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Chapter 14: Employees, Payroll, and Account Reconciliation Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin.

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Presentation on theme: "Chapter 14: Employees, Payroll, and Account Reconciliation Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin."— Presentation transcript:

1 Chapter 14: Employees, Payroll, and Account Reconciliation Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

2 Employees, Payroll, and Account Reconciliation Employees and employers are required to pay local, state, and federal payroll taxes. Employers must withhold taxes from each employee’s paycheck. The amount withheld for federal taxes is determined from tax tables published by the IRS. The amount withheld depends on the employee’s earnings and the number of exemptions or withholding allowances claimed by the employee. FICA taxes and Medicare taxes are also deducted from employee’s paychecks. It is the purpose of Chapter 14 to show you how to use Peachtree to enter payroll default information, add employees, make journal entries for payroll, print payroll reports, and complete account reconciliation. 14-2

3 Software Objectives, p. 555 Complete the Payroll Setup Wizard. Copy the TAXABLE.DAT file. Enter employee and employer default information. Journalize and post Payroll Journal entries. Print paychecks. Reconcile First State Bank Account and the Payroll Checking Account. Compare the vendor ledgers, customer ledgers, and inventory valuation report to the associated general ledger accounts. Print the financial statements. Make four backups: two for Joann’s Service Merchandise; two for the end-of-chapter exercises. 14-3

4 Web Objectives, p. 555 Use your Internet browser to go to the book’s website at Go to the Internet Activity link on the book’s website. Then, select WEB EXERCISES PART 3. Complete the fourth web exercise in Part 3–Salary Calculator. Use a word processing program to write a summary of the websites that you visited. 14-4

5 Peachtree Tips Peachtree Tips The exercises in Part 3 are cumulative. Exercises 11-1 through 13-2 must be completed before starting Exercise The Payroll Entry window is the Payroll Journal. In order for payroll taxes to be computed automatically, students need to copy the TAXABLE.DAT file (pages ), check that the user-maintained payroll tables are included for Georgia (pages ); establish the payroll account (page 564); set up defaults using the Payroll Setup Wizard (pages ); enter employee and employer default information (pages ); and then complete payroll setup (pages ). If you do not want to copy the TAXABLE.DAT file, payroll taxes can be entered manually on the Payroll Entry window. Refer to textbook pages 583 and 586 for completed payroll taxes. The Taxes – Benefits – Liabilities table lists the amount for both employee and employer withholdings. 14-5

6 Backing Up Chapter 14 Backup Name KB Page Nos. Chapter 14 Begin 1,611 KB Chapter 14 1,647 KB 604 Exercise KB 611 Exercise ,586 KB 615. This information is also shown on page

7 Chapter 14 Topics 1. Software & web objectives, p Getting started, pp Copying the TAXABLE.DAT file, pages a. User-maintained payroll tables, pages b. Establishing the payroll account, p Payroll setup wizard, pp Entering employee and employer default information, pp Completing payroll setup, pp Entering employee maintenance information, pages Backing up your data, pp Payroll entry, pp Printing the payroll journal, pp Account reconciliation, p. 591 a.First State Bank Statement, p. 592 b.Payroll Checking Account bank statement, p. 593 c.Print reports: account reconciliation, accounts receivable, accounts payable, and inventory, pp

8 Chapter 14 Topics (concluded) 10. Printing the general ledger trial balance, p Printing the financial statements, pp Backing up Chapter 14 data, p Internet activity, p Summary and review, p. 605 a. Going to the net, pp b. Multiple-choice questions, pp c. Exercise 14-1, pp d. Exercise 14-2, pp e. Analysis question, page 615 e. Chapter 14 index, p

9 Getting started, p. 559 Complete steps 1 – 2e. on page 559. Remember, you must complete Chapters 11, 12, and 13 before starting Chapter

10 Copying the TAXTABLE.DAT file, pp Read the information on pages Complete steps 1 and 2 on page 561. Write down the Directory field shown on the Maintain Company Information window

11 Copying the TAXTABLE.DAT file, p (concluded) Complete steps 3 and 4 on page 562. Read the information on pages 562. Complete steps 1-6. To check that you have copied the TAXTABLE.DAT file, refer to steps 1-4, pages

12 Establishing the payroll account, p. 564 In order to establish the payroll checking account, transfer funds from First State Bank (Account No ) to the Payroll Checking Account (Account No ). Read the transaction information on p

13 Payroll Setup Wizard, pp From the Employees & Payroll page, click. Then, select Payroll Setup Wizard. Read the information on the Payroll Setup Wizard. Click. Read step 2, p Payroll Options is selected. Read the information. Accept the default for Do it Yourself In-House. Click

14 Payroll Setup Wizard, pp The Payroll Options – Do it Yourself In-House window appears. Select Do it Yourself. Click The Payroll Options – Do it Yourself In-House window appears. Select Do it Yourself. Click Read the Other Payroll Options, Direct Deposit, and E-Filing areas. Click. Company Information is selected. The Federal Employer ID, State Employer ID, State (GA), Unemployment ID, and State Unemployment Rate fields are automatically completed. These fields agree with the company information entered on page 405 in Chapter 11. The Georgia Administration Assessment Tax rate is shown and No is selected for Do you want to record employee means and tips. Click Company Information is selected. The Federal Employer ID, State Employer ID, State (GA), Unemployment ID, and State Unemployment Rate fields are automatically completed. These fields agree with the company information entered on page 405 in Chapter 11. The Georgia Administration Assessment Tax rate is shown and No is selected for Do you want to record employee means and tips. Click Pay Types is selected. In the Overtime field, select Account No , Overtime Expense. Check this window carefully. Click. The Benefits window appears. Do not make any selections. Click. The Payroll window appears. Observe that the Tax liability acct no. (23400) and Tax Expense acct no. (72000) is selected. To accept these defaults, click. The Setup Complete window appears, click Finish. Click Finish

15 Entering employee and employer default information, pp Read the information on p From the Employees & Payroll page, click then select Set Up Employee Defaults. Observe that GA is shown in the State field. Complete steps 2-6 on page 570. The Employee Defaults/Employee Fields window is shown on page

16 Entering employee and employer default information, pp Click on the Company Fields tab. The Employee Defaults/Company Fields window is shown on p Click. Complete steps 1, 2 and 3 on pages

17 Assign Company-Paid Tax Fields, pp Click.. The Assign Company-Paid Tax Fields window appears. These selections appear. (If not, select them.) Federal Unemployment (FUTA): Fed_Unemp_C State Unemployment (SUTA): St_Unemp_C Other State Unemployment: St2_Unemp_C 14-17

18 Assign Employee-Paid State Tax Fields, p. 575 Click. You are returned to the Assign Tax Fields window. Click. Do not make any changes. Click on. You are returned to the Assign Tax Fields window. Click. The Field Order window appears. Do not make any changes. Click

19 Payroll Settings, p. 576 The Setup Complete window appears. Read the information. Click Click 14-19

20 Entering employee maintenance information, p From the Employees & Payroll page, click. Select New Employee. The Maintain Employees/Sales Reps window appears. Complete the employee information shown on step 2, p

21 Entering Employee Maintenance Information, p Click on the Withholding Info tab. Complete step 3 on page 577. This window is shown at the top of page 578. Complete steps 4 – 6 on pp

22 Maintain Employees/Sales Reps window, pp After completing step 6 on page 578, this window shows Pay Info. Complete steps 7 – 12 on p

23 Backing up your data, p Complete steps 1 – 6 on p. 580 to back up your data. Use Chapter 14 Begin as the back up name

24 Payroll Entry, pp Read the information on pages Complete steps 1 – 8 on pages to issue a payroll check. The Payroll Entry window is shown on p Click

25 Print Forms: Payroll Checks, pp Complete step 11 on p Select OCR Multi-Purpose PR Laser. Read the comm584ent on page 583. The Print Forms: Payroll Checks window appears (see page 584). Click. Complete steps 12 and 13 on page

26 First Check Number, pp. 585 Type 101 as the First Check Number. The Print Forms: Payroll Checks window is shown on p. 585 after step 14. Click. Compare your check with the one shown on page 585. Complete steps 16 and 17, p Then, issue the checks shown in step 18, p When through, close the Payroll Entry window

27 Printing the payroll journal, pp Complete the steps on p Compare your payroll journal to the one shown on pp

28 Account Reconciliation, pp Read page 591. Peachtree’s general ledger is integrated with other parts of the program. The First State Bank Statement is on p Payroll Checking Account Bank Statement is on p Printing Reports: Account Reconciliation, General Ledgers, Customer Ledgers, Vendor Ledgers, and Inventory reports are on pp General Ledger Account No First State Bank (Cash account) Account No Accounts Payable (Current Liability) JJH06 Joseph James Hardware (Vendor Ledger)14-28

29 Printing the general ledger trial balance, p. 600 Complete the step on p Compare your general ledger trial balance to the one shown on p

30 Printing the financial statements, pp Complete the steps on page Compare your financial statements with the ones shown on pages 601, 602, and

31 Backing Up Chapter 14 Data, p. 604 Complete steps 1-6 on page 604. The back up name is Chapter

32 Glossary of Terms Chapter

33 Exemptions, p. 556 These are withholding allowances claimed by the employee. The number of exemptions or withholding allowances usually includes one for the employee, one for the employee’s spouse, and one for each dependent

34 Withholding allowances, p. 556 Exemptions claimed by the employee. The number of exemptions or withholding allowances usually includes one for the employee, one for the employee’s spouse, and one for each dependent

35 FICA taxes, p. 556 This deduction from wages is also called the social security tax and provides qualified workers who retire at age 62 or older with monthly payments from the federal government. A portion of this tax is for Medicare

36 Medicare, p. 556 A portion of FICA taxes (also called social security taxes) deducted from wages of qualified workers. Medical benefits called Medicare are received by retirees after reaching age

37 W-2 forms, p. 556 An annual report of an employee’s wages subject to FICA and federal income tax that shows the amounts of these taxes that were withheld

38 Internet Activity, p Go to the book’s website at 2 Link to Student Edition. 3 In the Course-wide Content list, link to Part 3 Internet Activities for Chapters Open or Save. (You can also choose Chapter 14, then link to Internet Activities. If you Choose a Chapter, observe that other chapter-specific links are available; for example, Quizzes, PowerPoints, and Going to the Net Exercises.) 4 Complete the SALARY WIZARD-Chapter 14 exercise. Read steps Follow the steps shown on the book’s website to complete this Internet activity. 6 Using a word processing program, write a brief summary of what you find. Include all appropriate website addresses

39 Going to the Net, pp Access the Employer Reporting and Instructions website at Link to General W-2 Filing Information, then answer these questions. Access the Employer Reporting and Instructions website at Link to General W-2 Filing Information, then answer these questions.http://www.ssa.gov/employer/ 1. What are dates that employers must send W-2 information to the Social Security Administration? (Include the dates for both electronic and paper filing.) 2. When must employers give employees their W-2? 3. What two forms do employers send to the Social Security Administration? 14-39


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