CIC Payroll - Computer Information Concepts, Inc. Payroll.pdf · 430-A03 Change Code ... 430-C03...

CIC Payroll

Computer Information Concepts, Inc.

Copyright © 2009 Computer Information Concepts, Inc. (CIC) All Rights Reserved. This document contains proprietary information, which is protected by copyright. No part of this document may be photocopied, reproduced, adapted, or transmitted in any form or by any means without the prior written consent of Computer Information Concepts, Inc. All other product names and/or logos mentioned in this guide are used for identification purposes only and may be registered trademarks of their respective companies. Computer Information Concepts, Inc. makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. Computer Information Concepts, Inc. shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of the material. The information contained in this document is subject to change without notice. Printed in the USA September 17, 2009

CIC Payroll Contents • i

REPRODUCTION OR QUOTATION, IN WHOLE OR IN PART, IS STRICTLY PROHIBITED. Copyright© 2009 Computer Information Concepts, Inc. (CIC), Greeley, CO 80631 (800) 437-7457

Contents 430-A00 Site Parameters 1

430-A01 Site Parameters .......................................................................................................... 2 430-A01a Site Specific Parameters - Preparation ....................................................... 2 430-A01b Site Parameters – Main .............................................................................. 3 430-A01c Organizations ............................................................................................. 6 430-A01d Formats ...................................................................................................... 9 430-A01e ACH ......................................................................................................... 11

430-A02 Employee Maintenance Log (PRST01-03) .............................................................. 14 430-A02a Employee’s Maintenance Log By Date (PRST01) .................................. 15 430-A02b Employee’s Maintenance Log by Employee (PRST02) .......................... 16 430-A02c Employee Maintenance Log by Alpha (PRST03) ................................... 17

430-A03 Change Code............................................................................................................ 18 430-A04 Pro-Ration Of Leave ................................................................................................ 19

430-A04a Leave Pro-Ration Approach .................................................................... 19 430-A05 User Tables .............................................................................................................. 20

430-A05a User Table Approach ............................................................................... 20 430-A05b User Table 100 (Valid Payroll Types) ..................................................... 21 430-A05c User Table 102 (Leave Compute Methods) ............................................. 22 430-A05d User Table 103 (Income / Deduction Compute Methods) ....................... 22 430-A05e User Table 104 (Filing Status) ................................................................. 23 430-A05f User Table 108 (Pay Method) .................................................................. 23 430-A05g User Table 110 (Bargaining Units) ......................................................... 24 430-A05h User Table 120 (Tax Table Groups) ........................................................ 24 430-A05i User Table 140 (Payroll Frequency) ........................................................ 25 430-A05j User Table 141 (Full time / Part time) ...................................................... 25 430-A05k User Table 160 (Insurance Coverage) ..................................................... 26 430-A05l User Table 180 (MICR Fonts) .................................................................. 26 430-A05m User Table 181 (Post Net Fonts) ............................................................ 27 430-A05n User Table 182 (Signature Diskette Drive) ............................................. 27 430-A05o User Table 200 (More Employee Fields) ................................................ 28 430-A05p User Table 210 (OverTime Recompute Categories) ............................... 28 430-A05q User Table 440 (Organizational ID) ........................................................ 29 430-A05r User Table 900 (Report Launcher)........................................................... 29 430-A05s User Table 910(Payroll Group Types) ..................................................... 30

430-A06 Signature File Location ............................................................................................ 31 430-A07 Reduce Leaves to Max ............................................................................................. 31 430-A08 Renumber – Reset – Readd ...................................................................................... 32

430-A08a Change Employee Number ...................................................................... 32 430-A08b Renumber Jam Checks ............................................................................ 33 430-A08c Renumber One Check (Before Update) ................................................... 34 430-A08d Renumber after Update ........................................................................... 34 430-A08e Reset Accounting ..................................................................................... 35 430-A08f Re-Add MTD / QTD / YTD ..................................................................... 36 430-A08g Backup Database Location ...................................................................... 36 430-A08h Backup Databases .................................................................................... 37 430-A08i Remove Database Backups ...................................................................... 38

430-A09 CIC Support Tools ................................................................................................... 43 430-A09a Modifications ........................................................................................... 43 430-A09b Testing ..................................................................................................... 43

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430-A09c Installation ............................................................................................... 43 430-A09d Log In ...................................................................................................... 43 430-A09e Database Lockdown ................................................................................ 43

430-A10 Access ...................................................................................................................... 44 430-A10a User Access ............................................................................................. 45

430-B00 Setup 47 430-B01 Setup Time ............................................................................................................... 48 430-B02 Federal Identification Setup ..................................................................................... 50 430-B03 Departments ............................................................................................................. 52

430-B03a Departments Report – PRLT23 ............................................................... 53 430-B04 Cost Centers ............................................................................................................. 54

430-B04a Cost Center Report – PRSU40 ................................................................. 56 430-B05 Change Income / Deduction / Match Rates .............................................................. 57 430-B06 Calendar of Payrolls ................................................................................................. 58 430-B07 Tax Tables ............................................................................................................... 60

430-B07a Sample FICA tax table ............................................................................. 60 430-B07b Fica (Single) Sample Tax Table .............................................................. 62 430-B07c Fica (Married) Sample Tax Table ............................................................ 62 430-B07d Medicare (Single) Sample Tax Table ...................................................... 63 430-B07e Medicare (Married) Sample Tax Table .................................................... 63 430-B07f EIC (Married) Sample Tax Table ............................................................. 64 430-B07g EIC (Single) Sample Tax Table ............................................................... 64 430-B07h Federal (Single) Sample Tax Table ........................................................ 65 430-B07i Federal (Married) Sample Tax Table ....................................................... 65 430-B07j Kansas Withholding (Single) Sample Tax Table ..................................... 66 430-B07k Kansas Withholding (Married) Sample Tax Table .................................. 66 430-B07l Oklahoma Withholding (Married) Sample Tax Table .............................. 67 430-B07m Oklahoma Withholding (Single) Sample Tax Table .............................. 67 430-B07n Unemployment Tax (Single) Sample Tax Table ..................................... 68 430-B07o Unemployment (Married) Sample Tax Table .......................................... 68 430-B07p Additional Information on Tax Computations ......................................... 69

430-B08 Income / Deduction Definitions ............................................................................... 70 430-B08a Income / Deduction / Match Approach ................................................... 70 430-B08b Sample of the Voluntary Type Deduction ............................................... 75 430-B08c Sample of an Income ............................................................................... 75 430-B08d Sample of a Leave Pay Income ............................................................... 76 430-B08e Sample of a Retirement Match ................................................................ 76 430-B08f Sample of Net ........................................................................................... 77

430-B09 Leave Types ............................................................................................................. 78 430-B09a Leave Type Approach .............................................................................. 78

430-B10 Group Life Rates ...................................................................................................... 82 430-B10a Group Life Insurance Approach .............................................................. 82

430-B11 Longevity Parameters .............................................................................................. 87 430-B11a Longevity Set Up and Calculation ........................................................... 88

430-B12 Imaging / Keyword Setup ........................................................................................ 93 430-B12a Select Imaging Data Source ..................................................................... 94 430-B12b Create Imaging Document Types ............................................................ 96 430-B12c Select Keyword Report Data Source ....................................................... 98 430-B12d Create Keyword Document Type .......................................................... 100 430-B12e Assigning Imaging Task Doc Types ...................................................... 102 430-B12f Assigning Keyword Task Doc Types ..................................................... 104 430-B12g Set Automatic Imaging .......................................................................... 106 430-B12h CIC Image Server Setup Information .................................................... 107

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430-B13 Time Center Crosswalk .......................................................................................... 113

430-C00 Employee Information 115 430-C01 Employee Basic Information ................................................................................. 115

430-C01a Employee Basic Information- Function Buttons .................................... 115 430-C02 Employee Information ........................................................................................... 119

430-C02a Employee Information – Maintenance ................................................... 125 430-C02b Employee Information – Report Print Buttons ...................................... 126 430-C02c Employee Print Button - PRHS10 ......................................................... 127 430-C02d Employee Val Button Report ................................................................. 128 430-C02e Employee YTD$ Button - PRPE25-26 ................................................. 129 430-C02f Employee Refresh from HR Button ....................................................... 131

430-C03 Adding an Employee ............................................................................................. 138 430-C04 Deleting An Employee ........................................................................................... 140 430-C05 Searching for Employees ....................................................................................... 142

430-C05a Employee Search by Employee Number ............................................... 143 430-C05b Employee Search by Employee Social Security Number ...................... 144 430-C05c Employee Search by Employee Name ................................................... 145

430-C06 Employee Incomes ................................................................................................. 146 430-C06a Employee Income Establishment Approach ........................................... 146 430-C06b Employee Incomes Additional Information - Field Definitions ............ 150 430-C06c Employee Incomes – Maintenance ........................................................ 153

430-C07 Employee Deductions ............................................................................................ 155 Employee Deduction - Field Definitions ................................................................. 156 430-C07a Employee Deduction Additional Information - Field Definitions ......... 158 430-C07b Employee Deductions – Maintenance ................................................... 161

430-C08 Employee Matches ................................................................................................. 163 Employee Match - Field Definitions ....................................................................... 164 430-C08a Employee Match Additional Information - Field Definitions ................ 166 430-C08b Employee Match – Maintenance ........................................................... 169

430-C09 Employee Leave Information ................................................................................. 171 Employee Leave - Field Definitions ........................................................................ 172 430-C09a Employee Leave - Maintenance ............................................................. 174 430-C09b Employee Leave History – More Button ............................................... 175

430-C10 Employee Check Information ................................................................................ 178 430-C10a Check Copy ........................................................................................... 182 430-C10b Void Check ............................................................................................ 183 430-C10c Find ........................................................................................................ 186 430-C10d Print ....................................................................................................... 187 430-C10e Employee Check – Operations ............................................................... 188

430-C11 Employee Previous Years Inquiry ......................................................................... 189 430-C12 Employee W-2 Inquiry .......................................................................................... 190

430-C12a W-2 Inquiry Approach ........................................................................... 190 430-C12b Employee W-2 Inquiry .......................................................................... 191

430-C13 Employee Direct Deposits ..................................................................................... 192 430-C13a Employee Direct Deposit - Maintenance ............................................... 195 430-C13b Employee Direct Deposit – Set Up for Multiple Accounts ................... 196

430-C14 Employee User Defined Fields ............................................................................... 199 430-C15 Employee Position Inquiry ..................................................................................... 201

430-C15a Employee Position History Maintenance ............................................... 203 430-C16 Employee Maintenance Log .................................................................................. 204

430-C16a Adding An Employee Log Entry ........................................................... 205 430-C17 Establishing a Profile ............................................................................................. 207

430-C17a Profile Income and Deductions .............................................................. 209

iv • Contents CIC Payroll


430-C17b Profile Leaves ........................................................................................ 210 430-C18 New Employee from Profile .................................................................................. 211

430-C18a Required Changes to Employee Record ................................................ 213

430-D00 Checks 214 430-D01 Steps in Processing a Payroll ................................................................................. 215 430-D02 Time Entry ............................................................................................................. 218

430-D02a Quick Time Entry .................................................................................. 225 430-D03 Delete Empty Time ................................................................................................. 226 430-D04 Reset No Time Employees .................................................................................... 226 430-D05 Explode Time Entry ............................................................................................... 227 430-D05 Time Entry Reports – PRCK04 to PRCK07 .......................................................... 229

430-D05a Time Entry Report PRCK04 .................................................................. 230 430-D05b Time Entry Out of Department Report PRCK05 .................................. 232 430-D05b Department Time Entry Approval Report PRCK06 .............................. 233 430-D05c Time Entry Detail Report PRCK07 ....................................................... 234

430-D06 Time Entry Exception Reporting – PRCK15 ......................................................... 235 430-D07 Leave Accrual ........................................................................................................ 236

430-D07a Leave Accrual Set Up – Payroll Compute Process Option .................... 236 430-D07b Leave Accrual Set Up – Menu Option Selected .................................... 237 430-D07c Leave Accrual Calculation ..................................................................... 238 430-D07d Leave Accrual Menu Option ................................................................. 241

430-D08 Process/Computing Payroll ................................................................................. 250 430-D08a Employees Not Being Paid – PRCK25 .................................................. 251 430-D08b Calculating Pay for One Employee ....................................................... 253

430-D09 Print Payroll Registers ........................................................................................... 253 430-D09a Payroll Register Report – PRCK20 ....................................................... 254 430-D09b Payroll Register Earnings – PRCK21 .................................................... 256 430-D09c Payroll Register Deduction Report – PRCK22 ...................................... 257 430-D09d Payroll Register Benefits Report – PRCK23 ......................................... 258 430-D09e Employee’s Not Paid Report – PRCK26 ............................................... 259 430-D09f Payroll Calculation Totals PRCK67c ..................................................... 260 430-D09 g Payroll Register – PRCK 20g-23......................................................... 261

430-D10 Employees Not Paid – PRCK25 ............................................................................ 262 430-D11 Deductions with Future Dates Report – PRCK27 ................................................. 263 430-D12 Department Totals Report – PRCK30 .................................................................. 264 430-D13 Grand Totals Report – PRCK31 ............................................................................ 266 430-D14 Check Register Report – PRCK35 ......................................................................... 267 430-D15 Gross Wages PRCK36 ........................................................................................... 268 430-D16 Employee Leave Reports ....................................................................................... 269

430-D16a Leave Used Report – PRCK45 .............................................................. 269 430-D16b Leave Accrued Report – PRCK46......................................................... 270 430-D16c Leave Balances – PRCK47 .................................................................... 270 430-D16d Leave Balances – Negative PRCK47 ................................................... 272

430-D17 Print Checks and Direct Deposits .......................................................................... 273 430-D17a Print Checks ........................................................................................... 273 430-D17b Print Direct Deposit Slips ....................................................................... 275 430-D17c Print MICR Checks ............................................................................... 277

430-D18 Bank ACH Tape & Register – PRCK50 ................................................................ 281 430-D19 Federal Tax Deposit ................................................................................................ 282 430-D20 Update Files ............................................................................................................ 283 430-D21 Set PreNotes to YES .............................................................................................. 284 430-D22 Accounting Update ................................................................................................ 284

430-D22a Accounting Load Table ......................................................................... 285

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430-D22b Accounting Interface Report – PRCK60 ............................................... 287 430-D22c Accounting by Ledger Report – PRCK61 .............................................. 288 430-D22d Accounting Totals Report – PRCK62d .................................................. 289 430-D22e Accounting Detail - PRCK62 ................................................................ 290 430-D22f Labor Distribution Report – PRCK63 .................................................... 291 430-D22g Labor Distribution Summary Report – PRCK64 ................................... 292 430-D22h Payroll Fund Appropriation Report – PRCK65 ..................................... 293 430-D22i Net Pay Fund Report – PRCK70 ............................................................ 294 430-D22j Payroll Calculations Totals Report – PRCK67 ....................................... 295 430-D22k Claim Ordinance – PRCK66 .................................................................. 296 430-D22l Create Accounts Payable Invoices ......................................................... 298 430-D22m Accounting By Ledger Report with AP – PRCK68 .............................. 300 430-D22n General Ledger Update ......................................................................... 301

430-D23 Clean Up After Update .......................................................................................... 302

430-E00 Time Entry Restricted 303 430-E01 Time Entry – Restricted ......................................................................................... 303 430-E02 Payroll Worksheet – PRTM01 ............................................................................... 304 430-E03 Time Entry ............................................................................................................. 305 430-E03a Time Entry Detail ................................................................................................. 306 430-E03b Time Entry Quick Time Entry ............................................................................. 308 430-E04 Monthly Time Entry ............................................................................................... 310 430-E05 Time Entry Reports – Restricted ............................................................................ 310 430-E06 Lock Out Time Entry ............................................................................................. 311

430-F00 Reports 313 430-F01 Report Menu Options ............................................................................................. 313 430-F02 Report Launcher ..................................................................................................... 314 430-F04 Multi-Organization Reports ................................................................................... 314

430-F04a Payroll Organizational Detail Report – PRLT01 ................................... 315 430-F04b Payroll Organizational Summary Report – PRLT02 .............................. 316

430-F05 Leave Liability Report – PRLT05 ........................................................................... 317 430-F06 Open Checks – PRLT10 ......................................................................................... 320 430-F07 Void Checks Report – PRLT11 .............................................................................. 321 430-F08 Employee Overtime by Department – PRLT14 ..................................................... 323 430-F09 Payroll Expense By Department Report – PRLT15 ............................................... 325 430-F10 Retirement Reporting – PRLT16 & PRLT17 ......................................................... 327 430-F11 Prior Year Wages – PRLT18 .................................................................................. 331 430-F12 Payroll Calculation Totals by Date – PRCK67d .................................................... 333 430-F13 Leave Definition Report – PRLT20 ....................................................................... 335 430-F14 Calendar Report – PRLT21 .................................................................................... 336 430-F15 Tax Definition Report – PRLT22 ........................................................................... 337 430-F16 Department Report – PRLT23 .............................................................................. 337 430-F17 User Tables Report – PRLT24 ............................................................................... 338 430-F18 Cost Center Ledger Report – PRLT25 ................................................................... 339 430-F19 Income Deduction Match Setup Report – PRLT30 ................................................ 340 430-F20 YTD Earnings Report – PRLT32 ........................................................................... 342 430-F21 Longevity Parameter Report – PRLT33 ................................................................. 344 430-F22 Employee By Dept Report – PRLT34 .................................................................... 345 430-F23 Employee Income Deduction Match Set Up Report – PRLT40 ............................. 346 430-F24 Rate Change Log Report – PRLT45 ...................................................................... 347 430-F25 Probation List Report – PRLT50 ............................................................................ 348 430-F26 Income Deduction Match Listing Report – PRLT55 ............................................. 350 430-F27 Missing Cost Center Report – PRLT60 .................................................................. 352

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430-F28 Birthdays by Department – PRLT70 ...................................................................... 353

430-G00 Employee Inquiry 354 430-G01 Employee Inquiry Menu Option ............................................................................ 354

430-H00 Employee History Reports 356 430-H02 Employee Current Pay History – PRHS10 ............................................................ 357 430-H03 Employee Check History Report – PRHS15 ......................................................... 359 430-H04 Employee Time Entry History – PRHS18 and PRHS18s ....................................... 361 430-H05 Employee Hours Worked Report – PRHS20-21 ................................................... 364 430-H06 Employee Check With Hours Report – PRHS22 .................................................. 367 430-H07 Employee Available Leave Report – PRHS23 ...................................................... 369 430-H08 Leave Time History – PRHS24 ............................................................................. 371 430-H09 Employee Deduction Setup – PRHS25.................................................................. 373 430-H10 Employee Benefits Setup – PRHS30 ..................................................................... 375 430-H11 Employee Direct Deposit Setup – PRHS35 ........................................................... 377 430-H12 Employee Wage Set Up – PRHS40 ........................................................................ 379 430-H13 Wage / Withholding History – PRHS36 ................................................................ 381 430-H14 Benefit / Deduction History – PRHS45 ................................................................. 384 430-H15 Earnings History – PRHS50-52 ............................................................................. 386

430-H15a Earnings by Category PRHS50 ............................................................. 387 430-H15b Earnings by Category Summary PRHS50S ........................................... 388 430-H15c Earnings by Check # PRHS51 ............................................................... 389 430-H15d Earnings by Check # Summary PRHS51S ............................................ 390 430-H15e Earnings Gross with Detail PRHS52 ..................................................... 391 430-H15f Earnings Gross Summary PRHS52S...................................................... 392

430-H16 Employee Benefit History – PRHS60 ................................................................... 393 430-H17 Employee Deduction History – PRHS62 ............................................................... 395 430-H18 Employee Detail Pay History – PRHS65................................................................ 397 430-H19 Employee’s Over Max Leave – PRHS70 ............................................................... 400

430-I00 Period End 401 430-I01 Quarterly Reports .................................................................................................... 402

430-I01a Federal Wages – (PRPE02) ..................................................................... 403 430-I01b State Wages – (PRPE03) ........................................................................ 404 430-I01c 941 Report – (PRPE04) ........................................................................... 405 430-I01d 941 Detail Report – PRPE05 .................................................................. 409 430-I01e One 941 ................................................................................................... 411

430-I02 Kansas Quarterly Reporting .................................................................................... 414 430-I02a KPERS Reporting ................................................................................... 415 430-I02b Kansas Unemployment Reporting .......................................................... 420

430-I03 YTD by Department – PRPE15 .............................................................................. 426 430-I04 YTD Grand Totals – PRPE16 ................................................................................. 427 430-I05 Leave Liability Report with KPERS – PRPE21 ...................................................... 429 430-I06 W-2 Processing ........................................................................................................ 430

430-I06a Processing Steps ...................................................................................... 433 430-I06b Re-Add Gross Amts ................................................................................ 434 430-I06c Re-Add W-2 Boxes ................................................................................. 435 430-I06d Print Register .......................................................................................... 436 430-I06e Print W-2’s .............................................................................................. 437 430-I06f Create Media ........................................................................................... 438

430-I07 W-2 Totals Update .................................................................................................. 439 430-I08 Employee YTD Summary – PRPE25-26 ................................................................ 440

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430-I09 Workers Compensation Reporting .......................................................................... 443 430-I09a Workers Compensation Rate Setup ......................................................... 444 430-I09b Workers Compensation Audit Setup ....................................................... 445 430-I09c Workers Compensation and Position Setup ............................................ 446 430-I09d Workmen’s Compensation Income Type Setup ...................................... 447 430-I09e Workers Compensation Reports ............................................................... 448

430-I10 Year End Process ..................................................................................................... 460 430-I10a Year End – What Happens ..................................................................... 460 430-I10b Year End Process – PRPE29 ................................................................... 461 430-I10c Year End Process, Step 1. Year End History Report............................... 461 430-I10d Year End Process, Step 2. Clear Totals ................................................... 463 430-I10e Payroll Year End Checklist ...................................................................... 464

430-I11 Check Redemption (Payroll Only) ........................................................................... 472

Index 477

CIC Payroll 430-A00 Site Parameters • 1


430-A00 Site Parameters General Overview The site parameters are a series of definition forms that create databases used by the application to control its functions and how the program will function at your particular site (location). Each of these definitions is necessary prior to beginning to process a payroll or to enter employees. This documentation should guide you through the setup of the Site Parameters.

2 • 430-A00 Site Parameters CIC Payroll

REPRODUCTION OR QUOTATION, IN WHOLE OR IN PART, IS STRICTLY PROHIBITED. Copyright© 2006 Computer Information Concepts, Inc. (CIC), Greeley, CO 80631 (800) 437-7457.

430-A01 Site Parameters The CIC Payroll application contains a number of user-definable parameters that cause the programs to operate in the manner desired by the users. Some of these parameters cannot be modified, and others are defined for each individual installation. This section in the manual covers how to establish the site definitions and parameters.

430-A01a Site Specific Parameters - Preparation The site parameters are a series of definition forms that create databases used by the application to control its functions. This chapter will assist in establishing how the Payroll program will function. Go to the CIC Payroll Application Main Menu. Click on the “Site” button at the top of the screen. This will advance to the screen shown below. Next, click on the “Site Parameters” option from the left-hand side of the screen. This will advance to the Site Specific Parameters Menu.



430-A01b Site Parameters – Main There are four tabs available at the top of this window; Site Parameters- Main, Organizations, Formats and ACH. The example shown below is the Site Parameters- Main menu. To access the other menus click on the corresponding tab and the window will be displayed. Three command buttons are also located at the top of this window, “OK,” “Exit” and “Help.”

Main Field Definitions

Field/Section Required Explanation Site ID YES This field identifies your site location. This is a

required field and once it has been established it should not be changed.

Organization YES Insert the name of your organization. Note that

this is the name that will appear on the payroll reports.

Address YES Insert the street address as you want it to appear on reports. Enter the Street, City, State,

and Zip Code.



Name of State YES Enter the name of the State. This information is reported on the W-2 Form.

State ID YES Enter the State ID. This is a two letter

abbreviation for your state. I.e. KS, OK, CO and so forth. This is used to identify the state

withholding tables to use for state taxes. Time Entry Period YES Enter the current payroll cycle number.

Normally the first payroll of the year is one and the next one is two, etc. This is the sequence associated with the Calendar entry describing the current time entry period. (Note: the calendar of payroll is located on the Setup menu selection box and later explained.)

Dates YES The information displayed in this field comes

from the Calendar and the dates are associated with the time entry period entered in the previous box. The user cannot change this information on this screen. If a change is needed it must be done in the Calendar.

W-2 Tax Year YES Enter the current tax year (4 digits). Normally this coincides with the calendar year. Reporting Qtr YES Enter the calendar quarter used for reporting of 941 information. This field should contain: 1, 2, 3 or 4.

Multiple FEDID’s NO This is a yes-or-no question which indicates whether more than one federal organization applies. A check mark in this box indicates yes and a blank box indicates no. A “yes” response causes the accounting allocation to be distributed between organizations, however one check is issued.

Distribute Matches NO This is a yes-or-no question, which indicates

whether the matches in each payroll are to be distributed among the Cost Centers which proportionally make up the employee’s income. A check mark in this box indicates yes and a blank box indicates no. A “yes” response causes the matches to be distributed.



Quick Time Entry NO This is a yes-or-no question, which indicates whether the quick time entry method is used. A check mark in this box indicates yes and a blank box indicates no. A “yes” response will allow you to use the quick time entry method. A “no” response will not allow the quick time entry and the long form time method where individual day entries is used.

Pro-Rate Net NO This is a yes-or-no question which indicates

whether the pro-rate net method is used. A check mark in this box indicates yes and a blank box indicates no. A “yes” response will distribute the net amount of a payroll check among the associated Cost Centers. A “no” response will not distribute the net amount of the payroll check among multiple Cost Centers

if the employee is paid from more that one cost center.

Use Alternate Group Life Calc NO This is a yes or no question which indicates

whether the alternate group life calculation will be used. A “yes” response will use this alternate calculation method for group life. A “no” response will use the original calculation method.

Salary Decimals YES Enter the number of decimals used in salary

amounts. Normal entry in this field is 2. Leave Accrual Methods NO Enter “STD” or site name for custom methods. Current Bank Name NO This field is an informational field and is not

updateable, by the user. When payroll checks are generated the name of the bank the checks are currently being written on is displayed in this field.

Current Bank NO This field is an informational field and is not Account Number updateable by the user. During the process in which payroll checks are generated the name of the bank account that the checks are currently

being written on is displayed in this field.



430-A01c Organizations Click on the Organizations tab to access the screen shown below.

Organization Field Definitions Field/Section Required Explanation Date Labels YES Enter the two dates that you would use on

each employee record. It is required that one of these fields is a Birth Date and the second date is user defined.

Currency Labels YES Enter the names of 2 currency fields to use

on each employee record. The user is required to use Yearly Inc (Yearly Income) in one of these fields.

Flag Labels NO Enter the names of two user-defined fields to use

on each employee record.



Note: The CIC payroll application supports multiple organizations (from the federal government’s viewpoint) together within a single payroll. This could occur if your organization had a subsidiary organization with a separate Federal ID. If your organization has more than 26 separate organizations please contact CIC. Below is a sample of the screen with multiple organizations.

Org ID YES Enter an “A” for the first organization. Enter a“B” for a second organization, if multiple organizations will be used, and so on. At least one organization must be entered. Fed ID YES Enter your Federal Identification Number

provided to you by the Internal Revenue Service for your organization. If using multiple organizations, each organization must have a separate Federal ID number entered for each organization.

Org Name/Address YES Enter the name of your organization and

mailing address as it should appear on the W-2 Forms. If using multiple organizations, each organization must have an organization name and address entered.



City/State/Zip YES Enter the City, State and Zip Code for your

organization. If using multiple organizations the user must have the City, State and Zip Code information entered for each organization.

State ID YES Enter your State ID. This is the ID provided to your organization by your State. If using multiple organizations, enter a State ID for each organization.

State EC ID NO Enter your State Employment Commission

identification number.



430-A01d Formats Click on the Formats tab to access the screen shown below.

The information on the screen identifies to the system which format you choose to use when performing the printing functions. Format Field Definitions Field/Section Required Explanation Check Format YES Enter the name of the report file that

represents the check format being used for printing payroll checks in your organization. Once this field is set up it should not be changed unless a new check format has been established.

Check Copy NO Enter the name of the report file that is

used when a copy of the payroll check is printed.

Draft Format NO Enter the name of the report file that is used when an ACH draft is printed. Timesheet NO Enter the name of the report file that is used

when time sheets are printed. At this time a uniform time sheet report has not been developed for quick or detail time entry. Future development will be based upon a format agreed upon by the user groups.



MICR Font NO Enter the name of the MICR font file that is

used when printing MICR fonts on the checks. Postnet Font NO Enter the name of the Postnet font file that is

used when printing Postnet.



430-A01e ACH Click on the ACH tab to access the screen shown below.

ACH Field Definitions

(File Header Record (1)) Field/Section Required Explanation Immediate Destination YES Enter the bank routing number of the immediate

destination. The immediate destination is normally the Federal Reserve Bank in your area and this field would contain the routing number for the Federal Reserve Bank.

Immediate Origin YES This field contains the bank routing number for

your bank where the ACH transactions would originate.



File ID Modifier YES This field normally contains a “D”. Immediate Destination YES This field contains the name of the immediate Name destination bank name. Normally the name of your local Federal Reserve Bank. Immediate Origin Name YES This field contains the name of your bank where the ACH transactions are written.

(Company/Batch Header/Control (5/8)) Field/Section Required Explanation Company Identification YES This field contains a number that identifies your

organization. Often this number is a one (1) followed by your Federal Identification Number.

Originating DFI YES This field contains the originating designated Identification financial institute identification. Often this is the same number as the routing number.

(Entry Detail (6)) Field/Section Required Explanation Trace Number YES This field contains a trace number that is

associated with the ACH Transactions. Often the trace number is the originating bank’s routing number.

(Company Offset (6)): Field/Section Required Explanation Generate Offset NO To generate the off setting banking entry for the ACH into your account, check this box. Company Bank YES Enter the name of your bank. Routing YES Enter the Routing Number of your bank Company Bank Account YES Enter your bank account number. Path YES Enter the path where you want to



Place the data file. i.e. C:\payroll ACH Transfers Note: this file can be renamed so it can be retained if needed.

After the user has completed entering the site parameters on this menu, press the “Exit” button to return to the Payroll Main Menu.



430-A02 Employee Maintenance Log (PRST01-03) STEP 1. From the Payroll Main Menu, click on the “Site” button located at the top of the menu. The “Site” options will be displayed. STEP 2. Click on “Employee Maintenance Log PRST01-03” in order to access the screen shown below.

An Employee Maintenance Log report is a listing generated by the program that will identify the activity of changes which was “logged” within the payroll program on the employee records. From Date Enter the date from which to begin reporting the activity. To Date Enter the date on which to end the reporting of activity. The log report will print the following information:

• Employee ID # • Employee Name • Action • Date/Time • Operator • What Happened

There are three types of reports to select: By Date (PRST01), By Employee (PRST02), Alphabetic (PRST03). Select one of the function buttons at the bottom of the screen to select the type of log report to print. Examples of each report are shown on the following pages.



430-A02a Employee’s Maintenance Log By Date (PRST01) This report is sorted by the action date for the activity within the period you select. See the sample report below.



430-A02b Employee’s Maintenance Log by Employee (PRST02) This report is sorted alphabetical by the employee (the user name of the person) who made the change for the activity within the period you select. See the sample report below.



430-A02c Employee Maintenance Log by Alpha (PRST03) This report is sorted alphabetically by the employee name for the activity within the period you select. See the sample report below.



430-A03 Change Code On occasion you may determine that you wish to change the currently used income, deduction or leave codes and move them to a new code. This menu option is a maintenance tool. We suggest you backup the database prior to making changes using this option, as a safeguard. Below is a sample of the Change Code selection screen.

In the From Code field enter the currently used income, deduction or leave code. In the To Code field enter the new code you want to change to. Then if your code type was an income or deduction code, press the Income / Deduct button to execute the change. If the code type you are changing is a Leave code press the “Leaves” button to execute the code change. You will receive the following message asking you if you are sure you want to continue.

If you are sure and want to continue, press the “Yes” button. If you are not sure and you do not want to continue, press the “No” button and the change request will be cancelled. If you have answered “Yes” to continue, the system will update the code and, when finished, issue you the following message.

Press the “OK” button. The change has occurred and your code used is now the NEW code. Review the employee information to verify the change.



430-A04 Pro-Ration Of Leave

430-A04a Leave Pro-Ration Approach If one or more of the leave definitions use an “Hourly” method for the accrual, then the leave pro-ration definition must be defined. This simple form tells the system what the normal number of work hours are for each department. If you are not using the hourly-method, this segment can be ignored. If using the hourly-method, this element must be defined.

Select the Frequency from the drop-down menu. Select the Department from the drop-down menu. Enter the Standard Hours for the department for the payroll period.



430-A05 User Tables

430-A05a User Table Approach While the forms below indicate User Defined Fields, these tables actually are used to provide pertinent selections on the pull-down lists throughout the application. In most cases, the entries cannot be changed, and should not be changed. In certain cases, additional entries can be added to the table of valid entries. Normally, however, CIC will make suitable changes in these tables, as there is usually code in support of each change. Under no circumstances should entries be removed from the tables.



430-A05b User Table 100 (Valid Payroll Types)



430-A05c User Table 102 (Leave Compute Methods)

430-A05d User Table 103 (Income / Deduction Compute Methods)



430-A05e User Table 104 (Filing Status)

430-A05f User Table 108 (Pay Method)



430-A05g User Table 110 (Bargaining Units)

430-A05h User Table 120 (Tax Table Groups)



430-A05i User Table 140 (Payroll Frequency)

430-A05j User Table 141 (Full time / Part time)



430-A05k User Table 160 (Insurance Coverage)

430-A05l User Table 180 (MICR Fonts)



430-A05m User Table 181 (Post Net Fonts)

430-A05n User Table 182 (Signature Diskette Drive)



430-A05o User Table 200 (More Employee Fields)

430-A05p User Table 210 (OverTime Recompute Categories)



430-A05q User Table 440 (Organizational ID)

430-A05r User Table 900 (Report Launcher)



430-A05s User Table 910(Payroll Group Types)



430-A06 Signature File Location You have the option to print a signature or multiple signatures on the checks. If you wish to use the option to print signatures on checks then the location of where the signature file resides is needed. As shown in the sample screen below, enter the path to the location of your signature file. If you are not using this option then leave the form blank.

Note: CIC recommends that you place the signature file in a security location where access is restricted to authorized users only. In this sample, the check signature file resides on a CD which is kept in a vault until check printing time, then it is removed and used to print checks. After checks are printed the CD is returned to the vault.

430-A07 Reduce Leaves to Max This as a utility tool that is used to reduce the amount of leave accumulated if greater than the maximum accrual amount shown in the leave type. This option will adjust the amount of leave on an employee down and make the amount equal to the amount of the maximum if the employee has an amount greater than the maximum. Caution, this option does all leaves and does not select only one particular leave type. When you open this menu option the following message will appear.

If you wish to proceed and adjust the employee leave amounts down to the maximum accrual amount for the leave, press the “OK” button to continue. If you do not want to proceed with this adjustment, press the “Cancel” button and no adjustments will be made.



430-A08 Renumber – Reset – Readd This area of the menu contains options that are maintenance tools that will assist you when needed. Please read the specific instructions associated with each function to insure you get the results you need.

430-A08a Change Employee Number On occasion, you may find that you have assigned an employee a number and you want the number to be changed to a different number that is not used by another employee. This menu option is designed to assist you in accomplishing this task. We do not recommend that you change employee ID’s during a payroll process. This function should be used after a payroll is posted and before time entry is loaded for the next payroll. This function will update records in the payroll and personnel application using the employee ID.

Enter the current employee ID number in the From EMP # field and enter the new number you want to assign to the employee in the To EMP # field. If you do not want to proceed with making this change, press the “Exit” button. If you want to continue and make the change, press the “Execute” button. When the change has been completed, you will receive the following message.

NOTE: Prior payroll setups included employee ID’s which were the employee’s social security numbers. Due to security reasons we recommend that you no longer use the social security number as the employee ID. This option can be used to change the employee ID from their social security number to a identification you assign.



430-A08b Renumber Jam Checks On occasion, you may have a check that gets jammed in the computer and the paper form is no longer suitable for printing on. In this case, you have a spoiled check. Prior to running the payroll update, you have the ability to enter your spoiled check number in the system. Click on the Renumber Jam Checks option, the following screen will appear. Type in the Spoiled Check Number (in our example the check number would be #78123), then click on the “Execute” button.



430-A08c Renumber One Check (Before Update) If you need to renumber only one check, click on the Renumber One Check option from the menu. Next, fill in the Spoiled Check Number and the New Check Number in their appropriate fields. Click the “Execute” button.

430-A08d Renumber after Update To renumber a check after the update has been performed; choose Renumber After Update from the menu. Type in the Old Check Number, New Check Number or the Employee Name. Once those fields have been filled in, click the “Execute” button.

Caution: This function contains no editing. It finds the old check number in check history and updates the record to the new check number entered. Please verify the number that you wish to change prior to using this function. Changes made to the check numbering using this option does not update check numbers in the Budgetary Fund Accounting application.



430-A08e Reset Accounting If, during the interface process to the GL, you have a problem, this tool is available to allow you to regenerate the accounting entries again. This option performs two separate functions when it is executed. In the first step, the system removes all payroll accounting entries in the accounting table, which is used in the GL update step. In the 2nd step, the system resets the accounting flag on the employee check records, which will then indicate that the transactions associated with the checks has not been interfaced and allows us to regenerate the accounting. In order for this option to work properly, you must enter the EXACT date that is printed on the checks. The user is allowed to reset the accounting for all checks written on that date or for one specific pay group. Select the desire pay group from the drop down box or leave it blank to reset the accounting for all pay groups.

After using this function, return to the payroll checks menu, select the Accounting menu option and begin recreating the entries using Option 1, LOAD TABLE. Continue on through the regular update process.



430-A08f Re-Add MTD / QTD / YTD This is a maintenance tool. On occasion, the need to read the totals for the month to date, quarter to date and year to date will need to be recalculated. When this menu option is selected, the following message will be displayed.

As indicated in the message, this process clears the totals and then re-adds the information for the totals from the employee checks. If you do not want to continue, press the “No” button and your request will be cancelled. If you wish to continue with the process, press the “Yes” button. The system will then clear the MTD, QTD, and YTD amount fields and will re-add the transactions to establish the correct amounts.

430-A08g Backup Database Location During routine processing you may determine that you want to backup the database. This backup is used in addition to a recommended daily backup. In this menu option you should enter the location on your system where you want the backup to be placed when the backup has completed. If the location of your backup is to a file server use a UNC (universal naming convention) path as shown in the sample below. Please note that ALL databases are backed up at the same time to insure that the data saved is complete and includes all other data at the time the save occurred.

Enter the specified location and press the “Save” and “OK” button. Exit when you have completed entering the information you desire to keep.



430-A08h Backup Databases As described on the screen, this option will back-up all databases to the location entered in the box displayed when the “Backup” button is executed. When you open this form the screen will display the default backup location set up in the previous menu option. If you wish to change the location you can type in a new location or continue with the default setting.

After reviewing or changing the location of where you want the backup copy of the database to go, press the “Backup” button to begin the backup. Your screen will provide a message that the backup has begun and ask you to wait before you continue with another function. When the backup has completed the screen will display a message indicating that the backup completed successfully and the message will contain the location of where the backup was placed in the system and is followed by the name of the user who performed the backup and the date and time of the backup. If you find that you need to restore data from the backup, please contact CIC support for assistance to insure that the needed data is restored.



430-A08i Remove Database Backups This option will allow you to remove the older copies of the database Backups that were previously created and you no longer need them. The delete function will allow you to delete by a date range which also includes the time of day. Go to the Site Menu and locate the “Remove Database Backups” menu option.



Select the menu option “Remove Database Backups” and the Cleanup Database back-ups screen, as shown in the sample below, will be displayed.

The Back-up Folder field displays the location that is used by the system to store user backups. This location is designated using the menu option “Default Database Location” which is also on the site menu. The existing backups found in this location are shown in ascending date/time order. These are backups built by users when running the “Backup Database” menu option. These backups are saved with a file name that indicates the date, time and user. Below is a sample of the backup folders saved on the system when the backups are created.



This option will delete the backup copies in the default backup location based upon the criteria entered in the From Date/Time and To Date/Time fields. Enter the desired beginning date, time and AM or PM in the From Date/Time field and enter the desired ending date, time and AM or PM in the To Date/Time fields. Press the “Delete” button to execute the delete of the backups which match your selection criteria. To demonstrate, please note in the sample screen below:

• The default user backup database location is “C:\User Backups\” • There are five (5) database backups on the system, the oldest one is Sally’s on

08/31/2006 at 11:32 and the most recent is sysmgr on 10/06/2007 at 18:31. • We wish to delete the older 2006 backups and completed the From Date/Time and To

Date/Time fields to indicate the desired date range.



Press the “Delete” button to execute the delete function. The system provides the following message showing that two (2) backup sets were deleted.

Press the “OK” button and you will return to the screen. You can make additional selections if needed. When you return to the Cleanup Database back-ups screen notice the two (2) backups previously deleted and no longer found in the backup folder.



Note: If you select the “Remove Backup Databases” menu option and you have not designated a default backup location you will receive the following message.

To resolve the problem, go to the menu option “Default Database Location” and set the location on your system for user backups.



430-A09 CIC Support Tools

430-A09a Modifications This menu option contains information maintained by the CIC staff. It is used when changes are made to the program. The information contained is the revision number, who made the revision, the date the revision was made, the name of the tables, forms, macro, procedures, queries or reports that were modified, and a description of the modification.

430-A09b Testing This menu option contains information maintained by the CIC staff. It is used when changes are made to the program and the testing of the change. The information contained is the name of the staff member doing the testing, the testing date, the testing stage, the release version, the testing procedure used, a brief description of the change, the menu and menu item where the change occurred, and notes for use when the change is released.

430-A09c Installation This menu option contains information maintained by the CIC staff. It is used when changes are made to the program. This contains information related to installing changes at the customer site.

430-A09d Log In This menu option contains a log in screen, which is used by the CIC staff. It is used when changes are made in security and allows the support staff to log in and verify the new security settings.

430-A09e Database Lockdown This menu option is a tool used by CIC support staff, which will allow them to unlock the database and gain access to the supporting data tables, forms, queries, reports and program code when needed.



430-A10 Access Users added in during the site security setup are viewed using this option. The current users with access to your system are displayed on the Site Access screen as shown in the sample screen below.

The fields are as follows: Field Name Description Name The name identifying the user in the system Password This is the password required for logging

in. It is not hidden on this screen. Delete button This is used to remove the user so they will

no longer have access to the system. This removes them as a user from all applications because it is site access. If you want to remove them from an application, this is done in the security setup.



430-A10a User Access For each user that has access to the Payroll application, you will need to identify all of the screens and menu items they are permitted to use in the Payroll application. On the User Menu Definition screen located in Site Parameters, the various options are listed. When you initially set up a user in Payroll and enter this screen, the screen will appear blank for the new user (as shown in the example screen below). To install the default menu set, click on the “Refresh” button on the toolbar by the screen title.

After the Refresh option has been executed, the new user will have the default options as shown in the following example screen. The system will grant the new user ALL menu options and you must uncheck the user field on those menu options that the particular user should not have access to.



The fields as you read across the screen are as follows: Field Description / Function System This field Identifies what system the menu

is associated with. In this case it is “pr” meaning Payroll.

System Menu This field is the reference number of the menu.

Order Order in which this item will display on the screen.

Menu Option Description This field contains the description of the menu option that is displayed.

Macro This field contains the macro that is used for the menu item.

User access? Is this menu item enabled for this user? A check mark indicates that the user is allowed to see and use the menu option.

CIC Payroll 430-B00 Setup • 47


430-B00 Setup This menu contains options that require setup information that relates to how the payroll application will function.

48 • 430-B00 Setup CIC Payroll


430-B01 Setup Time This step is run at the beginning of each payroll to establish which employees are to be paid in the payroll cycle. The option clears any existing time entries and then selects which employees to include in the payroll. The system uses the payroll time period and dates that are displayed on the Site Parameter menu to determine which payroll to set up the time entry for and then adds the employees that meet the criteria of the payroll you want to run. From the Payroll Main Menu, click on the “Setup” button located at the top of the menu. The Site Options will be displayed in the lower window. Click on the “Setup Time” option, this will allow the user to clear the time entries that may exist in the system. When this option is utilized the following message window will appear:

Click on the “OK” button to continue and clear the time entries. Click on the “Cancel” button to exit and the time entries will not be cleared.

Verify the current period to clear is correct. If the current period is not correct, click the “Cancel” button and correct the period in the Site Parameters. Click “OK” to continue. Once the process is complete, the message below will appear.

Click on the “OK” button. The setup time process is complete.



Prior Payroll May Not Be Complete Occasionally, the setup time processes is initiated before the previous payroll has been completed. If this is the case and the setup time process has begun, the system will display the following message.

Click on the “Yes” button to exit setup time. Then return to the Checks Menu and verify the previous payroll has been completed. To continue the setup time process, click on the “No” button.



430-B02 Federal Identification Setup CIC payroll has the capability to accommodate payroll processing for more than one organization. For example, you could have your regular payroll and, in addition, process payroll for another organization that is perhaps a subsidiary organization. The criteria of having multiple organizations within the payroll application are that each organization must have a separate or different Federal ID. Regardless of whether you have multiple organizations, you MUST set up the Federal Identification information for at least one organization using this option. If you completed the information on the Site Menu > Site Parameters menu option > Organization tab, the information previously entered will be displayed. This menu option is provided to allow access to this information without granting access to all the information on the Site Parameters menu option. Click on the Payroll Main Menu and choose “Setup.” The Set Up Menu Options will be displayed. Click on “Federal Identification Set Up” menu option to access the menu shown below:

Use this option to enter your organization’s Federal Identification number if payroll includes wages that are paid by multiple organizations with separate Federal Identification numbers. Use the arrow buttons at the top of the screen to advance to additional organizations. (See Site Parameters- Organizations for the set up of multiple organizations)



Field/Section Required Explanation Organizational ID YES A letter which identifies this organization. The

first entry must be “A”, and each additional entry must be unique.

Federal ID YES The Federal ID for this organization, as provided by the government.

Organization Name YES The name of your organization as you want it to

appear on the W-2. Organization Address YES The address of your organization as you want it to appear on the W-2. City/State YES The City and State of your organization as you

want it to appear on the W-2. Zip Code YES The zip code for your organization as you want

it to appear on the W-2. State ID YES Enter the Organizations State Identification

number as supplied by the organizations state, i.e. State Withholding ID Number.

State EC ID NO Enter the organizations State Employment Commission ID if applicable. Bank Account NO The bank account used for this organization’s

checks and direct deposits.

Continue entering Federal ID numbers for all organizations being used.



430-B03 Departments This menu option provides the ability for you to set up the information on the departments in your organization. The department information is used for reporting purposes. From the Payroll Main Menu, click on the “Setup” button located at the top of the menu. The “Set Up Menu” options will be displayed. Next, click on “Department” to access the screen shown below.

Field/Section Required Explanation Department YES Enter the Department Number. It is important

that department numbers are consistent between Accounting and Payroll.

Department Name YES Enter the name of the Department. Department Head NO Enter the name of the Department Head in this

field. This information is useful on report headings and is also useful in queries.

Org ID YES Enter the corresponding Organization ID for

the department. If multiple organizations are not used, enter an “A” in this field. If multiple organizations are used, see the Organization Tables set up in Site Parameters for additional information.



Dept Group YES Enter a department group number. This number is used to restrict access to specific groups of employees within the payroll application. The department group can be the same on more than one department. For example, user Sally is restricted to see only employees in department group 07. When Sally is using time entry, she will only see employees in department group

07.

Remove NO Gives the user the ability to delete a selected department. Checking is performed against the Employee Table before deletion, verifying that the department doesn’t exist for any employees’ “Pay to Department” value. Removing a department does not remove the Cost Center information. Those have to be deleted using the “Delete” button in the Cost Center form. If the user tries to remove a department that has activity in it, a message box will display: “This Department is in use in the Employee Table. Department will not be deleted.”

ADDITIONAL INFORMATION: The Payroll application can run as a standalone application however it is usually used in conjunction with the Budgetary Fund Accounting application. Often, an account number structure in the Budgetary Fund Accounting application contains a department as a portion of the ledger account number. It is recommended that the department number means the same regardless if it is the Budgetary Fund Accounting System or the Payroll application. If the payroll department number does not exist in Budgetary Fund Accounting you will need to enter the payroll department number in the elements menu option to allow you to select reports by department number.

430-B03a Departments Report – PRLT23 The “Print” button, located at the top of the “Departments” screen, will allow you to print a report of the Department information. Press the “Print” button and the Departments Report PRLT23 will be generated. Below is a sample of the report.



430-B04 Cost Centers This menu is used to set up Cost Centers. A Cost Center is used to associate the proper accounting entries in the ledgers from the payroll process. A Cost Center is often defined for a position or group of employees. It is often helpful to create Cost Center numbers that can easily identify the Cost Center. For example, several users have chosen to use a fund number followed by the department number as a Cost Center code. If you have multiple organizations you will need to set up Cost Centers for all organizations. From the Payroll Main Menu, click on the “Setup” button located at the top of the menu. The Set Up Menu Options will be displayed in the lower window. Next, click on “Cost Center” to access the screen shown below:

Field/Section Required Explanation Cost Center YES Enter a Cost Center number. Must match the

entry in the income/deductions or the time entry. Description YES Enter a description for the Cost Center. Organizational ID YES Enter the organization ID that the Cost Center

is associated with. If multiple organizations are not used, enter an “A” in this field.



Group YES Enter the accounting group. This group is normally identical to the income or deduction ID code. (See the Income and Deduction ID codes in Site Parameters for additional information).

Direct YES Enter the ledger account for the group. Match NO Enter the ledger account for the match transaction. Remember that a match refers to the portion paid by you the employer. If there is

no match, leave the field blank.



430-B04a Cost Center Report – PRSU40 The “Print” button located at the top of the “Cost Center” screen will allow you to print a report of the Cost Center setup information. Press the “Print” button and the Cost Center Report PRSU40 will be generated. Below is a sample of the report.



430-B05 Change Income / Deduction / Match Rates On occasion, you may want to make rate changes that involve several employees. This menu option is available to assist you in making these changes without having to go to each employee’s record and make the rate change.

Enter the name of the income, deduction or match, which you wish to change. Enter the kind (+ meaning income) (-meaning deduction) or (0 meaning match). Enter the old rate. This is the current rate that is in the system. Enter the new rate. This is the amount that you want the rate to be after you complete this change. Click “Execute” and the system will tell you how many records will be updated. The system will update only Active employees. If “Exit” is clicked, no changes will occur.



430-B06 Calendar of Payrolls In order to set up the calendar of payrolls, you must determine the start and end date of each payroll pay period. Set this information for each payroll, one at a time, as needed, or as shown in the sample below, the user can enter the entire year’s payroll cycles. The information entered in the calendar is used when the time period is entered on the site parameter screen. This is how the system knows what pay period you want to run and what employees to include. From the Payroll Main Menu, click on the “Setup” button located at the top of the menu. The Set Up Menu Options will be displayed in the lower window. Next, click on “Calendar” to access the screen shown below:

Field/Section Required Explanation PR Number YES Enter the sequence number of payroll runs

throughout a calendar year, i.e. 1 for first payroll, 2 for second payroll, etc.



Start Date YES Enter the beginning date of the payroll cycle. End Date YES Enter the ending date of the payroll cycle. Employee Group YES Enter up to 2 employee groups that are paid in

this payroll; i.e. S- Salary Employees, M- Monthly Employees.

P/R NO YES Enter the payroll number of the month; i.e. 1 for the first payroll of the month, 2 for the second payroll of the month and so on.

Voluntary? YES Check this box if the voluntary deductions (non- tax deductions) are withheld from the employees checks on this payroll. Leave the box unchecked if they are not deducted on this payroll. I.e. If your organization only withholds the voluntary deductions on the second payroll of the month, then the first payroll will not be checked but the second one would be checked.

Direct YES Check this box if ACH (Direct Deposits) occur on this payroll. Do not check this box if they do not.

It is important that the employee groups and payroll check numbers in a period be identified properly to avoid duplication and to provide for all functionality of the system. CIC recommends the following methods of identifying groups of employees and checks in a period:

Groups: A - normal group for payrolls B - secondary group of employees C - tertiary group of employees Checks in Mo: 1 - first check in month 2 - second check in month 3 - third check in month 4 - fourth check in month 5 - fifth check in month Note that a bi-weekly payroll would have checks 1, 2, 3 only. A monthly may have only checks 1, with an occasional 2 for exceptions. Note also that this naming method carries over to the income definitions and the leave definitions as well, and the Group is shown on each employee record.



430-B07 Tax Tables This menu option is where the needed tax tables are entered and maintained. To access this option, from the Payroll Main Menu, Click on the “Setup” menu button and the Set Up menu items will be displayed. Select the “Tax Table” option. The screen below will appear. This screen will allow the user to create and update tax tables. The user will find the information to update these tables from the Circular E and from the Department of Revenue and from the State Withholding Publication for your state. Each tax table has a code and a basis, i.e. US-Fed Single, US-Fed Married, etc. Once the user has determined which code to update, they can continue on by typing in all of the fields based on the information looked up previously. Follow through all fields and click “Save” when finished updating each table. To move back and forth through tables, click on the < > arrows.

430-B07a Sample FICA tax table

• Establish a table for both married and single. Field/Section Required Explanation State Code YES The ID for the state, or the standard entries

defined on the screen. Basis YES The type of filing method used for this group of

employees. The first character must match the entry in the deduction for each employee (Married = M).



Min Tax NO The minimum amount of tax on any amount of yearly income.

Max Tax NO The maximum amount of tax on any amount of

yearly income. Base Exemption NO The base exemption amount for this tax table.

This is the base amount regardless of the number of exemptions claimed.

Exemption Amt NO The amount of exemption for each dependent

(including the employee). Step YES A sequential number indicating in which order

the steps are considered. Start with 1. I.e. 1,2,3, From Amt YES The minimum amount on this line of

computation. Note that this structure matches the federal tax tables for yearly amounts.

To Amt YES The maximum amount on this line of

computation. Note that this structure matches the federal tax tables for yearly amounts

Flat Tax YES The amount of tax if the yearly income is exactly

the ‘from’ amount on this line. Can be zero. + Percent YES The percentage to use for computation against

all monies over the ‘over’ amount. Note that 15% is entered as 15.00

Over Amt YES The bottom amount of the computation. Usually

this figure equals the ‘from’ amount.

NOTE: Below are samples of the various tax tables. This information is provided in this documentation for demonstration purposes and the tax tables are always subject to change. Please be sure and check your tax withholding booklets to verify the information you enter is correct.



430-B07b Fica (Single) Sample Tax Table

430-B07c Fica (Married) Sample Tax Table



430-B07d Medicare (Single) Sample Tax Table

430-B07e Medicare (Married) Sample Tax Table



430-B07f EIC (Married) Sample Tax Table

430-B07g EIC (Single) Sample Tax Table



430-B07h Federal (Single) Sample Tax Table

430-B07i Federal (Married) Sample Tax Table



430-B07j Kansas Withholding (Single) Sample Tax Table

430-B07k Kansas Withholding (Married) Sample Tax Table



430-B07l Oklahoma Withholding (Married) Sample Tax Table

430-B07m Oklahoma Withholding (Single) Sample Tax Table



430-B07n Unemployment Tax (Single) Sample Tax Table

430-B07o Unemployment (Married) Sample Tax Table



430-B07p Additional Information on Tax Computations The system uses the following method to compute taxes using the steps listed below:

1. Compute the yearly income applicable to this type of tax. Yearly income is usually the per-check income multiplied by the number of checks in a year.

2. Locate which step applies by finding a line where the yearly income is not less than the ‘from’ amount and not greater than the ‘to’ amount.

3. The base tax is the ‘flat tax’ amount + the percentage times the (yearly-’overamt’).

4. Add the exemption amount by multiplying the exemption amount by the number of claimed exemptions.

5. Produce the per check tax amount by dividing the resulting amount by the number of checks in the year.

6. Compare the amounts against minimum and maximum amounts if pertinent. 7. Add any “extra” amount stored on the employee’s deduction record.

Please contact CIC if additional assistance is needed with tax computations.



430-B08 Income / Deduction Definitions

430-B08a Income / Deduction / Match Approach The establishment of the possible incomes and deductions for the operation of this payroll is the key definition. It is important to understand that all incomes, deductions and matches must be established in this area, in order for them to be assigned to any employee. Each type of income that an employee can have in the organization must be established in this parametric area before anyone can receive it. Similarly, each type of deduction must be established along with pertinent matches if appropriate. There are no limits to the numbers of deductions, incomes, or leave types that can be established and used in the system. Notice that the entries are all made using the same form with a type identifier attached to identify an income (+), a deduction (-) or a match (0). It is important to spend time in advance to establish exactly what codes are to be used for what types of incomes and deductions. Further, remember that this system also accounts for the matching amounts paid on behalf of an employee (such as Medicare match and FICA match), so they must be defined as well. While you may already have definitions, perhaps consistent with an existing system, a structure similar to the information shown below is recommended: Incomes: SAL Salaried Income HRLY Hourly Income OT Overtime OT1 Second Type of Overtime SIC Sick Leave Taken VAC Vacation Time Taken Deductions: FED Federal Income Tax FIC FICA Taxes STA State Taxes (if pertinent) MED Medicare Taxes HEALTH Health Insurance Deduction RETIRE Retirement Deduction Match: FIC FICA Matching Amount

MED Medicare Matching Amount RET Retirement Matching Amount



Below is a sample of the FICA Deduction.

Field/Section Required Explanation Inc/Ded ID YES The ID for the income, deduction or match. This is an alphanumeric field.

Type YES This field must contain one of three

valid types: + for Incomes - for Deductions 0 for Matches

Description YES Enter a suitable description for this

income/deduction/match. Remember that some forms use short descriptive printing, so make the

front of the description pertinent. I.e. FICA Rate NO The default rate to be used on setup of a new

income or deduction. Can be overwritten

Method YES Select the method from the drop down box. There are numerous methods available to select



from, below are some examples: Comp – compensatory time EIC- earned income credit Fed- Federal Withholding Tax FICA- Fica tax computation Flat- flat amount Garnishment- garnishment Hrs- hourly amount Ins- insurance IRSG- IRS garnishment Life%$-% deduction/gross rnd $1000 Life- Group Life Flat Medic- Medicare Computation Perc- Percentage Sal- Salaried Amount State- State Tax Car- Car Allowane 457- 457 Perc of (Gross-Pension)

Max Per NO A maximum amount which is inserted into the

income or deduction at the employee level from the setup. Can be overwritten.

Max Yearly NO A maximum amount which is inserted into the

income or deduction at the employee level from the setup. Can be overwritten.

Vendor ID NO Enter the Accounts Payable Vendor ID if you want the automatic generation of invoices to vendors to reflect the payment of the liability amounts. If you do not want invoices created in Accounts Payable leave the Vendor ID field blank.

Exempt From YES/NO Buttons to indicate whether this income or

deduction is exempt from consideration in the various forms of taxes and pensions. If set, the income/deduction is not considered in the computation of the taxes and retirement.

Valid Payroll Types YES The payrolls in the month in which this income

or deduction is considered. Should contain 1,2,3,4,5 or nothing. This entry equates to the calendar.

W-2 Box NO Enter the box on the W-2 where this number is



accumulated. For example, income amounts usually appear in Box 1, Federal WH in Box 2, FICA deduction in Box 4, Medicare Deduction in Box 6, KPERS in Box 14 and State Withholding in Box 18.

Accounting Group YES This field contains the name of a group you wish

to associate together when creating Cost Centers to that identifies the accounting entries. This field is often the same as the income, deduction or match definition.

Default Use NO A yes-or-no entry indicating whether this

income is included in the default time entry process. If marked yes, this type of income will default on the time entry screen for employees assigned the income type. This is used in the incomes.

Default Type for New Employee

NO A yes-or-no entry indicating whether this code will automatically be brought into the employee record when the “Add Default Incomes/Deductions/Matches” option is selected on the employee screen.

Income Only ----------------------------------------------------------------------------------------------------- Check Leave NO The leave code to check before allowing income

of this type to be paid to the employee. Should contain the leave area of accumulation. For instance, if the income is Sick leave, this should contain the sick leave type (perhaps SIC).

Factor +/- NO The factor to use in aggregating to the leave for this income. If the income reflects time earned,

this should contain a positive number. If the income reflects time used, this should contain a negative factor.

Percent of Reg NO The percentage of this income relative to the

normal pay rates for an employee. Standard salary or standard hourly is 100, and other factors are higher or lower. A standard overtime, for instance, which is 1.5 times regular, would contain a 150 in this field.



Reduce Salary? YES/NO Check this box if the salary amount is to be

reduced by this income type. Deferred? YES/NO Check this box if this income type is deferred.

Extraordinary YES/NO A yes-or-no indicating whether this income is

included in the normal computation of the gross income for a year, or whether this is a one time income which is added after the yearly gross is computed.

ReComp YES/NO Select from the drop-down box a re-compute

method if applicable. Deductions Only---------------------------------------------------------------------------------------------------- Priority NO The priority to be used if the employee does not

have enough money to fund all deductions. Taxes are always ‘1’, but others of higher number are removed from the payroll until the net amount is not negative. 1 is the highest, 10 is the lowest.

Insurance Related NO A button indicating whether this is an insurance

related deduction. Used to determine whether additional information is gathered for this deduction (like dependents and plans).

Pension NO A button indicating whether this is a

retirement/pension related deduction. Used for allocations of retirement for multiple corporations and printed on W-2.



430-B08b Sample of the Voluntary Type Deduction

430-B08c Sample of an Income



430-B08d Sample of a Leave Pay Income

430-B08e Sample of a Retirement Match



430-B08f Sample of Net Note: You must build one of these to hold your net check amounts.



430-B09 Leave Types

430-B09a Leave Type Approach As with other definitions within this application, the leave definitions permit any number of leave types to be defined. Each type of leave that is accrued or accumulated must be defined within this segment. Typical entries are: SIC Sick Leave VAC Vacation Leave COMP Compensatory Time Accumulator PERS Personal Leave HOLI Holiday Leave Each of the leave types must be defined in this portion of the site parameters. If there are multiple means of accumulating leave, more than one of each type might be required. The amount of the accumulation is normally computed from the longevity of the employee, and thus more than one leave type is not required to accomplish that difference. A good example of the accrual steps might be something like: For the first 5 years, accrued at 8 hours per payroll. For the next 5 years accrued at 5 hours per payroll. The steps would then be: 0 (Days) 1825 (Days) 8.0 1826 (Days) 3650 (Days) 5.0 And so on. Each step has a maximum accrual amount that indicates this is the most an employee on this step can accrue. If the employee must work a number of days before he/she can begin to accrue (not use) leave, then the starting days on the steps might be a higher number. In the sample below, the employees do not wait and begin accruing vacation leave immediately.



Option: Leave Accrual Executed from Menu Option. The leave accrual can be run by the system during a normal payroll process as shown in the previous sample screen. The accrual would occur when payroll types 1, 2, 3 or Z is run. However, you have the option of adding leave accrual hours by using a menu option to accrue leave. If you choose to execute the accrual when needed then your setup would be similar to the next sample screen, where the valid payroll type fields are blank because the accrual happens when you take the menu option. If you have valid payroll types in the setup and use the leave accrual menu option, the leave earned will be doubled because the system performed both functions.



Field/Section Required Explanation Leave Type YES The identification assigned to this leave

type. Try to use an identifier that will easily be understood (SIC, VAC, COMP).

Description YES A more lengthy description of the leave type. Wait Days NO The number of days the employee must be

employed before they are eligible to begin earning the accrued leave.

Compute Method YES A pull-down list of the various methods and

timing of the accrual of leave. Typical entries are “Payr” which means each payroll, or “Hrs” which means that the hours are prorated based on the number of hours worked (up to the standard number of hours). “Month” means each month and “Year” means once at the beginning of the year.



Acctng Method NO If it is decided to expense leave accruals (as the leave is accrued), then this element identifies which ledger groups to use for the accounting entries. If the user does not wish to build accounting entries for the liability of leave earned, leave the field blank.

Valid Payroll Types YES The payrolls of the month that this leave is

accrued. Normally, this will include all valid payrolls (1..2..3... etc), but must be consistent with the policy.

From Days YES The lowest number of days of employment to obtain this rate of accrual.

To Days YES The highest number of days of employment to

obtain this rate of accrual. Leave Accrual Rate YES The number of hours of accrued leave added to

the available leave for an employee Max Accrued NO The maximum amount of hours permitted to be

carried forward for an employee on a schedule that is defined by the operator.



430-B10 Group Life Rates

430-B10a Group Life Insurance Approach Many organizations offer life insurance to their employees at an attractive rate or which is included within a benefit plan. The IRS says that any life insurance taken by an employee that exceeds $50,000 in value must be considered in the income of the employee. (This is often referred to as Section 79) The value of the insurance premium for the amount above $50,000 is taken as an income (so that taxes are withheld from it). Under normal conditions the rate structure is defined by the IRC (Internal Revenue Code) Sec 79 and can be included within the structure shown on this form.

The premise behind this calculation is that the US Tax Code wants employees to pay taxes on what they consider the value of group life insurance in excess of $50,000. For example, if you have (paid for by the employer) $85,000 of group life insurance coverage to an employee, you would have to calculate the value of this benefit to the employee. In this case, the excess coverage would be $35,000 ($85,000 - $50,000). This does not mean the employee will pay taxes on an additional $35,000 of taxable income. It means the employee will pay taxes on the VALUE of the $35,000 group life benefit.



In order to calculate the imputed taxable income for the employee, you must use the table as described by the IRS. It is important when using this table and calculating the imputed taxable income to note that you must use the AGE OF THE EMPLOYEE AS OF THE END OF THE CURRENT CALENDAR YEAR. Field/Section Required Explanation Deduct ID YES An identifier which matches the match definition

using this rate for computation of the amounts for each payroll. In our sample, 444 is a match name Imputed Income. The match 444 is assigned to employees who qualify for this match.

Description YES A more complete description of the life

insurance policy. Day of Year YES The day of the year on which the computation of

the age of the employee is computed. If you enter the date as 12/31/1999 the system will change this to the current year automatically and you will not have to go in each year and adjust this field.

Excess if $ YES The amount of life insurance which is included

without financial impact on the employee. IRS defines this amount. Normal entry is $50,000 but is subject to change by the IRS.

Perc of Income YES The percent of the normal income of the

employee that is used to define the insurance coverage amount. For example in the State of Kansas, the KPERS benefit match paid by governmental enties is one and a half times the amount of an employees annual salary. This would be entered as 150. So, when calculating the amount of the insurance coverage benefit, the system multiplies the employees annual salary by 1.5



Number Times/ Year NO While the deduction for this insurance could occur on each payroll, this figure indicates the number of times per year that this deduction is taken. In our sample, the payroll is bi-weekly and we enter 26 to represent the number of payrolls per year. A special feature is built in; If you run multiple types of payroll, for example you pay some employees monthly and another group of employees bi-weekly or semi-monthly, leave this field blank and the computer will use the frequency of the payroll it is processing to determine the number.

Round Up To NO The rounding level used in the coverage

computation, to account for the differences in the yearly income entries. To have the coverage rounded to the nearest $1.00, enter $1.00 in this field.

From Years YES The lowest number of years for this rate. These

figures are obtained from suitable IRS levels based on the age of the employee.

To Years YES The highest number of years for this rate. Cost /$1000/ Month YES The multiplier against the number of thousands

of coverage that defines the value of the premium being paid for each month.

Maximum Amts NO Two (2) fields used for computations of maximum amounts in some state’s definitions.

Extra Fields NO Up to eight additional fields used for individual

state methods.



How this calculation works: For demonstration purposes, Employee Jane Doe is paid an annual wage of $ 48,000 as determined by the yearly salary field in her employee income screen. Therefore the group life insurance coverage benefit you provide her is one-and-a-half times her annual salary ($48,000 x 1.5= $72,000). The benefit is calculated at $72,000 by the system. The system now takes the calculated benefit of $72,000 and subtracts $50,000 shown in the Excess $ field of the Group Life screen and determines the amount of insurance coverage in excess of the IRS $50,000 exemption ($72,000 less $50,000 =$22,000). The $22,000 is the taxable excess value. The system then determines that Jane will be 47 at the end of this calendar year by using the current year and her birth date shown in her employee record. The system views the steps in the Group Life setup and determines that Jane’s age falls in the step range of 45-49 years and the rate is $0.15 The system then takes the amount of Jane’s excess insurance ($22,000) and multiplies it times the rate of .15 (fifteen cents) per thousand ($22,000 divided by $1000 = 22; 22 x .15 = $3.30). So, Jane owes $3.30 for one month. However, our sample payroll is bi-weekly and this rate is monthly. So now, the system takes the $3.30 per month and multiplies by 12 and arrives at $39.60 per year and then divides by 26 (number of payrolls per year) and then arrives at $1.52 as the amount of imputed income to add to the payroll on Jane. Jane’s taxable income is then increased by $1.52 on the payroll and then taxes are calculated on a gross pay amount that is adjusted by the imputed income. Alternate Group Life Calculation: The Alternate Method of calculating the group life benefit uses the same Group Life Insurance table as the original method. The only difference is how the annual salary is calculated. The original method uses the amount listed in the yearly salary field of the employee record. The alternate method uses the wage amount from the time entry screens to project annual salary. To begin using this method be sure the “Use Alternate Group Life Calc?” checkbox in the Site Parameters is checked. Then process payroll as normal. Below is sample calculation using the same information as above for employee Jane Doe with one exception, Jane Doe’s time entry screen shows that she will be paid a gross amount of $2,000 this pay period (even though her yearly salary field shows $48,000.)

Therefore the alternate group life insurance coverage benefit you provide her is one-and-a-half times her annual salary ($2,000 x 26 x 1.5= $78,000). The benefit is calculated at $78,000 by the system. The system now takes the calculated benefit of $78,000 and subtracts $50,000 shown in the Excess $ field of the Group Life screen and determines the amount of insurance coverage in excess of the IRS $50,000 exemption ($78,000 less $50,000 =$28,000). The $28,000 is the taxable excess value.



The system then determines that Jane will be 47 at the end of this calendar year by using the current year and her birth date shown in her employee record. The system views the steps in the Group Life setup and determines that Jane’s age falls in the step range of 45-49 years and the rate is $0.15 The system then takes the amount of Jane’s excess insurance ($28,000) and multiplies it times the rate of .15 (fifteen cents) per thousand ($28,000 divided by $1000 = 28; 28 x .15 = $4.20). So, Jane owes $4.20 for one month. However, our sample payroll is bi-weekly and this rate is monthly. So now, the system takes the $4.20 per month and multiplies by 12 and arrives at $50.40 per year and then divides by 26 (number of payrolls per year) and then arrives at $1.94 as the amount of imputed income to add to the payroll on Jane. Jane’s taxable income is then increased by $1.94 on the payroll and then taxes are calculated on a gross pay amount that is adjusted by the imputed income.



430-B11 Longevity Parameters Longevity is a pay type that is sometimes paid to employees based upon how long the employee has been with the organization. The employee record contains a longevity date. The system has the ability to calculate the amount of longevity based upon the parameters defined in the following menu. Enter the Income ID. (A valid Income Definition match is needed) Enter the Description. Enter the From Date and To Date. Enter a Flat Amount OR a Percentage. In the sample below, if an employee has not worked over 1825 days (5 years) they will not get longevity. If the employee worked at least 5 years and up to 6 years they will get a flat amount of $15.00 per period. If the employee worked 6 years to 7 years they will receive the flat amount of $20.00. Then employees working over 7 years will get 3% of their pay as longevity “Long” income type.



430-B11a Longevity Set Up and Calculation There are three basic areas to establish in setting up longevity pay in the system. Step 1. The first step is to establish an income definition for a longevity pay. Go to the Setup Menu, and select the Income/Deduct Definition option. Enter an income definition for Longevity pay. Below is a sample of this setup. Note, the pay type is a “+” income, so the method must be “LONG.” This pay is normally reflected in box 1 of the W2.



Step 2. The second step is entering the Longevity Parameters. Go to the Setup Menu and select the Longevity Parameters option. Enter the matching Income ID you assigned in Step 1. Add a description. Complete the From Day and To Day fields to represent the time an employee works for a particular step in longevity pay. Enter the flat amount or a percentage. The percentage amount of 2 percent is entered simply as 2. Below is a sample of a longevity parameter setup.



Step 3. The third step is to add the longevity information on the appropriate employee records. Go to the Employee Menu and select the Employee Info menu option. On the basic Employee screen, enter the date you want to use to begin calculating longevity from for the employee in the Longev Date field. In the sample screen below, this date is shown as the same date as the employee employment and seniority date, however this can be a different date if needed. In the Longev No field enter a zero (0) to indicate that you wish to include the calculation of Longevity during the payroll compute process.



Go to the Income tab and add “Long” pay to the employee. This information is displayed on the first line of the sample employee below. For demonstration purposes, the rate of zero was entered. This field will be updated to the correct amount after the payroll compute process is completed.

Sample of employee income record prior to computing payroll. Continue adding the information on the employee records for all employees which qualify and should receive longevity pay. When the “Process-Compute” option is executed during the payroll processing the system will calculate the longevity pay amount for the associated employees. The system will use the employee longevity date as the employee starting date. The system calculates the number of days worked and then locates the appropriate step in the longevity parameters to determine the amount of longevity pay for the employee. The sample employee, “Sam Anyone,” has a longevity date of 8/4/1998. If the payroll is computed on 11/01/2009 the employee has worked 4,103 days. Based on the Longevity Parameters, Sam would qualify in the 3rd step, From day 3,651, To Day 5,475 with the amount of $20.00.



After the “Process-Compute” is completed, the employee record is updated. The amount of Longevity Pay on the employee is updated to the correct amount. See the sample screen below. Notice that the correct rate of $20.00 has replaced the previous rate of $0.00 which was originally entered.

Sample of employee income record after computing payroll. During this payroll, the system also included $20.00 in Sam’s current pay as shown by the amount of pending pay shown for his Longevity Pay. By clicking on the “More” button, located to the left side of the screen for “Long” pay, the pending amount is shown on the additional information screen as shown in the sample screen below.



430-B12 Imaging / Keyword Setup

The imaging portion of this menu allows you to establish the settings for users to attach to outside images as a record. The keyword reporting section allows you to establish the methods for the system to capture a report, in image form, and then index the report with keywords to allow you to search the reports data when needed. The bottom section, imaging setup, is the area of the system where you establish the imaging and keyword task document types used in your organization.



430-B12a Select Imaging Data Source On the Imaging and Keyword Report Setup screen click on “Select Imaging Datasource.” The following screen will appear. On this screen you will select the datasource for imaging. This data source name will need to be obtained from your IT Dept or CIC Personnel who set up the Image Database. ( IT Dept note: a clean Image database can be obtained from the CIC Image Server CD )

The first question on the screen is asking what type of data source you want to use. You have two choices. The first option is to use standard database files using Microsoft Access. The second choice is using an ODBC database using SQL Server, Oracle or another such data source. Click on the database source option you will be using. The second part of the screen is where you will select the data source name (often referred to as DSN) to connect to the SQL Server data. The data source is selected from the drop-down which will display the DSN available at your location. In our sample we have named the data source “finance image.” You will complete the User Name and Password to your SQL Server if applicable. Some locations may use Windows NT authentication where the User Name and Password they use when logging on their PC or network is used and others may use SQL Server authentication. Place a check mark in the Use Trusted Connection box to use the users Windows NT authentication or enter the User Name and Password you wish to use.



The last question on the screen asks if you wish to image everything. In the drop down box you have three possible choices.

1. No- this means, when a new document is created, do not ask the user if they want to create an image.

2. Yes- this means that, when a new document is created, you want the system to

automatically open the image screen and allow the user to acquire an image, view an image, edit an image, or delete an image.

3. Ask- this means that you want the system to ask the user every time if they want to open the image screen and allow the user to acquire an image, view an image, edit an image, or delete an image.

• The normal response chosen by users is the “Ask” option.



430-B12b Create Imaging Document Types This menu option allows you to set up the type of source documents you wish to use. This is similar to establishing how you would identify a document and place it in your filing cabinet. You determine what you want to name the document (what your file folder label would say) and then tell the system where you want to store the images (what filing cabinet and what drawer you put the file folder in). These document types are normally scanned documents from an outside source. On the Imaging and Keyword Report Setup screen click on “Create Imaging Document Types.” The following screen will appear. This is where the user creates their document types. Document Types can be created for each type of document you will be imaging. i.e. Reviews, Drug Test, Education, Skills and Licenses documents etc. The user or IT Dept will need to create directories in a designated location where the documents will be saved.



When the “New Type” button or “Edit Type” button is clicked the following screen is displayed.

Instructions for filling out the Document Type screen: Document Type ID: Make this as abbreviated as possible – this will be an abbreviated description of the Document Type. This field can contain up to 10 characters and can not be duplicated.

Description: Can be more descriptive and longer to fully describe the Document Type. This description can be up to 50 characters in length. Default Image Path: This points to the Directory where the Images will be stored. This is the path to the Directory created as instructed above. After this information is entered one time, it is stored and you can use the Browse function to locate this path when setting up other document types, if needed.

These step will need to be completed for each Document Type desired. After a document type has been created you can edit or change this information, if needed, by selecting the “Edit” button on the screen. The screen also contains a “Delete” button. Caution should be used when deleting document types. You will receive a warning message after you press the “Delete” button. The delete function will remove the document type and all pointers established in the system that are associated with the images. It does not delete the images, however, you will no longer have a method to access the images without recreating the indexing to the records.



430-B12c Select Keyword Report Data Source

This menu option is where you establish your system setting on how the Keyword Report function will work. The first question on the screen is asking what type of data source you want to use. You have two choices. The first option is to use standard database files using Microsoft Access. The second choice is using ODBC database using SQL Server, Oracle on another such data source. Click on the database source option you will be using. The second part of the screen is where you will select the data source name (often referred to as DSN) to connect to the SQL Server data. The data source is selected from the drop-down which will display the DSN available at your location. In our sample we have named the data source “MunKeyword.” You will complete the User Name and Password to your SQL Server if applicable. Some locations may use Windows NT authentication where the User Name and Password they use when logging on their PC or network is used and others may use SQL Server authentication. Place a check mark in the Use Trusted Connection box to use the users Windows NT authentication or enter the User Name and Password you wish to use.



The last question on the screen asks if you wish to image everything. In the drop-down box you have three possible choices.

1. No- this means, when a new document is created, do not ask the user if they want to create an image.

2. Yes- this means that, when a new document is created, you want the system to automatically open the image screen and allow the user to acquire an image, view an image, edit an image, or delete an image.

3. Ask- this means that you want the system to ask the user every time if they want to open

the image screen and allow the user to acquire an image, view an image, edit an image, or delete an image.



430-B12d Create Keyword Document Type Again, this menu option allows you to set up the type of source documents you wish to use. This is similar to establishing how you would identify a document and place it in your filing cabinet. You determine what you want to name the document (what your file folder label would say) and then tell the system where you want to store the images (what filing cabinet and what drawer you put the file folder in). The Keyword document types are used for reports and not scanned images from an outside source.

To enter a new source document type, press the “New Type” button and Index Document Type Properties screen, as shown in the sample screen below, will open.



In the document type id field enter what you wish to name your document type. This field can contain up to 10 characters and can not be duplicated. In the description field enter a description of the document. This description can be up to 50 characters in length. Enter the default image path. This is the location of where you are placing the image records on your system. * Note, after this information is entered one time, it is stored and you can use the browse function to locate this path when setting up other document types if needed. After a document type has been created you can edit or change this information if needed by selecting the “Edit” button on the screen. The screen also contains a “Delete” button. Caution should be used when deleting document types. You will receive a warning message after you press the “Delete” button. The delete function will remove the document type and all pointers established in the system that are associated with the images. It does not delete the images however you will no longer have a method to access the images without recreating the indexing to the records.



430-B12e Assigning Imaging Task Doc Types Now that you have established the various types of image documents in the system, you will need to set up and assign which images you want to access from the various applications. The module ID represents the applications such as AP for Accounts Payable, BA for Budgetary Fund Accounting, RE for Cash Receipts, TP for Taxes Payable, PR for Payroll and HR for human resources. Next, there are task names and descriptions of the specific tasks. The tasks are used to determine what you want the system to display when you press the “Image” button on a menu in an application such as AP. On the Imaging and Keyword Report Setup screen click on “Assign Imaging Task Doc Types.” The following screen will appear.



The user will select a task and click the “Assign” button. When the “Assign” button is clicked the following screen is displayed. This is a list of available document types which you created earlier.

Place a check mark by all the Document types for which you will be scanning documents. Continue the steps until they you have completed making the assignments.



430-B12f Assigning Keyword Task Doc Types This menu option is where you will assign report groups to the Keyword Documents types which you set up in a previous step.

There are three report groups previously defined and they are displayed on the left-hand side of the screen.

1. Accounts Payable Reports 2. Budgetary Accounting Reports 3. Cash Receipting Reports



On the right-hand side of the screen are the available keyword document types that you established in a previous step.

Expand the report group by pressing the + sign. Select a specific report by clicking on the report name. Press the “< = >” button in the center to make the report assignment as shown in the sample screen above. Press the “Manage” button to add new document types if needed. One keyword document type can be assigned to several reports. A report can only be assigned and have only one keyword document type.



430-B12g Set Automatic Imaging

This menu option will allow you to turn on the “Imaging Option” and allow you to automatically create images of many reports and scanned documents used for data entry. If the box is check the option is turned on. If the box is uncheck the option is turned off. • Note: The imaging and keyword functions work in conjunction with the CIC Image Server and

Keyword software applications. Additional information on this software is available in other CIC documentation. Please contact CIC to request additional information if needed.



430-B12h CIC Image Server Setup Information After the above items are complete, users will need to have rights assigned to the Document Types setup in the CIC Image Server. Open Image Server and click on Administration.

The following sign-on screen will appear and a system administrator will need to sign in.

A message will appear saying “Access is Granted.” At this point, once again, click on Administrator and go to Manage Users and the following screen will appear.



Assign appropriate rights to each user for each Document Type that they will need to access.

Once these items are set up then, you are ready to start imaging employee documents. IMAGING In the Payroll Application, open the Employee Record of the employee for which you have documents to image.



Imaging can then be completed by clicking the “Image” button while in the Employee Record. When the “Image” button is selected, the following screen appears.

There are four options on this screen: New Image: This is for a new scan of an image. View Image: This is to view an image which was previously scanned Edit Image: This option is used to edit an existing image. Delete Image: This option is for deleting and existing image. When one of these options is selected the following screen appears and the user will choose the document type for which the image will be scanned and saved.



When a Document Type is selected CIC Image Server will automatically open and the following screen will appear.

To acquire (scan) an image, select the “Scan Document” button on the upper-left toolbar. Your image will scan and appear in the Image Server Window. Once the image is scanned you will want to type a description for the document in the Description Field on the upper toolbar of Image Server.



Assigning a description will allow the user to determine later which document they want to view if there are more then one document, per employee, per document type.

When you are ready to save the scanned document click on the “Save and Close Document” button. If another document needs to be scanned for an employee in the same Document Type, choose New Image and the following screen will appear.

If you are adding a new image, choose “Yes” and then scan the document as explained above.



If you want to edit or rescan an existing image, choose “No” and the following screen will appear with the documents which have already been scanned and descriptions assigned. Select the document you want to edit or re-scan.

The above screen will also appear when you choose View Image, Edit Image, or Delete Image and will allow you to choose which document image you want to view, edit or delete.



430-B13 Time Center Crosswalk This menu is utilized if your location has purchased the Time Centre Time and Attendance Application. This option allows you to set up the Time Centre transaction type, pay type and time type and associate the employees’ hours with the payroll income code. This information is used to direct the transactions from the Time Centre application to payroll.

Import Time Centre Data Select the Import Time Centre Data option and the following screen will appear.



Enter the Time Centre File location in the field or use the “…” button to the right of the field to browse for the file. Click on the “Import” button to start the import process. Imported Time Centre Data Reporting PRTC02 To review the time imported from Time Centre, click on the Imported Time Centre Data Reporting PRTC02 option. The system will display a report listing the information imported. Time Centre Update to Time Entry Once the import time entries have been reviewed for accuracy, select the Time Centre Update to Time Entry option.

Click on the “Update” button to move the Time Centre information into Time Entry.

CIC Payroll 430-C00 Employee Information • 115


430-C00 Employee Information 430-C01 Employee Basic Information The payroll related information on an employee is contained in this section of the system. Information relating to the employee demographics, income, deductions, matches, leave balances, position history are just a sample of the information gathered under this menu option. Employee maintenance is performed in this area as well.

430-C01a Employee Basic Information- Function Buttons The main form for employee information contains a large amount of data on each employee. To access this information click on the “Employees” menu button on the main menu and menu options will be displayed as shown in the sample screen below.

116 • 430-C00 Employee Information CIC Payroll


To access the employee records, click on the “Employee Info” menu option. You will advance to the employee selection screen, as shown in the sample below.

The employees can be limited by status. Click on the drop down box and choose from A – active, I – inactive and T – terminated. One specific employee can be selected from the Specific Employee drop down box. The user can also type the last name of the employ as seen below.

In the screen above, “any” was typed into the field. The system returned the rest of the employee name as highlighted in black.



Click on the “Execute” button once the selection criteria have been entered. Click on the “Exit” button to return to the main men.

Once the employee screen is displayed, there are several options located at the top of the screen.



Pressing a function button on this bar will execute a function. Below is a brief description of each function.

Button Description of Action to Take

OK Causes the record, as shown on the screen, to be saved to the database. There will not be a change noticed on the screen that is seen by the user.

New Causes the module to move into Insert mode, permitting the user to enter employee information. This does not provide for entry using the profile, and forces the user to enter all information about the employee and all of the required sub-records.

EMP# Causes the system to begin a search (Find) process for the employee identification number. The search has specific functionality permitting direct searches for the entire field, partial information, or just a piece of the data. The Find will display the pertinent record, and permit the user to select the next record, or to keep the one just found.

NAME Causes the system to begin a Find process on the name of the employee. The user can search and find on the full name, partials, or pieces using the normal functionality. In the blank field type the name or part of a name you wish to locate and then press the “Name” button.

SSN Causes the system to begin a Find process on the social security number of the employee. The user can search and find on the full name, partial, or pieces using the normal search functionality.

Delete Removes the employee main record entirely from the database. Questions the user about the delete function, and requires the operator to confirm the process. Do Not use this button, unless an erroneous record has just been created and no financial transactions have been made for the employee.

Exit Closes the form and returns to the menu function.

< > Movement to various records in the database. Note that the database records are provided in the order they are entered, not in any other order (for speed reasons). The "<" moves to the immediate previous record. The "<<" moves to the first record in the database. The ">" moves to the next record and the ">>" moves to the last record in the database.

HELP Help function; provides assistance using standard Windows help methods.

Image Image functions are available using this button. From this option you can add a new image, view an existing image, edit an existing image or delete an image.



430-C02 Employee Information The information relating to the employees is accessed by selecting the “Employee Info” menu option from the Employee Menu. Below is a sample of the Employee Information Screen.

Information relating to each employee is available as shown above. Note that the screen displays the Employee tab and 11 other tabs containing information relating to the employee are also available. Clicking on the various tabs will allow you to access the other areas of information on the employee. At the top of the screen is the function button options that provide you the ability to navigate among the employee records or perform specific functions relating to employee records as previously described.



Employee Information - Field Definitions Each of the fields in the form shown above has a specific purpose. For accuracy purpose, each field is described below. Field/Section Required Explanation Employee ID YES This field contains the identification number

that is used by the system to identify each employee. This field is alpha numeric and is

nine (9) characters long. Name YES The first field contains the first name of the

employee and any middle initial or names he/she wish to use. Capitalize the first character.

Name YES The second field contains the last name of the

employee and is used for alphabetic searches. Capitalize the first character.

Status YES Contains a single-character field that describes the status of this employee’s checks. It can contain the following:

A = Active, gets a check I = Inactive, no check, kept at year-end

T = Terminated, deleted at year-end P = Profile, does not get checks

Address YES Contains the mailing address for the employee,

and the location printed on the W-2. These fields are not inserted as part of the profile build.

City YES Contains the city portion of the mailing address

for the employee.

State YES Contains the two-character code for the state where this employee lives, and is taxed. Note that this field is also used to describe which state tax table to use.

Zip Code YES Contains the zip code portion of the mailing address for the employee.



Home Phone NO Home phone number for the employee. This field can be formatted as 620-555-5555 or something similar in a consistent manner.

Work Phone NO Phone number for the office, which may include the extension number. This field is larger than the home phone number.

SSN YES Social Security Number as assigned by the

federal government. Contains nine digits and is entered without dashes. The dashes are added in the format of the field by the system after entry.

Frequency YES Contains one of the system-defined entries for the frequency of this employee’s payroll. This is a pull-down field selection and must contain one of the following entries.

Weekly Bi-Weekly Semi-Monthly Monthly

Pay Group YES Contains a user-defined code that associates all of the employees who are to be paid together into a group.

Pay Type NO Contains a user-defined code that can indicate a specific type of pay if you choose.

Default Cost Center YES Contains one of the user-defined entries for the

Cost Centers, which this employee’s costs are charged to in accounting. While the actual accounting entries come from the individual incomes, deductions and leaves, this field is the source for the default field contents.

Department YES Contains one of the user-defined entries for the departments within the organization. This field is used to sort and print checks (for distribution)

and for basic reporting purposes.



Security Group YES Contains a user-defined code that associates the employees together in a department group which is used by the security to allow

specific users access to a set group of employees. This is used to restrict access of this employee by non-authorized users.

This PR YES A Yes/No box indicating whether this employee

is being included in the current payroll. If the box is checked, the employee is included. If the user doesn’t want him included in this payroll, uncheck the box. Likewise, if an employee does not meet the group constraints, the user can force them into this payroll by checking the box.

Direct? NO A Yes/No box which indicates whether a direct deposit entry exists for this employee. Note that this box exists whether or not the deposit is the net amount from the check.

Prenote? NO A Yes/No box which indicates whether the

prenote has been done for this employee’s direct deposit. This check box cannot be changed from this screen.

Salary or Hrs YES A field that indicates what the default

conditions for this employee’s pay is. The valid entries are:

SAL = Salaried HRS = Hourly COMM = Commissioned

Work Comp NO This field contains the workers compensation code that is the primary code for the employee. Sub Dept YES This field is an optional field that is used to

contain a sub-department number. A sub- department is a breakdown of a department into separate sub-departments. If sub-departments

are not used enter a zero (0) to indicate none. Do not leave the field blank.

Job Class NO This field contains the job class of the employee. In the system, job class has the same meaning as position. If you are using the Personnel Application, the job class code on the employee



in the Payroll system should be consistent with the position associated with the employee in the Personnel system.

Employment Date YES The actual date of employment for this employee.

Seniority Date NO An optional date used for computation of seniority-based functions if it exists. Normally used to indicate an "adjusted" date when an employee’s employment has been interrupted. Suppose an employee worked with the organization and then left. If he returned on 1-1-94, but had been employed for five years previously, then the seniority date could be set to 1-1-89.

Term Date NO A date of termination for this employee, if

he/she has left the employ of the organization. This should be blank if employee is still employed.

Term Reason NO A one-digit code which indicates why this employee left the organization. Valid entries are:

R= Retired L= Left

Longev Date NO A date that represents when the employee is considered hired for the purpose of calculating

longevity.

Longev No. NO A zero (0) is entered in this field if you wish to

calculate longevity during the payroll compute process.

Birth Date YES The date the employee was born.

Hire Date YES The date the employee was hired.

Position Date NO The date the employee began working in the current position (job class).



Daily Hours NO This field contains the number of hours the employee is expected to work each day.

Anniversary Date YES This field contains the date considered as the

employee’s employment anniversary. This date is used in the leave accrual calculation process.

Title NO This field contains the title of the position that

the employee is currently working in. It will hold up to 30 characters.

Full/Part NO This field contains the information that indicates if the employee is full or part-time. Enter “F” for full time or “P” for part time.

Yearly Salary NO This field contains the expected yearly or annual salary of the employee.

Yearly Hrs NO This field contains the expected number of hours

the employee works in a year. Job Step NO This field reflects the current step in the Pay Scale of the employee.

Bargain Unit NO A user-defined code that indicates which

bargaining unit this employee belongs to. Should be blank if bargaining units are not used.

Pending Gross Pay NO This field is informational only. During a Payroll process, after the compute step has completed, this field will reflect the Pending Gross Pay of the employee for the payroll in process. Gender NO This field reflects the gender of the employee.

Enter “F” for female and “M” for male.



430-C02a Employee Information – Maintenance As described in the first portion of this section, the buttons at the top of the form control which maintenance operation is performed. Without using the buttons, perform modification by over-writing into specific fields the information to change. The default, therefore, is modification (update) mode. Creation of a new employee record is done using this form, or more efficiently created in the personnel application and passed to payroll.

Order Description of Action to Take

New Employee

New (1) Click the New button at the top to put the program into data entry mode.

(2) Enter the information about the employee, making sure to enter all of the required fields.

(3) Click the “OK” button to save the employee’s record. If the employee ID number already exists the user will see an error message.

(4) Create the incomes, deductions, and leave entries to give the employee something to base the check upon. If this additional information is not entered, the employee will not be available for the computation.

Update an Existing Employee Record

Update (1) Locate the field to change. Click the cursor on that field. Note that the employee ID cannot be changed using this method, as the other information will not be revised. There is an Employee ID change option included in the site parameter area of the menu for this function.

(2) Make the change as desired in the entry field. If pertinent, the system will mandate a suitable entry (as from a pull-down list).

(3) From the Log tab, click on the “Enter Log Entry” and enter any Notes to reflect changes that have been made to the employee record or any additional information to keep track of.

Removal of an Employee Record

Delete (1) Be sure this employee record should be deleted. If any financial transactions have occurred, the user should not delete the record. Note also that this button removes the employee entirely from the system and the process can not be reversed. Warning messages are provided and edits to guide you in using this function. See the Deleting An Employee section of this document.



430-C02b Employee Information – Report Print Buttons The system can provide reports on a specific employee from the basic employee screen. Go to the Employee Menu and select the Employee Info option. You will advance to the employee screen as shown in the sample below.

At the bottom of the screen there are 3 report function buttons: “Print”, “Val” and “YTD$” and three action button, “Refresh from HR,” “Add Default” and “Add Default W4.” Pressing these buttons will produce reports on the employee.



430-C02c Employee Print Button - PRHS10 When the “Print” button is pressed the system will produce a report titled Employee’s Income / Deduction / Match. The report number is PRHS10. This report contains information on the employee’s earnings, deductions and benefits by period of the current year. Below is a sample of the report.



430-C02d Employee Val Button Report When the “Val” button is pressed the system will produce a report titled Employee Balancing Report that is used to validate the information on the employee. This report contains information on the employee’s earnings, deductions and benefits by period of the current year. This information is compared to the employee’s check history and if differences are found they are reported at the end of the report. Below is a sample of the report.



430-C02e Employee YTD$ Button - PRPE25-26 When the “Print” button is pressed the system will produce a report titled Employee Summary Report PRPE25 and Employee Summary Report Breakdown PRPE26. The report PRHS10 is a summary of the information on the employee’s earnings and deductions for the year, subtotals for the employee are provided. The detailed information that supports these totals is found on the report PRHS10 which is executed from the “Print” button. When the employee’s report PRPE25 is built the system automatically builds a second report, Employee Summary Report Breakdown - PRPE26, which provides the summary information on the Employee. Below are samples of those reports. One employee (PRPE25):



All Employees (PRPE26):



430-C02f Employee Refresh from HR Button The “Refresh from HR” button is located at the bottom of the employee screen. This button is used to refresh the information on the payroll employee screen (record) with the information on the same employee in the Personnel Application. When this button is pressed it will update the information on the existing employee in Payroll with the existing employee information from Personnel. The following fields of information are updated on the employee payroll records when this option is used: address line 1, address line 2, city, state, zip code, anniversary date, home phone, business phone, job class, position date, step, department, workers comp code, birth date, and gender. When the button is pressed the following message will be displayed. Press “Yes” to continue or “No” to cancel the request.



430-C02g Employee Add Default Incomes / Deductions / Matches The “Add Default” button is located at the bottom of the employee screen. This button is used to add default incomes, deductions and matches to a new employee record. The incomes, deductions and matches with the “Default Type for New Employees?” field checked in the Income/Deduction definitions will be placed automatically in their corresponding tabs when this function is used. Below is a sample of a new employee. No incomes, deductions or matches have been created for him.

Select the “Add Default” button located on the Employee Tab and the following message will appear.



Click “No” to exit and not load the default incomes, deductions and matches. Click the “Yes” button to load the default incomes, deductions and matches. The system will let you know when the process is complete.

Click on the “OK” button. Below is a sample of the Deductions tab after the defaults have been loaded.

The system will load the current date as the start date, 12/31/2020 for the end date and the cost center as defined in the Employee tab for the cost center.



430-C02h Employee Add Default W-4 Information This function allows the user to assign default W-4 information to the deductions and matches. Below is a sample deductions screen without any W-4 information.

Click on the “Add Default W4” button on the Employee Tab. The following screen will appear.



Enter the employee’s filing status as “M” for married or “S” for single. Enter the number of dependents claimed. If the employee has designated additional federal or state withholding be taken out of his check, enter the extra amounts in the corresponding fields. Click the “Exit” button to return to the employee record. Click the “Execute” button to continue.

In our example, Joseph Doe is Married with five dependents. He would like an additional $15.00 withheld for federal tax and an extra $10.00 for state tax. After clicking on the “Execute” button, the deduction and match fields are populated with this information as seen on the next page.



To locate the amounts entered in the extra fields, select the “More” button on the FED deduction line. Note the Extra field now has $15.00 in it as seen below.



Select the “More” button on the STATE deduction line. The $10.00 is properly displayed in the extra field as seen below.



430-C03 Adding an Employee The program allows the user two entry options when adding a new employee to the payroll system. The employee can also be added in the Personnel Application and passed to the Payroll Application. The first option is shown below where the information is entered into the blank fields. The second option is covered in another section of this manual, “Create Employee from Profile.” The second option uses position profile and supplies information from the profile so that all information does not have to be entered each time. Go to the Employee menu and select the Employee Info option. Press the “New” button at the top of the screen to initiate the add new employee function. The system will display a message box indicating the next numerical ID available and ask if you would like to use it for the next employee ID.

If you wish to continue and use the ID number displayed, press “Yes”. A blank employee screen will be displayed with the ID number field completed. If you do not want to use this number press the “No” button and the blank employee screen will be displayed with the ID number field blank as shown in the sample below.



If you enter an existing Employee ID, the following message will be displayed. Press the “OK” button and enter a new Employee ID that does not already exist.

Continue by entering the information about the new employee, making sure that all of the required fields are entered. Complete the information on the other employee tabs as needed to establish the new employee. You will need to enter the income, deduction and matches which are applicable to the new employee. Be sure to enter the rates and start dates. You will need to enter any applicable leave to the new employee and establish the Direct Deposit information if needed. Additional information on the other employee information screens is available in other sections of this document.



430-C04 Deleting An Employee On occasions users may wish to delete an employee, however, caution should be used when performing this function. When a delete function is completed the employee is removed entirely from your system and this process cannot be reversed. The system has edits in place to assist with this function. When you press the “Delete” button you will receive the following warning message.

If you attempt to delete an active employee you will receive the following message.

As indicated in the message, an employee with an Active Status cannot be deleted. Press the “OK” button to return to the employee screen. If you attempt to delete an employee with a Terminated Status with current year history you will receive the following message. You are prevented from removing an employee with history in the current year.

Press the “OK” button to return to the employee screen.



If you attempt to delete an employee with a Terminated Status without current year history you will receive the following WARNING message. You are warned that if you continue with the delete process your prior year reports will no longer be accurate.

If you wish to stop your request, press the “Cancel” button. If you wish to continue with the delete request you will receive the following message when the employee is removed from your system.

The employee is no longer in the system and all information on the employee has been removed.



430-C05 Searching for Employees To locate the information on a specific employee, go to the Employee Menu and select the Employee Info option. Select the “All” radio button and “Execute.” You will advance to the employee screen as shown in the sample below.

A function bar is located at the top of the menu and it contains 3 (three) separate search functions. You can search by the employee number, social security number or name.



430-C05a Employee Search by Employee Number From the employee screen, press the Emp# search button located at the top of the screen. When the button is pressed a “Find” box will be displayed as shown in the sample screen below.

In the Find What field on the pop-up box, enter the number of the employee you want to find, then press the “Find Next” button. The system will perform the search function based on the information shown in the other fields of information on the screen. In the above example, we are searching for Employee ID 1. The system will look in the Emp# field and will match the whole field and search all fields as formatted. When the search is completed you will advance to the record of the employee if the employee matching the number entered is found.



430-C05b Employee Search by Employee Social Security Number From the employee screen, press the SSN search button located at the top of the screen. When the button is pressed a Find box will be displayed as shown in the sample screen below.

In the Find What field on the pop-up box, enter the social security number of the employee you want to find. And press the “Find Next” button. The system will perform the search function based on the information shown in the other fields of information on the screen. In the above example, we are searching for employee social security number 111-11-1111. The system will look in the SSN field, and will match the whole field and search all fields as formatted. You can adjust your search if needed and search by the start of a field if you only know the beginning portion of the social security number. When the search is completed you will advance to the record of the employee located.



430-C05c Employee Search by Employee Name From the Employee screen, enter the employee last name or the beginning portion of an employee last name in the blank area located in the button bar at the top of the screen. Press the “Name” button to begin your search by name function. The system will display a Name Search window that displays all employees for you to select from. In the sample below, “Anyone” was entered into the employee blank area and the name search box displays the employees found relating to this name.

Press the “Select” button located on the right side of the desired employee. The system will then advance you to the employee record of the employee selected.



430-C06 Employee Incomes

430-C06a Employee Income Establishment Approach The only method of providing income to an employee is by attachment of income types to an employee record. Each income record has specific characteristics, which control how that income is computed, and when. * Note that the incomes and deductions have almost exactly the same characteristics, except that the incomes add and the deductions subtract. Otherwise, they operate basically the same. Each type of income must be individually attached to the employee’s record either manually or by the profile creation. The total income for an employee is made up of all of the individual incomes tallied, with consideration to those that are exempt from taxes or pensions. Additional information is available in the following topics:

Employee Incomes - Field Definitions Employee Incomes - Maintenance

Below is a sample screen showing the Income for an employee. Notice that the incomes, deductions and matches are shown on separate screens.

When the “More” button is pressed next to a specific income on the employee income screen, as shown on the previous page, additional information for this type is displayed as shown in the sample



below. The “More” button was pressed on the 102- NEX: Regular Hours shown by the arrow in the previous screen sample. The Additional Information for this income is displayed in the pop-up window as shown below.

When the “More” button is executed, the Additional Information screen is displayed for that particular deduction type. Below is the specific information and field definitions. Employee Incomes - Field Definitions Field/Section Required Explanation Inc/Deduct YES The code category for the income that is being

associated with this employee. This field is matched to the income / deduction definitions (see site parameters), which provide the basic computational controls.

Type YES Select the income type from the drop-down list. After the selection is made the field is populated with you income type and the associated “+” sign is added. Only incomes defined in the



system are displayed in the drop-down list. + is an income

Description Supplied by the computer from the description in the income/deduction definition. These are established in setup.

M/S YES A box that contains information that indicates M- meaning married or S- meaning single. This

information is used on figuring the deductions and is ignored on income type deductions.

# YES A box that contains the number of

deductions only if this line contains tax related deductions. Not pertinent for incomes.

Std Hours YES The default number of hours that an employee works for this income. Normally, this is the standard hours for bi-weekly, weekly or other pay. If the income does not have the "default" flag set in its definition, this field does not apply.

Rate YES This field can contain a number of entry types, depending on the method used in computing the income / deduction. Normally it is an hourly or salaried rate, but it can contain a percentage field (e.g.: pension) or multiplier (car allowance

days) if appropriate. The rate entered here is used for the computation.

Cost Center YES A Cost Center code, which indicates

where this income is charged in the accounting system. Should match a project or position definition in the accounting structure, if using accounting interfaces, it must be entered, and cannot be blank.

Start Date YES The first date that this income could be

considered for inclusion in the computation. Note that this date need only be included within the begin-end range of the payroll cycle to have this income considered. It does not pro-rate.

End Date YES The last date that this income could be



considered for inclusion in the computation. Note that this date need only be included within the begin-end range of the payroll cycle to have this income considered. It does not pro-rate. This field will also display in red if the end date is prior to the current date so the user can easily identify incomes that are no longer active.

Operations Buttons

“More” This button is used to advance to the additional information screen relating to the deduction type selected. The information on this screen is described in detail elsewhere in this document.

"Remove" This button is used to remove an income from the database, and should be used only if no current YTD dollars are related to this income. To remove / stop an income, set the start and ending dates so that the income is not considered in this computation.



430-C06b Employee Incomes Additional Information - Field Definitions

Field/Section Required Explanation Rate YES This field can contain a number of entry types, depending on the method used in computing the income / deduction. Normally it is an hourly or salaried rate, but it can contain a percentage field (e.g.: pension) or multiplier (car allowance

days) if appropriate. The rate entered here is used for the computation.

The rate is also available in the previous screen.

Interim NO This field is not currently used.

Extra YES This field contains the amount of any extra applying to this deduction type. For example, if the deduction type was the state tax withholding deduction and the employee wants to have an

extra $10.00 deducted from his check the $10.00 is entered in this field on his state tax deduction.

Pending YES This field contains the amount pending for this particular deduction type. Once the payroll has been calculated, a pending amount is created.



The amounts remain pending until the payroll is written to history. Amounts shown in this field are the amounts currently in the payroll in process.

Max YES The maximum total income from this line that

this employee can earn each year. This field will begin with $0 indicating no maximum, but will permit the operator to insert another maximum. Normally this field is used to restrict incomes when a grant or other artificial maximum is required. Similarly, it is used in deductions for "goals" and other expiring amounts.

One Time YES A dollar field, which indicates any extra amount that will be added to this income. It can contain any figure, and will be included in this income each computation.

Job Class YES This field is automatically populated with the

Job Class in the Employee Information screen. To change this field, you must change the Job Class in the Employee tab.

MTD & QTRS YES The Month To Date and Quarter 1 to 4 fields contain the information on the total amount for this particular deduction type on the employee.

The system will maintain this information and should not be adjusted by the user.

YTD YES The amount of this particular deduction type

accumulated in the current calendar year. Fiscal YES The amount of this particular deduction type that has accumulated in the current fiscal year, if your fiscal year is different from the calendar

year.

YTD Hrs. YES This field will contain the year to date hours if on income type deductions. LTD YES This field contains a life to date amount when applicable.



Start Date YES This field is automatically populated with the Start Date in the Income screen. To change this field, you must change the Start Date in the Income tab.

End Date YES This field is automatically populated with the

End Date in the Income screen. To change this field, you must change the End Date in the Income tab.

Cost Center NO A Cost Center code, which indicates

where this income is charged in the accounting system. Should match a project or position definition in the accounting structure, if using accounting interfaces, it must be entered, and cannot be blank. If the employee has a pay type that is split amount various Cost Centers the information is entered here.

Std Percent NO When an employee has a split income that is allocated to various Cost Centers, it can be split

by a percentage. Enter the Cost Center in the previous field and the percent that you want for the Cost Center in this field. Note, the percents entered must equal 100 percent.

It is important to understand the function of the starting and ending dates in the income definition. These dates determine whether this income is included within the computation or not. Only one day must exist within the range of the payroll cycle for this income to be included: The logic of the dates is: Income Start: 1-1-94 Income End: 2-28-94 Cycle of 2-15-94 to 3-1-94 Includes this income Cycle of 3-1-94 to 3-15-94 Not Included Cycle of 12-17-93 to 1-3-94 Includes this income



430-C06c Employee Incomes – Maintenance


To Add an Income to an Employee

1. Scroll the existing entries up until a blank line appears.

2. Position the cursor on the first field, which is a pull-down, into the income definitions. Choose the appropriate one.

3. The plus sign "+" will be added in the type field. The plus sign constitutes an income. Similarly a "-" indicates a deduction, and a "0" entry indicates a match.

4. The description will be displayed. The cursor will be placed in the date field.

5. If this is an hourly rate or a salary, enter the standard number of hours this employee will work in the pay period.

6. Enter the rate. For the incomes that are salary, this should be a salaried rate, for hourly employees, enter the hourly rate. For overtime, enter that rate, etc.

7. The system will automatically assign the cost center using the default cost center in the Employee screen. The cost center can be changed at this point but the system will display a message stating “Additional Cost Centers Exist. Press More to Verify.” Click on the “OK” and continue to change the cost center. Once the cost center is changed, the system will verify the cost center entered is defined in the Year End Menu. If the cost center is not valid the system will display a message stating “Invalid Cost Center.” Each income must have a valid entry in this field.

8. Enter the starting and ending dates. Note that the system will include today as the starting date. Verify the dates and adjust as appropriate. If needed, press the “More” button and update information on the additional information screen.

To Update an Existing Income Entry

1. Scroll the income down until the pertinent entry is displayed.

2. Place the cursor on the field that is to be changed. Make the change.

3. The module will still require that your entry meet the characteristics constraints. Note also that setting a maximum, which has already been reached will only stop this income, and will not remove previously paid income.

4. When the user moves to another field, this change is written to the database. Move to another field by using one of the “Go to” buttons at the bottom of the form, or by clicking on another field.



Deletion of an Income Record

1. First, examine the "More" button to be sure that this income has no money whatsoever in the YTD field. If there is no money involved within this income for the current year, then it can be removed. The system will not allow you to delete an income if there is current year activity.

2. Place the cursor on the line to remove. Make sure the correct line is selected; click the “Remove” button.

3. The module will confirm the user wants to delete this entry. If yes, answer “OK.”

NOTE: The best means of removing an income or deduction entry is to set the dates so that it is no longer considered in the computation. This preserves your options and avoids removal of entries, which might be pertinent in the year-end process.



430-C07 Employee Deductions The only method of providing for taxes and other voluntary deductions for an employee is by attachment of deduction types to an employee record. Each deduction record has specific characteristics, which control how it is computed, and when. Note that the incomes and deductions have almost exactly the same characteristics, except that the incomes add and the deductions subtract. Each type of deduction must be individually attached to the employee’s record either manually or by the profile creation. Additional information is included within the following topics:

Employee Deduction - Field Definitions Employee Deduction - Maintenance



Employee Deduction - Field Definitions Field/Section Required Explanation Inc/Deduct YES The code category for the deduction that is associated with this employee. This field is

matched to the income / deduction definitions (see site parameters), which provide the basic computational controls.

Type YES After the user selects or enters the deduction, this field will be populated with a minus sign. “-“ is a deduction

Description Supplied by the computer from the description

in the deduction definition. These are established in setup.


information is used on figuring the deductions and is ignored on income type deductions.


deductions only if this line contains tax related deductions.

Std Hours YES The default number of hours that an employee works for this income. This is valid on income types and is not usually completed on deductions.

Rate YES This field can contain a number of entry types, depending on the method used in computing the deduction. The deductions shown in the sample screen are taxes and no rate is entered. However, if you have a flat amount deduction the rate should be entered in this field. If you have a percentage type rate, the percent should be entered in this field. Cost Center YES A Cost Center code, which indicates

where this deduction is charged in the accounting system. Should match a project or position definition in the accounting structure, if



using accounting interfaces, it must be entered, and cannot be blank.

Start Date YES The first date that this deduction could be

considered for inclusion in the computation. Note that this date need only be included within the begin-end range of the payroll cycle to have this deduction considered. It does not pro-rate.

End Date YES The last date that this deduction could be considered for inclusion in the computation. Note that this date need only be included within the begin-end range of the payroll cycle to have this deduction considered. It does not pro-rate. This field will also display in red if the end date is prior to the current date so the user can easily identify deductions that are no longer active.

Operations Buttons

“More” This button is used to advance to the additional information screen relating to the deduction type selected. The information on this screen is described in detail elsewhere in this document.

"Remove" This button is used to remove a deduction from the database, and should be used only if no current YTD dollars are related to this deduction. To remove / stop a deduction, set the start and ending dates so that the deduction is not considered in this computation.



430-C07a Employee Deduction Additional Information - Field Definitions


days) if appropriate. The rate entered here is used for the computation. The rate is also available in the previous screen.

Interim NO This field is not currently used. Extra YES This field contains the amount of any extra applying to this deduction type. For example, if the deduction type was the federal tax withholding deduction and the employee wants to have an extra $25.00 deducted from his check the $25.00 is entered in this field on his federal tax deduction.





Max YES The maximum total income from this line that this employee can earn each year. This field will begin with $0 indicating no maximum, but will permit the operator to insert another maximum. Normally this field is used to restrict incomes when a grant or other artificial maximum is required. Similarly, it is used in deductions for "goals" and other expiring amounts.

One Time YES A dollar field, which indicates any extra amount that will be added to this income. It can contain any figure, and will be included in this income each computation.

Job Class YES This field is automatically populated with the Job Class in the Employee Information screen. To change this field, you must change the Job Class in the Employee tab.

MTD & QTRS YES The Month To Date and Quarter 1 to 4 fields contain the information on the total amount for this particular deduction type on the employee.


YTD YES The amount of this particular deduction type

accumulated in the current calendar year. Fiscal YES The amount of this particular deduction type that has accumulated in the current fiscal year, if your fiscal year is different from the calendar

year.

YTD Hrs. YES This field will contain the year to date hours if on income type deductions. LTD YES This field contains a life to date amount when applicable.



Start Date YES This field is automatically populated with the

Start Date in the Deduction screen. To change this field, you must change the Start Date in the Deduction tab.

End Date YES This field is automatically populated with the

End Date in the Deduction screen. To change this field, you must change the End Date in the Deduction tab.

Cost Center NO A Cost Center code, which indicates where this income is charged in the accounting system. Should match a project or position definition in the accounting structure, if using accounting interfaces, it must be entered, and cannot be blank. If the employee has a pay type that is split amount various Cost Centers the information is entered here.

Std Percent NO This field is used when splitting incomes. On deductions this field is not completed. It is important to understand the function of the starting and ending dates in the deduction or match definition. These dates determine whether this entry is included within the computation or not. Only one day must exist within the range of the payroll cycle for this deduction or match to be included: The logic is this: Deduction Start: 1-1-94 Deduction End: 2-28-94 Cycle of 2-15-94 to 3-1-94 Includes this deduction Cycle of 3-1-94 to 3-15-94 Not Included Cycle of 12-17-93 to 1-3-94 Includes this deduction



430-C07b Employee Deductions – Maintenance


To Add a Deduction to an Employee


2. Position the cursor on the first field, which is a pull-down, into the deduction definitions. Choose the appropriate one.

3. A "-" will be added by the system in the type field for the deduction.

4. The description of the Deduction will be added by the system.

5. Complete the Married/Single fields and the appropriate exemption number for the employee relating to the deduction.

6. Enter the rate. Except for tax related deductions and matches, the rate must be entered in each record.

7. Assign this deduction a Cost Center. This field is mandatory as it makes the linkage to the accounting.

8. Enter the starting and ending dates. The system will include today as the starting date, and 12/31/99 as the ending date. If these are appropriate, leave them.

9. If an extra amount is desired for this deduction, enter that amount into the line. Normally, this field is empty. Similarly, if there is a maximum, enter that as well.

Modifying an Existing Deduction

1. Scroll the deductions down until the pertinent entry is displayed.


3. The module will still require that the entry meet the characteristics constraints. Note: setting a maximum which has already been reached will only stop this deduction, and will not remove previously deducted amounts.

4. When moving to another field, this change is written to the database. Move to another field by using one of the “Go To” buttons at the bottom of the form, or by clicking on another field.

Removal of a Deduction

1. First, examine the "More" button to be sure that this deduction has no money whatsoever in the YTD field. If there is no money involved within this entry for the current year, then it can be removed. The system will not allow the user to remove a deduction that has current year activity.



2. Place the cursor on the line to remove. Once the user is sure it is the appropriate line, click the “Remove” button.

3. The module will verify the delete of this entry. If yes, answer “OK.”

Note: The best means of removing a deduction entry is to set the dates so that it is no longer considered in the computation. This preserves options and avoids removal of entries, which might be pertinent in the year-end process.



430-C08 Employee Matches The only method of providing for matches (the employer portion) for an employee is by attachment of deduction types to an employee record. Each match record has specific characteristics, which control how it is computed, and when. Note that the incomes and deductions have almost exactly the same characteristics, except that the incomes add and the deductions subtract. The matches have no direct impact on the employee, but do have a significant impact on the accounting and total cost to the organization. Match entries must be defined where pertinent. (FICA, Medicare, Retirement, Health Insurance, etc). Each type of match must be individually attached to the employee’s record either manually or by the profile creation. The total income for an employee is made up of all of the individual incomes tallied, with consideration, of course, to those that are exempt from taxes or pensions less than the amount of the deduction. The matches have no impact on the employee’s net amount. Additional information is included within the following topics:

Employee Match - Field Definitions Employee Match - Maintenance



Employee Match - Field Definitions Field/Section Required Explanation Inc/Deduct YES The code category for the match that is being

associated with this employee. This field is matched to the income / deduction / match definitions (see site parameters), which provides the basic computational controls.

Type YES Since the category must be a match, the user can select the desired match from the drop-

down list provided. The list contains only matches. Once this field is entered, the description and other basic characteristics will be displayed.

“0”is a match

Description Supplied by the computer from the description in the income / deduction definition. These are established in setup.


information is used on figuring the deductions and is ignored matches..


deductions only if this line contains tax related deductions. Not pertinent for matches.

Std Hours YES The default number of hours that an employee works for this income. Normally, this is the standard hours for bi-weekly, weekly or other pay. If the income does not have the "default" flag set in its definition, this field does not apply. Not pertinent for matches.

Rate YES This field can contain a number of entry types, depending on the method used in computing the income / deduction can contain a percentage or flat dollar amount. The rate entered here is

used for the computation.



Cost Center YES A Cost Center code, which indicates where this income is charged in the accounting system. Should match a Cost Center definition in the accounting structure, if using accounting interfaces, it must be entered, and cannot be blank.

Start Date YES The first date that this match could be

considered for inclusion in the computation. Note that this date need only be included within the begin-end range of the payroll cycle to have this match considered. It does not pro-rate.

End Date YES The last date that this match could be considered for inclusion in the computation. Note that this date need only be included within the begin-end range of the payroll cycle to have this match considered. It does not pro-rate. This field will also display in red if the end date is prior to the current date so the user can easily identify matches that are no longer active.

Operations Buttons

“More” This button is used to advance to the additional information screen relating to the match type selected. The information on this screen is described in detail elsewhere in this document.

"Remove" This button is used to remove an match from the database, and should be used only if no current YTD dollars are related to this match. To remove / stop a match, set the start and ending dates so that the match is not considered in this computation.



430-C08a Employee Match Additional Information - Field Definitions


days) if appropriate. The rate entered here is used for the computation. The rate is also available in the previous screen.

Extra YES This field contains the amount of any extra applying to this match type.





Interim NO This field is not currently used. Max YES The maximum total match from this line that

this employee can earn each year. This field will begin with $0, indicating no maximum, but will permit the operator to insert another maximum. Normally this field is used to restrict incomes when a grant or other artificial maximum is required. Similarly, it is used in deductions for "goals" and other expiring amounts.

One Time YES A dollar field, which indicates any extra amount that will be added to this match. It can contain any figure, and will be included in this match each computation.

Job Class YES This field is automatically populated with the Job Class in the Employee Information screen. To change this field, you must change the Job Class in the Employee tab.

MTD & QTRS YES The Month To Date and Quarter 1 to 4 fields contain the information on the total amount for this particular match type on the employee.


YTD YES The amount of this particular match type

accumulated in the current calendar year. Fiscal YES The amount of this particular match type that has accumulated in the current fiscal year, if your fiscal year is different from the calendar

year.

YTD Hrs. YES This field will contain the year to date hours if on income type deductions. LTD YES This field contains a life to date amount when applicable. Start Date YES This field is automatically populated with the

Start Date in the Match screen. To change this field, you must change the Start Date in the Match tab.



End Date YES This field is automatically populated with the End Date in the Match screen. To change this field, you must change the End Date in the Match tab.

Cost Center NO A Cost Center code, which indicates where this income is charged in the accounting system. Should match a Cost Center definition in the accounting structure, if using accounting interfaces, it must be entered, and cannot be blank.

Std Percent NO When an employee has a split income that is allocated to various Cost Centers, it can be split

by a percentage. Enter the Cost Center in the previous field and the percent that you want for the Cost Center in this field. Note, the percents entered must equal 100 percent. Not valid on

matches.

It is important to understand the function of the starting and ending dates in the deduction or match definition. These dates determine whether this entry is included within the computation or not. Only one day must exist within the range of the payroll cycle for this deduction or match to be included: The logic is this: Income Start: 1-1-94 Income End: 2-28-94 Cycle of 2-15-94 to 3-1-94 Includes this match Cycle of 3-1-94 to 3-15-94 Not Included Cycle of 12-17-93 to 1-3-94 Includes this match



430-C08b Employee Match – Maintenance


To Add a Match to an Employee


2. Position the cursor on the first field, which is a pull-down, into the match definitions. Choose the appropriate one.

3. The “0” will be added by the system in the type field for the match.

4. The description of the match will be displayed.

5. Enter the rate. Except for tax related matches, the rate must be entered in each record.

6. Assign this match to a Cost Center. This field is mandatory as it makes the linkage to the accounting.

7. Enter the starting and ending dates. The system will include today as the starting date, and 12/31/99 as the ending date. If these are appropriate, leave them.

9. If an extra amount is desired for this match, enter that amount into the line. Normally, this field is empty. Similarly, if there is a maximum, enter that as well.

Modifying an Existing Match

1. Scroll down until the pertinent entry is displayed.


3. The module will still require that the entry meet the characteristics constraints. Note: setting a maximum which has already been reached will only stop this deduction, and will not remove previously deducted amounts.

4. When moving to another field, this change is written to the database. Move to another field by using one of the “Go To” buttons at the bottom of the form, or by clicking on another field.

Removal of a Match

1. First, examine the "More" button to be sure that this match has no money whatsoever current YTD. If there is no current year money involved within this entry, then it can be removed. The system will not allow the user to remove a match that has current year activity.

2. Place the cursor on the line to remove. Once the user is sure it is the appropriate line, click the “Remove” button.

3. The module will verify the delete of this entry. If yes, answer “OK.”



Note: The best means of removing a match entry is to set the dates so that it is no longer considered in the computation. This preserves options and avoids removal of entries, which might be pertinent in the year-end process.



430-C09 Employee Leave Information Aside from managing the financial aspects of an employee’s business with the organization, the earned-used consequences of various leaves must be considered as well. The CIC Payroll System provides the ability to manage an unlimited number of leave types associated as desired to any or all employees. Each employee’s leave records are maintained attached to the employee master form. There is no limit to the number or types of leaves permitted in the system. In fact, multiple date ranges permit changes during the year, and in cases where the employee changes job positions (and thereby changes benefits packages). Below is a sample of the Employee Leave screen.



Employee Leave - Field Definitions Field/Section Required Explanation Leave Type YES This field contains a pull-down of the available

leave types, which have been defined for use in the setup within your organization.

Description YES Provided by the computer program to confirm the selection and to provide more information for the action.

Start Date YES The earliest date that this leave can be utilized or accrued. See the note above about the handling of dates.

Ending Date YES The last date that this leave can be used or accrued. If this leave continues from year-to-year, enter 12/31/99 into this field.

Rate YES The rate (can be days or hours) of leave earned or each payroll. This number is re-computed each payroll consistent with the employment date (or seniority date).

Max YES This is the maximum amount that the employee can have available for this type of leave. Begin YES The number of hours accrued at the beginning

of the year, carried over from the previous year. These hours are computed from last year’s leave records at year-end closing.

Earned YES The number of hours of leave earned since the beginning of the year. This figure is the total of the earned hours for each payroll.

Used YES The number of hours of leave used by the employee since the beginning of the year.

Available YES The computed number of hours of leave available for usage by the employee. This is computed by the following:



= Begin + Earned – Used Inactive? YES This check box allows the users to designate a

leave as inactive. If this box is checked, the system will not allow this leave type to accrue additional leave. If this box is checked, the system will not allow the related income to be paid during a payroll cycle.

Operations Buttons

“More” Displays employee leave history. “Remove” Used to remove a leave if needed. Do not use this function if there is leave history.



430-C09a Employee Leave - Maintenance


Creating a New Leave Sub-Record

1. Scroll the leaves down until a blank line appears. Place the cursor on the empty “Leave Type” field and click.

2. Select the leave type from the pull down list. The module will display the description and try to predict the starting and ending dates.

3. Update the dates if pertinent. If, in your organization, a delay occurs before an employee can begin to earn leave, adjust the beginning date to that time.

4. If there are any beginning hours for the year, enter them into the YR Begin field.

Updating an Existing Leave Sub-Record

1. Locate the leave to update. Click on the field to adjust. Note: the user cannot adjust the Available field, as this is computed.

2. Make the pertinent change. The program will re-compute as necessary.

Removal of a Leave Sub-Record

1. As with the other sub-records, it is recommended that the user adjust the dates on the record, as opposed to deleting. However, if the user must delete a record, click on the “Leave Type” field of the one to remove.

2. At the top of the form, click the “Edit” button. This will display a pull down list.

3. Select “Delete” from the pull-down list. The program will ask if the user really wants to do this. Answer appropriately.



430-C09b Employee Leave History – More Button The system retains the leave days earned and taken on an employee. This information can be viewed by selecting the “More” button for the specific leave type. Go to the employee, select the Leave tab, locate the leave you wish to view and press the “More” button.

Press the “More” button to access the selection screen for the leave selected. The Employee Leave History selection screen will be displayed.



Enter the date range you wish to view. Prior years leave history can also be displayed. Press the “Display” button to view the leave history. Below is a sample of the Selected Employee Leave History.

The employee ID, Name, selected leave type, and date range entered are displayed in the upper portion of the display screen. The date, Cost Center, type ID, type description and hours are



displayed. Notice in the previous sample, the employee shows Leave Used and Leave Earned on two separate tabs. The screen above displays the Leave Used tab. The screen below displays the Leave Earned tab.

Note these are read-only screens and the information displayed cannot be changed by the user.



430-C10 Employee Check Information Each check or direct deposit that is written to an employee is maintained in the database. This section describes the check viewing capability. This action provides the ability to view, void and / or print copies of existing checks or direct deposits in the database. Each check is reached by finding the check number, for which the program locates all of the parts of the check. Even the leaves are maintained in the database for each check. The check form, shown below, has a header record, which contains the primary information about the check (date, to whom, net, etc). The details are included for each distribution or leave entry. For each distribution entry, the ID (income, deduction or leave), type (+, -, 0 or L), hours and amounts are maintained and displayed. The checks are used for the accumulation of information for federal and state reporting (including 941’s and W-2’s). The status and existence of the checks is the definitive fact that forms the basis for the monetary accumulations. Below is a sample screen showing the Check History for the employee selected. The check history is listed with the most recent activity displayed at the top of the screen.



The check date, number, status (O-Outstanding, R-Redeemed or V-Void), and the net check amount are shown on the screen. Press the “More” button to view the details of the Check, shown below. Use the scroll bar along the right-hand side of the screen to advance through the incomes, deductions and matches on this particular check.

The information relating to the check or direct deposit is displayed for the selection made. Employee Check - Field Definitions Field/Section Required Explanation Check No YES This field contains either the real check number,

as assigned in the check computation, or a pseudo-number assigned to reflect the direct deposits. It is common to use a different sequence of numbers for check vs. direct deposits.

To YES This field contains the Employee ID and Name

as assigned in the check computation. Bank YES This field contains the bank number the check



was written on. Each bank has a unique bank number that is assigned in Budgetary Fund Accounting.

Bank Account YES This field contains the bank account the payroll

check was written on. This bank account number is maintained in Budgetary Fund Accounting.

Type YES This field contains the type “C” meaning Check

or “D” meaning Direct Deposit

Status YES This field indicates the reconciliation status of this check or direct deposit. The valid entries are:

O = Open Check V = Voided Check R = Reconciled Check

Check Date YES The date on the check. This date is supplied by

the computation process from user entry.

Recon Date NO This field contains the date the check was reconciled. If the field is empty, the check has not been redeemed.

Check Amt YES This field contains the net check amount. Void Date NO This field contains the date the check was

flagged as void. If the field is empty, the check has not been voided.

Gross Amounts YES These fields contain the gross amounts for the

various categories.

The previous fields are shown in the header of the form. The detail fields, which exist for each income, deduction, and leave type are described below. Field/Section Required Explanation

Kind YES The income, deduction, or leave type, which

was part of the check computation.



Cost Center YES The Cost Center for the leave, income or deduction as supplied by the system.

Program NO The financial program (This is not currently used). Hours NO The number of hours assigned to this entry, if

any.

Amount YES The amount of this sub-record transaction.



430-C10a Check Copy Press the “Copy” button to produce a copy of the printed check as shown in the sample below. There are standard formats available and the Site Parameter determines the format used. Leave information is not included in the standard check copy format. Your particular check format may vary from the sample if you have a custom check copy format.



430-C10b Void Check To void a current year payroll check, find the check to void and click the “More” button.

Click on the “Void” button.

To exit the void process, click on the “No” button and the system will return you to the Checks screen. To continue, click on the “Yes” button. NOTE: Be sure of the check to void! Clicking the button starts the reversal process and it runs to completion.



The system will first create the negative invoices to be sent Accounts Payable. A message will appear with that process is complete.

The system will the send the negative invoices to Accounts Payable. The process will also create the payroll void voucher in Budgetary Fund Accounting. A message will appear notifying you when these processes are complete.

The Payroll Void Check Reporting PRVDCHK will display. This report is a reminder of the tasks left to complete before the payroll void process is complete.



This report will include the Employee ID and Employee Name along with the check information. The checklist at the bottom of the report reminds the user to process the AP batch with the negative invoices, process the void voucher in Budgetary Fund Accounting, and to update the Banking Transactions for the void check. Be sure to print this report while it is displayed on the screen because it cannot be generated again. It contains important information including the voucher ID in Budgetary Fund Accounting and the date the banking entries were written. NOTE: The void process will use the current date as the void date, voucher date and banking date. Close the report after printing it. The check record is updated to the status of void and the void date is reflected in the redemption field. See sample screen below.



430-C10c Find The “Find” button allows the user to search for a specific check number. Press the “Find” next to locate the check.



430-C10d Print This function allows the user to print the Employee Check Inquiry PRHS12 report. This report contains the detailed information pertaining to the selected check including incomes, deductions, and matches. A sample report is displayed below.

This report includes all the information displayed on the Checks screen for one specific check.



430-C10e Employee Check – Operations The basic functions that can occur for a check are (a) view the check, (b) print a copy of the check, or (c) void the check. The check is reconciled in the Budgetary Accounting Application, using the Banking, Check Redemption process.


To Find a Check or Direct Deposit

1. Click on the “Find” button to bring the access-standard find form to the front.

2. Enter the check or direct deposit number being searched for.

3. The system will find the check and display the header and detail information about it.

To Print a Check Copy

1. Use the “Find” process as described above to locate the appropriate check or direct deposit.

2. Click on the “Copy” button, which will display a copy of the check. Note that the leave conditions, because the whole history is not kept, cannot be displayed on the check copy.

3. View and/or print using standard Windows techniques.

To Void a Check


2. Click on the “Void” button to cause the system to reverse the check in the employee’s records, and to reverse the accounting transactions. In addition, the status will be changed to "V".

To Print a Check


2. Click on the “Print” button to cause the system to generate the Employee Check Inquiry PRHS12 report.



430-C11 Employee Previous Years Inquiry The system provides you the ability to view summary information for an employee’s previous year’s history. This history is built as the payroll system is used. Initial installation does not convert this information and the screen is blank until the current year is written to history during the year end process. To access this information, go the Payroll main menu, select Employee Info, then use the search functions to locate the desired employee. After you have located the desired employee click on the Previous Years tab and the information will be displayed. Below is a sample of this screen which contains information relating to the employee. Notice the History Year is displayed at the top of the screen. Use the arrow keys (< or >) to move to the year you wish to view.



430-C12 Employee W-2 Inquiry

430-C12a W-2 Inquiry Approach If the appropriate boxes and letters are defined, the Payroll application will accumulate the W-2 information about an employee during the year as that employee is paid. If the appropriate boxes are not defined in advance, the W-2 will be created as a result of the Year End W-2 operation. In either case, the W-2 record will be maintained in the database for posterity. The W-2 record is available for maintenance in case the setup of the incomes and deductions is not proper or complete. Thus, the operator can make changes to the W-2 information if necessary to make the record accurately reflect the federal guidelines. If more than one year of information is available, the W-2 records will be maintained in the database by year. The system provides the ability to view the W-2 for employees during the payroll fiscal year.



430-C12b Employee W-2 Inquiry From the Payroll Main Menu, select the Employee Menu, click on the Employee Info option. Use the employee search options and locate the employee you wish to view. When you have located the desired employee press the W-2 Tab and the W-2 Total information screen on the employee will be displayed. See a sample screen below.

The above sample contains only one record, however the system will contain multiple years to display. To advance to the desired year use the record selection field at the bottom of the screen.



430-C13 Employee Direct Deposits The CIC Payroll System includes the ability to automatically deposit any number of incomes or deductions into appropriate bank accounts using the Automated Clearing-House (ACH) standardized functionality. While the function can be enjoyed without the automated transfer, the ACH diskette / file transfer speeds the transaction and simplifies the processing. Basically, the user designates which amounts are to be transferred to the ACH for immediate processing. This is done using a simple form, which is attached to the employee form and accessed by using a button. This form displays and maintains the banking information, which amounts are to be transferred and the status of the confirmation of the routes with the banks. There are two basic types of transfers that can be affected: 1. The Net amount of the check. 2. Any Deduction ID (usually defined as ACH, ACH1 and so on). Any non-tax deduction can be deposited into the bank immediately through this process. The computation is simple, either the Net amount left or the amount of the deduction. There is no specific calculation involved, aside from the check computation.



If using Direct Deposit and the employee chooses to use that payment option, the “Direct Deposit” tab must be completed. The user must have all of the information listed on the screen shown above, and all fields must be entered. The first time a Direct Deposit is set up the “PreNote Done” field is unchecked. The system will flag this field once the pre-note has been completed. The pre-note function is used to verify with the bank that all of the bank information is valid to successfully process the direct deposit. Once the information has been filled out click on the “OK” button. Employee Direct Deposit - Field Definitions

Field/Section Required Explanation Employee ID YES Employee ID number brought forward from

the Employee Form. Cannot be modified.

Name YES Name of employee brought forward from the Employee Form. Cannot be altered.

Bank Name YES The name of the bank where the account is located. This is part of the information passed to the ACH.

Branch NO The branch of the bank where the account is located.

Address NO The address of the bank branch where the account is located including City, State and Zip Code.

Routing YES The transit code provided by the bank to uniquely identify the account/bank to the clearing-house. Obtain this code from the bank.

Status YES The status of the direct deposit. This field should contain an "A" when the deposit transactions are being processed. If an "I" is entered, the record will be maintained but no transactions will occur.

Pre-Note Done YES The status of the prenote transaction. For the ACH activity, the first transfer of information is done with no dollars, to confirm the account



and routing data. Until the prenote is completed successfully, the employee’s transfer cannot occur. When the prenote has been completed the system will update this field with a check, indicating that the prenote has been done.

Acct Type YES This field contains the type of account the direct

deposit is to placed into. “C” is a checking account and “S” is a savings account. These are the only two options for this field.

Deduction Code or ‘NET’ YES This field contains either (a) the word NET to indicate that the net amount of the check is being deposited, or (b) the Deduction ID of the deduction, which is being deposited. The user can have as many records as desired, but each must have an appropriate entry.

Exit The button to return to the Employee Record. Use this when finished.



430-C13a Employee Direct Deposit - Maintenance


Setting a New Direct Deposit

1. Find the employee whose income is to be deposited directly into the bank account. Bring up the record.

2. Click the “Direct Deposit” button on the top right of the form. This will cause a sub-form to be displayed. If there is an existing direct deposit, it will be displayed.

3. Complete the record, using fields described as above. There should be one record for each deposit. The status defines whether this deposit occurs or not.

4. Check the bottom entry where the user stipulates which of the monies is being deposited. This field must contain either the word NET or a valid Deduction ID.

5. On the initial payroll the system will create and send a pre-note transaction without dollars to the bank.

Updating an Existing Direct Deposit

1. Locate the transaction to modify.

2. Make the suitable changes. Note: the user should not change the PreNote field. If the status is changed to "I", the deposit transactions will cease.

Removing-Stopping a Bank Deposit

1. DO NOT delete the bank deposit information. To remove the entry, change the status to "I.”



430-C13b Employee Direct Deposit – Set Up for Multiple Accounts The system has the ability to handle several direct deposit transactions for an employee. Direct Deposit bank accounts must exist for each transaction. For demonstration purposes, the employee Sam Anyone wants his pay handled by direct deposit into two separate bank accounts. He wants $100.00 placed in his savings account at Bank of Smiley Town and the remaining portion of his check (Net) to be deposited in his checking account at Bank of Anytown. Below is a sample of the first record in his direct deposit setup. This is Bank of Anytwon where Sam wants his Net check (after deducting the Savings Account Direct Deposit Amount of $100.00) to be deposited. Note that this is record 1 of 2.



Below is a sample of the second record in his direct deposit setup. This is Bank of Smiley Town where Sam wants $100.00 placed in this savings type account. Notice that the pre-note has not yet been completed because the pre-note done field is not checked. This screen does not contain the $100.00 amount.

In order for the system to properly handle multiple direct deposits only one is set as Net. The others are set up as deductions from the employee checks. So, the screen indicates that this direct deposit is associated with a deduction “ACH”.



Below is a sample of Sam’s deduction screen, notice the ACH deduction in the amount of $100.00.

The system will deduct $100.00 from Sam’s check and create a direct deposit transaction to Bank of Smiley Town, the net check amount (which is after deductions) will have a direct deposit transaction to Bank of Anytown.



430-C14 Employee User Defined Fields The system provides you the ability to have twelve additional fields of information on employees in addition to the standard information on an employee. This information is displayed on the employee record under the User Fields tab. Before you begin using a user defined field, you will need to establish the description you want to display. This function is located on the Site Parameters menu. Select the User Tables option. Go to user Table 200, More Employee Fields and type a description of the information that you wish to have displayed on the employee screen. Now that you have defined the name of the field, you can now go to the employee records and add information to the field. Go to the Payroll main menu, select Employee Info, use the search function and locate the desired employee. Click on the User Fields tab to advance to the screen where this information is displayed. Below is a sample of this screen.



The additional information fields are displayed along with the description that you entered in table 200. You can now add the information or make changes to this information as needed. See the sample screen below.



430-C15 Employee Position Inquiry The system provides the ability to display the position information on an employee. This information reflects the position that the employee is currently working in and any previous positions that the employee has held. If you are using the Personnel Application, the position information setup is used and changes made are reflected here. To access the employee position information, go to the Payroll Main menu, select the Employee Info option and then use the search functions to locate the desired employee. Select the Position tab and the employee’s position information will be displayed. The most current record is shown at the top and the older records are displayed in descending order by date. Use the scroll bar along the right-hand side of the screen to roll between the position history information on the employee.

Employee Sam Anyone’s position history reflects that he was a “New Hire” effective 8/4/2008. His position was 1161 – Legal Assistant. In the pay scale this position was Grade 10 and the pay step was 1. He was expected to work 2080 hours per year and his hourly rate was $11.92. His position was classified in the AS EEO category. He worked in Department 012.



Notice the out date of 14-Dec-2008. At that point Sam had a change made to his position history. Below is a sample of his record for the change in his position history.

Sam’s record indicates that on 12/14/2008 he was given a pay rate change to $12.28 due to an adjustment to the Pay Plan. The change occurred in the system on 12/23/2008. Notice the out date is 09-Feb-2009. This indicates that another change has been made. According to the position record, Sam’s “Probation Period Ended” on 2/9/2009. The occurred date in the system is 2/13/2009. Notice the out date is blank indicating this is his current record. His current rate of pay is $12.65 Below is a sample of Sam’s Incomes. Notice his rate of pay is $12.65 as indicated in his position record. It is important to understand that the income record below is used when calculating payroll.



430-C15a Employee Position History Maintenance The user has the option of adding and maintaining the employee position records in the Payroll Application or from Position Change functions in the Personnel Application. If you select to use the option to add and change the employee position history in the Payroll Application, when a new employee is added the position history is blank. Below is a sample of the blank screen.

Enter the information relating to the new employee hired. The fields in this screen can be updated by the user as needed. Note: The Pending box, if checked, indicates that this position change is pending and has not been applied to the employee. If you are adding a change to the employee, scroll down below the existing history records until you locate the blank entry screen. Add the new position history record information. Remember to place an out date in the previous records. It is recommended that the dates do not overlap and also that there are not gaps in the dates of the position history records on the employee. If you choose to use the option to create position changes in the Personnel Application the record displayed in payroll is added when the position change function is completed. In addition to adding this position change record, the system will also apply the new pay rate to the employee incomes to reflect the new pay amounts. In addition to pay increases, employment terminations are also a part of the employee position history.



430-C16 Employee Maintenance Log The system keeps track of changes made to an employee. When a change occurs an entry is written to the employee log. The information is kept and can be printed if needed. You also have the ability to add a log entry directly if needed. To access the employee log, go to the Payroll main menu. Select Employee Info and then use the search functions to locate your desired employee. Click on the Log tab. Below is a sample of the screen that will be displayed.

The Log Date is the date that the action occurred. The Description field contains a description of what happened and the Who Did field contains the name of the user who made the change. You can use the scroll bar along the right-hand side of the screen to roll through the activity as needed.



430-C16a Adding An Employee Log Entry You have the ability to add an entry directly in the employee log to track information as needed. From the Employee Log screen, click on the “Enter Log Entry” button at the top of the screen. The Add Entry to Log screen, as shown below, will be displayed. The employee ID, name and date will appear on the screen. Add the information you want to add in the Note field. The field will hold and display 255 characters. Press the “Execute” button to add this information. Following are two samples of notes added.

After entering the desired notes press the “Execute” button to add the notes to the employee log.

After entering the desired notes press the “Execute” button to add the notes to the employee log.



Below is a sample of the employee log after the entries were added. Note: Your entry will be added and displayed with other log entries.



430-C17 Establishing a Profile Each profile is established just as if an employee record was being created. First enter basic standard information into the Employee Maintenance Main Form, and then follow by adding incomes, deductions, and leaves to this “profile” employee. In all aspects, except for its “P” status, the employee records are identical to those of a real employee. Below is a sample screen of a profile.

Notice that the employee profile example form contains information in only a relatively small number of fields, those where all employees would have similar information. The profile has NO required fields, except for the status, which must be a “P” (profile). We have found it convenient and easier if the Emp ID field (which contains the profile name) is used to uniquely identify the profile. This field will be the one used in selecting which profile to use for the model when we begin to enter employee information.



How to establish a PROFILE record

1. Enter a name into the Emp ID field. Use a name that is generally understood (e.g.: Police) or a position. In our sample we use PF-2111 meaning the profile for position 2111.

2. Enter a “P” into the Status field. This identifies the record as a profile. 3. Enter the standard code into the State field. This field must be filled, as it is the

key to state taxes. 4. Enter the frequency of pay based on your use. Normal entries are shown in the pull

down list. For example, pick Biweekly. 5. Enter the group for this employee. The employee groups should be letters (A,B,C,

etc). Once these entries have been completed, use the buttons at the bottom of the form to reach the Income / Deduction definition area. Here the user will establish the incomes and deductions for this profile employee, fully noting that each employee will have different income rates.



430-C17a Profile Income and Deductions As described in the setup section, all of the available incomes and deductions are possible for a specific employee. For this profile, enter information using the incomes defined for setup. Using the recommended naming convention, at least the following entries should be created for each profile: REG /+ - Salary or HRLY/+ - Hourly Income FIC/- - FICA Deduction FIC/0 - FICA Match MED/- - Medicare Deduction MED/0 - Medicare Match FED - Federal Taxes STA - State Taxes These incomes and deductions will be compatible with those of almost all employees. Therefore, these entries are suitable for a profile. Once the employee has been established from this profile, additional incomes and deductions can be manually associated with the employee record, or unwanted ones removed. All deductions related to taxes (FIC, MED, FED and STA) will require a designation of Marital Status (M or S) and number of deductions. While they are irrelevant for a profile, enter their information anyway.

How to establish an Income / Deduction entry

1 Click on the pull-down menu to the right of the Inc / Ded field. 2. Choose the Income / Deduction type to establish. The application will fill in the

description. 3. Enter the action type for this income or deduction. For incomes, enter a +. For

deductions, enter a -. For matches, enter a 0. 4 Enter starting dates (usually today) and ending dates (12/31/99) for the entry. If the

income or deduction expires at the end of this year, use the current year instead of 99 in the ending date.

5. Enter the rate if the system has not entered a default. The default comes from the definitions forms. For the REG, enter a rate of $20.00.

6. Enter a standard number of hours for the REG income only. This should be 80 for bi-weekly employees.

7. Enter a default position ID into the slot, as the record cannot be created without one. The profile creation will override the entry.

8. For tax related entries, you must enter the marital status and the number of dependents. For the others, this can be blank.



After establishing the profile’s incomes and deductions, move to the leave definitions.

430-C17b Profile Leaves Each employee may or may not have access to paid leave, based on their permanency status and longevity at your organization. If this profile should have leaves available to use and earn, then they should be established. They can always be removed for individual employees who are not eligible. The leave entries for the profile operate similarly to the income and deduction entries; they are attached to the profile (or the employee). Once attached, their earning and use characteristics are computed using the parametric information established during their definition. (See above). Using the recommended naming conventions, establish at least the following leave types if the profile is for employees who will be eligible for these leaves: VAC - Vacation earned and taken SIC - Sick Leave earned and taken The rates for computation of the earned hours are defined in the leave definitions portion of the Site Parameters. No rates are entered here.

How to establish a Leave Record

1. Click on the pull-down menu to the right of the Leave field. 2. Choose the leave type to establish. The application will fill in the description. 3. Enter starting dates (usually today) and ending dates (12/31/99) for the leave entry.

If the leave expires at the end of this year, use the current year instead of 99 in the ending date.

Once this has been done, the leave will be established, in this case, for the profile. Normally, these steps establish a standard profile to the system. After the profile is added to the system it is ready to use when Creating New Employees From A Profile (Covered in another section of this manual).



430-C18 New Employee from Profile Select the menu option New Employee From Profile and advance to the screen shown below. When this option is selected the screen is blank.

Click on the down arrow in the Profile ID and select the profile to use to create the new employee. In the data section add the information that you wish to insert into your new employee record when it is created using this profile. After the data is completed in the screen, complete the process by pressing the “Execute” button at the top of the screen. The following message will appear:

Press “OK” to continue. You now have a new employee created however the information is not yet complete. Go to the “Employee Info” screen and call up the new employee. Below is a sample of the new employee created.



The new employee was created using the profile. Add the missing basic information (Address, Phone Numbers, etc.) and verify that the information is correct. Continue and make the needed changes to correctly reflect the new employee’s information.



430-C18a Required Changes to Employee Record This profile creation puts the basic information into the database, but you must update each employee’s fields for their specific characteristics. The fields that must be updated include:

• Employee Address

• Site-specific User-Defined Fields (Dates, Text and Amount)

• New incomes, deductions, and leave entries for this employee which were not included in the profile

• Rates for incomes and deductions, to validate the computation was done properly

• Standard number of hours for incomes, if not defined and correct from the profile

• Add a new position history record You may notice other fields in the employee record that could be changed to be more accurate. In addition you should add Incomes, Deductions and Leaves which are pertinent for the employee, but which were not included in the profile.

214 • 430-D00 Checks CIC Payroll


430-D00 Checks The payroll processing takes place by using the menu options located on the Checks Menu. From the main menu, press the “Checks” button and the Checks menu options will be displayed as shown in the sample screen below.

CIC Payroll 430-D00 Checks • 215


430-D01 Steps in Processing a Payroll Step 1. Establish all new employees into the database and make sure their information is

accurate. Remember to assign them to a department and security group. Step 2. Maintain all current employees. Amend deductions, withholdings, and pay amounts

if needed. Enter raises and terminations, etc. Step 3. Determine the payroll sequence from the Calendar so the site record can be

updated.

Step 4. Set the Site record to the proper payroll sequence for time entry. Go to Site Parameters and enter the Time Entry Period and the payroll dates will be displayed as shown below:



Step 5. Perform the Setup Time process from the Set Up Menu. This step will clear old records and establish everyone with their default payroll. The following message will be received. Click on “OK” to continue.

The system will locate the active employees that match the employee groups for the payroll you are ready to process and make them available for time entry. The system

will display a message notifying you when Setup Time is complete.

Click “OK” to continue. Step 6. Enter Time Entries for all employees whose entries do not match their normal

defaults. This may include overtime, leaves taken and earned, and Onetime$. Go to the Payroll Main Menu, click on the “Checks” button and select Time Entry.



(Entry screen may vary based upon Time Entry choices made at your site. The above sample screen is the detail time entry screen and not the quick entry screen). Below is a sample of the Quick Time Entry screen.

If several users will be entering the employee’s time, a separate menu, Time, is provided to allow users access to specific employees within a department group. All employee are displayed on the Checks menu Time Entry option. Step 7. Continue down the menu and run the following options.



430-D02 Time Entry The time entry screen is where the time is entered for the specific payroll. Below is a sample of the detail time entry screen.

The top portion of the screen displays a function menu bar as shown in the sample below.



Find Dept - This button will allow you to use the Windows find function to locate a desired Department. Below is a sample of using this function.

Find Employee - This button is used the find an employee by name in the time entry records. The Find search function is used. To locate the employee often times you will search for them by their last name and not their entire name as shown in the employee field. As shown in the sample screen below, we are searching for Smith but that is not the full employee name, so the Match box was changed to search for Start of Field instead of Whole Field.



Print - This button allows users to print the Time Entry Detail Report – PRCK07 for the employee. This report will reflect the time entry as it exists at the time the “Print” button is executed.



Below is a Sample of this report.

OK - The “OK” button is used to save the time entry entered by the user before going on to the next employee. Exit - The “Exit” button is used to leave the time entry functions. Scroll Arrows - The arrow buttons are used to advance through the employee Time Entry records. Help - This button will take you to the CIC web page where you can place a support call or use the INSTANT Response option to research.



The following fields of information are displayed at the top of the time entry screen to indicate the the current employee associated with the time entry. Emp ID - The employee ID.

Period - The beginning day in the time period.

Department - The employee department and Employee reflects the employee name.

“ToEmpRec” button - Used to quickly go to the specific employee record. After using this function you are returned to time entry in the same employee record.

“ToLeave” button - Used to quickly go to the specific employee leave record. After using this function you are returned to the time entry in the same employee record.

The next row, as shown in the sample below, reflects the dates in the pay period. The system will display the day of the week and the date for the days in the pay period.

The day and date will assist you in entering the time on the correct date in the entry fields below. The bottom section of the screen is where the time entry for the specific income is entered. Below is a sample of an employee. The Inc Definition is 102 – which means Non-Exempt Regular hours in this sample data. The Cost Center associated with the 102 income on the employee is displayed. The employee Job Class (Position) is displayed. The rate for the 102 income is displayed. The Gross amount is displayed after the hours are entered and you advance to the next time entry line. The total hours is also updated at that time. In this sample, the employee worked 8 hours each day Monday to Friday during the pay period except the first Monday.

When the time entry screen is loaded, the incomes flagged as default in the income definitions will be defaulted to display in the time entry screens. If the employee is occasionally receiving pay for something such as funeral leave, you may not want that to be displayed for every employee on every payroll. In that instance the Default field is not checked in the Funeral Leave definition and the user will select this leave from the drop-down select list in the Inc Defn field. The drop down select list will only display the active income types on the particular employee. When the income type is selected the Cost Center, job class and rate fields are updated by the system.



Below is a time entry sample screen showing multiple income types and associated hours.

In the time entry screen above employee John Doe reflects: Income Definition 102 – Non Exempt Regular hours in Cost Center 010-012000 and the rate of $12.65 per hour. He worked 8 Hours on Tuesday to Friday (November 3 to November 6). He worked 8 Hours on Monday to Friday (November 9 to November 13). For Non Exempt Regular Hours he had a total of 72 hours and the Gross Amount of $910.80 On the second row, Income Definition 502 –Holiday is entered. He will be paid for 8 hours of holiday pay on Monday, November 2. His total Holiday Hours are 8 at the rate of $12.65 per hour. The Gross Amount for Overtime is $101.20 The Third row, Income Definition 202- Overtime is entered. Sam worked 2 hours overtime on Monday, November 2 and 1.5 hours overtime on Monday, November 9. His total Overtime hours are 3.5 and the Rate is $18.98. The Gross Amount for Overtime is $66.43



Notice at the bottom of the screen the total hours per day are displayed. The Total Gross amount and Total Hours are also displayed.

The Time Entry Detail Report PRCK07 executed with the “Print” button at the top of the screen will reflect the employee time entry records as shown in the sample below.



430-D02a Quick Time Entry The system has a Quick Time Entry Option available as well as the detail time entry option discussed in the previous section. The choice between which time entry is used at your site is determined in the Site Parameter. If the Quick Time Entry Field is checked, then you have selected to enter your employees using this function.

The quick time entry screen is similar to the detail time entry screen however the difference is that Hours are not entered per day. The hours are entered in summary. In the sample above, the total for Hours for the payroll were entered for each income definition in the first time period field. There are five time period fields available. You can enter total hours per week and have a maximum of 5 weeks using this time entry option.



430-D03 Delete Empty Time This step removes empty time entries for employees. For example, if an employee has regular hourly pay and overtime as his / her possible pay types, and on this specific payroll period he / she does not have any overtime hours entered. This step will delete the overtime pay type because it has no time entered. If this step is not done, the reports will continue with zero entries, but the payroll itself will not be affected. Click on the Delete Empty Time menu option and the following screen will appear.

Click on the “Delete Empty Time Records” to start the process. This process happens immediately and does not take very long.

430-D04 Reset No Time Employees This step will remove employees from the payroll run if they have no time entries or one-time pay entries. For example, an hourly employee without any hours would be reset to no time and would not be included in this particular payroll. If this step is not done, the reports will continue and will show employees with zero time and pay. Click on the Reset No Time Employees menu option and the following screen will appear.

Click on the “Delete No Time Employees” to begin the process. The message box will disappear from view when the process is complete.



430-D05 Explode Time Entry This step explodes or distributes the time entries out to multiple Cost Centers if the employee is to be paid from multiple Cost Centers. Run this option only once. The following messages will appear.

Click on the “No” button to return to the Checks Menu. Click on the “Yes” button to continue the explode process. A final warning message will appear giving you one more chance to back out of the process.

Click on the “Cancel” button to return to the Checks Menu. Click on the “Yes” button to complete the explode process. The explode step will split the employees pay per Cost Center if appropriate. For example, employee Sally Smith is paid from 2 separate Cost Centers. In her employee income definition her pay on income 102, is 50 % paid from Cost Center A and 50% from Cost Center B. Sally’s time entry shows 80 hours in the income definition 102. This step takes the 80 hours that she worked and splits the entry out to Cost Center A and B. After this step is completed Sally’s time entry will show 40 hours in Cost Center A and 40 hours in Cost Center B. You will receive the following message when this process is completed.



During this process, if the percentage of the split amounts on an employee do not add up to 100% you will receive a message indicating which employee and that you need to correct the percentage amount and re-run the option. If the explode process identifies an invalid cost center, an error message will appear identifying the employee, cost center and the income code. A separate message will appear for each invalid cost center indentified during the explode process.

If you attempt to execute this option more than once after the setup time function has occurred the system will not allow you to split the income records that have already been split. You will receive messages as follows.

Press “OK” to close the error message box.



430-D05 Time Entry Reports – PRCK04 to PRCK07 A series of reports are available to verify the accuracy of the data entered in the time entry step. When the menu option Time Reports is selected the following Time Entry Report Selection screen is displayed.

To execute the report press the report button associated with the report you wish to print.



430-D05a Time Entry Report PRCK04 Select the Time Entry Report PRCK04 by pressing the first button located on the Time Entry Reports screen. Run the reports options and verify that the time entry is correct. Below is a sample of this report showing our sample employee “Sam Anyone” time entry.



The last page of the report contains totals for payroll for balancing purposes. Below is a sample of the report.



430-D05b Time Entry Out of Department Report PRCK05 Select the Time Entry Out of Department Report PRCK05 by pressing the second button located on the Time Entry Reports screen. Run the reports options and verify that the time entry is correct. This report will show employees paid by department. Below is a sample of this report.



430-D05b Department Time Entry Approval Report PRCK06 Select the Department Time Entry Approval Report PRCK06 by pressing the third button located on the Time Entry Reports screen. Run the reports options and verify that the time entry is correct. This report will show employees paid by department. Totals are provided for the department and signature lines are available for approval by the Department Head. The final page of the report will provide Grand Total Hours and Gross Pay Amount which includes all departments. Below is a sample of this report.



430-D05c Time Entry Detail Report PRCK07 Select the Time Entry Detail Report PRCK07 by pressing the forth button located on the Time Entry Reports screen. Run the reports options and verify that the time entry is correct. This report will show the detail of the time entry for the employees. The report will sort the employees by department and will page break after each department. The final page of the report will provide Grand Total Amount which includes all departments. Below is a sample of this report.



430-D06 Time Entry Exception Reporting – PRCK15 This report will assist with the verification of the data relating to the entries made in time entry. The following is a list of what is validated during this process. • Validates total hours to expected hours. • Verifies calculated gross pay is not more than 20% greater than the last periods gross pay. • Verifies income types exists within the employee incomes. • Verifies the Cost Center exists in the Cost Center definitions. • Verifies the ledger account in the Cost Center set up exists in the chart of accounts for the current

year. • Verifies leave used to leave available. • Verifies leave earned to maximum accrual per leave type. • Verifies that current leave available does not exceed maximum accrual. • Verifies over time hours. This report should be run, changes made if needed and then run again to see if the error has been corrected.

If this report indicates a missing Cost Center, set up the Cost Center before the user continues processing the payroll. Failure to correct a missing Cost Center will cause accounting errors to occur.



430-D07 Leave Accrual The system provides two methods to handle the leave accrual process. In some organizations, they prefer that the leave accrual occurs as a portion of the regular payroll process. Other organizations want to have leave accrual as a menu option and the leave accrual occurs only when the user selects the menu option.

430-D07a Leave Accrual Set Up – Payroll Compute Process Option If you wish to use the first option of accruing leave during a specific payroll during the normal payroll process, the leave definition must contain the “Valid Payroll Types” indicating in which payrolls the accrual will occur. If you are using the method where the leave accrual is run as needed from the menu option the “Valid Payroll Types” will be blank.



430-D07b Leave Accrual Set Up – Menu Option Selected If you wish to use the second option of accruing leave only when executing the menu option, the leave definition must not contain values in the “Valid Payroll Types.” If there are values in these fields and you run the “Leave Accrual” menu option the leave accrued may double because both processes will execute. Below is a sample of the Leave Accrual Definition setup when using the menu option accrual method.



430-D07c Leave Accrual Calculation The following information is provided to assist you with understanding how the leave accrual process works. Calculating Leave Accrual Leave Definition All leaves must be defined in the system using the following Leave Category Definition. The leave type is VAC and has the steps shown with Days From, Days To, Accrual Rate and Maximum Accrual amount.



Employee Record The specific employees are assigned valid leave types that the employee is eligible to accrue. The employee must have an anniversary date which is used as the beginning date used when calculating. The system begins with the anniversary date and counts the number of days to the date the accrual compute process is run. The number of days then falls within a range in the steps of the leave definition. On the Employee Leave the eligible leave rate and maximum is shown. Below are sample screens with the leave rate/maximum amounts circled.

For demonstration purposes let’s consider that we are accruing leave on 2/1/09 for this employee whose anniversary date is 4/1/2002. The above employee has 4 types of leave, and the types have a start date of 4/1/2002 (which is before the 2/1/09 accrual date) and has an end date of 12/31/2020 (which is after the 2/1/09 accrual date). So this employee’s leave would be included in the accrual process. If the start date is AFTER the accrual date then the employee would not be included or if the end date was BEFORE the accrual date then the employee would not be included.



So now we have determined that this employee would be included in the leave accrual process. Now we will look at the anniversary date. This employee has an anniversary date of 4/1/2002. Beginning at 4/1/2002 (anniversary date) and ending on 2/1/2009 (date entered in the leave accrual process screen) the employee has 2496 days. This employee would then be eligible in the step 1855 days to 3680 days that has a rate of 8 and a maximum of 160. This matches the rate and maximum on the employee VAC leave shown above. Another employee with the same VAC leave definition shown above has an anniversary date of 1/1/99 and we are calculating the accrual on 2/1/2009. Beginning at 1/1/99 and ending on 2/1/2009 the employee has 3681 days. This employee would be eligible to move into step 3681 days to 5506 days with a rate of 10 and a maximum of 176. When this accrual process is run the new rate will be used and the employee’s leave will be updated to the new rate and maximum when the payroll is posted. When the system calculates the number of days it includes actual days, which includes additional days in leap years, which happen every four years.



430-D07d Leave Accrual Menu Option The Leave Accrual Menu Option is located on the Checks Menu as shown in the screen sample below.

When the Leave Accrual option is selected the Employee Leave Accrual selection screen as shown below will be displayed.



Step 1. Build Accrual Enter the Accrual Date. This is the date must be within the current Time Entry Period and is used for the leave calculation. If you enter an accrual date that is not within the current Time Entry Period you will get the following message. If this occurs, click the “OK” button and correct the accrual date.

Choose the leave or leaves that you wish to accrue. When you select a leave or multiple leaves they will be displayed in the Leave Chosen area of the screen. If you have selected a leave type by mistake and wish to start over, press the “Reset” button and re-enter your selections.

After you have your selection, press the “Execute” button to begin the accrual calculation. The system will calculate the leave accrual on the qualified employees for the leave type selected and place this information in a work file. When the process completes you will receive the following message.

Note: If you have run the accrual option before and did not complete Step 4 to update the accrual, the system will issue you the following message.

If you respond with the “Yes” option, the existing leave accrual data in the work file will be deleted and replaced with new leave accrual data. If you respond with “No” the accrual generation request is cancelled.



Step 2. Report Accrual After completing the building of the leave work file in Step 1, press the “Report” button to generate reports relating the leave accrued in the previous process. The Report Accrual Option will generate four (4) reports for your review.

Leave Accrual Rate or Maximum Changes – PRLA03

Leave Accrual Missing Leave Used Incomes – PRLA02

Leave Accrual Reduced to Maximum – PRLA04

Leave Accrual – PRLA01 Each report contains information relating to the leave accrual data in the work file.



Leave Accrual Rate or Maximum Changes – PRLA03 This report will provide you a list of employees whose leave rate is being adjusted by the system. The system calculates the number of days from the employee anniversary date and determines which step they qualify for using the leave type definition. When an employee is eligible to advance to the next step the system will update the employee leave as shown on the report. The employee’s existing rate and maximum are shown as well as the new rate and maximum that will be updated on the employee leave when the payroll update step is completed. Below is a sample of the report.



Leave Accrual Missing Used Leave Incomes – PRLA02 This report will provide you with information that would alert you to the fact the employees listed are included in the leave accrual process, however they do not have a corresponding income code to receive pay for leave taken. On occasion, you may have employees who are earning leave but are not yet eligible to take leave and an income has not been added to the employee for this type of pay. In this case, the employee being displayed is alright. However, if you have someone who is eligible to receive the leave pay, then you should correct the employee income record.



Leave Accrual Reduced to Maximum – PRLA04 This report will provide you the information on employees who have reached their maximum accrual amount. The employee department, employee ID number and name are provided as well as the leave code and description. The current accrual rate is printed. The current earned column shows the amount of leave added (earned). This would be the regular accrual amount if they were not at the maximum, however if an employee’s earned amount is reduced so they do not exceed the maximum only the amount added is printed in the current earned column. The current used column contains the hours for the employee for the leave during the current payroll up to the date of the accrual. The current balance column displays the leave balance for the employee after earning and using leave in the current payroll. The maximum column prints the maximum amount of leave for the specific leave type for the employee.

Note: You should not see employees with a current balance greater than the maximum on the report, unless you have used the maintenance option and increased the earned calculated and reprinted the report.



Leave Accrual – PRLA01 This report will provide a listing of employees by department. The leave type and description is printed. The employee’s leave rate, year beginning balance, earned year to date, used year to date amounts are provided. The report contains a column “Earned This.” This column will contain the leave earned amount calculated during this leave accrual process. The amount in the “Earned This” column, as needed, is adjusted by the system to not allow an employee to earn more than the maximum. (See Leave Accrual Reduced to Maximum Report PRLA04 for details of which employees accrual amounts were reduced as needed by the system) The next column on the report, “Used This” will reflect the amount of leave the employee has taken during this payroll period up to the date of the accrual. The “Available” column will then show the amount of leave the employee has available on the date that the leave was accrued; i.e. the date entered in the leave accrual screen. The last column on the report will reflect the maximum amount of leave that the employee is allowed to accrue.



Step 3. Maintain Accrual This step will allow you to view the employee leave accrual which was calculated in Step 1 and make changes if needed.

The employees are displayed, alphabetical by department, on the screen. The amount of leave earned that was calculated in Step 1 is displayed in the “Earned” field. You can increase or decrease this amount, if needed, by entering the desired amount in the “Earned” field. This is the only field of information that can be changed on the maintenance screen.

If you want to remove the employee from this leave accrual process press the “Remove” button to delete the employee from the leave accrual file. Note: If you have made changes to the employees using the leave accrual maintenance function, you can go back to Step 2 and reprint the reports to verify the accuracy of your changes. Be aware that if you re-run Step 1 your changes will be overwritten when the calculation process runs again.

Step 4. Update Accrual After you have reviewed and verified the leave accrual amounts for the employees, you are ready to update the leave accrued amounts. This step will add the leave accrued (earned) records to the existing employee time entry transactions entered using the time entry step in the payroll processing. When you select this option, the following message will be displayed.

If you have selected this option in error and do not want to update the leave, press the “No” button. If you have selected this option and you are ready to update the leave, press the “Yes” button to continue.



You will receive the following message when the update is completed. Click on the “OK” button to continue.

Additional Information: If you wish, you can now print the Detail Time Entry Report. The hours worked and the leave earned hours from the accrual process will be included in the report.

The leave earned transaction will continue normally through the payroll process. When the payroll is completed and updated the detail leave transactions available using the “More” button of the employee will reflect the leave earned.



430-D08 Process/Computing Payroll When you select the Process Compute menu option, the “Check Process” menu will be displayed. The system will use the same rounding method when calculating payroll as it does when using time entry.



430-D08a Employees Not Being Paid – PRCK25 Press the “Employees Note Being Paid” button at the upper portion of the middle of the compute screen. When this menu option is selected, an “Employees Not Being Paid” report is generated. When the set up time entry option was executed, the system determined what group of employees to include in the payroll to be processed. At that time, the “This PR” field on the appropriate employees was flagged (checked) by the system. This report reflects employees selected for this payroll (with the “This PR” field checked), that have an active status but are not being paid. Review the employees listed on the report. The list should not contain a name of an employee you wish to pay.

Verify the Starting Check number and the Check Date. Enter the Direct Deposit number (if pertinent). Press the “Compute” button. The system will compute payroll, but can be re-run as necessary if mistakes are found. When the compute is complete the following message will be displayed. Click on “OK” to continue.

The system will generate and display a “Compute Errors- PRCK15” Report. This report will display items that did not compute properly. Review the report and make corrections as necessary to insure that the payroll calculations are correct. Below is a sample portion of the report.



In the above report sample, Employee #1, John A. Doe has an Inc/Ded ACH with the message outside dates. This message means that the start date or the ending on the employee’s ACH deduction is not within the payroll period date range. In this case, we should return to the employee deduction and correct the date. After making the correction, the Process-Compute step should be run again to insure that this deduction is now being deducted from the employee check. This report will contain other errors or warning messages. It is important that you work to correct the errors prior to continuing with payroll activity that is not correct.



430-D08b Calculating Pay for One Employee To calculate a specific employee enter the employee’s ID number and press the “Calc One” button on the right-hand side of the menu.

HINT: This option can be used to perform the calculation, if needed, on garnishments. After entering the employee’s time, you can calculate the one employee only. This option prints a trace report that shows the calculations. You can determine the amount for the garnishment. Go to the employee record and adjust the garnishment deduction as needed. Then, when the regular payroll calculation occurs, the correct garnishment amount will be used.

430-D09 Print Payroll Registers After completing the payroll calculation, you should print the needed payroll register reports and verify the accuracy of the payroll calculations. The register reports are executed from the Payroll Register select screen shown in the sample below. Press the button to execute the desired report.



430-D09a Payroll Register Report – PRCK20 This report is a detail report on the payroll calculation of the employees. The report includes the incomes, deductions and matches for each employee included in the payroll. Below is a sample of the report.



The last page of the report contains deductions, earnings and benefit totals. Signature lines are available for approval. See sample below.



430-D09b Payroll Register Earnings – PRCK21 This report includes the information on the payroll income type definitions. The report groups employees by the income definition code. Below is a sample of the report.

Match the total amounts in the Time Entry Approval Report to the total amount paid.



430-D09c Payroll Register Deduction Report – PRCK22 This report includes the deductions from the employee’s checks. The report is grouped by deduction type and shows the employees amount for the specific deduction. Below is a sample of the report.



430-D09d Payroll Register Benefits Report – PRCK23 This report includes the benefits (matches) from the payroll calculation. The report is grouped by match type and shows the employees amount for the specific match. Below is a sample of the report.



430-D09e Employee’s Not Paid Report – PRCK26 This report includes a list of employees which are included in the payroll cycle but are not receiving a check. This is an edit report. If the report shows an employee who should be paid, investigate the reason why the employee is not getting paid. Below is a sample of the report. Remember, a blank report is the desired result.



430-D09f Payroll Calculation Totals PRCK67c This report is a summary report that summarizes the payroll in sections. The first section details the check information including first and last check number, check date and posting date. The second section lists Gross Amounts including Gross Pay, Net Pay, Federal Gross, FICA Gross, Medicare Gross, State Gross and Local Gross. The third section lists all of the employee deductions and the related amounts. The fourth section details the employee information including number of male employees paid, number of female employees paid, total number employees paid, total number of employees not paid and total number of employees. The fifth and final section details the employee contributions or matches. This report can also be generated during the Accounting Update step. A sample Payroll Calculation Totals PRCK67c report is displayed below.



430-D09 g Payroll Register – PRCK 20g-23 This menu option provides generic titles and signature lines for approval at the end of the Payroll Register PRCK20g report. All other reports include the same information in the same format as the Payroll Register PRCK20-23 reports. The only difference is the Payroll Register PRCK20g displays generic titles when the Payroll Register PRCK20 displays titles for County customer sites. You should use menu security options to display the desired report format for your particular organization. A sample Payroll Register PRCK20g is displayed below.



430-D10 Employees Not Paid – PRCK25 The menu option “Employee’s Not Paid - PRCK25” will execute when the option is selected. The system locates the active status employees and then reports the employees that are not included in the payroll being processed. The report includes active employees with the “This PR” field unchecked on the Employee screen. Below is a sample of the edit report.



430-D11 Deductions with Future Dates Report – PRCK27 The menu option “Deducts with Future Dates” will execute an edit report to display the deductions on employees with beginning dates in the future. The report “Future Incomes/Deductions Report PRCK27” will be generated. Below is a sample of the report.



430-D12 Department Totals Report – PRCK30 This menu option produces a report that provides totals by Department. “Payroll Register Department Totals - PRCK30” prints the summary payroll information for the department and page breaks on department. This report sorts by kinds within the department to provide the total. Below is a sample of the report.



The last page of the report provides a summary recap for each department. Below is a sample of the last page of the report.



430-D13 Grand Totals Report – PRCK31 The “Grand Totals Report - PRCK31” provides a grand total summary report, which reflects the total amount for all employees in all departments. Below is a sample of the report.



430-D14 Check Register Report – PRCK35 This menu option generates a Check Register Report listing of checks which will be printed. Validate that everyone who should receive a payroll check is included in the report. Below is a sample of the report.



430-D15 Gross Wages PRCK36 The menu option for Gross Wages PRCK36 produces a payroll report titled Employee Gross Wages. The report is available during the payroll processing. The report includes the employee name, employee ID, check number, check date, gross amount, federal gross amount, FICA gross amount, medicare gross amount, state gross amount, retirement gross amount and net check amount. A sample report is displayed below.



430-D16 Employee Leave Reports The check menu contains three (3) employee leave reports. The “Leave Used Report - PRCK45” will reflect the leave taken as recorded in the time entry for this payroll. The “Leave Accrued Report - PRCK46” will reflect the leave accrued during the payroll process. The “Leave Balances Report - PRCK47” will report the employee leave balance information. Below are samples of these three reports.

430-D16a Leave Used Report – PRCK45 This report is generated by department and produces a listing of the employees of the department. The leave used in this pay period is reported in addition to the amount used YTD. Below is a partial sample of report, which shows the information that will print on the report.



430-D16b Leave Accrued Report – PRCK46 The Leave Accrued Report will reflect the leave accrued for the employees. The report will sort by department and list the employees with leave accrued. Below is a sample of the report.

430-D16c Leave Balances – PRCK47 A report can be generated that provides the employee leave balances. When this menu option is selected the following report selection screen will be displayed.



Select an employee or leave blank for all. Select a department or leave blank for all. Select a sub-department or leave blank for all. After making your selection, press the “Execute” button to generate the “Leave Balances Report - PRCK47.” Below is a sample of the report.



430-D16d Leave Balances – Negative PRCK47 If you wish find employees who have a negative available balance and complete the selection criteria on the report selection screen. Select an employee or leave blank for all. Select a department or leave blank for all. Select a sub-department or leave blank for all. After making your selection, press the “Negative Available” button to generate the “Leave Balances Report - PRCK47.” Below is a sample of the report.



430-D17 Print Checks and Direct Deposits After you have verified that the employee earnings, deductions, benefits and leave amounts are correct you are ready to proceed with the printing of the checks and direct deposit slips.

430-D17a Print Checks Select the Print Checks and Direct Deposits menu option and the following selection screen will be displayed. Enter the Bank that you wish to print the checks on. Check the Use Signature box if you want to print signatures on the checks. Check the Print Hours box if you want to print the hours paid on the checks. If desired, enter a check message to include (optional). Press the “Print Checks” button to execute the print check function.



The checks will preview on the computer screen for you to review. Verify the beginning check number, the correct number of checks being generated and verify that each check is printing on one page. Below is a sample of the payroll check.



430-D17b Print Direct Deposit Slips Select the Print Checks and Direct Deposits menu option and the following selection screen will be displayed. Enter the Bank that you wish to print the checks on. The Use Signature box is not used when printing direct deposit slips. Check the Print Hours box if you want to print the hours on the direct deposit slips. If desired, enter a check message to include (optional). Press the “Print DDs” (Direct Deposit Slips) button to execute the print function.



The direct deposit slips will preview on the computer screen for you to review. Verify that the beginning number, the correct number of direct deposit slips were generated and verify that each slip is printing on one page. Below is a sample of the payroll direct deposit slip.



430-D17c Print MICR Checks The Print Payroll Check has the option of printing MICR (Magnetic Ink Character Recognition). This optional function provides an alternative to the standard check printing on pre-numbered check stock paper. The selection screen to print payroll checks is completed by the user in the same manner regardless of the check printing option chosen by your organization. This check printing option allows you to use a laser printer that contains a special ink cartridge referred to as a MICR (Magnetic Ink Character Recognition) cartridge or at times a magnetic ink cartridge. This option uses check stock safety paper which does not contain pre- printed check information and instead the applications provide the information printed on the check including the bank account, check number and bank routing information at the bottom of the check. This printed area is used by the banking system to read the bank routing information in the same manner as other checks the difference is that your laser printer with the MICR cartridge prints this electronically readable area. The MICR print font is included by CIC in the applications however you MUST have a printer capable of using a MICR cartridge in order to use this function and the MICR cartridge must be in the printer when checks are printed. If you fail to have the MICR cartridge in the printer check cannot be read and routed as needed in the banking system. Please make sure that your printer hardware will support the use of a MICR cartridge before you choose to utilize this check printing option. Set up in the Budgetary Fund Accounting Application should be completed prior to using this check printing option. Set Up in Payroll Sign into the Payroll application. Go to the Site Menu and select the Site Parameters option.



On the main tab shown in the sample above, the Current bank and Current Bank Account Number is displayed. This area is of information cannot be changed by the users. It reflects that bank and account number last used when calculating the payroll. Go to the Formats tab on this screen and set the check format to rCICChecksPRMICR and the MICR Font to “MICR” as shown in the sample below.

The Payroll application will allow you to print check from a single bank and bank account or from multiple banks and bank accounts. However, you can only use one bank for each payroll you process. If you are using multiple banks or accounts you will need to run separate payrolls for each bank and bank account. Return to the Site Menu and select the “Signature File Location” option. If you choose to print MICR checks with a signature, enter the path to where your signature file is located on your system.

Press “OK” and “Exit”.



Using the MICR Check Printing in Payroll After you have completed the previous set up steps you are ready to begin using the MICR check printing functions. On the Checks Menu option, the Process and Compute phase is the step in the process that the user determines what bank and bank account to use when calculating payroll. When the menu option is selected the sample screen below will open with the bank selection displayed as of the last time payroll was computed. Verify the bank and account selection fields are correct. If not, select the desired bank and bank account using the drop down boxes. The system will determine the starting check number from the bank account set up in Banking for the payroll type checks on the bank account selected.

Continue in the processing and printing the Payment Register/ Recap Reports, Check Register, and Wire Register reports if needed.



Select the “Print Checks and Direct Deposits” menu option and the following selection screen will be displayed.

The Bank Identifier, Bank Name and Bank Account used when during the process and compute step will be displayed on the Print Payroll Check Screen. If the information is correct, then continue by pressing the Print Checks button. If the information is not correct, you will need to return to the process and compute step and select the correct bank and bank account before printing checks. The MICR check format will print all the information on the screen including the signatures if you have selected to use the print signature option (the “Use Signature” check box will be checked by default if you have specified a Check Signature Location in the Site Parameters). IMPORTANT REMINDER: YOU MUST HAVE A MICR PRINT CARTRIGE IN THE PRINTER AT THE TIME THAT THE CHECK IS PRINTED, IF YOU DO NOT THEN THE CHECK CANNOT BE READ BY THE BANKING INDUSTRY ROUTING SYSTEM.



430-D18 Bank ACH Tape & Register – PRCK50 After you have verified that the employee earnings, deductions, benefits and leave amounts are correct, you are ready to proceed with printing checks and direct deposit. This menu option will create the ACH file and generate a list of employees paid by direct deposit. The system will generate the ACH Disk File by locating the employees being paid by direct deposit. This would also include the employees having a pre-note. When then file is completed, you will receive a completion message, shown in the sample below. The file will be located in the path as shown in the message.

Press the “OK” button and the system will generate the “Direct Deposit Register Report – PRCK50.” Below is a sample of the report.



430-D19 Federal Tax Deposit This menu option will write the federal withholding amount to the payroll file that is later used when producing the 941 Report. When the option is taken, the system will determine the amount that it will write and then issues a message when it is completed. You will receive the following message asking you if you are ready to create the tax deposit file. Press the “Yes” button if you want to continue or “No” if you do not.

After selecting “Yes” on the previous message, the system will continue and then give you a message that the process is complete and the dollar amount of the federal withholding written. Below is a sample of the message.

Press “OK.” This information is now saved and will be used later with generating the 941 report(s).



430-D20 Update Files This menu option will update the payroll to the history files in payroll as follows:

1. Employee Check History

2. Employee Leave Accrued and Used

3. Employee W2

4. Employee MTD, QTD, and YTD amounts updated

5. Time Entry History is updated.

6. Creates accounting entries using Cost Center information. When the menu option is selected you will receive the following message.

Press “Yes” to continue with the update of the payroll files. Wait until you receive the following completion message before continuing to the next option.



430-D21 Set PreNotes to YES This option will change the PreNote employees in this payroll to reflect a check mark in the pre-note field to indicate that the pre-note has been completed and the employee is now active for direct deposit.

The Prenote Maintenance screen will display all active accounts that do not have the prenote completed. The display screen will allow you to choose which employees you want to update to indicate the prenote is complete. If you do not want to change the employee, the system will not update the completed flag. After making your choices on the screen, the system will continue and update the flags accordingly.

430-D22 Accounting Update This menu option is used when you are completing payroll and you are ready to create the accounting entries for the general ledger. When the menu option is selected the following screen will open.



430-D22a Accounting Load Table This is Step 1 which will create the accounting entries. Enter the desired posting date for the payroll entries in the General Ledger. It is suggested that the posting date match the date printed on the check and direct deposit slips as the journal voucher and the banking entries will use this date. Press the “Load Table” button to begin the accounting update process. When the process is complete, the following message will appear.

Click on the “No” button if you do not want to see the Invalid Organization Identifiers PRCK59 report. Click on the “Yes” button and the report will display. It is a good idea to view the report on the screen to verify no invalid organizations were found.



A sample Invalid Organization Identifiers report is displayed below.

The report displays the desired results of the report. If the report displays something other than what is shown above, the errors must be corrected before continuing with the payroll processing steps. Note: When interfacing two payrolls with the same date, the first payroll needs to be processed all the way through AP. If it is not, the user will get a duplicate key violation when sending the second to AP because of the date being the same.



430-D22b Accounting Interface Report – PRCK60 In Step 2, when the “Employee # Rpt” button is selected, the system will generate the “Accounting Interface Report - PRCK60.” This report will show the accounting transactions for the employees included in the payroll. Below is a sample of the report.



430-D22c Accounting by Ledger Report – PRCK61 In Step 2, when the “Ledger Rpt” button is selected, the system will generate the “Accounting By Ledger Report - PRCK61.” This report will show the accounting transactions for the payroll by ledger account number. Below is a sample of the report.



430-D22d Accounting Totals Report – PRCK62d In Step 2, when the “Summary” button is selected, the system will generate the “Accounting Totals Report - PRCK62d.” This report will show the summary (total amount) for all ledger accounts for the payroll. Below is a sample of the report.



430-D22e Accounting Detail - PRCK62 In Step 2, when the “Detail” button is selected, the system will generate the “Accounting Detail – PRCK62.” This report will detail each employee amount for all ledger accounts for the payroll sorted by general ledger account. Below is a sample of the report.



430-D22f Labor Distribution Report – PRCK63 In Step 2, when the “Labor Dist” button is selected, the system will generate the “Labor Distribution Report - PRCK63.” This report will show the employee amounts for all ledger accounts for the payroll. Below is a sample of the report.



430-D22g Labor Distribution Summary Report – PRCK64 In Step 2, when the “Labor Summ” button is selected, the system will generate the “Labor Distribution Summary Report - PRCK64.” This report will show the summary amounts labor accounts for the payroll. Below is a sample of the report.



430-D22h Payroll Fund Appropriation Report – PRCK65 In Step 2, when the “Fund Totals” button is selected, the system will generate the “Payroll Fund Appropriation Report - PRCK65.” This report will show the total payroll cost per fund. Below is a sample of the report.



430-D22i Net Pay Fund Report – PRCK70 In Step 2, when the “Net Pay Fund Rpt” button is selected, the system will generate the “Net Pay Fund Report - PRCK70.” This report will show the net payroll cost per fund. This report will equal the amount of checks and direct deposits for the payroll. Below is a sample of the report.



430-D22j Payroll Calculations Totals Report – PRCK67 In Step 2, when the “Payroll Rpt” button is selected, the system will generate the “Payroll Calculations Totals Report - PRCK67.” This report will show a recap the payroll. Below is a sample of the report.



430-D22k Claim Ordinance – PRCK66 In Step 2, when the “Claim Ordinance” button is selected, the system will generate the “Payroll Council Approval Report – PRCK66.” This report provides the City Council with the Gross Payroll and employer match amounts for the payroll by fund and department. The report contains preset column headings for health, dental, life, social security and retirement. To generate this report, User Table 910 must be defined. Go to the Site Menu and select the User Table option. Locate table 910.

Enter the match ID in the “Entry from Screen” field. The “Description” field must be one of the following five descriptions: Retirement, Health, Dental, SocSec (Social Security) or Life. Enter the description that corresponds with the match ID. This set up is used to assign your employer matches to the report. Notice there are two entries for SocSec. Since there can be multiple matches associated with SocSec, the system allows the user to associate multiple matches with one description. Note: This table must be created prior to running Step 1 Load Table or the report may not populate correctly. This report can only be generated during the payroll process. Once the Clean-up step has been run, this report is no longer available. Select the “Claim Ordinance” button and the Payroll Council Approval Report – PRCK66 will generate.



A sample report is shown below.



430-D22l Create Accounts Payable Invoices In Step 3, when the “To A/P” button is selected, the system will create Open Invoices in the Accounts Payable Application for all deductions and matches where a Vendor ID was provided in the Income/Deduction setup. The system will create a batch of invoices for the payroll.

Enter the bank and bank account you wish to use as the default when the invoices are created in AP. Click on the “To A/P” button. The following screen will be displayed.

Press the “Yes” button to continue. Press “No” to return to the Accounting screen.

You will receive a message when this process is completed. Click the “OK” button to acknowledge the creation of the invoices. The batch of invoices will be in the open status. The Batch ID will begin with “PR-“ followed by the date of the payroll transactions created.



Below is a sample of the invoice created.



430-D22m Accounting By Ledger Report with AP – PRCK68 In Step 3, when the “Ledger Rpt w/ AP” button is selected, the system will generate the “Accounting by Ledger Report - PRCK68,” which includes Accounts Payable transactions. Below is a sample of the report.



430-D22n General Ledger Update In Step 4, when the “To GL” button is selected, the system will generate a Journal Voucher in the Budgetary Fund Accounting application to create the financial transactions associated with the payroll. You will receive a message when the process is complete. Click the “OK” button to continue.

Below is a sample of the payroll Journal Voucher created in the Budgetary Fund Accounting Application when this option was completed.

This voucher must be verified and reviewed prior to processing. After this voucher is processed in Budgetary Fund Accounting the ledger accounts will reflect the financial transactions related to this payroll. Note: The “To Text” button on this screen is for future development for an export to text function, if needed at a future time.



430-D23 Clean Up After Update Run the Clean Up After Update option to remove the time entries and other payroll information no longer needed. If this is not completed by the user, the Set Up Payroll will do it when beginning the next payroll.

Click on the “No” or “Cancel” button to exit the Clean Up. Click on the “Yes” button to proceed with the payroll clean-up. The system will display a message when the clean-up process is complete.

CIC Payroll 430-E00 Time Entry Restricted • 303


430-E00 Time Entry Restricted The payroll application contains two areas that allow users to enter time entry transactions. The Checks menu contains a time entry area that has no restrictions and is designed to be used by users that are not restricted to a group of employees or from the ability to update employee records. A separate menu is available to allow users with restrictions to specific groups of employees, or perhaps a specific department. The users are allowed access to read-only viewing of employee leave records and cannot update the employees.

430-E01 Time Entry – Restricted The time entry screen functions are described in section 430-D02 if this document. See this section of the document for additional information if needed. When you select the Time menu button on the Payroll main menu, the menu options available for restricted time entry are displayed. Below is a sample of the menu.

304 • 430-E00 Time Entry Restricted CIC Payroll


430-E02 Payroll Worksheet – PRTM01 This menu option generates a payroll worksheet by department to assist with the payroll entry process. These worksheets can be generated by pay group or by department. Select the Payroll Worksheet option and a selection screen will appear.

Select the pay group from the drop down box or leave the field blank to return all pay groups. Only the pay groups utilized by active employees will appear in the drop down box for selection. Select the desired department from the drop down box or leave the field blank to return all departments. Enter the pay period ending date. This date will automatically appear on the worksheets. If this field is left empty, the system will use the time entry period ending date that is currently listed in the site parameters. Click on the “Print” button to generate the worksheets.



The worksheet has boxes for the users to enter Reg. Hours, O.T. Hours, Vac. Hours, Sick Hours, Holi. Hours, Fun. Hours and Total Hours. Boxes for Comp Earned and Comp Used are also available. The Vac. Bal and Sick Bal. boxes contain the employees available vacation and sick leave. The report also includes a row of boxes for department totals. These fields can be compared to the time entry reports to verify the accuracy of the time entry process. There is also a signature line provided so the information can be certified as accurate.

430-E03 Time Entry Time entries must only be made for those employees whose timecards do not match their standards. The time entry form will display employee time cards in alphabetic order within department. The user can move between employees by using the arrow buttons (“<” and “>”) at the top of the form. The basic options for time entry are: 1. Make no changes. 2. Add entries to the existing time card contents. 3. Make changes to the default contents. In all cases, the entries will be shown on the form, permitting changes to reflect the times and dates of actions.



430-E03a Time Entry Detail When the Time Entry menu option is selected on the Time menu, a group of employees that the user is allowed to access will be displayed. This is based on the security setup in the application. Below is a sample of the detailed time entry employee screen.



The “To Leave” button, located at the upper right of the Employee Time Entry screen, will allow you to view the employee leave information. Below is a sample of the Leave inquiry for the employee. Note that this information cannot be updated by the users.



430-E03b Time Entry Quick Time Entry When the Time Entry menu option is selected on the Time menu you may have chosen the quick time entry option. Quick Time Entry allows the user to enter total hours in lieu of detailed hours by day. A group of employees that the user is allowed to access will be displayed. This is based on the security setup in the application. Below is a sample of the quick time entry employee screen.



The “To Leave” button, located at the upper right of the Employee Time Entry screen, will allow you to view the employee leave information. Below is a sample of the Leave inquiry for the employee. Note that this information cannot be updated by the users.

The “To EmpRec” button, located at the upper right of the Employee Time Entry screen, will allow you to view the employee record information. Below is a sample of the Employee - Read-Only record inquiry.



430-E04 Monthly Time Entry This menu option is currently under construction.

430-E05 Time Entry Reports – Restricted The Time Menu provides Time Entry Reports which will generate time entry reports for the group of employees that the user is allowed access. For example, if user Sally is allowed to enter time entry for Department 15 employees, the Time Entry Reports using this menu option will also be restricted to only report the employees she is allowed to access (Department 15).

Information relating to these reports is described in detail in the 430-D05 section of this document. Please see this area of the document for additional information on the reports.



430-E06 Lock Out Time Entry The Time Menu provides the ability to Lock Out Time Entry. If your organization allows multiple users to enter the payroll time entries, this function is needed. After the time entries for the payroll have been completed by the users, the time entry is locked out and the users can no longer update the time entry records. This allows for changes to be locked down prior to the calculation and processing of payroll. After the payroll time entries are completed and verified for accuracy, and you are ready to proceed to processing the payroll, select this menu option to lock out time entry. When this option is selected the following screen will be displayed. Follow the instructions on the screen and place a check in the “Lock Out Time Entry?” check box.

Press the “Apply” button to continue with the lock out process. You will receive the following message.



Press the “Yes” button if you would like to continue. Press the “No” button if you do not want to continue with the lock out. When the lock out is applied, the system records the information in the time entry screen into a temporary table. So even if the lock is removed and the data has changed, the saved information is still in the database. If you continue with the lock out, the time entry will be locked down. At this point, if a user attempts to modify the employee time entry records, they will receive a message, as shown in the sample below.

NOTE: The lock out function only applies to the Time Entry process in the Time Menu. It will not lock out users from the Time Entry process in the Checks Menu. The lock out function will only lock out users if they are using the detailed time entry as shown in the screen above. The lock out function will not lock out users if they are using the quick time entry.

CIC Payroll 430-F00 Reports • 313


430-F00 Reports 430-F01 Report Menu Options The Report Menu contains several report options. To access the Reports menu, select Reports from the Payroll main menu and advance to the Reports menu shown in the following screen sample.

314 • 430-F00 Reports CIC Payroll


430-F02 Report Launcher This menu option is used in the system as the area where custom reports or queries reside. The name of the custom report is set up in User Table 900 and then displayed on this screen where you can execute the report or query.

430-F04 Multi-Organization Reports This menu option allows users who are running multiple organizational payrolls to produce reports for the separate organizations. When this option is selected, the following screen will appear. Complete the Starting Check Date and the Ending Check Date fields, and then select Detail or Summary.



430-F04a Payroll Organizational Detail Report – PRLT01 This menu option produces a detail report by organization for the date range entered. Below is a sample of what information is printed on this report.



430-F04b Payroll Organizational Summary Report – PRLT02 This menu option produces a summary report by organization for the date range entered. Below is a sample of this report.



430-F05 Leave Liability Report – PRLT05 This menu option will produce a report for the leave liability for your organization. The report is sorted by department. When this menu option selected the following screen will appear.

Select the leave type you want to include in the report or leave the field blank to select all leave types. Select the department you want to include on the report or leave the department field blank to select all departments. Select the employee you want to include on the report or leave the employee field blank to select all employees. Press the “Execute” button to generate the report.



Below is a sample of the information that is provided on the report.

NOTE: This report will include only active leaves. If a leave has been designated as inactive in the Leave Tab in the employee record, that leave will not appear on this report even if leave hours are still available. The sample above only displays three leaves, PERS, SICK and VAC.



Below is a screen shot of the employee’s leave record.

Notice HOLI is inactive and does not display in the report above even though the employee has 56 hours available.



430-F06 Open Checks – PRLT10 This menu option will provide a report containing a list of payroll checks in the Open Status which means they have not yet been redeemed. When you choose this menu option the following selection screen will appear.

Choose the bank from the drop-down or leave the field blank to select all banks. Select the bank account from the drop-down list or leave blank for all. Press the “Execute” button to run the report. Below is a sample of the report.



430-F07 Void Checks Report – PRLT11 This menu option will provide a report containing a list of payroll checks in the Void status, which means they were voided by the user. When you choose this menu option the following selection screen will appear.

Choose the bank from the drop-down or leave the field blank to select all banks. Select the bank account from the drop-down list or leave blank for all. Enter a From Date to indicate the beginning date you wish to include on the report. Enter a To Date to indicate the ending date you want to include on the report. Press the “Execute” button to run the report.



Below is a sample of the report.



430-F08 Employee Overtime by Department – PRLT14 This report will allow you to report the employee overtime paid by department.

Select the desired department from the drop down box or leave the field blank to report all departments. Enter a check date range in the From Date and Thru Date fields. Click on the “Calculate / Print” button to generate the report.



430-F09 Payroll Expense By Department Report – PRLT15 This report will allow you to report total wages and hours for all income types for a specific check date or range of check dates. At the end of each department is a summary of the matches for the specific department.

Select the desired department from the drop down box or leave the field blank to report all departments. Enter the check date range in the From Date and Thru Date fields. Press the “Calculate / Print” button to generate the report.




Each income type will have the detail by employee of the amount and hours for the specific income type. A total amount and hours is provided by income type as well as by Department. Each match is listed separately at the bottom of each department providing the user with a total of all matches for the department.



430-F10 Retirement Reporting – PRLT16 & PRLT17 This report allows you to report your employees retirement gross wage amount, employee contributions and employer contributions for a selected check date range. To begin using this report, some setup is required in the deduction and match definitions. The pension box in the lower right hand corner of the deduction / match definition must be checked as seen in the sample below.

Return to the Reports Menu and select the Retirement Reporting PRLT16 / PRLT17 menu option.



The following screen will appear.

From the Matches drop down box select the desire match. Then select the corresponding deduction from the drop down box in the Deductions field. Both of these drop down boxes are populated using the Accounting Group as defined in the Deduction and Match definitions. Only the Deductions and Matches with the Pension checkbox checked will appear in the drop down boxes. Enter the check date range to report. This report can be generated for prior years as well. A date range must be specified. Select the desired department using the drop down box or leave the field blank to report all departments. The report can be sorted and summarized by Month or by Pay Period. Select the desired reporting method and click on the “Calculate / Print” button to generate the report.



A sample Retirement Reporting by Month PRLT16 is shown below.



A sample Retirement Reporting by Period PRLT17 is shown below.



430-F11 Prior Year Wages – PRLT18 The Prior Year Wages PRLT18 report will generate a listing of prior year’s wages by a date range. With this report, you have the option to select one department or leave the selection box empty to generate the report for all departments. This report provides total wages and hours by department for the specified time period. The report also includes a breakdown by cost center within each department. A grand total for all departments is listed at the end of the report.

Select the desired department from the drop down box or leave the field blank to report all departments. Enter a check date range to report. For a single check date, enter the same check date in the From Date and Thru Dat fields. Click on the “Calculate / Print” button to generate the report.



A sample of the report is shown below.



430-F12 Payroll Calculation Totals by Date – PRCK67d This menu option allows the Payroll Calculations Totals report to be generated outside a payroll run for a specific date range.

Enter the check date range in the Starting Check Date and Ending Check Date fields. Click on the “Execute” button to generate the report.



430-F13 Leave Definition Report – PRLT20 This menu option is provided to allow you to print a report to verify the leave definition setup. Below is a sample of the report.



430-F14 Calendar Report – PRLT21 This menu option is provided to allow you to print the calendar setup information. Below is a sample of the report.



430-F15 Tax Definition Report – PRLT22 This menu option is used to print a report reflecting the Tax Table setup information. Below is a sample of this report.

430-F16 Department Report – PRLT23 This menu option is provided to allow you to print and review the department setup. Below is a sample of the report.



430-F17 User Tables Report – PRLT24 This menu option is provided to allow you to print and review the user table setup. Below is a sample of the report.



430-F18 Cost Center Ledger Report – PRLT25 This menu option is provided to allow you to print and review the Cost Center ledger account setup. Below is a sample of this report.



430-F19 Income Deduction Match Setup Report – PRLT30 This menu option is provided to allow you to review the income, deduction, match setup information. When this option is selected, the following report selection screen will be displayed.

Select income, deduction or match, or leave this field blank to select all. Press the “Execute” button to generate the report.



Below is a sample of this report.



430-F20 YTD Earnings Report – PRLT32 This menu option will produce a year to date earning report by quarter for the employees. When this menu option is selected, a report selection screen will be displayed. Below is a sample of the selection screen.

Select the desired employee from the drop-down list or leave the employee field blank to select all employees.



430-F21 Longevity Parameter Report – PRLT33 This menu option will print the information entered on the longevity setup. Below is a sample of this report.



430-F22 Employee By Dept Report – PRLT34 This menu option is provided to allow you to print a list of employees by department. This report will not include terminated employees. The report will include active and inactive employees for each department. This report is useful when establishing record security options. Below is a sample of the information that appears on the report.



430-F23 Employee Income Deduction Match Set Up Report – PRLT40 This menu option is provided to allow you to review the employee’s income, deduction and match setup. Below is a sample of the information provided on the report.



430-F24 Rate Change Log Report – PRLT45 This menu option is provide to allow you to easily find the employee rate change entered within a certain time period.

Press the “Execute” button to generate the report showing employee rate changes entered within the date entered. Below is a sample of the generated report.



430-F25 Probation List Report – PRLT50 This menu option will allow users to print a report of employees that are considered to be recently hired and working in a probation period. Each organization has different employment rules relating to probation periods. This report will list employees hired after the date entered. When this menu option is selected, the following Report Selection screen will be displayed.

Press “Execute” button to generate the report showing employees that are active and hired after the date entered.



Below is a sample of the information printed on the report.



430-F26 Income Deduction Match Listing Report – PRLT55 This menu option will print a report of incomes, deductions or matches and the employees associated with the selection. When the menu option is selected the following selection screen will be generated.

Enter a beginning income/deduct category in the From field. Enter an ending income/deduct category in the To field. Enter the date range for the system to report through. Select the employee status from the drop down box. To include all employees, leave the field blank. To report on income, deductions, or matches that are active within the date range, check the Active (within selected dates) checkbox. To report on income, deductions, or matches that ended within the date range, check the Ended (within selected dates) checkbox. Press the “Execute” button to generate the report.



Below is a sample report. This is a sample of active incomes, matches and deductions. Notice the “To Date” field is outside the date range specified of 1/1/2009 to 12/31/2009 showing the deduction is active.

Below is a sample report using the “Ended” checkbox. This report includes incomes, matches and deductions that have an end date within the specified date range. Notice the “To Date” has date that is within the date range of 1/1/2009 to 12/31/2009 showing the deduction has ended.



430-F27 Missing Cost Center Report – PRLT60 This particular report will provide users notice that a specific condition exists in payroll and information is needed. Remember that Cost Centers control what occurs when payroll accounting entries are created and transferred into the General Ledger. A missing Cost Center means that accounting entries will be incorrect. Therefore, items on this report must be reviewed and corrected prior to continuing with the payroll process. Below is a sample of the Cost Center report. A blank report is desired, as it indicates that the user does not have any Cost Centers missing.



430-F28 Birthdays by Department – PRLT70 The Birthdays by Department – PRLT70 details employees’ birthdays grouped by department.

354 • 430-G00 Employee Inquiry CIC Payroll


430-G00 Employee Inquiry

430-G01 Employee Inquiry Menu Option The payroll application contains a menu option that will allow a user the ability to have inquiry access to the employee record. From the Payroll main menu, select the “Emp Hist” button to access Employee History menu. Employee Inquiry is the first menu option available.

CIC Payroll 430-G00 Employee Inquiry • 355


When the menu option is selected the user can read the employee records information but is not allowed to update.

The only field used in the employee selection screen is the Specified Employee. Either type the employees name, last name first, or select the employee from the drop down box. Click on the “Execute” button to generate the screen. Below is a sample of the read-only employee screen available for display from this menu option.

356 • 430-H00 Employee History Reports CIC Payroll


430-H00 Employee History Reports The payroll application contains a menu option that will allow a user the ability to produce reports related to employee history. From the Payroll main menu, select the “Emp Hist” button to access Employee History menu. Below is a sample of this menu.

CIC Payroll 430-H00 Employee History Reports • 357


430-H02 Employee Current Pay History – PRHS10 The payroll application contains a menu option that will allow a user the ability to produce a report on the employee current year pay history. When the menu option is selected the following report selection screen will be displayed.

Select an employee from the drop-down list or leave blank to select all employees. Select a department from the drop-down list or leave blank to select all departments. Select a sub-department or leave blank to select all sub-departments. Press the “Execute” button to generate and display the report. The report will provide the income, deduction and match amounts for the employee. The information is broken out by periods in the current year for the employee(s).



430-H03 Employee Check History Report – PRHS15 This menu option will give you the ability to produce a report to provide the check history of an employee for a specific date range. When the menu option is selected, the following report selection screen will be displayed.

Select the desired employee from the drop-down list provided. Enter the desired beginning date in the From Date field. Enter the ending date in the To Date field. The report will select checks dates for the employee within the range entered. Press the “Print Employee” button to generate and display the report.



Below is a sample of the report generated. As shown in the sample below, the report will include dates from multiple years if selected.



430-H04 Employee Time Entry History – PRHS18 and PRHS18s These reports allow you to gather information from the information stored in time entry history. You are able to obtain reports for hours entered in time entry for time when the employee was not receiving pay. This information is necessary to allow you to track unpaid leave or time absent for family medical leave purposes.

Enter the date range for the report in the From Time Date and To Time Date. Select the desired department from the drop down box or leave it blank to report all departments. Select the sub-department from the drop down box or leave it blank to report all sub-departments. Select the employee from the drop down box or leave it blank to report all employees. Select the income from the drop down box or leave it blank to report all incomes. Enter the employee status in the Status field or leave it blank for all statuses. Available statuses are A – Active, I – Inactive, T – Terminated or P – Profile. Enter an “F” for Full Time or “P” for Part Time in the Full/Part field. The report can be printed in detail format or summary format. Select the desire report format and click the “Execute” button to generate the report.



Below is a sample of the report in detail format, Employee Time History Report PRHS18



Below is a sample summary report, Employee Time History Summary PRHS18s.



430-H05 Employee Hours Worked Report – PRHS20-21 This menu option will give you the ability to produce a report to provide employee time entry history on the hours of an employee or group of employees for a specific date range. Two reports will be generated. The Employee Hourly Breakdown Report PRHS20 will show the information for the employee(s) and the Hourly Summation by Cost Center Report PRHS20 will show the total hours (summary) amounts for the Cost Center for the time period in the date range selected. When the menu option is selected the following report selection screen will be displayed.

Enter the desired beginning date in the Check Date From field. Enter the ending date desired in the Check Date To field. Select a specific Cost Center from the drop-down list or enter the word All to select all Cost Centers. Select a specific department from the drop-down list or enter the word All to select all departments. Select a specific employee from the drop-down list or leave the field blank to select all employees. The sample screen above indicates that we want to report all employees, in all departments in Cost Center 010-012000 for the period of 08/1/2009 through 09/15/2009. Press the “Execute” button to generate both reports.



Below is a sample of the Employee Hourly Breakdown - PRHS20 showing employee #4401, Sam Anyone, for the selected period.



Below is a sample of the Hourly Summation by Cost Center Report - PRHS21 showing breakdown of the income categories in the selected Cost Center. The hours and amount are provided as well.



430-H06 Employee Check With Hours Report – PRHS22 This menu option will allow you the ability to produce a report to provide employee check history with hours included for a specific time period. When this menu option is selected the following report selection screen will be displayed.

Select the desired Employee ID from the drop-down list provided or leave the field blank to select all employees. Select the desired income category from the drop-down list provided or leave the field blank to select all income categories. Enter the desired beginning check date in the From field. Enter the desired ending check date in the To field. Press the “Execute” button to generate and display the report.



Below is a sample of the report generated.



430-H07 Employee Available Leave Report – PRHS23 This menu option will allow you to view and report the available leave on a specific employee selected. When this menu option is selected the following selection screen will be displayed.

Select the desired employee from the drop-down selection list or leave the field blank to report all employees. Select the employee status from the drop down box or leave the field blank to report all employee statuses. Select the desired department from the department drop down box or leave the field blank to report all departments. Press the “Print” to generate the report.




Note: The report heading will include the date the report was executed. This is necessary because the current leave balance information is reported and the date indicates when the balance was valid.



430-H08 Leave Time History – PRHS24 This report allows you to request a specific date range when reporting earned and used leave.

Select the employee from the drop down box or leave the field blank to return all employees. Select the desired department from the drop down box or leave the field blank to return all departments. Leave the desired leave type or leave the field blank to return all leave types. Enter the desired date range. Click on the “Execute Print” button to generate the report.



Below is a sample of the Leave Time Entry History Report.



430-H09 Employee Deduction Setup – PRHS25 This menu option will allow you to report the deductions set up on an employee. When this menu option is selected the following selection screen will be displayed.

Select the desired employee from the drop-down selection list or leave the employee selection field blank to select all employees. Press the “Execute” button to generate and preview the report.



Below is a sample of the Employee Deduction Setup report.



430-H10 Employee Benefits Setup – PRHS30 This menu option will allow you to report the benefits (matches) set up on an employee. When this menu option is selected the following selection screen will be displayed.




Below is a sample of the Employee Benefit Setup report.



430-H11 Employee Direct Deposit Setup – PRHS35 This menu option will allow you to report the Direct Deposit information set up on an employee. When this menu option is selected the following selection screen will be displayed.




Below is a sample of the Direct Deposit Setup report.



430-H12 Employee Wage Set Up – PRHS40 This menu option will allow you to report the wage (income) information setup on an employee. When this menu option is selected the following selection screen will be displayed.




Below is a sample of the Employee Wage Setup report.



430-H13 Wage / Withholding History – PRHS36 This report will allow you to report on gross wages including Federal, FICA, Medicare and State Gross Wages. The report will also include the withholdings that correspond to the gross amounts. Federal, FICA, Medicare and State withholdings are displayed directly below the corresponding gross wage amounts. This information can be displayed in summary or detail format.

Enter the date range to be included in the report. Select the desired employee or leave the field blank to report all employees. To generate the report in detail, press the “Wage/Withholding PRHS36” button.



A sample report is displayed below.



To generate the report in summary format, click on the “Wage/Withholding Sum PRHS36s” button. A sample report is show below.



430-H14 Benefit / Deduction History – PRHS45 This menu option will allow you to report the amounts of a specific benefit (match) or deduction for an employee or all employees for a date range. When this menu option is selected the following selection screen will be displayed.

Complete the selection screen by choosing a specific benefit from the drop-down list provided or choose a specific deduction from the drop-down list provided. Enter a beginning date in the From field and enter an ending date in the To field. Note that the date used in this date range selection is the date of the payroll check transactions. Select a specific employee from the drop-down list provided or leave this field blank to select all.



430-H15 Earnings History – PRHS50-52 This menu option will allow you to produce reports relating to the employee earning history. The history information is available for a specific date range and available by pay category, by check or gross pay. The date range selection uses the check date to consider what to include on the reports because it is considered the date the employee was paid. These reports are available in summary or with detail. When the menu option is chosen the following selection screen will appear.

In the From field enter the date you want to begin from and in the To field enter the ending date that you wish to include in the report. Select the desired employee form the drop down box or leave the Employee field blank to report all employees. Then press one of the six (6) report options displayed. Below is additional information for each report option.



430-H15a Earnings by Category PRHS50 This report will provide the detail information for each employee by income pay category for the period selected. The income category, employee name, employee ID, check date, check number and amount for the specific income will be shown on the report. All employees are listed for each category in the date range entered. Below is a sample of the report.



430-H15b Earnings by Category Summary PRHS50S This report will provide the summary information for each employee by income pay category for the period selected. The income category, employee name, employee ID, and summary amount for the specific income will be shown on the report. All employees are listed for each category in the date range entered. Below is a sample of the report.



430-H15c Earnings by Check # PRHS51 This report will provide the employee incomes by check number for the period selected. The check number, check date, employee name, employee ID, net check amount, income category, income gross amount for the specific check is included in the report. The report is sorted by check number and check date ascending for the period. Below is a sample of the report.



430-H15d Earnings by Check # Summary PRHS51S This report will provide the employee incomes by check number for the period selected. The check number, check date, employee name, employee ID, and net check amount for the specific check is included in the report. The report is sorted by check number in ascending order. Below is a sample of the report.



430-H15e Earnings Gross with Detail PRHS52 This report will provide the gross amounts for the employee payroll checks for the period selected. The employee name, employee ID, check number, check date, net check amount, Federal Gross, Fica Gross, Medicare Gross, State Gross, Local Gross, and Suta Gross amounts are included for the specific check. The amount of pay per category is also included in the report. The report is sorted by employee name, employee ID and check number ascending for the period. Below is a sample of the report.



430-H15f Earnings Gross Summary PRHS52S This report will provide the gross amounts for the employee payroll checks for the period selected. The employee name, employee ID, check number, check date, net check amount, Federal Gross, Fica Gross, Medicare Gross, State Gross, Local Gross, and Suta Gross amounts are included for the specific check. The report is sorted by employee name, employee ID and check number ascending for the period. Below is a sample of the report.



430-H16 Employee Benefit History – PRHS60 This report will provide the benefit history amounts for the employee payroll checks for the period selected. The employee name, employee ID, check number, check date, category (match) and amount are included for the specific check. When the menu option is selected the following selection screen will be displayed.

Select the desired employee from the drop-down selection field or leave the employee field blank to select all. Enter beginning date in the From field and an ending date in the To field. The date selection will use the employee check date when selecting records. Press the “Execute” button to generate and display the report.



430-H17 Employee Deduction History – PRHS62 This report will provide the deduction history amounts for the employee payroll checks for the period selected. The employee name, employee ID, check number, check date, category (deduction) and amount are included for the specific check. When the menu option is selected the following selection screen will be displayed.

Select the desired employee from the drop-down selection field or leave the employee field blank to select all. Enter beginning date in the From field and an ending date in the To field. The date selection will use the employee check date when selecting records. Press the “Execute” button to generate and display the report.



430-H18 Employee Detail Pay History – PRHS65 This menu option will allow you to view and report the detail pay history for a selected employee for a date range. The information is obtained from the employee time entry history detail records.

Select a specific employee from the drop-down list. Enter a beginning date in the Time Entry Date From field and an ending date in the Time Entry Date To field. The dates entered are date relating to the days worked and are not check dates. Press the “Execute” button and the system will generate a display screen to show the detailed information for the selected employee for the date range.



Below is a sample of the Pay History Details screen.

The information from the employee time entry history is displayed for the employee and the date range selected. Use the slide bar on the right-hand side of the screen to scroll down to additional records if needed. If you wish to print the information displayed in a report form, press the “Print” button located in the top right-hand corner of the display screen.



The system will generate the “Employee Pay History Details Report - PRH65,” as shown in the sample report below.



430-H19 Employee’s Over Max Leave – PRHS70 This menu option will allow you to produce a report of employees who currently have a leave available balance that exceeds the maximum amount allow for the leave type. The employee name, leave type, maximum amount and the available amounts are shown on the report. Below is a sample of the report.

BLOCKED INFORMATION

BLOCKED INFORMATION

CIC Payroll 430-I00 Period End • 401


430-I00 Period End The Period End menu is provided to allow you to access report and functions that are often performed at the end of a period of time in payroll. The system does not make users perform a function to close a specific month or quarter. The system uses the check dates, which are the dates employees are paid, to determine the specific month, quarter or year. The system does have a process that closes the end of year in payroll. Below is a sample of the Period End menu options.

402 • 430-I00 Period End CIC Payroll


430-I01 Quarterly Reports When the menu option is selected a Quarterly Process screen as shown in the sample below will be displayed.

Enter the desired year and click on the quarter you wish to report. Select the organization you wish to report. The “Active” and “Inactive” buttons are currently under development.



430-I01a Federal Wages – (PRPE02) Press the “Fed Wages” button to produce a report of the employees Federal Gross Wages for the period selected. This report can be run for the current year only. The report will list the employee’s social security number, name and the federal gross wage amount for each quarter for the current year. The report prints the year in the report heading and is sorted by the social security number. A total for each quarter is provided at the end on the report. Below is a sample of the report format.

BLOCKED INFORMATION

Employee’s Social

Security Numbers and Names not displayed in

this sample image.



430-I01b State Wages – (PRPE03) Press the “State Wages” button to produce a report of the employees State Gross wages for the period selected. This report can be run for the current year only. The report will list the employee’s social security number, name, and the state gross wage amount for each quarter for the current year. The report prints the year in the report heading and is sorted by the social security number. A total for each quarter is provided at the end on the report. Below is a sample of the report format.

BLOCKED INFORMATION

Employee’s Social

Security Numbers and Names not displayed in

this sample image.



430-I01c 941 Report – (PRPE04) Enter the organization and press the “Qtr-941” report button. The report will be generated for the year and quarter selected on screen displayed. The system will generate the report and display the report. A message box will appear as shown below.

If you want to see a detail report of the information summarized on the” Information for Federal 941 Report - PRPE04” press the “Yes” button and the system will display the detailed 941. It is recommended that you print and verify both reports. If you do not to see or print the detail report, press the “No” button.



Below is a sample of the Information for Federal 941 Report - PRPE04.

The year, quarter, organization and date the report is generated is displayed at the top of the report. The Total Wages Subject to Federal Withholding and the Federal Taxes Withheld for the quarter is printed on the report. The FICA and Medicare Wages, Employee amounts and Employer amounts are provided. The Total Social Security and Medicare Liability is reported and is the sum of the employee and employer’s FICA and Medicare amounts. The Total Federal Liability is the sum of the Federal Taxes Withheld plus the Total Social Security and Medicare. The Earned Income Credit is also displayed on this report to assist with the 941 reporting. The Adjusted Federal Liability is the Total Federal Liability adjusted by the Earned Income Credit. The report also breaks this information down to show the Liability By Date. This reflects the federal tax withholding plus the employee and employer Social Security and Medicare liability for each payroll check date in the quarter.



The second page of the report, as shown in the sample below, contains the Liability broken down per month for the Quarter.

Occasionally, the system will identify a difference between the check wages and the computed wages generated when the report is calculating. If this occurs, the following error message will display on the screen.



Click on the “OK” button. The 941 detail and 941 summary reports will then display on the screen. Close those reports and a 941 Error report will display detailing the employees and checks in question. A sample 941 Error PRPE05 report is shown below.

Note: The major cause of this error message is a change in the exempt flags in the income, deduction or match definitions. Please contact support for assistance in resolving the issues.



430-I01d 941 Detail Report – PRPE05 The 941 Detail Report - PRPE05 will provide the 941 information for each employee in the payrolls of the quarter being reported. The information is provided for each payroll. The information on this report is sorted by department and department totals are provided. Below is a sample of the information for an employee.

The 941 Detail Report - PRPE05 contains totals for each employee, totals for the department level and, at the end of the report, Grand Totals for the Quarter.



Below is a sample of the last section of the report.

In the Grand Totals line of this 941 Detail Report you will find the totals that are reported on the Information for Federal 941 Report. HINT: The 941 Detail report can be used to verify the Federal Gross Quarterly Report, the State Gross Quarterly report for each employee as well as providing the detail information to support the 941 Report totals.



430-I01e One 941 This option will allow you to produce an Informational Federal 941 Report and a Detail 941 report for one (single) payroll. Enter the check date of the payroll you wish to report and press the “One941” button. The report will be generated for the payroll date entered. Note: If desired, this report can be generated for prior years and quarters. Below is a sample of the completed selection screen.

After making your selection, press the “One941” button to execute and generate the report.



Below is a sample of the Information for Federal 941 Report - PRPE04 for the one payroll selected.



Below is a sample of the 941 Detail Report - PRPR05 for the payroll selected.



430-I02 Kansas Quarterly Reporting This menu option will allow users to produce the Quarterly Payroll report for the State of Kansas. The report includes the State Unemployment Reports, Kansas Public Employee’s Retirement System (KPERS) Report and the Kansas Police and Firefighters Retirement System Report (KP&F). When this menu option is selected, the following report selection screen will be displayed.



430-I02a KPERS Reporting The system will identify KPERS for reporting purposes by using the accounting categories that begin with KP.

KPERS REPORT CATEGORY SETUP The KPERS reporting allows you to produce a KPERS Report by Category. This report allows you to define the Categories for reporting. The setup must be completed before the report will run properly. Press the “KPERS Report Category Setup” button located in the center of the report selection screen. When the option is opened for the first time the screen will be blank, as shown in the sample screen below.

Press the “Load KPERS Codes” button at the upper right-hand portion of the screen and the system will load the various employee deductions types in payroll relating to KPERS. All deductions with the accounting group code of KPERS are available for selection.



If you do not want to continue, press the “No” button. If you wish to continue with the setup option, press the “Yes” button. The following setup screen will be loaded with the employee deduction types related to KPERS, as shown in the sample screen below.

In the KPERS Report Category field enter a report category description that you want to group the various types together by and report on. In the sample screen below, for demonstration purposes, we chose report categories of Regular, Buy Back and Military.



After the setup of the report categories is completed return to the Kansas Quarterly Report Menu.



Kansas Public Employee Retirement System Report – PRPE10 Select the desired year, time period and KPERS report type and press the “Execute” button to generate the Kansas Public Employee Retirement System Report – PRPE10. At the end of the report, the employee contribution amount is shown separated by the reporting categories as shown in the sample below.

The total of the employee contribution column should equal the total amount shown by reporting categories. If this amount does not equal, then return to the report category setup and make sure that every employee’s KPERS deduction code was assigned to a reporting category.

BLOCKED INFORMATION Employees Names and Numbers are not displayed in this sample image.



KPERS Employee Contribution Breakdown by Category Report – PRPE11 The system will generate a second report “Employee Contribution Breakdown by Category – PRPE11” that will provide totals for the period requested for each reporting category. The reporting category is listed and the employee information is provided for the employee’s KPERS deductions. If an employee has been terminated and the termination date in the employee record has been entered, the termination date will display in the report. If the employee has not been terminated, “N/A” will display in the Termination Date field. Below is a sample of the report.

The Report PRPE11 will provide a detailed breakdown, by KPERS reporting category, of all the employee deductions for the period selected.

BLOCKED INFORMATION Employee Name and Number are not displayed in this sample image.



430-I02b Kansas Unemployment Reporting The system provides three (4) Kansas Unemployment reporting options. The four options are displayed in the lower left-hand portion of the report selection screen shown below.

The “Display excess over limit on Unemployment Report?” option will add a column to the Unemployment Reports that will display any wages that have exceeded the unemployment limit. This check box can be used with the “Use Suta to designate Unemployment Exempt?” report option OR the “Use FICA/Medicare Gross for Unemployment Report?” report option AND the “Sort Unemployment Report By Department?” report option. The “Use Suta to designate Unemployment Exempt?” report option tells the system to display the wages for the report based on the exempt flags in the income/deduction definitions. If an income is flagged as exempt from SUTA in the income definition, it will not be included on the report. This report option cannot be used with the “Use FICA/Medicare Gross for Unemployment Report?” option. It can be used with both of the other report options.



The “Use FICA/Medicare Gross for Unemployment Report?” option will use the FICA/Medicare Gross for wages on the report. This report option cannot be used with the “Use Suta to designate Unemployment Exempt?” option but can be used with both of the other options. The “Sort Unemployment Report By Department?” option will report the wages by department. The report will exclude Kansas elected officials if you have flagged the appropriate positions in the Personnel applications as an elected position. Select the desired Time Period and Report Type. Select the desired Unemployment Report Options and press the “Execute” button to generate the report. SAMPLE REPORTS: Kansas Quarterly Unemployment Report – PRPE12a



The sample report below uses the “Display excess over limit on Unemployment Report?”, “Use Suta to designate Unemployment Exempt?” and the “Sort Unemployment Report By Department” report options as seen in the selection screen above.

Kansas Quarterly Unemployment Report – PRPE12



The sample report below uses only the “Use FICA/Medicare Gross for Unemployment Report?” option. Note: When an employee exceeds the FICA wage limit for the year, the Medicare Gross is used for this report.

BLOCKED INFORMATION Employee SSN and Name are not displayed in this sample image.



430-I02b(1) Unemployment Media Setup The system will allow the user to create the media file of the Kansas Quarterly Unemployment Report to meet the requirements of the State of Kansas. The Unemployment Media Setup must be completed in order for the media file to be created. Select the Kansas Quarterly Reports Menu option and click on the Unemployment Media Setup tab.

The Employer Federal ID, Employer Name, Employer Address, Employer City and Employer Zip Code fields will automatically populate from the information found in the Organizations tab of the Site Parameters. The Unemployment Acct is unique to each user. Enter the State assigned Unemployment Acct number in this field. If the agency does not pay unemployment on all wages over a certain amount (i.e. excess wages), place an “N” in the Governmental Agency field. If the agency pays unemployment on all wages subject to unemployment, place a “Y” in the Governmental Agency field. The Media File Path field is used to specify the location where the media file will be saved. Enter the name and phone number of the individual used as the entity contact in the Contact Name and Contact Phone Number/Ext fields. After the Media Setup is complete, return to the Report Setup tab and “Execute” the Kansas Quarterly Unemployment Report as desired. The media file is created at the same time the report is



being generated. The file will be saved to the location defined in the Media Setup. It will be titled UIWAGE(last month of the quarter)(fiscal year).txt. EXAMPLE: The 4th quarter 2009 would be saved as UIWAGE122009.txt. This file can now be uploaded to the State of Kansas.

430-I02c Kansas Police and Firefighters Retirement System Report – PRPE13 The system will identify KP&F for reporting purposes by using the accounting categories of KPF or KP&F designated on the Income/Deduction definitions. KP & F Report (PRPE13) Select the time period, year and organization you wish to report. Select the report type “KP & F Report.” Below is a sample of the information this report will produce.

Modifications were made to the Kansas Quarterly Reports selection criteria for the Quarterly Unemployment Reports. A new report option was added to allow the user to sort the unemployment reports by department. Simply check the “Sort Unemployment Report by Department?” check box to group employees by department on the Unemployment Reports. This check box can be used simultaneously with any of the other three unemployment report options or it can be run by itself.



430-I03 YTD by Department – PRPE15 Because the payroll registers include only those employees who are being paid for a specific payroll, they are not useful for balancing YTD amounts. They also do not include inactive or terminated employees. This report is a payroll register-type format that includes information about all employees who have been paid this year-to-date, regardless of their current status or whether they are being paid during this payroll. It is the proper place to balance year-to-date information. This report provides subtotals for balancing departmental accounting transactions as well.



430-I04 YTD Grand Totals – PRPE16 Because the payroll registers include only those employees who are being paid for a specific payroll, they are not useful for balancing YTD amounts. They also do not include inactive or terminated employees. This report is a payroll register-type format that includes information about all employees who have been paid this year-to-date, regardless of their current status or whether they are being paid during this payroll. It is the proper place to balance year-to-date information. This report provides only grand totals for the current year for each income, deduction and match type. When this menu option is selected the selection screen, as shown in the following example, is displayed.



Enter or select the organization ID that you wish to generate the Grand Totals Report for. Press the “Execute” button to generate and display the report. Below is a sample of the report generated.



430-I05 Leave Liability Report with KPERS – PRPE21 The Leave Liability Report is a Kansas specific report which determines the leave liability for active employees of the organization as of a specific date. The report includes information to determine if the employee is eligible to retirement based upon the rules of KPERS. The report generated sorts employees by department and then alphabetical within the department. Listed are the Department, Employee ID, Name, Age (at the calculated date), Years of Service (with KPERS), Leave Hours, Leave Rate of Pay, Leave Type, Amount of Leave Liability, and a check box to indicate if the employee is eligible for KPERS retirement. Each department is sub-totaled. At the end of the report, the total number of employees, total sick hours, total vacation hours, grand total hours, total sick liability, total vacation liability and the grand total of leave liability are listed. The report uses the following criteria to determine if the employee is eligible for KPERS retirement: * Age is greater than or equal to 65 and the years of service is greater than 1

* Age is greater than 62 and less than 65 AND years of service is greater than 10 years

* Age plus years of service is greater than 85

Enter the ending date for the leave liability calculation. Click on the “Execute” button to generate the report. Below is a sample of the information produced on this report.



430-I06 W-2 Processing The W-2 Processing can be generated before or after your payroll year end has been closed. This process reads the employee check history for the selected year and produces the information needed for W-2 reporting. Go to the Period End menu and select “W-2 Forms.”



This is a sample of the W-2 Processing Step screen that will be displayed.

Complete the W-2 parameter portion of the screen.

● Enter the tax year of the W-2’s you want to process (In this example, 2009).

● Enter the FICA Maximum (In this example, $90,000.00).

● Enter the FICA rate (6.20).

● Enter the Medicare rate (1.45).

● Enter the Organization ID (Must match the organization ID set up at your site, in most cases Enter A).

● Enter the Form Information (Enter “4” designating 4-up and do not check the “4-up B” box). This option will print 4 copies: Federal, State, Employer and Employee for each employee.

● Enter the Locality Name (Leave this blank, this is used if you are collecting local taxes).

● Enter the Type Tax Code (C- meaning city or D- meaning county).



Complete the Additional Media Parameter portion of the screen. These parameters will be saved until they are changed by the user of the “Clear Media Parameters” button is selected.

● Enter your 8-digit PIN number. (This is the PIN number of the person attesting to the accuracy of this file). ● Enter your re-sub indicator (Enter a 1 if you are resubmitting to diskette, otherwise leave as a 0). ● Enter your re-sub TLCN. (Enter the resub TLCN if the resubmit indicator is 1, otherwise leave blank). ● Enter the contact name (This is the person in your organization who is contacted regarding the W-2’s). ● Enter the Contact Phone Number and Ext (Enter the number where the contact person can be reached). ● Enter the Contact Fax (Enter the fax number where the contact person can be reached). ● Enter the e-mail address (Enter the e-mail address of the contact person). ● Enter your Preferred Method of Notification (Enter a 1 if your preferred method of being contacted is by e-mail. Enter a 2 if your preferred method is fax. Enter a 3 if your preferred method is postal service). ● Enter the Diskette File Path (enter the location of where you want to store the file when created).

*NOTE: If there is more than one organization ID that is being reporting, this process must be completed for all the processing steps for each organization. Make sure you move, rename or specify a different pay for your magnetic media file form the first organization before you run the second, or you will overlay the first.



430-I06a Processing Steps

There are five (5) processing buttons located at the bottom of the screen. Before utilizing the execute option, read the following explanation of the functions that will be performed when the option is selected.



430-I06b Re-Add Gross Amts Executing this option is not normally required and, in some cases, may actually harm your data. This option will recalculate the Federal, FICA, Medicare, State and local taxes for every check in the history tables for the year selected and organization. The system will use the “Exempt From” flags in the Income/Deduct/Match definitions as they are set at the time this option is run. THIS OPTION SHOULD NOT BE RUN IF;

• History was manually loaded

• Forced matched calculations to another payroll system during a parallel payroll with a prior payroll system

• Or, if the taxability of an income or match during the year has changed If this option is run, be sure and make a backup copy of the database before executing. When this option is selected, the following message is displayed:

Press “Yes “ if you want to continue. Press “No” if you want to cancel this request.



430-I06c Re-Add W-2 Boxes This option must be run to accumulate the information for employees by social security number. This option sets the miscellaneous information that prints on the W-2, particularly Box 12 codes and amounts, Box 14 descriptions and amounts, as well as checking the pension box on the W-2 form. If any changes are made to deductions or matches for W-2 reporting, you MUST run this option. Please note that when the gross amounts are accumulated into the W-2 records by this process the employee check history gross amounts are used as they exist in the employee history.

Select the “Yes” button to continue. Select the “No” button to return to the W-2 processing screen. Once the process is finished, the following message will appear.



430-I06d Print Register When selecting this button a report of all the selected W-2 records for the chosen year and organization is generated. Verify from the summary amounts at the end of the report that you have the correct amounts of Federal, FICA, Medicare, State and Local Gross and withholdings. Below is a sample of the W-2 register. The confidential information on this report has been blocked out for identity security purposes.

Review the register for accuracy. The final page of the report will reflect the totals for the various boxes on the W-2. Check to make sure that the totals are correct. This is a sample of the totals.

*NOTE: If you encounter differences between, for example, the total Federal Gross on the Quarterly Report compared to the W-2’s, you have an Income/Deduction/Match definition problem or possibly a converted data issue, because the Federal and State quarterly reports ALWAYS recalculate the gross amounts using the “Exempt From….” check boxes in Income/Deduct definitions, similar to the “Re-add Gross Amts” function explained previously.



430-I06e Print W-2’s When this option is selected a preview of the W-2’s to be printed will be displayed. This is a sample of one part (1/4) of the previewed W-2.

It is a good practice to print on plain paper first and make sure they have the appropriate information before you print on the forms. The employee copies are usually printed on the form. The employer copies on plain paper and the Federal and State copies are submitted electronically.



430-I06f Create Media The final step is to create the file to be transferred. The information located in the additional media parameters section of the screen will be used in this step, verify that the information fields are completed and the information is correct. Click the “Create Media” button to continue. During this step the system will create a file named “W-2Report.txt” and this file will be save in the location as shown in the media file path field. When this step is completed you will receive the following completion message.

Complete this process by following the Federal and State guidelines on submitting the needed information. *NOTE: The W-2 information for the employee is reflected in the employee information screen for you to view. Go to the Employee Information menu option, locate a desired employee and click on the W-2 tab. Below is a sample of what this screen looks like.



430-I07 W-2 Totals Update This menu option allows the users to make changes to the W2 of an employee. After selecting this menu option, the following screen will appear.

Locate the desired employee by searching for either the social security number or last name. Once the employee record is displayed on the screen, make the necessary changes but clicking in the field to be changed. Once the changes have been made, the W-2 register can be generated again. It will reflect any of the changes made to the W-2. NOTE: If the “Re-add W2 boxes” is selected after changes have been made to a W-2, any information that was changed in the W-2 will be lost. The user will have to re-enter the changes again.



430-I08 Employee YTD Summary – PRPE25-26 This menu option will produce a Year-To-Date Summary Report for employees. When this menu option is selected the following report selection screen will be displayed.

Select the desired employee from the drop-down list provided or leave the employee field blank to select the report for all employees. To include only active employees, select the “Active” radio button in the Employee Status box. To select only inactive employees, select the “Inactive” radio button in the Employee Status box. Two (2) reports will be generated in this process.



Below is a sample of the report Employee Summary Report - PRPE25.

When the Employee Summary Report is closed, the system will display the Employee Summary Report Breakdown - PRPE26. The Summary Report Breakdown will provide a breakdown for all employees reported.



430-I09 Workers Compensation Reporting The system will provide a series of reports to assist your organization in providing information for Workers Compensation. When this menu option is selected the Workers Compensation screen, as shown in the sample below, will be displayed.

The Workers Compensation screen contains four (4) setup functions and two (2) report options on the screen. These functions are described in the following sections.



430-I09a Workers Compensation Rate Setup This screen is used to enter your annual workers compensation insurance class codes, code description and rates.

Enter the calendar year and the associated information relating to your Worker’s Compensation insurance rates. Enter the 4-digit year in the Year field. Enter the Worker’s Compensation Class Code as designated by your state or worker’s compensation insurance company. Enter the rate that applies to the specific WC Class Code entered in the previous field. Enter the Worker’s Compensation Description of the class in the WC Description field. Below is a sample of this screen completed.



430-I09b Workers Compensation Audit Setup The Workers Compensation Audit Information screen contains the information on the employee’s position (job class), the description of the position, the Workers Compensation risk code, classification and rate. This information is pulled in from the Position Setup in the Personnel application.

The employee ID is displayed, followed by the employee last name, first name and then the Worker’s Compensation code associated with the employee.

EMPLOYEE NAMES

BLOCKED



430-I09c Workers Compensation and Position Setup The Workers Compensation and Position Setup screen allows you to establish a position and associate the appropriate Worker’s Compensation risk code and classification to the position. This information is pulled in from the Position Setup in the Personnel application and the Worker’s Compensation rate setup.

Select the “Reload Position / Rates.” This will load the table for the new year. The position, position description, risk code and risk description are pulled from the Personnel application. The rate pulled from the Rate Setup. To remove a position, click on the “Delete” button next to the position to be removed.



430-I09d Workmen’s Compensation Income Type Setup This menu option will allow you to determine and classify the income types of employee’s pay into four (4) categories for the purpose of reporting Worker’s Compensation wages. The four categories are: Regular Pay, Overtime, Leave and Other. When the menu option is selected the following setup screen will be displayed. If you are doing the initial setup press the “Reload Income Types” button and the income types from the previous year are defaulted into the new year. If the income types are already loaded, press the “Reload Income Types” button to add any new income types the system may find.



430-I09e Workers Compensation Reports This menu option is used to print the Workers Compensation reports. Press the “WC Report” button to print the reports.

Workers Comp Rates By Department Report - PRPE07 When this option is selected the following report selection screen will be displayed.

Enter the year. Select the desired quarter or year to date or enter a specific date range. If you want the employee’s social security number to display on the Workers Comp Rates by Department PRPE07 report, check the “Include Employee’s SSN?” check box. Press the “Gather Information and Print by Department” button located at the bottom of the screen.




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Workers Comp Rates By WC Code Report - PRPE08 When this option is selected the following report selection screen will be displayed.

Enter the year. Select the desired quarter or year to date or enter a specific date range. If you want the employee’s social security number to display on the Workers Comp Rates by WC Code PRPE08 report, check the “Include Employee’s SSN?” check box. Press the “Gather Information and Print by WC Code” button located at the bottom of the screen.




BLOCKED INFORMATION



Workers Comp Audit Reports To generate the Workers Compensation Audit Reports press the “WC Audit Report” button on the Workers Compensation screen. When this option is selected the following report selection screen will be displayed.

Enter a beginning date in the Earliest Date field and an ending date in the Latest Date field. Enter or select the desired year. The year selection should match the current rates available for Worker’s Compensation reporting in your system set up. Press the “Gather Information” button and the system will gather the information for the report. When the Gather process is completed press the “Print Reports” button to launch the reports. They system will produce five (5) reports which are described below.



Workers Compensation Audit Employee Wages Report – PRPE45 This report will provide detailed information on the wages paid to the employees during the period of time entered on the report selection screen. Below is a sample of the report.

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Workers Compensation Audit Departmental Incomes Report – PRPE44 This report will provide detailed information on the wages paid to the employees during the period of time entered on the report selection screen. The information is summarized by department. Below is a sample of the report.



Workers Compensation Audit by Cost Center Report – PRPE43 This report will provide detailed information on the wages paid to the employees during the period of time entered on the report selection screen. The information is summarized by Cost Center and report for each department. Below is a sample of the report.



Workers Compensation Audit by Income Category Report – PRPE42 This report will provide detailed information on the wages paid to the employees during the period of time entered on the report selection screen. The information is summarized by income category and report for each Worker’s Compensation risk code. Below is a sample of the report.



Workers Compensation Audit Quarterly Totals Report – PRPE40 This report will provide detailed information on the wages paid to the employees during the period of time entered on the report selection screen. The information is summarized by quarters. Below is a sample of the report.



Workers Compensation Audit Quarterly Totals Report – PRPE40 The Gross Hours and Wages option allows the user to print a report for a specific employee that includes gross hours and wages by workers comp type for a specific time period.

Select the Gross Hours and Wages option and a selection screen will appear as displayed below.



The user can generate this report for a specific employee by selecting that employee from the drop-down box. The system will automatically default to report 26 weeks worth of data; the user can change the number of weeks. The Calculation Ending Date will automatically default to the current date. The user can enter a different date if desired. Select the “Gather Information and Print Report” button to generate the report. The report will exclude any checks with a void status. The report will display the gross wages and associated hours are broken down by regular pay, overtime pay and other pay. The report will also include regular and overtime hours. All information is broken down by week. A sample report is shown below.



430-I10 Year End Process

430-I10a Year End – What Happens The year-end process really involves two functions: (a) preparation of the system for the next year’s payroll process, and (b) printing of year-end reports. The majority of the year-end reporting is done through the W-2 process (see above), and is not explained here. This year-end action performs the following steps: 1. Prints an archive report for each employee

2. Prints a benefits statement for each employee

3. Clears the MTD, QTD and YTD totals everywhere

4. Removes employees whose status is “T” It is important to understand that this process does make significant changes to the database contents. A complete backup must be done in advance to protect your organization. A complete history is maintained of the incomes, deductions, and matches for each employee for the last year, so information is not completely lost. However, all running totals are zeroed. The archive report and the benefits statements actions can be skipped without harm, as they merely produced reports. Do not remove “T” status employees until the W-2’s have been completed.



430-I10b Year End Process – PRPE29 When this menu option is selected the following Year End Step menu will be displayed. Before continuing with this step, please review the Year End Checklists to insure that all information has been obtained prior to completing the steps in the Year End. Below is a sample of this screen.

430-I10c Year End Process, Step 1. Year End History Report When this menu option is selected to print the History Reports the following report selection screen will be displayed.



Enter or select a specific employee from the drop-down list or leave the employee field blank to select all employees. Press the “Execute” button to generate the Year End History Report –PRPE29. Below is a sample of the report.



430-I10d Year End Process, Step 2. Clear Totals Press the “Clear Totals” button when you are ready to clear the totals for the current year in the payroll. When this option is selected you will receive a WARNING message as shown in the sample screen below.

“WARNING: This will make irrevocable changes to the database…Are you ready?” Press the “Cancel” button if you are not ready to clear the totals. Press the “OK” button if you are ready to proceed. This process may take a few minutes. When the process is completed you will receive the following message.

You are now ready to make any needed changes and begin the New Year in payroll.



430-I10e Payroll Year End Checklist After you have processed and updated your final payroll for the year, you are ready to begin preparing and closing the payroll for the year. You must run this process before you run your next payroll in the New Year. The following reports should be generated for balancing purposes which reflect the full year to date amounts. Go to the Period End menu and print the following reports if desired. __________ 1. YTD Grand Totals (PRPE16). This menu option will print the report with the

heading Totals All Employees. The report will provide the deductions, incomes and matches by category and reflect the year to date amounts in the last column.

__________ 2. YTD By Department (PRPE15). This menu option will print the report with the heading Dept Totals All Employees. This report will provide the deductions, incomes and matches by category for each department. The year to date amounts are reflected in the last column. The grand total of this report should match the grand total of the previous report, PRPE16. This amount will be the deductions plus the incomes, plus the matches.

__________ 3. Employee YTD Summary (PRPE25 and PRPE26). This menu option will generate two (2) separate reports. The first is the Employee Summary Report PRPE25. This report will show each employee and their respective income categories and deduction categories and each category is broken down and shown for the four quarters and a YTD amount is given. (This report does not include the employer paid matches). On the last page of this report is a Total by quarter for the total deductions and total incomes. The second report generated in this menu option is the Employee Summary Breakdown Report PRPE26. This report reflects the totals for all employees for each deduction and income type. This report has totals for each type. This report is very similar to the Totals All Employees PRPE16 ran in step one. However the amounts are broken down on this report by quarter. The totals on these reports should match the totals for the types on the previous reports.



__________ 4. Quarterly Reports Menu Options. Print the Information For Federal 941 Report (PRPE04) for each payroll quarter of the year, if you have not already done so. Add the Total Wages Subject to Withholding on all 4 quarters 941 Reports. This amount should equal the YTD Federal Gross Wages. This would be the amount of the employee’s total gross pay less the deductions and taxable benefits that are exempt from federal taxing. Add the Federal Taxes Withhold on all 4 quarters 941 Reports and this amount should equal the YTD Federal Tax Withholding Amount. Add the FICA Wage amounts and Medicare Wage Amounts on all 4 quarters 941 Reports. This amount should equal the YTD FICA Gross Wages and the YTD Medicare Gross Wages respectively. This would be the amount of the employee’s total gross pay less the deductions and taxable benefits that are exempt from FICA and Medicare. Add the FICA Employee contributions on all 4 quarters 941 reports. This amount should equal the YTD FICA deductions from all employees. Add the Medicare Employee contributions on all 4 quarters 941 reports. This amount should equal the YTD Medicare deductions from all employees. Add the FICA Employer contributions on all 4 quarters 941 reports. This amount should equal the YTD FICA match on all employees. Add the Medicare Employer contributions on all 4 quarters 941 reports. This amount should equal the YTD Medicare match on all employees. It is advisable at this point to double check the tax deposits you have made during the year to assure that your payments are correct for the year.

__________ 5. Quarterly Reports Menu Option, Federal Gross Quarterly Report (PRPE02). This report, when run for the full year, will reflect the federal gross amounts for each employee by quarter with a YTD amount for each employee. The last page of the report shows the totals for all employees by quarter and the year to date total. This YTD total amount should equal the YTD federal taxable gross amount.

__________ 6. Quarterly Reports Menu Option, State Gross Quarterly Report (PRPE03). This report, when executed for the full year, will reflect the state gross amounts for each employee by quarter with a YTD amount for each employee. The last page of this report will show the totals for all employees by quarter and the year to date total. The YTD total amount should equal the YTD state taxable gross amount.



__________ 7. (Kansas Organizations) Quarterly Reports Menu, KPERS Report (PRPE10). This report is titled Public Employees Retirement System Report. Run this report for the full YTD. This report will report the YTD KPERS Gross and the amount of KPERS contributions for each employee on KPERS during the year. Remember that not all employees may be participating in KPERS and some employees may have participated during part of the year that this amount will NOT match to your YTD Gross for all employees. The YTD KPERS Gross column will reflect the participating employee’s gross pay for the period of time during the year they were active on KPERS. The Employee’s Contribution column should equal the employee’s KPERS deductions for the year. The Employer Contribution column should equal the Employer’s KPERS Match.

__________ 8. Quarterly Reports Menu, Unemployment Report. Currently, the Kansas Department of Labor supports 3 different methods of unemployment. The 3 methods are Reimbursing, Wages in Excess of $8000, or Rated Government Employees. Reimbursing and Rated Government Employee methods report the total amount of ALL wages paid to the employee for a quarter. Wages in Excess of $8000 method reports the total amount of ALL wages paid to an employee up to the amount of $8000 in the current year. Unemployment is paid on the first $8000 paid to each employee in a calendar year. Generate the report matching your Organization’s method of unemployment reporting.

__________ 9. If you have verified the accuracy of your payroll you should now print the Employee Contribution and Benefit Statements in the Personnel Application. The statements will reflect the employee’s information on the current year and should be printed if desired before the year-end closing. Once the year end closing in payroll has completed this information is no longer available.

After you have printed and reviewed these suggested reports, you are ready to begin the closing of the payroll for the year.



AT THIS POINT, MAKE A BACKUP COPY OF THE DATABASE AND SAVE THE BACKUP IN A LOCATION WHERE THE BACKUP WILL NOT BE ACCIDENTLY DELETED OR REPLACED. BE SURE To NAME THIS BACKUP FILE SO YOU CAN IDENTIFY IT EASILY. For example you may want to name it something like 2009PRB4YREND. __________ 10. Period End Menu, Year End Process Menu Option. This menu will open a sub-

menu as shown in the sample below.

Follow the year end steps in the order displayed in the sub-menu. Step 1. History Report – press the button and a selection box will open. You can select to print the

Employees Income Deduction Match Report (PRPE29) for individual employees or all employees if the field is left blank. (This report is similar to the Employee Summary Report PRPE25 you may have printed in step 3 of this document. There is some additional employee information shown on this report)

Step 2. Clear Totals – press this button when you are ready to zero out the current year payroll. You

will receive a warning message telling you that the changes you are about to make are irrevocable. If you want to precede press the “OK” button. If you do not want to proceed, press the “Cancel” button.

This step will take the employee’s current year payroll information and move it to the Previous Years tab on the employee records.



See the sample screen below.

This step will also clear the payroll fields on the employees and reset them to zero to begin the New Year. You can verify this by going to an employee records, selecting the Inc/Ded/Match tab, then selecting a category and pressing the “More” button.



The amounts shown will be zero as shown in the sample below.

During this process the employee’s leaves will be updated. The ending balance will be moved to the beginning balance for the new year and the YTD earned and YTD used will be cleared.



You can print a report to verify that the amounts have been cleared and reset to zero. It is suggested that you run the Employee YTD Summary Reports on the Period End Menu. BEGINNING THE NEW YEAR You are ready now to begin the payroll for the New Year. The W-2 process can be completed even after you have begun payroll in the New Year. Below is a check list of items that you will need to do to prepare for the new year payroll. __________ 1. Update the Payroll Calendar for the New Year. __________ 2. Go to the Site Parameter menu, Site Parameter option and change the Year to the New Year and the Quarter to 1. __________ 3. Make any needed changes to the tax tables. __________ 4. Make any needed changes to the rates of employee incomes, deductions or matches. If the change is specific to an employee, make the change on the Inc/Ded/Match records of the employee. If you have changes to a rate that is on several employees and the new rate is the same on all employees. There are 2 steps in updating the rate. First, you will need to go to the Setup menu and update the rate in the Income/Deduc definition menu option. Secondly you need go to the select the menu option Change IncomeDeducMatch Rates. Then, you will complete the screen as shown in the sample below. When the “Execute” button is pressed, the rates are then updated on the employees. You will receive a message telling you how many records you are about to update. If the count is correct continue, if not, cancel and recheck your selection.



To verify that this rate has been updated. You can go to the Reports Menu and run the Income Deduction Listing PRLT55 for this category and list the employees with the rate. The new rate can also be seen on the employee Inc/Ded/Match screen. __________ 5. Make any needed changes to the employee pay rates. __________ 6. Make any adjustment needed on employees who have submitted the needed qualification paper work on EIC. __________ 7. Make any other needed changes to employees as with any payroll cycle and continue on with your normal payroll processing.



430-I11 Check Redemption (Payroll Only) This check redemption process is for the stand alone users of payroll. If the payroll interfaces with Budgetary Fund Accounting, DO NOT use this option to redeem payroll checks. Use the Check Redemption function in Budgetary Fund Accounting.

Select the Check Redemption (Payroll only) and the following selection screen will appear.

Select the Bank and Account using the drop down box. Enter the Redemption Date. These required fields are outline in red. Optional Selection Criteria fields are available to limit the display of outstanding. Enter a date range or a check number range if desired. The Optional Selection Criteria fields are not required. Once the Selection fields have been populated, click on the “Load All Outstanding Checks” button. The system will return a list of all outstanding checks that meet the specific selection criteria.



If all of the checks displayed need to be redeemed, simply place a check in the Select all displayed checks for redemption? box. The system will automatically place a check mark in the Selected? box beside each check displayed as shown in the sample screen below.

If only a few of the checks displayed must be redeemed, then the user can click in the Selected? box beside each check that is to be redeemed.

To display on the checks marked for redemption, click on the “Display Selected Outstanding Checks” button. To display all checks, click on the “Display All Outstanding Checks” button.

To generate a report of all of the outstanding checks, grouped by selected and unselected checks, click on the “Print Report of All Outstanding Checks” button. The Check Redemption Reporting RDLT01 report will first list all the checks selected for redemption along with a total for those checks. Then the unselected checks will be reported, again with a total. The report also displays a grand total of all checks listed in the report.



A sample Check Redemption Reporting RDLT01 is shown below.

Once all the checks have been selected for redemption, click on the “Process Selected Outstanding Checks” button. The system will display the following message.

To continue with the redemption process, click on the “Yes” button. If you are unsure and would like to return to the Check Redemption selection screen, click on the “No” button. If Yes was selected, the system will mark all selected checks with an “R” status for redeemed and provide a redemption date for the checks. A Check Redemption Reporting RDLT01 will display on the screen once the processing is complete. A “Processing Complete” message will also display.



Simply click on the “Yes” button to remove the message box from display. The Check Redemption Report can then be printed for filing if desired.

CIC Payroll Index • 477


Index

A

Access 3, 6, 9, 11, 14, 31, 43–46, 50, 52–54, 58, 60, 94, 97–98, 101, 107, 115–16, 119, 122, 175, 188–89, 201, 204, 210, 217, 303–6, 308, 310, 313, 354, 356, 401

Accounting by Ledger Report – PRCK61 288 Accounting By Ledger Report with AP – PRCK68 300 Accounting Interface Report – PRCK60 287 Accounting Load Table 285 Accounting Totals Report – PRCK62 289 Accounting Update 284 ACH 3, 9–12, 59, 192–93, 197–98, 252, 281 Adding an Employee 138, 205 Adding An Employee Log Entry 205 Additional Information on Tax Computations 69 Assigning Imaging Task Doc Types 102 Assigning Keyword Task Doc Types 104

B

Backup Database Location 36 Backup Databases 37 Bank ACH Tape & Register – PRCK50 281 Benefit / Deduction History – PRHS45 381, 384

C

Calculating Pay for One Employee 253 Calendar of Payrolls 58 Calendar Report – PRLT21 336 Change Code 18 Change Employee Number 32 Change Income / Deduction / Match Rates 57 Check Copy 9, 182, 188 Check Register Report – PRCK35 267 Checks 5, 9, 31, 33, 35–36, 51, 59, 69, 120–21, 178,

197, 214, 216–17, 241, 257, 267, 273–75, 281, 294, 303, 320–21, 359, 391–92, 395

CIC Image Server Setup Information 107 CIC Support Tools 43 Clean Up After Update 302 Cost Center Ledger Report – PRLT25 339 Cost Center Report – PRSU40 56 Cost Centers 4–5, 54, 73, 121, 152, 160, 168, 227, 352,

364 Create Accounts Payable Invoices 298 Create Diskette 438

Create Imaging Document Types 96 Create Keyword Document Type 100

D

Database Lockdown 43 Deductions with Future Dates Report – PRCK27 263 Delete Empty Time 226 Deleting An Employee 125, 140 Department Report – PRLT23 337 Department Time Entry Approval Report PRCK06 233 Department Totals Report – PRCK30 264 Departments 52–53, 121–22, 233–34, 266, 317, 357,

364 Departments Report – PRLT23 53

E Earnings by Category PRHS50 387 Earnings by Category Summary PRHS50S 388 Earnings by Check # PRHS51 389 Earnings by Check # Summary PRHS51S 390 Earnings Gross Summary PRHS52S 392 Earnings Gross with Detail PRHS52 391 Earnings History – PRHS50-52 386 EIC (Married) Sample Tax Table 64 EIC (Single) Sample Tax Table 64 Employee Available Leave Report – PRHS23 369 Employee Basic Information 115 Employee Basic Information- Function Buttons 115 Employee Benefit History – PRHS60 393 Employee Benefits Setup – PRHS30 375 Employee By Dept Report – PRLT34 345 Employee Check – Operations 187, 188 Employee Check History Report – PRHS15 359 Employee Check Information 178 Employee Check With Hours Report – PRHS22 367 Employee Current Pay History – PRHS10 357 Employee Deduction - Field Definitions 155–56, 163 Employee Deduction Additional Information - Field

Definitions 158 Employee Deduction History – PRHS62 395 Employee Deduction Setup – PRHS25 371, 373 Employee Deductions 155, 161, 415, 419 Employee Deductions – Maintenance 161 Employee Detail Pay History – PRHS65 397 Employee Direct Deposit - Maintenance 195 Employee Direct Deposit – Set Up for Multiple

Accounts 196 Employee Direct Deposit Setup – PRHS35 377 Employee Direct Deposits 192 Employee History Reports 356 Employee Hours Worked Report – PRHS20-21 364

478 • Index CIC Payroll


Employee Income Deduction Match Set Up Report – PRLT40 346

Employee Income Establishment Approach 146 Employee Incomes 145–47, 150, 153, 203, 235, 389–

90, 470 Employee Incomes - Field Definitions 146–47 Employee Incomes – Maintenance 153 Employee Incomes Additional Information - Field

Definitions 150 Employee Information 18, 115, 118–20, 125, 126, 131–

39, 207, 419, 438, 467 Employee Information – Maintenance 125 Employee Information – Report Print Buttons 126 Employee Inquiry 354 Employee Inquiry Menu Option 354 Employee Leave - Field Definitions 172 Employee Leave - Maintenance 174 Employee Leave History – More Button 175 Employee Leave Information 171, 307, 309 Employee Leave Reports 268, 269 Employee Maintenance Log 14, 17, 204 Employee Match - Field Definitions 164 Employee Match – Maintenance 169 Employee Match Additional Information - Field

Definitions 166 Employee Matches 163 Employee Position History Maintenance 203 Employee Position Inquiry 201 Employee Previous Years Inquiry 189 Employee Print Button - PRHS10 127 Employee Refresh from HR Button 131 Employee Search by Employee Name 145 Employee Search by Employee Number 143 Employee Search by Employee Social Security Number

144 Employee User Defined Fields 199 Employee Val Button Report 128 Employee W-2 Inquiry 189–91 Employee Wage Set Up – PRHS40 379 Employee YTD Summary – PRPE25-26 439, 440 Employee YTD$ Button - PRPE25-26 129 Employee’s Not Paid Report – PRCK26 259 Employee’s Over Max Leave – PRHS70 400 Employees Not Being Paid – PRCK25 251 Employees Not Paid – PRCK25 262 Establishing a Profile 207 Explode Time Entry 227

F Federal (Single) Sample Tax Table 65 Federal (Married) Sample Tax Table 65 Federal Identification Setup 50 Federal Tax Deposit 282 Fica (Married) Sample Tax Table 62

Fica (Single) Sample Tax Table 62 Find 32, 37, 60, 118, 143–44, 183–88, 195, 219, 272,

347, 410 Formats 3, 9, 182

G

General Ledger Update 301 Grand Totals Report – PRCK31 266 Group Life Insurance Approach 82 Group Life Rates 82

I Imaging / Keyword Setup 93, 113 Income / Deduction / Match Approach 70 Income / Deduction Definitions 70, 147, 156, 164 Income Deduction Listing Report – PRLT55 350 Income Deduction Match Setup Report – PRLT30 340 Installation 2, 43, 189

K

Kansas Quarterly Reporting 414 Kansas Unemployment Reporting 420 Kansas Withholding (Married) Sample Tax Table 66 Kansas Withholding (Single) Sample Tax Table 66 KPERS Reporting 414–15, 419

L Labor Distribution Report – PRCK63 290, 291 Labor Distribution Summary Report – PRCK64 292 Leave Accrual 5, 79–81, 124, 235–37, 240–48 Leave Accrual Calculation 238 Leave Accrual Menu Option 79, 241 Leave Accrual Set Up – Menu Option Selected 237 Leave Accrual Set Up – Payroll Compute Process

Option 236 Leave Accrued Report – PRCK46 270 Leave Balances – Negative PRCK47 272 Leave Balances – PRCK47 270 Leave Definition Report – PRLT20 335 Leave Liability Report – PRLT05 317 Leave Liability Report with KPERS – PRPE21 429 Leave Pro-Ration Approach 19 Leave Type Approach 78 Leave Types 70, 78, 171–72, 210, 239, 317 Leave Used Report – PRCK45 269 Lock Out Time Entry 310–11 Log In 43 Longevity Parameter Report – PRLT33 344 Longevity Parameters 87, 89, 91 Longevity Set Up and Calculation 88

CIC Payroll Index • 479


M

Medicare (Married) Sample Tax Table 63 Medicare (Single) Sample Tax Table 63 Missing Cost Center Report – PRLT60 323, 325, 327,

331, 333, 352, 353 Modifications 43 Multi-Organization Reports 314

N

Net Pay Fund Report – PRCK70 294 New Employee from Profile 211

O

Oklahoma Withholding (Married) Sample Tax Table 67 Oklahoma Withholding (Single) Sample Tax Table 67 One 941 411 Open Checks – PRLT10 320 Organizations 3–4, 6, 7–8, 50–52, 54, 82, 236, 314, 466

P Payroll Calculations Totals Report – PRCK67 295 Payroll Fund Appropriation Report – PRCK65 293 Payroll Organizational Detail Report – PRLT01 315 Payroll Organizational Summary Report – PRLT02 316 Payroll Register Benefits Report – PRCK23 258 Payroll Register Deduction Report – PRCK22 257 Payroll Register Earnings – PRCK21 256 Payroll Register Report – PRCK20 254 Period End 401, 430, 464, 467, 470 Print Checks 31, 121, 273, 275 Print Checks and Direct Deposits 273 Print Direct Deposit Slips 275 Print Payroll Registers 253 Print Register 436 Print W-2’s 437 Probation List Report – PRLT50 348 Process/Computing Payroll 250 Processing Steps 432 Profile Income and Deductions 209 Profile Leaves 210 Pro-Ration Of Leave 19

Q

Quarterly Reports 402, 436, 465–66 Quick Time Entry 5, 217, 224–25, 308

R

Rate Change Log Report – PRLT45 347 Re-Add Gross Amts 434, 436

Re-Add MTD / QTD / YTD 36 Re-Add W-2 Boxes 435 Reduce Leaves to Max 31 Renumber – Reset – Readd 32 Renumber after Update 34 Renumber Jam Checks 33 Report Launcher 29, 314 Report Menu Options 313 Reports 3, 14, 43, 53, 93, 100, 104–6, 126, 129, 141,

226, 228–30, 232–34, 243, 248, 253, 262, 268, 269, 310, 312–14, 356, 364, 386, 402, 405, 414, 436, 440, 443, 448, 452, 460–61, 464–66, 470–71

Required Changes to Employee Record 213 Reset Accounting 35 Reset No Time Employees 226

S Sample FICA tax table 60 Sample of a Leave Pay Income 76 Sample of a Retirement Match 76 Sample of an Income 75 Sample of Net 77 Sample of the Voluntary Type Deduction 75 Searching for Employees 142 Select Imaging Data Source 94 Select Keyword Report Data Source 98 Set Automatic Imaging 106 Set PreNotes to YES 284 Setup 1, 4, 44, 47–50, 52, 54–56, 58, 60, 71–72, 79, 85,

86, 88–89, 93, 96, 102, 107, 113, 148, 156, 164, 172, 190, 196–97, 201, 209, 216, 228, 237, 298, 306, 308, 335–39, 340, 344, 346, 372–80, 372–80, 415–18, 443, 445–47, 470

Setup Time 47–48 Signature File Location 31 Site Parameters 1–3, 13, 45, 50, 52, 55, 78, 147, 156,

164, 199, 210, 215 Site Parameters – Main 3 Site Specific Parameters - Preparation 2 Steps in Processing a Payroll 215

T Tax Definition Report – PRLT22 337 Tax Tables 59–61, 470 Testing 43 Time Entry 4–5, 9, 32, 48, 53, 54, 73, 215–17, 218–27,

228–30, 232–35, 242, 248–51, 256, 269, 283, 302–6, 308–12, 364, 397, 398

Time Entry – Restricted 303 Time Entry Detail 220, 224, 234, 306 Time Entry Detail Report PRCK07 234 Time Entry Exception Reporting – PRCK15 235

480 • Index CIC Payroll


Time Entry Out of Department Report PRCK05 232 Time Entry Quick Time Entry 308 Time Entry Report PRCK04 230 Time Entry Reports – PRCK04 to PRCK07 229 Time Entry Reports – Restricted 310 Time Entry Restricted 303

U

Unemployment (Married) Sample Tax Table 68 Unemployment Tax (Single) Sample Tax Table 68 Update Files 283 User Access 45–46 User Table Approach 20 User Tables 20, 199, 338 User Tables Report – PRLT24 338

V Void Check 183–85 Void Checks Report – PRLT11 321

W

W-2 Inquiry Approach 190 W-2 Processing 430–31 Workers Compensation and Position Setup 446 Workers Compensation Audit Setup 445 Workers Compensation Rate Setup 444 Workers Compensation Reporting 443 Workers Compensation Reports 448 Workmen’s Compensation Income Type Setup 447

Y Year End – What Happens 460 Year End Process 189, 459–63, 467, 459–63 Year End Process – PRPE29 461 Year End Process, Step 1. Year End History Report

461 Year End Process, Step 2. Clear Totals 463 YTD by Department – PRPE15 426 YTD Earnings Report – PRLT32 342 YTD Grand Totals – PRPE16 427

CIC Payroll - Computer Information Concepts, Inc. Payroll.pdf · 430-A03 Change Code ... 430-C03...

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Transcript of CIC Payroll - Computer Information Concepts, Inc. Payroll.pdf · 430-A03 Change Code ... 430-C03...