Micropay Basics

Starting Micropay

Ty= pe in your User ID. Move to the Password box: use the Enter or Tab keys or click in the Password box. Type in your password. Click the “OK” button = to continue or click the “Cancel” button to leave Micropay.

Client List Box

The Client List box will appear. Displayed in the Client List box will be your client number(s) and name(s). For most customers o= nly one client will appear in this list. Click the “OK” button to enter Micropay. Customers who have multiple client= s must select the client they wish to enter payroll data for. Click on the client to highlight a= nd select it. Note: By default, = the first client in the list is highlighted.&n= bsp; Once the selection has been made, click the “OK” button = to enter Micropay.

Database Functions

Th= e Fix Database function w= ill reorganize and compact the Micropay database. This can be done occasionally to h= elp database access speed or if the database should become corrupt. To use the Fix Database feature, s= elect it from the File menu. This p= rocess may take several minutes depending on the size of your database.=

Importing Data

The Import feature can retrieve your payroll data from an outside source. This could be a time clock<= /span>, spreadsheet, or another type of software. To use the Import feature, it must= first be configured with ComputerSearch. The vendor of the software program from which the data will be imported from may need to be contacted as well.=

On= ce the Import feature has been activated for your payroll, the import-file location will need to be set. This is done on the Setup tab of the Import screen. To access the = Setup tab, go to the File menu and select Import. Then click the Setup tab. Set the location of the import-fil= e in the Location box under “Import File Location.” Set the location by entering the p= ath in the Location box or click the “Browse” button to find the file = on your system. Once the locatio= n of the import-file has been set, click the “Save Setting” button.<= o:p>

The contents of the import-file may be viewed by clicking the “View with Notepad” button. This w= ill bring up the file in Notepad. Changes to the data may be made and saved here. Note: If changes to the data are m= ade here, they will not be made to the original file from which the data came.<= span style=3D'mso-spacerun:yes'> Therefore, discrepancies will exis= t when comparing the imported file to that of the original file.=

To begin the Import process, go to the Import screen. The file to be imported will be displayed in the Location box beneath “Importing.” If the file exists, the creation d= ate and time of that file are displayed beneath it. If the filename specified does not exist, the error message "File NOT FOUND!" will appear.

To start the Import, first click the “Translate Import File” button. This form= ats your data in a way that Micropay can read.= Once the translation has finished, you are asked to view the import file. This will allow you to compare the imported file’s information to your records and determine whether the translation was successful, i.e., has the correct information.<= span style=3D'mso-spacerun:yes'> Next, click the “Apply Transactions to Payroll” button and the data will be imported into Micropay.

If= you decide that you do not want to apply these transactions to the payroll, = they may be removed. If no changes= have been made to the payroll data, clicking the “Remove Transactions From Payroll” button will take out all the imported transactions. If changes were made to any transa= ction in Micropay after it was imported, those transactions will not be removed.<= o:p>

A report is available on the import screen toolbar, to display exactly what w= as imported to the payroll system. This report looks similar to the Micropay time sheet reports, but sh= ows only the imported data.

User Management

Us= er management is accessed through the Edit menu. With user management multiple peop= le can be setup to use Micropay each with their own user name and password<= !--[if supportFields]>. This giv= es each user access to only the information and functions you allow them. By assigning different security le= vels, users will be restricted to certain information and functions. Only users with a security level of 1, 2, or 3 may do any of the User Management functions.

Creating a New User<= !--[if supportFields]> XE "User Management:new user= "

To create a new user, click New User on the menu bar. Enter the User Id in the name fiel= d and then assign the user a Security Level and password. Then click the “Save Changes” button.

Pl= ease note that the User ID field may contain up to 12 alphabetic characters, whi= le the password field is limited to 8 characters.

Deleting a User

To= delete a user, select the User you wish to delete. From the menu bar click Delete User. A message will display = asking to delete that user? Click the “Yes” button.

Changing a User’s Security Level

To change a user’s security level, go to the Edit menu and then select t= he Users option. The User Inform= ation screen will be displayed with the list of users. Click on the user whose security l= evel is to be changed. Click in the Security Level box and then type the user’s new security level. Then click the “Save Changes” button.

The available security levels are:

&= nbsp; 1, 2, 3 - Able to see/change all rates and able to see YTD/QTD (Earnings Tab on the Employee screen) fields.

&= nbsp; 4 - Not able to see/change rates flagged by the Hide Time Sheet Rate flag (The General tab on the Employee Screen).

&= nbsp; 5 - Able to see all rates, but not able to change any rates.

&= nbsp; 6 - Able to see/changes Hourly Rates, but not able to see/change Salaried Rat= es.

&= nbsp; 7 - Not able to see/change any rates.

On= ly users of security levels 1, 2, 3 can:

&= nbsp; &nbs= p; -Turn off the Hide Time Sheet Rate flag (The General tab on the Employee Screen).=

&= nbsp; &nbs= p; -See the YTD/QTD earnings fields (The Earnings tab on the Employee screen).=

&= nbsp; &nbs= p; -Perform any User Management functions.

Changing a User’s Password

To change a user’s password, select the user. Replace the current password with = the new password and click the save button that will appear once you start eras= ing the old password or have selected a user.

Please note that the User ID field may contain up t= o 12 alphabetic characters, while the password field is limited to 8 characters.=

.<= /span>

Preferenc= e Screen

The Preference screen is where certain defaults are set for Micropay. There are four areas available to customize: New Employees, Time Sheet, Tool Bar, and Special Files Location. The Preference screen is accessed through the Edit menu; click the Edit menu and then select the Preference option.

New Employees Tab

Th= ere are five options that are set on the New Employees tab: Sex, State, Rate, Department and Hire Date. Rem= ember: Click the “Save” button, to the right, when you are finished ma= king changes. If a mistake is made, click the “Undo Changes” button immediately, this will restore = the previous settings (Note: Once changes are saved, “Undo Changes” will not restore the previous settings).

Se= x - May be set to blank or have a default sex selected, Male (M) or Female (F). Note: Micropay will warn when an employee does not have a sex entered. This warning may be turned off her= e.

St= ate - A default state may be entered, e.g., NY. All new employees will automatical= ly be coded for that state. This fi= eld may be left blank and the state can be entered when setting up new employee= s.

Ra= te - A default rate for new employees may be entered. If most of your employees start at= a particular rate, that rate may be entered here and set as the default. Having a default for both hourly a= nd salaried employees is possible. When a new employee is entered, the hourly rate field will be filled with the default rate entered here (see the Monetary tab from the Employee Information Screen). If the n= ew employee is salaried, clear the hourly field (click in the hourly field and press the F2 key), then the salaried field will be filled with the default = rate for salaried employees.

De= partment - A default department number maybe entered. You can choose between the ”000000“ option or set a department number (maximum of 6 digits= ) as the default for new employees. Validate will check the Department table each time a department numb= er is entered and will display an error if the department has not been setup.<= o:p>

Hi= re Date - A hire date may be automatically entered for new employees. Today’s Date or the Week End= ing date of the payroll may be used. If you do not wish to have this field automatically filled, select Blank and nothing will be entered.

Time Sheet Tab

Fr= om this screen the Job Number and Emp= loyee Check Digit fields on = the Time Sheet can be turned on or off. These fields are both turned off by default. Click in the box next to the desir= ed field in order to have it displayed and available on the Time Sheet screen.= If the Time Sheet screen is open, close the screen and then reopen it. The selected field(s) will now be = available for use.

Tool Bar Tab=

The hours entered by the “Regular” and “Holiday” buttons on the Tool Bar used by the Time Sheet screen= can be customized. For the “Regular” button you may enter the number of hours to be given = to Hourly or Salaried employees and the entry code to be used. For the “Holiday” butt= on, the entries are the same for both hourly and salary, i.e., the “Holiday” button will enter hours, on the Time Sheet, for Hourly and Salaried employees. The T= emp Rate (see the Time Sheet screen) is zeroed out for the Salaried employees.<= span style=3D'mso-spacerun:yes'> To make changes, click in the Entr= y Code and Hours boxes and type the desired values. The keyboard shortcut for the “Regular” button is the F5 key and for the “Holiday” button is the F8 key.

Special Files Location Tab

If Special Files are to be downloaded from ComputerS= earch, a destination for those files will need to be specified.

Cl= icking the “Browse Folders” button will bring up the Drive and Directo= ry boxes. Select the drive and directory where these files are to be placed.

On= ce the location has been selected, click “Save” and the new path w= ill be displayed above the "Browse directories" button.

Code Tables

Co= de tables are accessed through the Edit menu; go to the Edit menu and select t= he Codes option.

Th= is will bring up the Code Defaults screen.&nb= sp; Here the State, Bank or City Code tables can be selected.=

State Codes

All employees must have a State Code. Use the State Code in which the em= ployee is working. To view the State Codes go to the = Edit menu, then select the Codes options and pick the State Code tab. The State Codes screen shows: the = code number for the State, the State’s current “State Unemployment I= ncome” (SUI) maximum, the State’s name, Cflag, State abbreviation, and the current default SUI rates. Va= lid codes are from 1 to 52 with New York being 31. See Appendix A for a complete listing of State Codes.

No= te: All states require an application for State Income tax, State Unemployment = tax and occasionally local tax, to be filed.&n= bsp; If your company has employees working in another state, you must fil= e an application in that state.

Ban= k Codes

Ba= nk Codes are used for setting up direct deposit for an employee. The Bank code tells ComputerSearch= which bank to transfer the employee’s money to. To change the order in which the B= ank Codes are displayed pick: Code, Description, or Routing Number. The Bank Code is the two character= code from this table, which was entered in the Bank Code field on the Monetary Screen (see Monetary section). Description contains the name of the Bank and Routing Number is the Bank’s transit routing number. Contact ComputerSearch for a current listing of Bank Codes.

Cit= y Codes

The City Codes’ table displays the following information about the City: State Code, City Code, City Name, STS State (Code), STS City (Code) and City Percent. STS stands for the T= ax Filing service ComputerSearch uses; currently it is Ceridian Tax Service. City Percent is the rate at which = the City taxes an employee’s Gross Pay.&= nbsp;

Ci= ty Codes are used to deduct city taxes from an employee. City taxes will only work if ComputerSearch has a deduction set up for it. If a city tax is needed that is not currently in the table, call ComputerSearch Customer Service.

View Menu Options

The View Menu Options controls which employees are displayed and in what order = on the Time Sheet and Employee screens. Default settings are controlled by your client setup with ComputerSearch. Contact ComputerSearch customer service if you wish your view defaults to be change= d.

Th= e first option under the View menu is Grou= p by. Displayed employees may be grouped together by Department Number, Division or, Both.<= span style=3D'mso-spacerun:yes'> If None is selected, the Sort by option determines the ord= er in which employees are displayed.

Th= e next option is Sort By. After determining how your employees should be grouped, Sort By will put them into the desired order. Employees may be sorted by their N= ame or their Employee Number. Also, = Sort By offers an option to sort = by Name ONLY or Employee Number ONLY; selecting one of these options will automatically turn Group By to= None.

Select de= termines which employees are displayed. In the top part of Select you may choose from either Active, Terminated or, Both. In the bottom part of Select, employees can be selected= by their pay type: Salaried, Hourly, or Both. If Both is chosen as the selecti= on criteria from both parts of the select menu (top and bottom), all employees will be displayed. Using the select option, it would be possible, for examp= le, to display only the Terminated Hourly employees to ease looking for an empl= oyee to reinstate. Select also dete= rmines the employees to receive pay when using the Quick Pay feature.

Auto Refresh will automatically update displays based on the new selection criteria and/or changes made to employee information. To control when refresh occurs, turn off Auto Refresh. Sel= ect the Refresh<= !--[if supportFields]> option whe= n you want to have the display updated.

= =

Employee Information Screen

Th= is is the Employee Information screen. To access this screen, click the “Employee” button on the tool bar. This screen allows = you to Add New employees, View and Change employee information. The following section will explain= the various features of the Employee Information screen.

3D"Text

Wh= en this screen is accessed the Select tab will be displayed. This area allows = you to select individual employees. You may change the sorting and grouping met= hods for displaying employees from the View menu. See “View Options” above for more information on this subject.

= = &nb= sp; = &nb= sp; = &nb= sp;

General Information<= !--[if supportFields]> XE "Employee Information:general"

Th= is is the General Information screen for an employee. Basic information such as Name and Social Security Number are entered here. To access this screen, click on the General tab. Error checking f= or this screen is done when the data is saved, not as it is entered.

Em= ployee Number - This is a display only field. Every emp= loyee must be assigned a unique number from 1 to 9997. This number is assigned wh= en a New employee is added and cannot be changed.

So= cial Security Number - The empl= oyee's social security number may be viewed, entered or changed in this field.

La= st Name - This fie= ld has a 20 character limit including spaces apostrophes and hyphens. <= /span>

Fi= rst Name - This field has a 12 character li= mit including spaces apostrophes and hyphens.

Mi= ddle Initial- Only one character may be entered= in this optional field.

CSC Name= - This is = how employee names will appear on reports and checks issued by ComputerSearch.<= span style=3D'mso-spacerun:yes'> This field has a 20 character limit (including spaces). Therefore it will be necessary to abbreviate first and middle names. This field will= be automatically updated any time a change is made to the other name fields; however the user may edit this field after it has been auto-updated.

So= rt Code - Sort Code is used to order employees on reports. Normally it is the first five char= acters of an employee’s last name, i.e., Washington would have a Sort Code of WASHI. If two employees have = the same last name, you may wish to make the last character of the Sort Code the first letter of their first name. For example, John Smith and Steve Smith could have SMITJ and SMITS f= or their Sort Codes respectively. Alternatively, Employee Numbers may be used for the Sort Code.<= /o:p>

Se= x - Employee gender may be indicated in this field using either "F" or "M".

Ad= dress Information - The Address, City, State, and Zip fields allow for maintaining employee home addresses.

St= ate Code - This field indicates which state this employee is earning their income in for tax purposes. See the Code Tab= les - State Codes for more information.

De= partment Number - This optio= nal field shows the "home" department that this employee belongs to. = This information is used in sorting and grouping employees for reports.

W2 Pension - Enter an "X" to indicate that this employee = is participating in a pension fund, which must be indicated on their W2 form.<= o:p>

Hi= de Time Sheet Rate XE "Em= ployee Information:hide rate" - You may choose whether an employee’s rate of pay= is shown on the Time Sheets delivered from ComputerSearch. If this box is checked, the employee’s rate will not be printed.=

Te= rminated - The Term= inated Employee field is for display only, see Terminating an Employee later in th= is section.

Em= ployee Dates - There are three different dates available per employee: Hire Date, Birth Da= te, and Term Date. These dates are entered in MM/DD/YYYY format. The date information can be typed into the box, or double clicking in the box w= ill cause a calendar tool to appear.

Mon= etary

The Monetary screen shows the items that determine how an employee receives the= ir pay. This includes the various rates of pay, pay type, and frequency.&nbs= p; Tax and direct deposit information are included on this screen, as w= ell.

Pay Rate - Fill in either the Hourly Rate or Salaried = Rate fields as the Employee’s normal rate of pay. An employee cannot have both. The Hourly Rate has a maximum valu= e of $9,999.999. A Salaried Rate h= as a maximum value of $99,999.99. = Note that the Hourly Rate has three decimal places, whereas the Salaried Rate has only two.

A = Frequency, for how often an employee is paid, must be entered for each employee.

Fr= equency codes are: &nb= sp; 1 - Weekly

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 2 - Bi-Weekly

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 3 - Semi Monthly

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 4 - Monthly

Ea= ch employee also needs an Overtime Factor (also call= ed Overtime Weight) to determine how their Overtime is computed. Any factor from 00 through 99 can = be used. Example Overtime Factor= s:

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 00 - Non-Paid Time

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 05 - Half Time

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 10 - Straight Time

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 15 - Time and a Half

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 20 - Double Time

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 25 - Double Time and a Half

&= nbsp; &nbs= p; &= nbsp; &nbs= p; Etc.

Ex= ception Rate - Exception Rate (also called Second Rate) allow= s for paying an employee at two different rates of pay. Exception Rate is always an Hourly= Rate and has a maximum value of $99.999. A 62-Entry Code with hours will pay an employee at his/her Exception Rate for those hours. On a sa= lary employee if he or she has Overtime hours and an Exception Rate, that employ= ee will be paid at the Exception Rate times the Overtime Factor times the numb= er of Overtime hours.

Th= ird Pay Rate - Third Pay Rate provides another option for paying an employee. Third Pay Rate is an hourly rate with a maximum value of $999.999. To use the Third Pay Rate, your pa= yroll must be setup for this and a pay type dedicated for the Third Rate. Contact ComputerSearch about this o= ption.

Fe= deral Exemptions - Exemptions may be entered for both federal and state, however only federal is required. Note:&nb= sp; If an exemption is not entered for the State Exemption field, the Federal number is used. If no deductions from the Tax table are to be made, enter a 99 in the Exemption fields (State and/or Federal) for the effected tax, e.g., a person having a= flat percentage withheld.

Ma= rital Status - Place ei= ther an M (Married) or S (Single) in the box for Marital Status.

St= ate Exemptions - Exemptions may be entered for both federal and state, however only federal is required

Pe= rcentage of Sub Net (% of Sub = Net)= - Percenta= ge of Sub Net will deduct a percentage from the Employee’s net after all ta= xes and other deductions. The num= ber entered will be treated as a percentage.&n= bsp; Only whole percentages may be used, no fractional. Valid entries are from 001 to 100.= The amount deducted will be placed= in deduction 9 (Miscellaneous) on the Payroll Reports.

Au= to Tip Amount - Auto Tip Amount allows for an employee’s tips= to be calculated on a rate per hour worked basis. The rate entered here will be mult= iplied by the hours worked to compute the employee’s tips. If an employee is setup for automa= tic tips and tips are entered on the time sheet, these two figures will be adde= d.

Ad= ditional Tax Withheld - Employees may have an additional amount of federal or state tax withheld from their check. Enter the dollar amount of the desired additional withholding in the appropriate box(es) (Additional Federal Withheld box and/or Additional State Withheld box). The maximum am= ount for additional tax is $9,999.99. If an employee wants to have an additional percentage or flat percentag= e removed from his/her paycheck, check the “As a Percent” box next to the Additional Tax Withheld box. = Enter, in the Withheld (State and/or Federal) box, the percentage needed, e.g., 10= .50 would be ten and a half percent. If this is to be a flat percentage (no amount from the Tax tables, just the percentage deducted) make sure to change the Federal Exemptions to 99 for t= hat tax.

St= andard Other Earnings - Standard= Other Earnings allows you to add an additional amount to an employee’s gross pay on a continual basis. A d= ollar amount may be entered or using Standard Other Earning Codes (see below) it = can be setup as a percentage or a rate. When using the percentage or rate setup, you may wish to use Standard Other Earning Maximum to set the highest amount to be added anytime. The amount added by Standard Other Earnings is placed in the Other2 pay field. The maximum amount for this field = is $9,999.99.

St= andard Other Earnings Codes can make Standard Other Earnings a rate or percentage.

= = &nb= sp; = &nb= sp; = &nb= sp; Codes:

&= nbsp; 1 - Percent of Regular Earnings &n= bsp; = ; &n= bsp; A - Only Week 1

&= nbsp; 2 - Percent of Regular + Overtime Earnings&nb= sp; = B - Only Week 2

&= nbsp; 3 - Percent of Gross Pay &nb= sp; = &nb= sp; = C - Only Week 3

&= nbsp; 4 - Rate x Regular Hours &nb= sp; = &nb= sp; = D - Only Week 4

&= nbsp; 5 - Rate x Regular and Overtime Hours

St= andard Other Earnings Maximum - Sets the maximum Standard Other Earnings to be added to the gross pay.

No FICA - If an em= ployee is exempt from paying FICA place an ‘X’ in this field. Note: An employee cannot be cha= nged from FICA Exempt to FICA Taxable midyear. Another new employee must be creat= ed for him/her. A 1099 employee <= /u>would be setup for No FICA and would also have a special= DBL Code of 9.

Ci= ty Code - This code is used to indicate th= at this employee must have a local city tax deducted from their wages. See Code Tables - City Codes for m= ore information.

Di= sability Insurance (DBL) Code - DBL Code= s= allows emp= loyees to be setup as exempt from NYS disability, State Unemployment Insurance (SU= I), or Federal Unemployment Tax (FUTA).

The DBL Codes: X - No Disability,= Take SUI and FUTA

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 2 - Take Disability, No SUI or FUTA

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 3 - No Disability, SUI, or FUTA

&= nbsp; &nbs= p; &= nbsp; &nbs= p; 9 - 1099 Employee - No Disability, SUI, or FUTA *

If left blank DBL, SUI, and FUTA are taken normally. * Remember for a 1099 employee he = or she also needs to be setup for No FICA.= Place code X in the No FICA Box.

Ban= king=

Direct Deposit

The Bank section is used to set up an employee for direct deposit if your client master file has also been setup for direct deposit. If your payroll needs to be setup = for direct deposit, please contact ComputerSearch.

Edit banks button Add a Bank button

How to Setup Direct Deposit

Ev= ery time a new direct deposit account is created for an employee it must first = go through a prenotification (prenote) cycle. This takes 10 banking days. If the= re is a problem with the account setup, the bank will contact you about the probl= em during this period.

To setup an employee for the prenotification cycle, press the 'Edit Banks" button on the employee's Monetary tab then press the 'Add a Bank' button. Start by entering the Bank Code= , which is the two character code for the Employee’s bank. You may alternatively enter the tr= ansit routing number here, or press the Find… button next to the bank code.=

Ch= oose (C)hecking/(S)avings. = Note: If an employee can write a check against this account, it is considered a checking account.

Ch= oose either Net or a deduction number and amount. You may use the Find…button = to view and choose the deduction. A deduction amount may be set up at this time.

Wh= en the prenotification time passes the deduction or the net pay amount will be deposited into the employee's bank account at that time. You will see the effective date af= ter the payroll runs and after you have received your current Micromaster.=

La= stly enter the Employee’s bank Account Number in the Bank Accoun= t field.

If= the Bank reports a problem to you on the prenotification, You must delete the b= ank using the delete option and add the corrected bank information starting the prenotification process over again.

If there are no problems after 10 banking days, the net pay or the deduction amount will be used as the deposit amount.= If everything was set up correctly you will not need to do anything = for this to take place.

If= , in the future, you need to change the bank or the account number you must dele= te the bank entry and start a new bank entry and of course go through the pren= ote period.

You may change the checking or savings option and also change the net pay to a deduction (you may only have one bank entry setup as net pay) or the deduct= ion amount without going through the prenote period.

Monetary Screen after payroll runs

No= te: Money Source and Effective Date

Holding a bank for one payroll<= /span>

Note: = Hold option available for NET PAY type deposits

Sh= ould a direct deposit need to be stopped for one pay period, thereby cutting an employee a “live check,” use the 'Hold' option. This option is used only with Net = (N) checks, i.e., Net Pay Deposit. Note: This is not a permanent change; the hold is only active for th= at pay period. After the Micro M= aster has been downloaded and a new payroll started, the bank will revert to the = NET PAY deposit.

Holding a bank with a deduction as the money source

If deductions need to be stopped for that check, go to the Deductions area on = the Time Sheet screen, enter the Deduction number in the Ded No field, zero for= the amount in the Amount field and select “Omit” in the Force/Omit field. If the Direct Deposit = check has a direct deposit deduction, e.g., the check is split between checking a= nd savings accounts, go to the Deductions tab on the Employee Information scre= en and place zeroes in the Amount field to stop that deduction. Note: The Deduction amount will ne= ed to be re-entered for the following payroll.

Deleting a Direct Deposit

Simply choose the Delete button on the Edit Banks Scre= en and check mark the bank you wish to delete. An asterisk will appear on the mone= tary screen where the bank code was.

Deductions

The Deductions screen can be used to Start, Stop, or Change an employee’s deduction Amount, Type, Week, and Balance.

Deduction Type

To setup deductions that are not a simple dollar amount, the Deduction Type wi= ll need to be used. The different codes available allow for many ways to set a deduction’s amount. For example, when using a Fraction= al Percentage Deduction code (7 or F), entering 9.25 in the amount field will cause 9.25% to be deducted.

Deduction Type Codes:

1 - Percent of Regular Earnings

2 - Percent of Regular + Overtime Earnings

4 - Rate x Regular Hours

5 - Rate x Regular and Overtime Hours<= /p>
6 - Rate x Regular + Rate x (Overtime Hours x Overtime Factor)

7 - Fractional Percentage of Gross

A - Deducts a flat amount and maintains an arrearage bal= ance

B - Percentage of Net Pay after taxes and other deductio= ns, only one B code deduction allowed

D - % of Disposable Income - Child Support

F - Fractional Percentage of Regular, Overtime, and Othe= r1 Earnings

L - Tax Levy

M - Maximum Net Pay

N - Net Pay

R - % of disposable income - Higher Education Loan, Garn= ishment

S - Substitute Tax Levy

De= duction types may be set up on the Client Master file. Therefore, all employees with that deduction have the type automatically set, i.e., 401-K deductions that are = all Percentage of the Gross.

Ot= her more specialized types are available for garnishes and other special situations. Please contact ComputerSearch for more information.

Deduction Week

A number entered in the Deduction Week field will cause this deduction to be = deducted on that particular week ONLY. Valid week numbers are 1, 2, 3, and 4.

The “L” Deduction Week code may be entered in the week field. This will cause the deduction to be taken every week except week 5 on a weekly payroll and every week except we= ek 3 on a biweekly payroll. The “M” Deduction Week code will take a deduction on the last week = of a month.

Ot= her Deduction Week Codes:

        &= nbsp;   A - Week 1 & 2 D - Week 2 &= amp; 3

        &= nbsp;   B - Week 1 & 3 E - Week 2 &= amp; 4

        &= nbsp;   C - Week 1 & 4 F - Week 3 &= amp; 4

        &= nbsp;   G - Weeks 1 & 2 & 3

Un= der normal situations, deductions that are for a particular week should be code= d on the Client Master. This will control the week of that deduction for all employees.

Deduction Amount

The maximum amounts for deductions in the Deduction Amount field are:

        &= nbsp;   Deductions 1 - 8 is $99,999.99

        &= nbsp;   Deductions 11 - 49 is $9,999.99

Stopping D= eduction

En= tering zero in the Deduction Amount field will stop the deduction for an employee.=

Deduction Balance

The amount of the deduction is subtracted from the Balance, per pay period. If the Balance is lower than the a= mount of the deduction, then just the remaining balance is taken. Once a deduction Balance reaches z= ero the deduction is automatically stopped.&nb= sp; The maximum amount for a Balance field are Deductions 1 - 18 is $99,999.99

De= ductions 21 - 49 is $9,999.99

Quarter To Date / Year To Date

The last two columns on the deductions screen display the Quarter and Year to d= ate totals of each deduction for the selected employee.

=

Earnings

The Earnings screen displays the Quarter-To-Date (QTD) and Year-To-Date (YTD) p= ay information for the selected employee.&nbs= p; This information includes: Gross, FICA, Federal Withheld, State Withheld, Disability, OASDI (Social Security), Medicare, City, Tips, Meals, Tips Over Minimum (Tips Over Min), Allocated Tips (Alloc Tips), 3rd Party Sick Pay Gross (3rd Party GR), 3rd Party Sick Pay FICA (3rd Party FICA), 3rd Party Sick Pay Nontaxable Gross (3rd Party NonTx GR), 3rd Party Sick Pay Federal Withheld (3rd Fed Withheld, 3rd Party Sick Pay State Withheld (3rd State Withheld), Month-To-Date Gross (MTD Gross), Tax Shelter Annuity (TSA), Federal Unempl= oyment Tax (FUTA), State Unemployment Insurance (SUI) and FICA Taxable (FICA Txbl)= .

To access the Earnings screen click the Employee Information button on the too= lbar or go to the Edit menu, select the Employee option (Ctrl + E), and then cli= ck on the Earnings tab. Note: The information displayed on this screen is not editable.

Accruals

The following employee information can be viewed on the Accruals screen: Pay Ty= pe, Balance Hours, YTD and QTD Taken Hours, YTD and QTD Gross, and if used, the codes for accumulating these hours. To access the Accruals screen click the Employee Information button = on the toolbar or go to the Edit menu, select the Employee option (Ctrl + E) a= nd then click the Accruals tab.

Pay Type - A description of your Pay type is displayed at the bo= ttom of the screen. Pay type, may be Regular, Vacation, Sick, etc.

Cy= cle Code - Cycle codes determine how often an employee receives his/her allowed hours for a Pay type. The codes:

        &= nbsp;   1, 2, 3, 4 - Yearly at the end of this quarter

        &= nbsp;   5 - Accrues annually based on HR Dat= e 1

        &= nbsp;   6 - Accrues annually based on HR Dat= e 2

        &= nbsp;   7 - Accrues annually based on HR Dat= e 3

        &= nbsp;   8 - Accrues annually based on HR Dat= e 4

        &= nbsp;   9 - Accrues annually based on HR Dat= e 5

        &= nbsp;   A - Percentage of All Regular Hours Worked - Only Entry Codes 61 & 62

        &= nbsp;   M - Monthly - On the first pay of the following month for previous month accr= ual

        &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p; ( continued )

        &= nbsp;   P - Percentage of Hours Worked - All Regular Hours any Entry Code<= /span>

        &= nbsp;   Q - Quarterly

        &= nbsp;   V - Percentage of all hours (Regular and Overtime) all pay types

        &= nbsp;   W - Weekly

        &= nbsp;   Y - Yearly based on Hire Date

        &= nbsp;   Z - Yearly based on Hire Date. = Writes over balance, no carry over.

X - Yearly based on Hire Date. Writes over balance, no carry over= UNLESS negative then    sub= tracts Negative balance from new balance.

Max Bal - Maximum number of hours an emplo= yee can have in his balance. Will= not accrue any additional hours until balance is below Max Balance.<= /span>

YTD Accrued - Number of hours accrued this yea= r.

Max YTD Accru - Maximum number of hours an emplo= yee can accrue in a year.

Al= lowed Hours - Allowed Hours are the number of hours an employee will accumulate for a specific pay type at the end of the cycle as defined by th= e Cycle Code. This may also be the percentage of hours to accumulate for a pay type.

Ba= lance - Remaining hours for that pay type. The balance is setup by the client= for their employees. The amount s= hown reflects a declining balance.

QTD Taken - Hours taken within that quarter for that pay type.

YTD Taken - Hours taken to date for that pay type.

QTD Gross - Dollars earned within that quarter for that pay type.

YTD Gross - Dollars earned to date for that = pay type.

Personnel

The Personnel screen has fields for: personnel data, number of weeks worked, and various employee date information.

Pe= rsonnel Fields - There are twelve personnel fields available in Micropay for your use. These fields may be filled with any alphanumeric data. Sizes for the personnel fields:

        &= nbsp;           &nbs= p;   Fields 1-3 10 characters

        &= nbsp;           &nbs= p;   Fields 4-10 4 characters

        &= nbsp;           &nbs= p;   Fields 11-12 6 characters

Ti= tles can be entered for Personnel fields. Contact ComputerSearch Customer Service for more details.=

Me= mo Employee Number - Memo Employee Number will hold s= even characters that are alphanumeric. The Employee’s phone number is typically placed in this field; however, any entry may be placed here.

We= eks Worked - The number of weeks worked by th= is employee.

La= st Week Worked - The last week number during the year this employee received pay. The week number starts at the beginning of the year with 1 and counts until the end of that year.

We= eks Worked QTD - The numb= er of weeks this employee was paid during that quarter.

We= eks Worked YTD - Reflects the number of weeks an employee was paid during that year.

# = Wkd Under - This field is obsolete, but has = been retained to maintain compatibility with historical data.<= /p>

EIC Code - The Earn= ed Income Credit (EIC) code must be set up by ComputerSearch before it can be used, to do this call customer support at (716) 689-0511. This code refers = to the status of employees who file for EIC on their tax returns. The valid co= des which may be entered in this field are:
       &= nbsp;    1 =3D Single or Head of Household
       &= nbsp;    2 =3D Married, both filing for EIC.

&nb= sp;          3 =3D Married without spouse filing

Human Resources (HR)

Th= e HR screen has fields for human resources related data, title, phone number, e-= mail address, ID photo etc. These fields are not used in payroll processing; they are for your records only. All data entered on this page will be transmitte= d to ComputerSearch for storage.

Br= owse for Picture - An Employee ID photo may be displayed on this page. Any JPEG (JPG) or Bitmap (BMP) file may be displaye= d. The Browse for picture button allows you to create a link to an existing im= age anywhere on you local or network disks. This feature may be used to add new images or change existing image links. Images may be displayed in either portrait or landscape orientation by selecting the appropriate radio button= .

De= lete Link to Picture - This feature allows you to remov= e an existing image file link; it does NOT delete the image file itself.

Em= ployee Title - The title field is a text field = to provide you with a means for classifying employees.

Em= ployee Status - This is an editable, single character data field provided as an option for your records.

Em= ployee Email - A text data field has been provi= ded for you to record a single email address for each employee.

Em= ployee Phone - You may record one phone number p= er employee in this field.

Ph= one Ext. - This field is useful for keeping track of in-house phone extensions. An employee directory report can be generated from this data using the CS Reports program.

Ne= xt Review Date - Performance/salary review dates may be tracked in this field. If you wish t= his data to appear in the date alarm section of the time sheet header page the = box next to the data field must be checked for each employee. This field MUST be updated manually.

Several fields are available to record individual emerge= ncy contact information. CS Reports may be used to generate an emergency contact directory using this information.

Em= ergency Contact Name- This text field allows you to rec= ord the name of an individual to be contacted in case of emergency.<= /span>

Co= ntact Phone- The phone number for the emergency contact may be stored and edited in this field.

Co= ntact Relation- It is often necessary to know the relation of an emergency contact to the employee. This information may be stored here.

Te= rmination Reason - An edita= ble text field is provided for recording termination information.

La= st Worked Date - This date field is not automatically populated, but is provided as an option for your record keeping.

Rate Change history is a new section that is automatical= ly populated each time a change is made to an employee's rate of pay.<= /o:p>

La= st Change - The date of each rate change is recorded in this editable field

Sa= lary - Changes in the salaried rate of pay will cause the new salary rate to be displayed here.

Ho= urly - Changes in the hourly rate of pay will cause the new hourly rate to be displayed in this column.

HR2

The HR2 screen has fields for additional user defined human resources related d= ata including COBRA insurance information. These fields are not used in payroll processing; they are for your records only. All data entered on this page w= ill be transmitted to ComputerSearch for storage along with your payroll data.<= o:p>

Co= bra Notified Date  XE "HR:Co= bra Data"   XE "Co= bra Data:Notified Date" - Enter the date of the employee is notified of COBRA eligibility; this date is NOT available in the data alarm list on the times= heet header page.

Co= bra Election - Click on the check box to indicate that the employee has elected to use Cobra benefits.

Co= bra Effect Date - Enter th= e date that COBRA benefits went into effect, this date is NOT available in the data alarm list on the timesheet header page.

Co= bra Term Date&n= bsp; - Enter the date on which the COBRA benefits will termin= ate. This date WILL be displayed in the data alarm list on the timesheet header = page if the checkbox to the right of the field is checked.

Fi= le Attachments -

Br= owse/View - Any document on you local or network disks may be associated with and employee. This feature may be used to keep track of let= ters of commendation, reprimand, or other special recognition. Once a file has b= een selected the time that the file was added and the full path specification to the file are displayed in editable fields. After selecting the file, the Br= owse button changes to View and the Files may be viewed in the default applicati= on by clicking on the button.

De= lete - This feature allows you to remove an existing file li= nk, it does NOT delete the file itself.

Adding a New Employee

To= add a new employee, click the Employee Information button, then from the Edit m= enu select Add Employee. The Gene= ral Information screen will be displayed and the next available employee number will be generated. The Employ= ee number may be changed to any available number from 1 to 9997; simply type t= he new number and that number will appear in the Employee number field. Note: Once the Employee has been s= aved the Employee Number cannot<= /b> be changed. If an employee has b= een terminated, their employee number can be reused after ONE CALENDAR YEAR. For example, an employee terminated in March 1999, their number can be used aga= in in January 2000. If an employ= ee is terminated and then is rehired, their previous employee number may be reuse= d, simply pay the terminated employee and they will be reactivated. Note: This must be done in the same year. Terminated employees are dropped from Micropay at the end of the year= .

Now enter the rest of the information for the Employee on this screen and any others as necessary. The foll= owing is the minimum information necessary for a new employee: Name, State Code, = Sort Code, Rate of Pay, Federal Exemptions, Marital Status and Department Number. This information is contained on the General or Monetary screens as follows:<= /p>

=     =             &nb= sp;            =        General Information Screen=        Monetary Information Screen

=

=     =             &nb= sp;            =        Name        &= nbsp;           &nbs= p;            &= nbsp;         Rate (Hourly or Salary)

=     =             &nb= sp;            =        State Code      &nb= sp;            =             &nb= sp; Federal Exemptions

=     =             &nb= sp;            =        Department Number      &= nbsp;           &nbs= p; Marital Status

=     =             &nb= sp;            =        Sort Code

On= ce all your information has been entered, be sure to save the changes by click= ing the “Save” button or select Save Employee under the Edit menu.<= span style=3D'mso-spacerun:yes'> To abort adding a new employee, se= lect Cancel Employee from the Edit menu. This must be done before sa= ving or else you cannot abort adding a new employee. Note: Once an employee has been ad= ded the entry cannot be deleted.

Changing an Employee=

To make a permanent change to an employee, find the field you need to change, = then click in that field and type the new or correct information. Once finished save your changes by clicking the “Save” button or from the Edit menu select Save Employee. If you decide you d= o not wish to make these changes, go to the Edit menu and select Cancel Employee, this will undo your changes since your last save to this employee.

Terminating/Inactivating an Employee

Te= rminating an employee is done from the Time Sheet screen. To terminate an employee use an entry-code of 19 in the Entry field on their time sheet, then save the employee. Alternatively, using an entry code of 1I causes the employee to be marked as "inactive". Inactive employees are handled exactly the same as te= rminated employees in every way, except that they are NOT removed from your employee database at the end of the year. Now a small window will appear asking for a termination date. You may enter a date or accept the= date already in the window, which is the week ending date for the current payroll. The terminated box o= n the General Information screen will now be checked and the date entered will ap= pear in the Terminated Date on that screen as well. Note: If the Select option from th= e View menu is not set to either “Both” (Active and Terminated) or “Terminated,” the terminated employee will not be displayed.

To= reactivate an employee, change the view to show terminated employees and then on t= he Time Sheet screen make an entry for that employee with any entry code other than 19 or 1I.

Cancel Employee

Cancel Employee will undo changes made to an employee since the last time they were saved. Employee information is restored to the settings before the last save. If you Cancel while adding a new employee and before saving, that employee wil= l be aborted.

Ca= ncel button