Tax Table Maintenance)
Preparation: Use your Federal and State tax booklets to enter the information for the appropriate tables for each filing status. Note that tables for Federal taxes have been set-up for you.
4) DISTRIBUTION (Distribution Code Maintenance)
Preparation: List the different codes for each distribution you will need (if your Distribution was by Function, you may need codes for: Accounting, Management, Administration, Computer Operations, etc.).
5) WORKERS’ COMPENSATION (Workers’ Comp Maintenance)
Preparation: Determine the applicable Rate and Limit which cover all functions your employees carry out.
6) HOURS CODE (Hours Code Maintenance)
Preparation: List all the different types of wages you will need (Salary, Regular Hourly, Overtime Hourly, Sick, Vacation, etc.) with applicable G/L Numbers and Worker's Compensation codes for each.
7) DEDUCTION CODE (Deduction Code Maintenance)
Preparation: List all the different types of deductions you will need (Savings, Retirement, Pension, Loan Repayment, Insurance, etc.,) along with applicable G/L Numbers.
8) EMPLOYEE MASTER (Employee Maintenance)
Preparation: Gather the following information for each employee: Address, Phone Number, Social Security Number, Marital Status, Number of Exemptions, and Salary or Hourly Rate.
After setting up the master files, you should print master file reports to check for errors and to have a hardcopy for reference. Once the master files are initially defined, the only time you will need to return here is when you need to add a record to the master file. All of the options for printing master file data are located on the P/R Master File Reports Menu.
If you are converting to the Payroll System at a time other than the beginning of the Calendar year, you must enter current taxable wages and withholdings along with some 941 information.
1) Use the (941 Maintenance) option on the P/R Utilities Menu to enter all the current 941 amounts for each applicable week.
2) Use the Employee Maintenance option on the P/R Master File Maintenance Menu to enter the Monthly (and Yearly) Deductions, Taxable wages, and Tax amounts withheld.
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