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

Time Sheet Area

The Time Sheet area contains tabs for displaying and editing data for the Time Sheet Header, individual Time Sheets, and Preissued Checks.

Time Sheet Header TC \l2 "Time Sheet Header

The Time Sheet Header must be completed before any changes or additions = can be made to the payroll. If the payroll has been transmitted, a “New” button appears on the Hea= der screen. Click the “New&= #8221; button to start a new payroll.

All fields at the top of this page except the Next Check Date must be fi= lled out. Double clicking the mouse in any date field will bring up a calendar tool. Once the Time Sheet Hea= der has been filled out, click on the “Save” button.

Time Sheet Header Fields= :

The Status box will display “Not Validated.” Once the payroll information has b= een entered and validated, the display will change to “Validated.”<= span style=3D'mso-spacerun:yes'> After transmitting the payroll to ComputerSearch, the Status changes to “Transmitted.”=

We= ek Ending Date - The date the pay period ends.

Ch= eck Date - The date checks are to be dated.

St= arting Check Number - Enter the number for the next check or enter “1". If “1&#= 8221; is used, the next number in order will be used to date the check.

Ne= xt Check Date - (Optional) The Check Date of the next payroll expected to run.=

We= ek Number - This indicates the Week of the month, based on check date, for the current payroll. Valid values are 1-5 for weekly payrolls and 1-3 for biwee= kly payrolls.

Re= set MTD - Resets the department summary report for the month. Normally done on week 1 of the month. This field is a ”= ;check box” and will reset MTD totals when the box is checked.

St= op ALL NET PAY Direct Deposits - this check box allows you to stop the direct deposits for this payroll.

HR Date Alarm List TC \l3 " HR Date Alarm List :

Se= veral dates from the Employee Information HR and HR2 tabs can be used to trigger alarms shown in the display list at the bottom center of the Time Sheet Hea= der page. To make use of this fea= ture you must enter date values in an alarm capable date field (Review Date, Cob= ra Termination Date, HR Date 1 to 5) AND click on the check box next to the fi= eld for each employee. None of these date fields are automatically updated so t= hat you may look for past dates to determine if one has been overlooked.

Da= te Range - There are two sections under the date range title. The top portion allows the user to select one of four options:

Ignore Date Flags - basically turns off the alarm system, a= ll flagged dates are ignored.

Ahead   &= nbsp;           &nbs= p; - displays names of all employees with flagged dates occurring in the next 30= , 60 or 90 days

Past            &n= bsp;       - displays names of all employees with flagged dates having occurred in the past 30, 60 or 90 days

Both            &n= bsp;       - displays names of all employees with flagged dates having occurred in both the past and the upcoming 30, 60 or 90 day

The second portion permits the user to specify how long the date alarm range sh= ould be, 30 60 or 90 days.

Any flagged dates that fall within the specified date range will cause a title (i.e. Review Date) to appear in the display list. The title line is followe= d by the names of all employees having, in this case, a review date with in the specified date range.

Time Sheet

The Time Sheet screen is where most pay entries will be made for employees. In the lower right corner of the screen is an information box. This box displays important pay information for the selected employee; the information in the box cannot be edited. Also on the Time Shee= t is the Quick Pay button. Quick Pay i= s an easy way to pay all hourly or salaried employees (see Quick Pay section for more details). Common functio= ns are available from the Tool Bar on the Time Sheet screen (see Keystrokes and Buttons section for more details). In the View Timesheet Entries section you can select between viewing= One Employee or All Employees. Th= e All Employee view mode allows you to browse through all of your payroll entries, but data cannot be entered in this mode. The One Employee view mode must be used to enter payroll data.

=

Usi= ng the Time Sheet Screen

Th= is is a general explanation of how to create a pay entry.

Selecting an Employee

Fi= rst, select the employee for whom an entry will be made. To do this: move the highlight bar to the desired employee and press Enter or place the mouse pointer over the desired employee and double click the left, mouse button.<= span style=3D'mso-spacerun:yes'> Once an employee has been selected= the cursor will move to the entry code box and the name of the employee will ap= pear in the title bar.

Type the Entry Code and press Return. Fill the other fields as necessary= . To pay a salaried employee their standard salary only the entry code is needed.

If additional lines are needed for an employee, press the Down Arrow or Enter = at the end of the line (column labeled OT).&n= bsp; To access the Deduction area, click in the Deduction number box or p= ress Alt-D. Enter the Deduction nu= mber, the amount and the Entry Code for the deduction. Note: By clicking in the Deduction number box, then clicking the right, mouse button, the Client Deductions wi= ndow will be displayed. Double clicking on an entry in the Client Deductions win= dow will cause that deduction code to be entered with the pay code from the fir= st timesheet line for this employee.

Deduction Overrides<= !--[if supportFields]> TC \l4 "Deduction Overrides

To enter the Deductions area on the Time Sheet screen, click in the Deduction number box or press Alt-D. En= ter the number for the deduction to override.&= nbsp; Pressing F4 or clicking the right mouse button will bring up the Cli= ent Deductions window that has a list of your deductions. If a specific amount is needed, ty= pe it in the Amount box, then press Return. The cursor will now be in the Entry box. Here the Entry Code is entered for= the deduction. If an employee has= more than one check, this tells the computer from which check to take the deduct= ion.

The last box is the Force/Omit box. To stop a regular deduction from a particular check, select Omit here by click= ing the down arrow and choose Omit from the list.&= nbsp; If a standard deduction is to be deducted from a check that it would normally not (such as an 81 check), select Force here. When using Force/Omit an amount ne= ed not be entered.

To omit all deductions (except taxes) on a check use deduction number 99 and t= he Force/Omit box will show Omit All. This will stop all voluntary deductions.

Deduction numbers for various taxes:

55 - Social Security - Never change or else it= may create an “Out of Balance” with your “941" on your quarterly reports. Call ComputerSearch for more information.

56 - Medicare

52 - Federal Tax

53 - State Tax

54 - Disability

Time Sheet Fields

En= try Codes (Entry):

        &= nbsp;   61 - Regular Pay

        &= nbsp;   62 - Second Rate

        &= nbsp;   63 - Holiday Pay

        &= nbsp;   64 - Jury Pay

        &= nbsp;   65 - Sick Pay

        &= nbsp;   66 - Vacation Pay

        &= nbsp;   67, 68, 69 - Defined by the Client

All Sixty series entry codes combine onto one check. Alpha entry codes act the same as = the Sixty series, each letter representing a separate check, i.e., A1=3D61, A5= =3D65, B1=3D61, etc.

7X= - Single line Regular Check

Se= venty series’ checks do not combine as a single check.   71 and 72 checks are two sep= arate checks; both at the employee’s regular rate of pay, and will take all scheduled deductions.

8X= - Bonus Check

Ei= ghty series’ checks only take dollar amounts from the Other-1 and Other-2 fields. Taxes are the only deductions taken unless a deduction is forced or a deduction override is entered.

9X= - Separate Vacation Check

Ni= nety series’ checks are each for a separate check for vacation with X being the week of the month for which the check is being issued. If deductions are setup to come ou= t on a specific week, a vacation check with that week (as the second digit) will h= ave that deduction.

Re= gular Hours (Reg Hrs): All hours entered here will be taken at straight time, multiplied by the First (61) or Second (62) rate depending on the Entry Code. Note: If a Temporary Ra= te is entered, this will override the Employee’s normal rate. Hours entered for a salaried emplo= yee are for recording purposes only; they will not affect the salary. Maximum value for a Regular Hours = entry is 999.99.

Ov= ertime Hours (OT Hrs): All hours ent= ered here will be calculated at the Overtime Factor. For a salaried employee if he/she = has an exception rate this times the Overtime Factor will be used for this calculation. Maximum value fo= r an Overtime Hour entry is 999.99.

Ot= her 1 - Entries here will be added to the gross as dollar amounts. The Eighty series’ checks on= ly look here for a dollar amount to figure the gross. The maximum dollar amount for an O= ther-1 entry is $999,999.99.

Ot= her 2 - Entries here are also added to the gross as dollar amounts. For restaurant payrolls, the dollar value of tax-exempt meals is entered here.= The maximum dollar amount for an Other-2 entry is $999,999.99.<= /o:p>

De= partment Override (Dept OR): This field is used to assign part of an employee’s earnings to a department other than his/her home department. Enter the desired department numbe= r for the override.

Te= mporary Rate (Hr. Rate or Salary fields): Use these fields to pay an employee a different rate instead of the normal rate. Enter the amount= in the appropriate field, e.g., for an hourly employee, place the amount in the Hourly Rate (Hr. Rate) field or for a salary employee, place the amount in = the Salary Rate (Salary) field. T= he Hourly Rate field has a three decimal place limit and a maximum value of 9,999.999. The Salary Rate fi= eld has a two decimal place limit and a maximum value of 99,999.99. Note: DO NOT enter dollar signs in these fields.

FR= - A temporary override of the frequency code for that check only. This will change the tax calculati= ons to the following:

        &= nbsp;           &nbs= p;   1 - Weekly

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

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

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

        &= nbsp;           &nbs= p;   9 - Maximum Federal and State tax rates

Ov= ertime (OT) - A temporary override of the Overtime Factor just for that check. The codes are:

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

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

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

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

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

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

Job Number (Job No): Job number f= or this pay line. This informati= on is used on the optional Payroll Job Distribution report. Contact ComputerSearch for informa= tion on setting up this report. No= te: This feature is disabled by default (see the Time Sheet Tab section to enab= le this feature). Any numeric va= lues may be used for the Job Number. Note: if the Job Number is to be used to track commercial work, such= as construction jobs, place the letter “c” in front of the job number. For further informati= on contact ComputerSearch.

Deleting Entries

Entries may be deleted, on the Time Sheet screen, one line at a time or all entries at once, for an employee. The “Delete” button found on the screen will delete the current line. The Delete Time= Sheet command under the Edit menu will delete all entries, i.e., multiple lines, = for an employee.

Keystroke and Button Shortcuts for the= Time Sheet

Th= ere are some special keystrokes and buttons designed to make the Time Sheet scr= een easier to use.

Keystroke Shortcuts:=

Ta= b or Enter keys - After entering a value in the Entry Code field, pressing the E= nter or Tab key will advance the cursor to the next field and generate a new lin= e.

Ar= row Keys - The Up/Down arrow keys will move the cursor between lines. The Left/Right arrow keys will mov= e the cursor within a field.

/ - Pressing the slash key will save the current employee’s data and move= the highlight bar to the next employee in the list box.

Al= t-D - Moves the cursor to the Deductions area at the lower left of the screen; = it places the cursor in the Deduction Number box.

F2= - Clear a field.

F4= or Right Mouse Button - Brings up a pop-up menu of choices where available.

F5= - On time sheet is the same as pushing the regular hours button.

F8= - On time sheet is the same as pushing the holiday hours button.

Sh= ift-F1 - Sorts employees by number.

Sh= ift-F2 - Sorts employees by name.

Es= c - Will clear a recently entered value in a field or if the value has been cha= nged it will return the field to its previous value.

Button Shortcuts:

Delete Button - Deletes current line only.

Vi= ew Timesheet Entries - “One” is used for data entry. “All” is for viewing e= ntries only.

-= The Quick Pay button will pay several employees, if they receive identical pay entries.

- Expands or shrinks the Employee Select Window.

- Issues standard regular hours.

=

- Gives an employee regular and holiday hours.

No= te: The number and type of hours given by the regular and holiday functions are setup on the Preference screen (select the Toolbar tab).<= /p>

- Saves the current employee’s entries and highlights the next employ= ee.

- Saves the current employee’s entries. The same as “Save” b= utton at right of the screen.

Quick Pay

The “Quick Pay” button will pay several employees at once. Note: All employees must receive t= he same pay entry or the Quick Pay feature cannot be used.   Quick Pay may be used to pay Hourly, Salary or Both pay types.

Note: If Quick Pay is used to pay both Salary and Hourly employees together (as opposed to using Quick Pay to pay them separately), an Hourly employee will need to be selected as the base, pay entry. This will place hours in the Regul= ar Hours field and ensure Hourly employees will receive a paycheck. Hourly employees’ pay is calculated by using the number of hours entered in the Hours Field. Therefore, having hours in the Hou= rs field is essential. Normally = Salary employees do not have hours placed in the Hours Field. Having hours placed in the Hours F= ield will not affect Salary employees with this method.

Wh= en using Quick Pay to pay just Salaried or just Hourly employees, use the Sele= ct option under the View menu to have the Employee window display only Salarie= d or Hourly employees (see View Options for more information). Make a base, pay entry: select one employee and make a pay entry for him/her and then save this entry. When the “Quick Pay” b= utton is clicked, a reminder message will be displayed asking whether the employee t= ype (Salary, Hourly or Both) has been selected and if a pay entry has been made. If this has been done, = click “Yes.” If not, cl= ick “No”. Then go and select the employee type the base pay entry will be made for and make the entry. Note: This message is a reminder and will always be displayed when the “Quick Pay” butt= on is clicked.

Ne= xt the Quick Pay list box will be displayed with the employee types (Salary, Hourly or Both) selected.

Now you can select the rest of the employees you want to pay. If all of the employees listed are= to be paid, click the “Mark All” button. All the employees will be highlighted. To select indivi= dual employees to pay, hold down the Ctrl key and then click on each employee; clicking on an employee that is already highlighted will deselect them. To highlight a contiguous block of employees click on the first employee in the range, then hold down the Shift key and click on the last employee in the range. After the employees have been sele= cted, click the “Ok Pay’em” button. A warning message will appear info= rming you that this action will overwrite previous pay entries made for these employees. =

If this is a regular pay entry, then click “Yes.” If these entries are to be added t= o any pay entries they already have, the “Add Checks To Existing Entries= 221; option must be checked first. Otherwise, the Quick Pay Entries will overwrite any existing entries= .

Af= ter Quick Pay has completed paying the employees, it will display the number of employees paid in the status line, at the bottom, of the Quick Pay list box. Click the “Exit= 221; button to return to the Time Sheet screen.

The “Delete Entries” button will delete ALL entries for any selected employees. Use with CAUTION.<= o:p>

Hints & Tips

-To pay a salaried employee the only entry needed is an entry code.<= /span>

-A salaried employee who receives more than one sixty-series entry will need to have zeroes entered in the Temp Rate for each line other than the first. Lines that are not zeroed out, i.e= ., have zeroes in the Temp Rate; will pay the employee his/her salary AGAIN.

-O= n a seventy-series check (separate check) for a salaried employee, if an employ= ee is not to receive his/her regular salary, zeroes or an override salary need= s to be entered in the Temp Rate for that employee.

-An eighty-series check (separate bonus check) will only take amounts toward the gross from the Other1 (dollar amount) field. Only taxes and DBL will be taken.<= span style=3D'mso-spacerun:yes'> The DBL deduction (#54) will more = than likely need to be zeroed out and if the employee wants any voluntary deductions, such as 401-K, you must “force” that deduction to be taken (Deduction number plus a minus (“-“) sign).

Preissued Checks

Pr= eissues update an employee’s information without producing an actual check. Both Regular and Third Party Sick <= /b>pay Preissues are entered on this screen. The method for doing each is different.

An employee is allowed up to five “In” a= nd five “Out” regular preissues.&= nbsp; Each employee may have one “In Preissue” that prints a l= ive check. This feature is useful= if you want a check to come out in a very specific way. This preissue is in addition to the maximum five “In Preissues.”&n= bsp; For Third Party Sick Pay an employee may have one “In” a= nd one “Out” preissue for taxable and one “In” and one “Out” for non-taxable amounts.= “Out Preissues” do not need to be entered with negative numbers; this is handled automatically.&nb= sp; A negative number on an “Out Preissue” will be treated a= s a positive.

On regular preissues the gross pay will be calculated from the line items entered. Then any deductions = and/or taxes plus the net pay will need to be entered. These calculations will be checked= when the preissue is saved and if it does not crossfoot; a message will appear a= long with the Net that would crossfoot. Make the necessary adjustments and save again.

Ke= ystrokes and Employee selection function the same for Preissues as they do for the T= ime Sheet. The special toolbar bu= ttons for the Time Sheet are, however, not available.

Regular Preissues TC \l3 "Regular Preissues

The first step to enter a preissue is to select an employee. If this employee already has any preissues, they will show up in the Entered Preissues box. To edit one of these preissues dou= ble click on it and the information will be brought up. If the employee does not have any preissues, the screen will be brought up ready for a new preissue. Otherwise, to add a new preissue, = click the “New Preissue” button.

To enter a new preissue, determine whether this is an IN (add to totals) or an= OUT (subtracts from totals) preissue, then select the “IN” or “OUT” button under Preissue Type, in the upper left corner of t= he screen. If this preissue is t= o cut a live check, select the “Print A Check” option. Now click in the Pay Type box to s= tart entering your Preissue Line Items for the preissue. All entries for a preis= sue need a Pay Type, otherwise only the fields you need should be filled. Amounts placed in Regular Pay, Ove= rtime Pay, Other 1, and Other 2 fields will add to the gross.

Af= ter all your Preissue Line Items have been entered, enter any deductions as necessary. To access the Dedu= ction area, click in the Deduction area or press Alt-D. Enter the Deduction Number and Amo= unt for any deductions.

Finally, enter any taxes and the Week Ending Date (W/E D= ate) this preissue will be given. = To access the Week Ending Date field, click in the W/E Date field or press Alt-X. Press return to accept= the date or enter a new date. Fil= l each field as needed. The cursor w= ill travel from W/E Date to Soc. Sec., to Medicare then across the second row (Federal, State, DBL) and lastly to the Gross and Net fields. The amount in the Gross field will= equal the dollar amounts entered in the Preissue Line Items. If this is not correct, check your entries and make any changes needed. Note: The Gross amount cannot be entered directly. Save the Preissue by clicking the “Save” button.

Third Party Sick Pay Preissues<= /span>

To start entering a Third Party Sick Pay preissue select the employee that has= the Sick Pay entry. If this emplo= yee already has any preissues, they will show up in the Entered Preissues box.<= span style=3D'mso-spacerun:yes'> To edit one of these preissues, do= uble click on it and the information will be brought up. If the employee does not have any preissues already entered, the screen will be brought up ready for a new preissue. Otherwise, to add a= new preissue, click the “New Preissue” button.

Fo= r a new preissue, select whether this is an IN (add to totals) or an OUT (subtr= acts from totals) preissue by selecting the “IN” or “OUT” button under Preissue Type, in the upper left corner of the screen. To make this a Third Party Sick Pa= y, select the “3rd Party Sick” option. If the sick pay is “FICA Exe= mpt,” select this option too.

Cl= ick in the W/E Date field or press Alt-X. The cursor will now be in the W/E Date field in the lower right area= of the screen. Enter a date for = the sick pay or accept the one in the box.&nbs= p; If this is FICA Exempt sick pay, the only fields entered are: W/E Da= te, Gross, and Net. For a nonexem= pt sick pay, all fields except DB= L can be entered. Once all the information has been entered, save the Preissue

Reports

Th= ere are six reports built into Micropay: New Employees, Permanent Changes, Time Sheets, Preissues, Banking and Not Paid.&n= bsp; These reports are there to provide general information regarding your current payroll. To access th= ese reports, select the Reports menu or press Alt-R.

Th= ere is an option in the Report menu to select Preview or Print. Preview will display the reports o= n your screen at which point they can be reviewed and printed out. Print will send the report directl= y to the printer.

Reports included with Micropay:=

New Employees - Creates a one page report with complete information f= or each new employee entered for the current payroll. When a new payroll has been starte= d any employees entered on previous payrolls are no longer new.=

Permanent Changes - Creates a report with that displays any permanent cha= nges made to employees on the current pay period. The report shows the Employee with= the old value of the field and the new value given to it.

Time Sheets - The time sheet report resembles the filled in time sheet. It shows the entries m= ade for employees. All fields wit= h an entry are shown for each employee. This report is useful for creating paper copies of your information = for your records and/or for checking your entries. Time Sheet reports can be sorted as follows:

1. By Department and Employee Name:

-L= ists employees by department and displays department sub totals.

2. By Department, By Employee (Empl= oyee Sub Totals):

-L= ists employees by department and displays employee sub totals.=

3. Summarized By Department:=

-D= isplays summaries by department.

Preissues - The preissue report is similar to the time sheet repo= rt except that it displays only the Preissues entered for each employee. Only filled fields are printed on = this report.

Banking - There are two options for the banking report: “Pre-noted” or “all.” The “Pre-noted” option allows you to view employees’ accounts that are pre-noted, but not yet active. The second report is = for all employees’ banking setups. Both reports show all the banking fields and are sorted by employee number. On the “AllR= 21; banking report, all of an employee’s bank accounts are shown together= .

Not Paid - This report will display employees that have not been= paid. If an employee does not receive a = pay entry, e.g., a 61 entry code on the time sheet, this constitutes an employee not being paid and thus they will appear on the Not Paid report. This report can be useful when imp= orting information from a time clock. Run the Not Paid report after importing information from a time clock to verify employees have received pay entries.

A custom report option is available for Micropay. Contact ComputerSearch for more information.

Reports Toolbar

At= the top of any report’s screen there is the Reports Toolbar. Using the toolbar you can: change the magnification of the display, print the displayed report, export the displa= yed report as a file or an email, and close the display. Note: The Reports feature of Micro= pay uses a program called Crystal Reports™. Certain programs use different versions of Crystal Reports™; therefore the type of buttons and place= ment of the Reports Toolbar may be different on your computer than what is depic= ted below.

Reports Toolbar Buttons<= /a>:

<= !--[if gte vml 1]>

1.= Go To First Page – This button will return you to the first page of a mu= lti page report. It remains inactive (grayed out) while page one is being displayed.

2.= Go To Previous Page – Clicking on this button will display the previous = page of a multi page report. It is inactive when the first page of the report is being displayed.

3. Page Number – This control shows the user which page is currently displayed and the total page count of the report.

4.= Go To Next Page – Clicking on this button will display the next page of a multi page report. It is inactive when the last page is being displayed.

5.= Go To Last Page – This button will display the last page of a multi page report. It remains inactive (grayed out) when the last page of the report is being displayed.

6. Terminate Report Generation – Occasionally the user may realize that = the wrong report has been selected. This button provides the ability to cancel = the report generation process. This can be very useful when the mistakenly sele= cted report is taking a long time to generate.

7. Print Reports - This button will print the displayed report. When this butt= on is clicked, it will bring up the print dialogue box. You can choose to print “All” pages of the report or a selected range of pages. You may also select the number of copies and if whether or not the copies should be collated. When you have finis= hed making your choices, click the “OK” button to print the report.=

The print dialogue also displays the printer being used. Note: A printer must be setup for = your computer in order to view and print any reports. If you want to change the printer = you must change the default printer through Microsoft Windows. Consult your Microsoft Windows man= ual on how to setup a printer.

8. Export Report: The export button provides several methods for exporting the report. Clicking this button = will bring up the Export dialogue box shown below.

Export to a File

The Export dialogue has two options: Format and Destination. Finished reports c= an be exported to a number of popular spreadsheet and word processor formats. = The Format field allows you to determine the file type such as an Excel, Lotus 1-2-3, MS Word, plain text, Adobe PDF, and others. The Destination option allows you to export directly to a specific program (Application), saved to disk file, saved to Microsoft Exchange Folder, directly to Lotus Domino (v. 3.0+) e-mail client, or to Microsoft MAPI e-mail client. By default “Disk file”= is selected. Choose this option = to export the report to a file. Click the “OK” button once the des= ired format has been selected.

The “Choose Export File” dialogue lets you select the file name and location for the exported report. Select the appropriate Drive and Folder location for the file.   Make any desired changes and= then click the “OK” button. The displayed report has now been exported to the specified file in = the indicated file type.

Export to an Email

The export dialogue also allows you to export a report as an e-mail.

No= te: Destination will default to “Disk file.” Click the down arrow, to the right= , and select “Microsoft Mail.”

Ag= ain, select the desired export format for the report. Then click “O.K.”

The Send Mail screen will ask for information needed to send an email. Once you have finished filling out= this screen, click “send.” Your report has now been sent as an email.

9. Change Magnification - This allows you to select predefined magnifications = of the displayed report from a drop-down list. Alternatively any integer percenta= ge value desired may be selected by typing it into the box.<= /p>

Time Sheet Control Totals

The Time Sheet Control Totals area lets you decide what entries will be include= d in your totals, check totals for hours, pay and deductions. Also included is Validate Payroll Entries, which prepares your data to be transmitted to ComputerSearch. To access this area go to the Edit= menu and then select Control Totals, press Ctrl-N or the Totals button.

Setup Control Totals=

Th= is screen will allow you to pick which entry codes are added to the totals and= the pay types (Salaried or Hourly). You may also choose to have the time sheet entries in the total only or the Preissues only, or both. If y= ou decide to have the Preissues count in the totals, “IN” or “OUT” Preissues may be selected.

Hours & Pay

Th= is screen displays the calculated totals for: Regular Hours, Overtime Hours, O= ther #1, Other #2, Temp Rate, Regular Pay and Overtime Pay. There is a column called “My Totals,” where the totals may be entered manually. Clicking the “ReCalculate= 221; button will display the difference between “My Totals” and “Computed” totals. If changes are made to any of the total entries, the “ReCalculate” button will need to be clicked again to see the changes. Also displayed here are the Number= of Checks issued and the Number of Preissued Checks.

Deductions & Taxes

Th= is screen displays the calculated Deduction totals for each Deduction field. There is also a column called R= 20;My Totals” where totals may be entered manually. Clicking the “ReCalculate= 221; button will display the difference between My Totals and Computed totals. If changes are made to any of the = total entries, the “ReCalculate” button will need to be clicked again= to see the changes.   Also displayed on the Deduction & Taxes screen is a computed Grand Total; th= is value may be entered manually under the “My Totals” column. Again, clicking the “ReCalculate” button will recalculate the totals.

Validate Payroll Entries=

Th= is screen is used to prepare the payroll data for transmission to ComputerSearch. Click the “Begin Validation” button on the screen and wait until the validation process is finished. Once the validation process has finished the “Payroll Status” window will display “Validated.” The payroll is ready for transmission. Click the “Transmit” button to go to the Communications area.<= /span>

Va= lidate, then Click Transmit or if you have more than one payroll you may wish to fi= nish up the others and transmit all the payrolls together.

Preview Payroll Journal

Preview allows you to send a valida= ted payroll and receive back a preview journal. A payroll may be validated for pre= view at any point. It is totally optional to do the preview.   You will send the payroll wait about 4 minutes, and receive your journal, which may be viewed for errors.&n= bsp; You may correct the errors and resubmit again for preview.

Click Add All or click individual payrolls. Click Start Communications. The ‘Go online to check for preview...’ box will be checked for you and 4 min= utes will count down before the program automatically checks for the preview jou= rnal that ran at ComputerSearch.

Please close Adobe reader before sending another preview to ComputerSearch.=

When the preview journal is ready f= or viewing you will see the PDF file listed in the box above the ‘Go online…’ check box. Double click on it to open the journal in Adobe reader.

Transmit the Payroll

Click 'Add All' or if you have more than one payroll y= ou maybe wish to send one by clicking on the payroll or click the 'Add All' button. The payrolls in the 'Selected Payrolls to TRANSMIT' box are the ones that will be sent. Click Start Communications when ready. You may change the RUN= DATE that ComputerSearch will run the payroll on.

Confirmation Numbers

When transmitting your payroll for processing, you will receive a confirmation number and completion status.

The Confirmation number contains the client number the date and time the payroll was transmitted.

Completed: Payroll sent and your

        =      Micropay database is

        =      properly marked as

        =      transmitted.

  NOT Completed: Payroll sent but the=

        =      Micropay database is not

        =      marked as such. You wi= ll

        =      not see the 'New Payroll

        =      button' when you want to

        =      start a new payroll.

&n= bsp; NO CONFIRMATION: Payroll NOT SENT, try

        =      sending again.        =

&n= bsp; Note: You may review t= his list again on

        =      the client selection screen (the

        =      screen after entering your password)

The Client logon screen will now sh= ow if the payroll is Validated, the confirmation status or normal (you will ju= st see the client number and name). Normal means you are working on the payroll.

Receive Files

When the payroll is processed at ComputerSearch your updated files are created. These files are ready the day afte= r you have sent the payroll. If you= had sent the payroll on Friday the files are ready on Tuesday as we do not norm= ally process the payrolls till Monday. &nb= sp; Check off the Micromaster and Payroll History. Some clients may receive ‘Sp= ecial Files’, if so check the Special Files box. Click Start communications to rece= ive these files.

They may be times when you might be told to only check the force update check box by someone at ComputerSearch. This is mostl= y used to make sure you can communicate with us and does nothing to your data file. You may use this option= on your own to check your connection with us.   The option will only update = your programs and report files, if needed.

=

=

=

=

Mi= cropay Communications

To access the Micropay Communications area, go to the File menu and select the Send/Receive option or on the Validate Payroll Entries screen click the “Transmit” button. The Micropay Communications screen performs the following functions: the Commun= ication process (send or receive files), making a diskette, and configuring the data connection to ComputerSearch.

On= the menu bar of the communications screen is the Maintenance menu. In this menu are two choices: Citr= ix Program Neighborhood and Edit Micropay INI. The Citrix Program Neighborhood pr= ovides access to the settings Micropay uses within the Citrix data communications protocol. The Edit Micropay I= NI option allows you to display and modify the settings in the Micropay initialization file. NOTE: Making changes to = either the INI file or the Citrix settings should ONLY be done with the guidance of the ComputerSearch technical staff. Making changes here may = make Micropay unusable, and/or unable to transmit or receive payroll data.

How to Use=

Type the desired employee number in= the box and press the Enter key. = This will display that employee. I= f the selected employee is not available, an error message will display informing= you that they are not in the list.

Normally when the Time Sheet screen= is brought up the first employee in the Employee list box will be highlighted = and his/her employee number displayed in the employee number box. As you pay each employee, the empl= oyee number box will display his or her number.

If you want to use the Employee Num= ber box instead of the Employee list box, to select employees, click in the Employee Number box, enter an employee number and press the Enter key. That employee will then be displayed. The cursor will be positioned in the Entry Code field and you can pay this employee. After you save that entry, the cur= sor will go back to the Employee Number box.&n= bsp; Enter the next employee number and press the Enter key.

Note: The Employee Number box will = not display the next employee number of the next employee displayed in the Empl= oyee List box. You must enter each employee number.

Selecting Terminated Employees<= /span>

The Employee Number box, on the Time Sheet screen, only has access to employees that are listed in the Employee = List box; normally terminated employees are not listed along with active employees. In order to gain a= ccess to terminated employees go to the View menu, then go to the Select option a= nd chose Terminated. This will d= isplay only terminated employees and now you will be able to select terminated employees using the Employee Number box.

	-= The Quick Pay button will pay several employees, if they receive identical pay entries.
	- Expands or shrinks the Employee Select Window.
	- Issues standard regular hours.
=	- Gives an employee regular and holiday hours.

	- Saves the current employee’s entries and highlights the next employ= ee.
	- Saves the current employee’s entries. The same as “Save” b= utton at right of the screen.