Micropay Basics

Starting Micropay

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

Database Functions

The Fix Databa= se function will reorganize and compac= t the Micropay database. This can b= e done occasionally to help database access speed or if the database should become corrupt. To use the Fix Datab= ase feature, select it from the File menu.&nbs= p; This process 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 anoth= er 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.

Once 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 t= he import-file may be viewed by clicking the “View with Notepad” button. This will bring up th= e file in Notepad. Changes to the da= ta may be made and saved here. Note:= If changes to the data are made here, they will not be made to the original fi= le from which the data came. Therefore, discrepancies will exist when comparing the imported file= to that of the original file.

To begin the Impo= rt process, go to the Import screen. The file to be imported will be displayed in the Location box beneath “Importing.” If t= he file exists, the creation date 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 Impo= rt, first click the “Translate Import File” button. This formats your data in a way th= at 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. 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 avail= able on the import screen toolbar, to display exactly what was imported to the payroll system. This report l= ooks similar to the Micropay time sheet reports, but shows only the imported dat= a.

User Management

User management is accessed through the Edit menu.&nbs= p; With user management multiple people can be setup to use Micropay ea= ch with their own user name and password. This gives each user access to onl= y the information and functions you allow them.&= nbsp; By assigning different security levels, users will be restricted to certain information and functions. Only users with a security level o= f 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 u= ser, click New User on the menu bar. Enter the User Id in the name field and then assign the user a Se= curity Level and password. Then = click the “Save Changes” button.

Please note that = the User ID field may contain up to 12 alphabetic characters, while 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 d= elete 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 the Users option. The User Information = screen will be displayed with the list of users.&= nbsp; Click on the user whose security level is to be changed. Click in the Security Level box an= d then type the user’s new security level.&= nbsp; Then click the “Save Changes” button.<= /p>

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.

Only 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.&nb= sp; Replace the current password with the new password and click the save button that will appear once you start erasing 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.=

Preferenc= e Screen

The Preference sc= reen 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

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

Sex - 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.

State - A default state may be entered, e.g., NY. All new employees will automatically be coded for that state. This field may be left blank and t= he state can be entered when setting up new employees.

Rate - 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 and 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 new employee is salaried, c= lear 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.=

Department - A default department number maybe entered.&n= bsp; 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 number is entered and will display an error if the department has not been setup.

Hire 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

From this screen = the Job Number and Employee Check Digit fields on the Time Sheet can be tur= ned on or off. These fields are both turned off by default. Click = in the box next to the desired field in order to have it displayed and available on the Time Sheet screen. If the Time Sheet screen is open, close the screen a= nd 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 Hourl= y and Salaried employees. The Temp = Rate (see the Time Sheet screen) is zeroed out for the Salaried employees. 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.

Clicking the “Browse Folders” button will bring up the Drive and Directory boxes. Select the drive and directory where these files are to be placed.

Once the location= has been selected, click “Save” and the new path will be displayed above the "Browse directories" button.

Code Tables

Code tables are accessed through the Edit menu; go to the Edit menu and select the Codes option.

This will bring up the Code Defaults screen. Her= e 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.

Note: All states require an application for State Income tax, State Unemployment tax and occasionally local tax, to be filed. If your company has employees working in another state, you must fil= e an application in that state.

Ban= k Codes

Bank Codes are us= ed 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= 217; table displays the following information about the City: State Code, City C= ode, City Name, STS State (Code), STS City (Code) and City Percent. STS stands for the Tax Filing serv= ice ComputerSearch uses; currently it is Ceridian Tax Service. City Percent is the rate at which = the City taxes an employee’s Gross Pay.&= nbsp;

City Codes are us= ed to deduct city taxes from an employee.&nbs= p; City taxes will only work if ComputerSearch has a deduction set up f= or it. If a city tax is needed t= hat is not currently in the table, call ComputerSearch Customer Service.

<= /p>

View Menu Options

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The View Menu Opt= ions controls which employees are displayed and in what order on the Time Sheet = and Employee screens. Default set= tings are controlled by your client setup with ComputerSearch. Contact ComputerSearch customer se= rvice if you wish your view defaults to be changed.

The first option under the View menu is Group by. Displayed employees may be grouped together by Department Number, Division or, Both. If None is selected, the Sort by option determines the ord= er in which employees are displayed.

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The next option i= s Sort By. After determining how your employe= es should be grouped, Sort By wil= l put them into the desired order. Employees may be sorted by their Name 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.

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Select determines which employees are displayed. In t= he top part of Select you may choose = from either Active, Terminated or, Both. In the bottom part of Selec= t, employees can be selected by their pay type: Salaried, Hourly, or Both. If = Both is chosen as the selection 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 example, to display only the Terminated Hourly employees to e= ase looking for an employee to reinstate. Select also determines the employees to receive pay when using the Quick Pay featu= re.

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Auto Refresh will automatically update displays = based on the new selection criteria and/or changes made to employee information.<= span style=3D'mso-spacerun:yes'> To control when refresh occurs, tu= rn off Auto Refresh. Select the Refresh option when you want to have the di= splay updated.

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        &= nbsp;           &= nbsp;

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Employee Information Screen

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This is the Emplo= yee 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.

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When 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 methods for displaying employees from the View menu. See “View Options” above for more information on this subject.

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=         &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;

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

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This is the Gener= al 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 for this screen is = done when the data is saved, not as it is entered.

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Employee Number - This is a display only field. Every employee must be assigned a = unique number from 1 to 9997. This number is assigned when a New employee is added= and cannot be changed.

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Social Security Number - The employee's social security nu= mber may be viewed, entered or changed in this field.

Last Name<= /u> - This field has a 20 character lim= it including spaces apostrophes and hyphens.

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First Name= - This field has a 12 character limit including spaces apostrophes and hyph= ens.

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

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CSC Name - This is how employee names will a= ppear on reports and checks issued by ComputerSearch. 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.

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Sort Code<= /u> - 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>

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

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Address Informati= on - The Address, City, State, and Zip fields allow for maintaining employee h= ome addresses.

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State Code= - This field indicates which state this employee is earning their income in= for tax purposes. See the Code Tables - State Codes for more information.<= /o:p>

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

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W2 Pension= - Enter an "X" to indicate that this employee is participating in a pension fund, which must be indicated on their W2 form.
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Hide Time Sheet R= ate - 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 printe= d.

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Terminated= - The Terminated Employee field is = for display only, see Terminating an Employee later in this section.=

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

Mon= etary

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The Monetary scre= en shows the items that determine how an employee receives their pay. This includes the various rates of= pay, pay type, and frequency. Tax = and direct deposit information are included on this screen, as well.=

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

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

Frequency codes a= re:        &= nbsp;        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

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Each employee also needs an Overtime Factor (also called Overtime Weight) to determine how their Overtime is computed.&= nbsp; Any factor from 00 through 99 can be used. Example Overtime Factors:

        &= 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.

Exception Rate - Exception Rate (also called Second Rate) allows for paying an empl= oyee 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 salary employee if he or she = has Overtime hours and an Exception Rate, that employee will be paid at the Exception Rate times the Overtime Factor times the number of Overtime hours= .

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

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Federal Exemption= s - Exemptions may be entered for both federal and state, however only federa= l is required. Note: If an exempti= on is not entered for the State Exemption field, the Federal number is used. If no deductions from the Tax tabl= e are to be made, enter a 99 in the Exemption fields (State and/or Federal) for t= he effected tax, e.g., a person having a flat percentage withheld.<= /span>

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Marital Status - Place either an M (Married) or S (Single) in the box for Marital Status.

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State Exemptions<= /span> - Exemptions may be entered for both federal and state, however only federa= l is required

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Percentage of Sub= Net (% of Sub Net) - Percentage of Sub Net will deduct= a percentage from the Employee’s net after all taxes and other deductions. The number entere= d will be treated as a percentage. O= nly 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.

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Auto Tip Amount XE "Employee Information:Monetary:auto 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 multiplied by the hours worked to compute the employee’s tips. If an employee is setup for automatic tips and tips are entered on the time sheet, these two figures will be added.

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Additional 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 amount for additional = tax is $9,999.99. If an employee wan= ts to have an additional percentage or flat percentage removed from his/her paycheck, check the “As a Percent” box next to the Additional T= ax Withheld box. Enter, in the Withheld (State and/or Federal) box, the percentage needed, e.g., 10.50 wou= ld be ten and a half percent. If= this is to be a flat percentage (no amount from the Tax tables, just the percent= age deducted) make sure to change the Federal Exemptions to 99 for that tax.

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Standard Other Earnings - Standard Other Earnings allows yo= u to add an additional amount to an employee’s gross pay on a continual basis. A dollar amount may be entered or using Standard Other Earning Codes (see below) it can be setup a= s a percentage or a rate. When using the percentage or rate setup, you may wish to use Standard Other Earning Maximu= m 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.

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Standard Other Ea= rnings Codes can make Standard Other Earnings a = rate or percentage.

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=         &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p; 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

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

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No FICA - If an employee is exempt from pay= ing 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.

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City Code<= /u> - This code is used to indicate that this employee must have a local city t= ax deducted from their wages. Se= e Code Tables - City Codes for more information.

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Disability Insura= nce (DBL) Code - DBL Codes allows employees to be setup as exe= mpt from NYS disability, State Unemployment Insurance (SUI), or Federal Unemployment Tax (FUTA).

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

        &= 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 *

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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 FIC= A. Place code X in the No FICA Box.

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Ban= king=

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Direct Deposit

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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.

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   Edit banks button        Add a Bank button

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How to Setup Direct Deposit

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Every 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 there is a problem with the acc= ount setup, the bank will contact you about the problem during this period.

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To setup an emplo= yee 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.=

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

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Choose 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 a= t this time.

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When 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.=

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Lastly enter the Employee’s bank Account Number in the Bank Account fiel= d.

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

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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.

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If, in the future, you need to change the bank or the account number you must delete the bank entry and start a new bank entry and of course go through the prenote perio= d.

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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 deduction amount without going through the prenote period.

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Monetary Screen after payroll runs

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Note: Money Source and Effective Date

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Holding a bank for one payroll<= /span>

Note: = Hold option available for NET PAY type deposits

Should 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.

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Holding a bank with a deduction as the money source

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If deductions nee= d to be stopped for that check, go to the Deductions area on the Time Sheet scre= en, 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 and savings accounts, go to the Deductions tab on the Employee Information screen and p= lace zeroes in the Amount field to stop that deduction. Note: The Deduction amount will ne= ed to be re-entered for the following payroll.

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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.

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Deductions

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

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Deduction Type

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To setup deductio= ns that are not a simple dollar amount, the Deduction Type will need to be used. The different codes ava= ilable 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.

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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

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 balance

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

D - % of Disposable Income

F - Fractional Percentage of Regular, Overtime, and Other1 Earnings

L - Tax Levy

M - Maximum Net Pay

N - Net Pay

S - Substitute Tax Levy

Deduction types m= ay be set up on the Client Master file. Therefore, all employees with that deduction have the type automatic= ally set, i.e., 401-K deductions that are all Percentage of the Gross.

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Other more specialized types are available for garnishes and other special situations. Please contact Co= mputerSearch for more information.

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Deduction Week

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

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The “L̶= 1; 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.

=

Other Deduction W= eek 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

=

Under normal situations, deductions that are for a particular week should be coded on the Client Master. This will cont= rol the week of that deduction for all employees.

=

=

Deduction Amount

=

The maximum amoun= ts 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

=

Entering zero in = the Deduction Amount field will stop the deduction for an employee.<= /span>

=

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

Deductions 21 - 4= 9 is $9,999.99

=

Quarter To Date / Year To Date

=

The last two colu= mns on the deductions screen display the Quarter and Year to date totals of each deduction for the selected employee.

=

= = ;

Earnings

=

=

The Earnings scre= en displays the Quarter-To-Date (QTD) and Year-To-Date (YTD) pay information f= or the selected employee. This information includes: Gross, FICA, Federal Withheld, State Withheld, Disability, OASDI (Social Security), Medicare, City, Tips, Meals, Tips Over Minimum (Tips Over Min), Allo= cated Tips (Alloc Tips), 3rd Party = Sick Pay Gross (3rd Party GR), 3rd Party Sick Pay FICA (3rd Party FICA), 3rd Par= ty 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 Unemployment Tax (FUTA), S= tate Unemployment Insurance (SUI) and FICA Taxable (FICA Txbl).

=

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

Accruals

=

=

The following employee information can be viewed on the Accruals screen: Pay Type, Balance Hours, YTD and QTD Taken Hours, YTD and QTD Gross, and if used, the codes f= or 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) and then click the Accruals tab.

=

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

Cycle 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;   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;   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    subtracts Negative bal= ance from new balance.

=

=

Allowed 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 the Cycle Code. This may also be the percentage of= hours to accumulate for a pay type.

=

Balance - Remaining hours for that pay type. The balance is setup by the client for their employees. The amount shown reflects a declin= ing balance.

=

QTD Taken<= /u> - Hours taken within that quarter for that pay type.

=

YTD Taken<= /u> - Hours taken to date for that pay type.

=

QTD Gross<= /u> - Dollars earned within that quarter for that pay type.

=

YTD Gross<= /u> - Dollars earned to date for that pay type.

=

=

Personnel

=

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

=

=

Personnel Fields<= /span> - 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

=

Titles can be ent= ered for Personnel fields. Contact ComputerSearch Customer Service for more details.

=

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

=

Weeks Worked - The number of weeks worked by this employee.

=

Last Week Worked<= /span> - The last week number during the year this employee received pay. The week number starts at the begi= nning of the year with 1 and counts until the end of that year.=

=

Weeks Worked QTD<= /span> - The number of weeks this employee= was paid during that quarter.

=

Weeks Worked YTD<= /span> - Reflects the number of weeks an employee was paid during that year.<= /o:p>

=

# Wkd Under - This field is obsolete, but has been retained to maintain compatibility w= ith historical data.

=

EIC Code - The Earned Income Credit (EIC) co= de 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 emplo= yees who file for EIC on their tax returns. The valid codes 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)

=

The HR screen has fields for human resources related data, title, phone number, e-mail addres= s, 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 transmitted to ComputerSearch for storage.

=

=

=

Browse for Pictur= e - An Employee ID photo may be displayed on this page. Any JPEG (JPG) or Bit= map (BMP) file may be displayed. The Browse for picture button allows you to cr= eate a link to an existing image 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 t= he appropriate radio button.

=

Delete Link to Picture - This feature allows you to remove an existing image f= ile link; it does NOT delete the image file itself.

=

Employee Title - The title field is a text field to provide you with a means for classifyi= ng employees.

=

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

=

Employee Email - A text data field has been provided for you to record a single email addr= ess for each employee.

=

Employee Phone - You may record one phone number per employee in this field.

=

Phone 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 Repo= rts program.

=

Next Review Date<= /span> - Performance/salary review dates m= ay be tracked in this field. If you wish this 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.<= /span>

=

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

Emergency Contact Name- This text field allows you to record the name of an individual to be contacted in case of emergency.

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

Contact Relation<= /span>- It is often necessary to know the relation of an emergency contact to the employee. This information may be stored here.

=

Termination Reaso= n - An editable text field is provide= d for recording termination information.

Last Worked Date<= /span> - This date field is not automatica= lly populated, but is provided as an option for your record keeping.=

=

Rate Change history is a new section that is automatically populated each time a change is made to an employee's rate of pay.

Last Change - The date of each rate change is recorded in this editable field

=

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

=

Hourly= - 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 data including C= OBRA insurance information. 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 along with your payroll data.<= /p>
=

=

=

=

Cobra Notified Da= te  - Enter the date of the employee is notified of COBRA eligibility; this date = is NOT available in the data alarm list on the timesheet header page.

=

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

=

Cobra Effect Date= - Enter the date that COBRA benefit= s went into effect, this date is NOT available in the data alarm list on the times= heet header page.

=

Cobra Term Date - Enter the date on which the COBRA benefits will terminate. This date WILL be displayed in the data alarm list on the timesheet header page if the checkb= ox to the right of the field is checked.

=

=

File Attachments = -

Browse/View - Any document on you local or network disks may be associated with and employee. This feature may be used to keep track of letters of commendation, reprimand, or other special recognition. Once a file has been 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 Browse button changes to View and the Files may be viewed in the default application by clicking on the button.

=

Delete= - This feature allows you to remove an existing file link, it does NOT dele= te the file itself.

=

=

Adding a New Employee

<= /p>
To add a new employee, click the Employee Information button, then from the Edit menu se= lect Add Employee. The General 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 res= t of the information for the Employee on this screen and any others as necessary. The following is t= he minimum information necessary for a new employee: Name, State Code, Sort Co= de, Rate of Pay, Federal Exemptions, Marital Status and Department Number. This information is contained on t= he General or Monetary screens as follows:

=

=

=         &= nbsp;           &nbs= p;            &= nbsp; General Information Screen=       Monetary Information Screen

=

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

=         &= nbsp;           &nbs= p;            &= nbsp; State Code      &nb= sp;            =             &nb= sp;   Federal Exemptions

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

=         &= nbsp;           &nbs= p;            &= nbsp; Sort Code

=

=

Once all your information has been entered, be sure to save the changes by clicking the “Save” button or select Save Employee under the Edit menu. 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=

<= /p>
To make a permane= nt 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 Em= ployee. If you decide you do not wish to m= ake these changes, go to the Edit menu and select Cancel Employee, this will un= do your changes since your last save to this employee.

=

=

=

Terminating/Inactivating an Employee

<= /p>
Terminating 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 terminated 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 on the General Information screen will now be checked and the date entered will appear in = the Terminated Date on that screen as well.&nb= sp; Note: If the Select option from the 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 the = Time Sheet screen make an entry for that employee with any entry code other than= 19 or 1I.

=

=

Cancel Employee

<= /p>
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.

=

=

Cancel button

= ;

Time Sheet Area

The Time Sheet ar= ea 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 b= een transmitted, a “New” button appears on the Header screen. Click the “New” button= to start a new payroll.

=

=

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

=

=

Time Sheet Header Fields= :

The Status box wi= ll display “Not Validated.” Once the payroll information has been entered and validated, the dis= play will change to “Validated.”&nb= sp; After transmitting the payroll to ComputerSearch, the Status changes= to “Transmitted.”

=

Week Ending Date - The date the pay period ends.

=

Check Date - The = date checks are to be dated.

=

Starting Check Nu= mber - Enter the number for the next check or enter “1". If “1” is used, the ne= xt number in order will be used to date the check.

=

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

=

Week Number - This indicates the Week of the month, based on check date, for the current payro= ll. Valid values are 1-5 for weekly payrolls and 1-3 for biweekly payrolls.

=

Reset 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.

=

Stop 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 :

Several dates from the Employee Information HR and HR2 tabs can be used to trigger alarms show= n in the display list at the bottom center of the Time Sheet Header page. To make use of this feature you mu= st enter date values in an alarm capable date field (Review Date, Cobra 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.

=

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

Ignore Date Flags - basically turns off the alarm sys= tem, all 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 oc= curred 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 should be, 30 60 = or 90 days.

=

Any flagged dates that fall within the specified date range will cause a title (i.e. Review D= ate) to appear in the display list. The title line is followed by the names of a= ll employees having, in this case, a review date with in the specified date ra= nge.

=

Time Sheet

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

=

= = ;

Usi= ng the Time Sheet Screen

=

This is a general explanation of how to create a pay entry.

=

Selecting an Employee

=

First, 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. 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.&nb= sp; Fill the other fields as necessary.= To pay a salaried employee their standard salary only the entry code= is needed.

=

If additional lin= es are needed for an employee, press the Down Arrow or Enter at the end of the line (column labeled OT). To = access the Deduction area, click in the Deduction number box or press Alt-D. Enter the Deduction number, the am= ount and the Entry Code for the deduction. Note: By clicking in the Deduction number box, then clicking the rig= ht, mouse button, the Client Deductions window will be displayed. Double clicki= ng on an entry in the Client Deductions window will cause that deduction code = to be entered with the pay code from the first timesheet line for this employe= e.

=

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. Enter the number= for the deduction to override. Pr= essing F4 or clicking t