Payroll Options
1. Main
Require Departments in Payroll
Select this check box if your company has several departments, each handling a separate payroll, or if you require reporting or posting of payroll data to the General Ledger module by department.
If this check box is selected, a two-character alphanumeric departmental identification number preceding all employee numbers is required when entering employees into the system. This numbering system automatically provides departmental subtotals on all Payroll reports. The Payroll module accommodates up to 1,296 departments.
Clear this check box if your company does not require departmental Payroll.
Note After a department other than 00 is created in Department Maintenance, you cannot clear this check box.
Require Multiple State or Local Earnings Entry
Select this check box to include earnings for more than one state or local tax jurisdiction on the same check for an employee. Clear this check box to include earnings in only one tax jurisdiction on each check.
Enter a state tax code representing the primary state tax jurisdiction in which your company operates. Click the Lookup button to list all state tax codes. You must enter this code in Employee Maintenance, even if you do not have a state income tax.
The tax code entered becomes the default state tax code for all new entries in Employee Maintenance. This code can be changed as you set up individual employee records.
Select this check box if your locality requires municipal or county withholding tax. Clear this check box if these taxes are not required.
Type a code representing the local tax jurisdiction. This code becomes the default local tax jurisdiction for new entries in Employee Maintenance, but it can be changed during the setup or maintenance of individual employee records. This option is available only if the Require Local Tax Reporting check box is selected.
Retain Year to Date Check History
Select this check box to retain check history information for the current calendar year or until the completion of year-end processing. Clear this check box to purge check history information during quarter-end processing.
Retain Perpetual Payroll History
Select this check box to retain detailed Payroll check history indefinitely. This check box must be selected to accumulate date used when generating the ACA Applicable Large Employer Report.
Clear this check box if perpetual check history is not required.
Select this check box to post Payroll expenses and accrual postings to the general ledger based on a calculated percentage. Clear this check box to post expenses by Payroll accounting date.
Consolidate Payroll Expense Postings
Select this check box to summarize all Payroll expense general ledger postings by check register. Clear this check box to detail each Payroll expense general ledger posting by employee.
Summarize Taxes on Check Stubs
Select this check box to summarize all state and local tax lines that contain only year-to-date data into a single line on the check stub. This line is labeled Other Taxes.
Clear this check box to print each state and local tax line separately. If the number of lines to be printed exceeds the number of lines on the stub, printing continues on the next stub.
Type the calendar year in which Payroll is being processed.
Select the number from the following list that corresponds to the quarter in which you are going to begin Payroll processing.
Select 1 if the current quarter is January through March.
Select 2 if the current quarter is April through June.
Select 3 if the current quarter is July through September.
Select 4 if the current quarter is October through December.
Type 2080 (40 hours per week multiplied by 52 weeks per year) if this is consistent with your work year, or type the correct number of hours.
To calculate the number of hours in the work year, multiply the normal number of hours worked during a week by the number of weeks worked during the year.
Type the standard federal rate. If your business has at least 10 employees who customarily receive tips, you are required to allocate a percentage of gross receipts against actual tips reported. If you have received an exemption that allows you to use a different rate, enter the appropriate rate. Consult your accountant before adjusting the tip allocation rate.
Type the current federal minimum hourly wage, or type a different hourly wage dollar amount.
2. Additional
Accrual Benefit Description
Type the description for the third accrual benefit to use when processing Payroll.
Select the option to display on the Benefit Accrual Report and checks.
Select Hours to display the accrual as hours on your checks and on the Benefit Accrual Report.
Select Days to display the accrual as days on your checks and on the Benefit Accrual Report.
Round Benefit Hours/Days to Whole Numbers
Select this check box to round accrued hours/days on your checks and on the Benefit Accrual Report to whole numbers. Clear this check box to display fractional accrued hours/days.
Reset Employee Benefit Limits at Year End
Select this check box to reset your employee benefit limits automatically during year-end processing to the default value established for the benefit schedule assigned to the employee. Clear this check box if you do not want to reset the benefit limits at year end.
This feature is useful if company policies change and all employees on a certain benefit schedule are to be granted an increase in a benefit. It also allows you to reset the limit automatically for employees hired at mid-year to the normal limit for their appropriate benefit schedule.
Select the basis for benefit availability.
Select Limit to calculate the availability of employee benefits based on the amount used subtracted from the annual limit.
Select Accrual to calculate the availability of employee benefits based on the amount used subtracted from the accrual amount.
Base Benefit Accruals on Date Of
Select the basis for benefit accrual.
Select Hire to accrue benefits based on the employee hire date.
Select Review to accrue benefits based on the employee review date.
Hours to use for Benefit Limit
Select the hours to use for the benefit limit.
Select Accrued Hours Only if carry-over hours and used hours have no effect on the number of hours an employee can accrue during the current year.
Select Accrued+Carry Over to stop accruing benefit hours when the employee total accrued hours plus carry-over hours equals the annual limit.
Select Accrued+Carry Over-Used to stop accruing benefit hours when the employee total accrued hours plus carry-over hours minus used hours equals the annual limit.
Select the benefit accrual method.
Select Periodic Accrual & Data Entry to accrue benefits using Periodic Benefit Accrual and/or Payroll Data Entry.
Select Data Entry Only to accrue benefits using only Payroll Data Entry.
Select Periodic Accrual Only to accrue periodic benefits using only Periodic Benefit Accrual. If you select Periodic Accrual Only, benefits will not accrue during the Check Register update.
Pay Rate for Benefit Accrual Posting Amount
Select a pay rate to use when calculating employee benefit accrual amounts if you choose to post benefit accruals to the general ledger by department.
Select Pay Rate 1 to use the rate defined for the employee in the Pay Rate 1 field in Employee Maintenance.
Select Pay Rate 2 to use the rate defined for the employee in the Pay Rate 2 field in Employee Maintenance.
Note If benefit accrual accounts are not defined in Department Maintenance, then benefit accrual amounts accrue to the standard payroll expense accounts.
Reactivate Employees During Data Entry
Select this check box to allow reactivation of terminated or inactive employees during data entry. Clear this check box if you do not want to use the Reactivate feature.
Type the password (up to six characters) to use for reactivating employees during data entry. Entry of a password is optional; however, if you enter a password in this field, you must enter the password during data entry to reactivate employees. This field is available only if the Reactivate Employees During Data Entry check box is selected.
Take Automatic Deductions in Selective Entry
Select this check box to use Yes as the default answer when the message appears asking if you want to take automatic deductions during selective payroll data entry. Clear this check box to use No as the default answer. This check box only defines the default answer for this message; it does not prevent you from selecting a different answer when responding to the message.
Print Data Entry Audit Report in Detail
Select this check box if you want the Print Detail Report check box in Payroll Data Entry Audit Report to default to the selected setting. Clear this check box if you want the Print Detail Report check box to default to the cleared setting (to print a summary report).
Select a method for recalculating deductions. Deductions will be recalculated when a change to a payroll entry is made in Payroll Data Entry. The recalculation may occur automatically, depending on your selection in the Recalc Deductions in Data Entry field.
Select All to recalculate all deductions. All deductions in the payroll entry will be recalculated except those for which Fixed Amount is selected in the Calculation Method field in Deduction Code Maintenance.
Select Only Automatic to recalculate automatic deductions only. All deductions for which the Automatic check box is selected in the Voluntary Deduction Maintenance window will be deleted from the payroll entry, and then automatic deduction processing will be performed again. When using this method, if you delete an automatic deduction, it will be added back to the payroll entry when deductions are recalculated.
Note Deductions for which an earnings code is entered in the Automatically Apply Deduction to Earnings Code field in Deduction Code Maintenance are not affected.
Recalc Deductions in Data Entry
Select whether to recalculate deductions when a payroll entry is saved in Payroll Data Entry. Select an option in the Method to Recalc Deductions field to define which deductions will be recalculated.
Select Yes to automatically recalculate deductions without receiving a prompt. If a line entry is changed, deductions will be automatically recalculated when you click Accept.If you select this option, you will not be able to overwrite a deduction amount.
Select No if you do not want deductions automatically recalculated. If you select this option, deductions can still be recalculated by clicking the Recalc Deductions button in Payroll Data Entry.
Select Prompt to receive a message asking if you want to recalculate deductions. The message will appear when clicking Accept after making changes on the Lines tab.
Remove Earnings Lines with Zero Amount
Select this check box to remove any earnings code lines with an amount of zero when the payroll tax calculation is performed. Clear this check box if you do not want the zero-amount lines removed.
Zero-amount earnings lines will be removed only if the gross earnings amount is not equal to zero.
Checks will be deducted during the tax calculation if this check box is selected, the Manual Taxes check box in the Pay Cycle window is cleared, and all lines for a check have a zero amount.
3. Integrate
Track Changes to Employee Pay Rate 1
Select this check box to retain an audit trail of changes made to Pay Rate 1 in the Employee file. Clear this check box if you do not want to track these changes.
Track Changes Made to Employee File
Select whether to track changes made to the employee file.
Select All Changes to retain an audit trail of changes, deletions, and additions made to the employee file.
Select None if you do not want to track these changes.
Select Deletions to track deletions only.
Select Additions to track additions only.
Select Changes to track data field changes only.
Track Additions in Summary or Detail
Select whether to track additions in summary or detail. This field is available only if All Changes or Additions is selected in the Track Changes Made to Employee File field.
Select Summary to track Employee file additions in summary format.
Select Detail to track Employee file additions in detail format.
Select the format of the posting comment to use when posting Job Cost transactions from the Payroll and TimeCard modules.
Select Employee No. + Check No. to use the employee number and check number as the posting comment. If the TimeCard module is integrated with Job Cost, select this option to use the employee number, the TimeCard Job Cost Selection period-ending date, and the distribution register number as the posting comment.
Select Last Name + First Initial + Period Ending Date to use the employee's last name and first initial and the Payroll period-ending date as the posting comment. If the TimeCard module is integrated with Job Cost, select this option to use the employee's last name, first initial, and the TimeCard Job Cost Selection period-ending date as the posting comment.
Select First Initial + Last Name + TimeCard Week Ending Date to use the employee's first initial and last name and the TimeCard week-ending date as the posting comment. The comment can be a maximum of 39 characters. If the comment is less than 39 characters, unused spaces are used to spell out the employee's first name. This option is available only if the TimeCard module is integrated with Job Cost and Payroll.
Allow Entry of Duplicate Social Security No.
Select whether to allow entry of the same Social Security number for more than one employee record in Employee Maintenance.
Select Yes to allow entry of duplicate Social Security numbers.
Select No to prevent entry of duplicate Social Security numbers.
Select Prompt to be prompted when a duplicate Social Security number is entered.
Default Answer to Auto Pay Employees
Select this check box to use Yes as the default answer when the message appears asking if you want to automatically pay employees in Payroll Data Entry. Clear this check box to use No as the default answer. This check box only defines the default answer for this message; it does not prevent you from selecting a different answer when responding to the message.
(Integrate Payroll with) General Ledger
Select this check box to integrate the Payroll module with General Ledger. Clear this check box if you do not want general ledger postings from the Payroll module to update to General Ledger or post to the General Ledger Posting Recap.
(Integrate Payroll with) Bank Reconciliation
Select this check box to integrate the Payroll module with Bank Reconciliation. Clear this check box if you do not want to integrate the Payroll module with Bank Reconciliation.
When these modules are integrated, all payroll checks post to the Bank Reconciliation module during the Check Register update process.
(Integrate Payroll with) Job Cost
Select this check box to integrate the Payroll module with Job Cost. Clear this check box if you do not want to integrate the Payroll module with Job Cost.
When these modules are integrated, earnings can be distributed to a specific job and cost code during payroll data entry, and posted to the job when updating the Check Register. Payroll burden is calculated and posted to each job using burden rates established in the Job Cost module, unless the rate has been established in Labor Code Maintenance. The rates specified in the Payroll module override the burden rates in Job Cost.
Note Burden rate information must be defined in Job Cost Burden Rate Maintenance.
4. Forms
Select the corresponding check boxes for items that you want to print in a graphical format using SAP Crystal Reports. Clear the check boxes for items that you want to print in a non-graphical format.
5. Direct Deposit
Select this check box to use the Direct Deposit feature. Clear this check box if you are not using the Direct Deposit feature.
Select the direct deposit interface to use from the drop-down list. This field is available only if the Require Direct Deposit check box is selected.
Select None if there is no direct deposit interface application installed.
Select Sage 100 Direct Deposit Service if you are using this service. This service eliminates the need to generate an ACH file and send it to your bank. You simply transmit your payroll information, and Sage handles the rest for you. You must submit an application to start using this service. To apply, click the Apply for Sage 100 Direct Deposit Service link.
Select Manually Send ACH file if you are going to generate ACH files and send them to your bank.
Select Other if you are using a third-party interface application.
Allow Partial Allocation of Check Amount
Select this check box to allow a portion of net pay to be printed on checks. Clear this check box if you want to directly deposit the entire net pay amount. This field is available only if the Require Direct Deposit check box is selected.
Select this check box to print direct deposit stubs for direct deposit participants. The direct deposit stub form is customizable to fit your own specific needs. Clear this check box to use your normal check stock and print voided checks for direct deposit participants. This field is available only if the Require Direct Deposit check box is selected.
Next Direct Deposit Stub Number
Type the next direct deposit stub number to be assigned in Direct Deposit Stub Printing. This field is available only if the Print Direct Deposit Stubs check box is selected.
Do Not Send a Pre-Note When Employee Number Changes
Select this check box if a pre-note is not required when an employee number changes. Clear this check box if a pre-note is required when an employee number changes.
If this check box is cleared, and an employee's employee number is changed, the Pre-Note Sent field in the Direct Deposits window will be set to No, and a new prenote must be approved.
This field is available only if the Require Direct Deposit check box is selected and either Sage 100 Direct Deposit Service or Manually Send ACH File is selected in the Direct Deposit Interface field.
Type the path where the direct deposit (ACH) file is saved. Leave this field blank to save the direct deposit file to the ..\MAS90\PRxxx folder (where xxx is the company code). This field is available only if the Require Direct Deposit check box is selected and Manually Send ACH File is selected in the Direct Deposit Interface field.
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