1. Zortec Payroll

2. 2 In this session we will cover the basics of LGC’s Zortec Payroll System. Topics include employee master, payroll process setup and processing, payroll information reports and miscellaneous utility programs.

3. 3 Payroll Information section

4. 4 Employee master – screen 1 (General Information)

5. 5 Employee master – screen 2 (Tax Information)

6. 6 Employee master – screen 3 (Pay Information)

7. 7 Employee master – screen 4 (Pay Distribution)

8. 8 Employee master – screen 5 (Deductions)

9. 9 Employee master – screen 6 (Leave Information)

10. 10 The next few slides will cover basic payroll process steps found on the Payroll Process Menu.

11. 11 To begin the payroll process, select option #03 – Payroll Process

12. 12 The first step is to set up the payroll for processing. Select option #01-Setup Payroll for Processing.

13. 13 On the Functions pop up box, select “C”reate to set up the payroll for processing.

14. 14 Type the ending date for which the employees are being paid in the ‘Pay Ending Date’ field. Type the date that should print on the checks in the ‘Date on Check’ field. This date becomes the date history reports will be generated by as well as packet report created by. ‘Payroll Name’ simply shows the name given to the payroll setup. Skip this field by hitting. The status of the payroll is displayed in the ‘Status Codes’ field. Some samples codes are U=Unprocessed, C=Calculated, P=Checks Printed.

15. 15 Type “Y” in the ‘Take Retirement’ field to withhold state retirement. This field defaults to “Y”. Type “Y” in the ‘Fica’ field to withhold FICA taxes. This field defaults to “Y”. Type “Y” in the ‘Fit’ field to withhold Federal withholding taxes. This field actually defaults to “Y”. Type “Y” in the ‘Take State Tax’ field to withhold state income tax. This field defaults to “Y”. To accrue leave along with the payroll process, type “Y” in the ‘Accrue Leave’ field. If you accrue leave in other manners (period end, calendar, etc…) leave this field “N”.

16. 16 Type "Y" in the `Roll Vendor Checks To Next Payroll' field if you do NOT wish to automatically print vendor checks for this payroll. If you type "Y", the vendor amounts are rolled over to the next pay period. The amount rolled is then added to new vendor amounts calculated for the next payroll. If you type "N", vendor checks are printed for the current payroll. All amounts rolled from previous periods are included on the printed vendor checks.

17. 17 If this payroll will be a special payroll, type “Y” in the ‘Special Payroll’ field. If you are doing a special payroll and want the system to treat the checks as manual checks, type “M”. If this is a normal payroll, leave this field blank. (For more information on Special Payrolls, view the “SPECIAL PAYROLLS” PowerPoint Presentation.) If your site allows direct deposit for payroll checks, but you DO NOT want to do ACH on this payroll type “N” in the ‘Direct Deposit Code’ field. Typing “N” here will give everyone a paper check.

18. 18 Type the frequency codes for the employees you want to include on this payroll in the `Frequencies' field. You can enter up to 10 codes. Leave blank to include all frequencies. If you want to include only employees who belong to a specific pay group in the payroll, then type the group code in the `Pay Group' field. Leave the field blank if you do not use pay groups and you do not wish to restrict the payroll. Pay Groups are entered on the employee file, screen 01. Type the code for each deduction schedule to include in the payroll in the ‘Ded. Schedule’ field.

19. 19 If you use the Detail Entry/Work Orders section, then complete this field. Type the first date in the range of dates of input entries that you want to include on this payroll in the `Select Detail' field's first set of parenthesis. Press if needed to advance to the second set of parenthesis. Type the last date in the range of dates.

20. 20 A list of available pay types are displayed on the right side of the screen under ‘Enter [Y] Beside the Pay Types that are to be calculated’. Type a “Y” next to each pay type that should be included in the payroll calculation. Type “N” next to those pay types you do not want to include. (A message may appear stating to hit for more pay types.)

21. 21 The deduction portion of the screen will now appear. "Enter [Y] beside the deductions to be calculated”. If you are using Deduction Schedules, these may already be set for you. Hit and as needed.

22. 22 When all deductions have been accepted, the message ‘Transaction Complete’ should appear at the bottom of the screen. You are now done setting up the payroll to process.

23. 23 Use the ‘Input of Times (Summary)’ to enter time or temporary changes to the employee’s pay. Examples could be Overtime, Vacation, Advanced Pays, etc…

24. 24 After you enter the Payroll Number and Employee Number, the Entry of Times screen will appear, with all the default pay information for this employee. Only the first 10 pay types will display. If the employee has more than 10 pay types, you will need to to the bottom of the screen to see the remaining pay types.

25. 25 Type any changes for this pay period in the ‘Amt/Hrs’ column. If any rate change, for this payroll, hit. This will take the cursor to the ‘Rates’ column. Hit as needed to update the correct rate.

26. 26 If any GL distributions for this payroll need to be changed, hit. This will place the cursor in the ‘Dist’ column. Make any changes necessary, hitting through each line.

27. 27 If you need to add a new ‘Pay Type’ to the employee, hit. In the ‘Add Pay Type’ pop up window, enter the pay type code, rate, and distribution, hitting as needed.

28. 28 When all updates/changes have been made. Hit to accept the rates and hours. This will update the ‘Total Pay’ column for each pay type as well as the Grand ‘Total Pay’ in the upper right corner.

29. 29 Once payrolls have been defined and all employee pay records have been updated, use the ‘Calculate Payroll (All)’ option to compute gross pay, tax deductions, retirement, Medicare, voluntary deductions, net pay, expense distributions, etc…

30. 30 Use the ‘Input Register (Hours/Gross)’ option to print a report designed to help you check the hours and gross pay for each employee in the payroll. It is useful for making sure that the correct employees have been included in the payroll and that they will receive the correct amount for each pay type.

31. 31 Use the ‘Input Register (Leave)’ option to verify the accuracy of the leave information entered during Input of Times. This option will generate a report that will list the amount of leave earned/taken that was entered for all employees via the Input of Times option's Leave Information screen. If you did not enter leave using the option's screen, then you do not need to run this report.

32. 32 Use the ‘Leave Register’ option to generate a report showing the net effects on the leave record of each employee included in the payroll. These effects include any leave earned/taken information that was entered during the payroll process. It may also include leave accumulations based on leave rates defined on the employee's record, dependent on your sites’ set up.

33. 33 Use the ‘Standard Register’ option to print a report containing a complete pay record for every employee included in the payroll. It lists employee name and number, the number of hours "paid" for each pay type, pay rates, income (total pay), taxes and deductions, summary pay totals, and net pay. This register is an important payroll report. Checks should not be printed prior to printing the standard register.

34. 34 Use the ‘Payroll Register’ option to provide a complete pay breakdown for each employee included in the payroll including GL distribution for each employee. This report lists the employee name, number, and location. For each employee the following is reported: gross pay, FICA gross, FICA deductions, Federal Tax deductions, state retirement deduction, voluntary deductions and net pay.

35. 35 Use the ‘Deduction Register’ to make sure the correct amount of each deduction is being taken from each employee on the payroll. This report lists the employee's name, number, and the amount of each deduction selected in the payroll. You can select up to 20 specific deductions, or leave blank to include all deductions.

36. 36 Use the ‘Print Checks/Labels’ option to process and print payroll checks. Print checks only after you are sure that all payroll calculations are correct. Check numbers are not assigned until this option is run. You print checks to a special "spooler," which temporarily stores the processed checks until you are ready to actually print them. This allows you to make sure they are processed correctly prior to printing.

37. 37 Select ‘Print Checks’ to print checks.

38. 38 Type "I" in the `Voids' field to include voided checks. Type "E" NOT to include voided checks. Type "O" if you ONLY want voided checks. Type the number for the check that you want to start printing with in the `Enter Starting Check Number' field. The `Which Payroll of the Year is this' field is an optional field used for reporting purposes. Type a number from "1" to "99“ or leave blank. Type “Y” in the `Is This a Restart' field to restart the printing of payroll checks if the normal print process is interrupted for any reason.

39. 39 If your site allows direct deposit, and you print the ACH drafts on something other than regular check stock, type a “Y” in the ‘Print different ACH forms’ field. If this field is answered “Y”, type the ACH number in the ‘Enter Starting ACH Number’ field.

40. 40 If you typed “Y” in the ‘Is this a restart’ field, type the employee number you want to restart with in the ‘Emp # for Restart’ field. If you are reprinting for just one employee, type that employee number in the ‘Emp # for Individual’ field.

41. 41 If your check format is set up to include check messaging, type a message in the ‘Enter message to print on checks’ field. Once this screen is accepted the system will create a spooler file. This file is typically named “PPCHKSLS”, but may vary for your site.

42. 42 To print pay checks on check stock, you will go to the Spooler menu option, Print a File and enter the file name, usually PPCHKSLS. You will need to enter the printer number designated to print the pay checks.

43. 43 Use the ‘Check Register‘ option to produce a summarized register, in check number order, of the checks you printed. You will get totals, but you would not get the detail that you will see in other registers.

44. 44 Use the ‘Detail Distribution Report’ option to review the distribution of employee pay expenses to General Ledger accounts. This option breaks down the pay expense distribution by employee.

45. 45 Use the ‘Summary Distribution Report’ to review the distribution of employee pay expenses to General Ledger payroll expense accounts. This report lists total pay expense distributions by account number.

46. 46 Use the ‘ACH Direct Deposits’ option to perform such tasks as setting up ACH company information, ACH bank information, ACH employee information, create an ACH transmission file, or print a listing of your ACH employees. For more information on Direct Deposit view the Using Direct Deposit in Payroll presentation.

47. 47 Use the ‘Update Accounts’ option after you have all the necessary reports and checks printed. This permanently stores all payroll calculations/pay check history for this pay period in the appropriate employee and system records. It also clears all temporary payroll- related employee entries and removes processed payrolls from "set up." Note – Even though menu order places the Update Accounts option at this place, be sure you have run all necessary Payroll Process reports before updating. You CANNOT run these reports once the accounts are updated.

48. 48 Use the ‘Payroll Summary/Packet’ option to tell the system to produce either a GL packet or a report of what the GL entries would look like for the payroll in process. This option is available before updating the payroll.

49. 49 This concludes the Payroll Process Presentation. If you have any additional questions on payroll process, contact Customer Support. 1-800-439-4504

50. 50 PAYROLL REPORTS Payroll Information section

51. 51 Payroll Salary Listing

52. 52 Salary Listing Report list current salary information. Salary information comes from screen 3. Good report to print before making mass pay rate increases.

53. 53 Employee Earnings (by Date) Use the From/Thru Employee number, From/Thru check Date and From/Thru Location number fields to select employees you want to print.

54. 54 Employee Earnings (by Date) Summary of employee earnings for the date range specified.

55. 55 Employee Earnings Report Use the From/Thru Employee number, From/Thru check Date and From/Thru Location number fields to select employees you want to print.

56. 56

57. 57 MONTHLY REPORTS  Retirement Report  Fica/Withholding Report  State Gross Report

58. 58 QUARTERLY REPORTS  Fica/Withholding Report  941 Report  Unemployment Report

59. 59 Changing amounts on deductions

60. 60 When you need to do a mass change of deduction amounts there is a utility that can make it easier and less time consuming… Changing amounts on deductions

61. 61 We will use the utility to change the amount of deduction code 081 from the current amount of $382.62 to the new deduction amount of $394.10. Below is a screen print of the employee deduction screen before running the utility… Changing amounts on deductions

62. 62 This utility is located under the Utilities Menu of Payroll and then the File Maintenance Utilities option. It is labeled “Change Amount on Deductions.” Changing amounts on deductions

63. 63 Use the Payroll Numbers, Group and Status fields to specify the selection criteria that this change applies to. In the below example we are running the utility for payroll 1 for all Active employees… Changing amounts on deductions

64. 64 Deduction to Change is 081. Zero All Employees is used if you want to change the deduction amount to 0.00 for all selected employees who have the deduction. Number of Times and Times Taken can be set if you use those fields on deductions…

65. 65 We are changing the from the Old Amount of $382.62 to the New Amount of $394.10. You can include up to 10 different Old and New Amounts to change in one run of the utility… Changing amounts on deductions

66. 66 You will receive an “Are you sure” prompt before the utility begins. Verify that the runtime screen is filled out completely and answer Y to the question if you are ready to continue… Changing amounts on deductions

67. 67 After the utility is run you will see the results on screen 5- deductions of the employee’s records. This new deduction amount will apply on the next payroll process. Changing amounts on deductions

68. Mass Pay Rate Increase

69. Once in Payroll, select “Utilities” Mass Pay Rate Increase

70. From the Utilities menu select “File Maintenance Utilities” Mass Pay Rate Increase

71. Then select the “Mass Pay Rate Increase” option. Mass Pay Rate Increase

72. The below screen will display: Mass Pay Rate Increase Warning: Use caution when running this option. There is no report that is produced. When the screen is completed, employee information is updated based on the information entered on the runtime screen.

73. Before running the option let’s look at a before of a salaried employee: Mass Pay Rate Increase

74. Before running the option let’s look at a before of an hourly employee: Mass Pay Rate Increase

75.  Payrolls: This field is used if you have multiple payrolls defined. You can select which payrolls you only want the increase to apply. Leave blank if you want all payrolls to be included.  Locations: This field is used only if you want the increase to apply to certain locations and not to all locations. Leave blank if it will apply to all locations.

76. Mass Pay Rate Increase  If the increase only needs to be run for a certain employee number range use the “Beg Emp #” and “End Emp #” fields to specify the range.  If the increase applies to all employees, based on other selection criteria, leave the “Beg Emp #” field blank and enter all 9’s in the “End Emp #” field.  Something must be in the “End Emp #” field for the utility to run.

77. Mass Pay Rate Increase  Statuses: If the increase only needs to be run for certain employee statuses, enter the status.  Shifts: Use the Shifts field to further limit employees that the increase applies to.  Freqs: If the increase only applies to employees in certain frequencies, enter the frequency code.  Full/Part: Use the Full/Part field if the increase only applies to one group or the other. Leave blank if full and part time employees will receive the increase.

78. Mass Pay Rate Increase Note: If the increase will apply to all employees in the following categories, leave the fields blank.  Groups: If the increase only applies to employees in a specific group enter the group code.  Pay Types: If the increase only applies to employees under certain pay types, enter the pay types.  Misc Codes: Enter the misc codes for the employees who will receive the increase.

79. Mass Pay Rate Increase Enter “A” if you are doing a dollar amount increase. Enter “P” if you are doing a percent increase.  “Base Salary” fields - These fields pertain to salaried employees. In the first text box you will enter the A or P. In the second text box you will enter the amount or percent increase.  “Hourly Rate” fields - These fields pertain to hourly employees. In the first text box you will enter the A or P. In the second text box you will enter the amount or percent increase.  “#of decimal positions” field - This field is used to specify the number of decimals you wish to show on screen 3 of the payroll master record. The default is 4.

80. 3% increase for the salary employees Mass Pay Rate Increase 3.5% increase for the hourly employees We are doing…

81. The salary employee AFTER running the utility: Mass Pay Rate Increase Original Base Salary 670.71 X 1.03 increase = 690.83 new Base Salary.

82. The hourly employee AFTER running the utility: Mass Pay Rate Increase Original Hourly Rate 12.27 X 1.035 increase = 12.6995 new Hourly Rate.

83. 83 This completes our presentation on the Zortec Payroll section of Resource 2016. If you have questions about any of these processes contact our Customer Support Center at 800.439.4504.