Zortec Payroll Beginner

In this session we will cover common support issues in LGC’s Zortec Payroll System. Topics include employee maintenance, payroll process, voiding checks and frequently used reports.

First, we will take a look at employee maintenance…

From the Available Systems main menu, select Payroll. From the Payroll main menu, select Payroll Information.

From the Payroll Information menu, select Change Employee Information.

On the ‘Functions’ pop up box, select “U”date.

Select the employee to update.

Pay Information – Screen 3

To add a pay type select F5 Create Entry.

Pay Type: Enter the pay type for the employee. Rate: Enter the rate of pay for this pay type. Press Enter and F9 to save changes.

Pay Distribution – Screen 4

The Distribution screen is divided into two parts, Group and Detail. You must have at least 1 Group. If the employee’s pay will be distributed to multiple departments, you will need 2 or more Groups. You will also need a Detail record for each pay type entered on the screen 3. At the bottom of the screen select F5 Create Group or highlight the group to make changes.

Division/Ledger: Enter the division, fund and department this employee’s pay should be charged to. Percent: In our example we will charge 100% of the employee’s pay to this department. If his pay should be split between two or more departments, enter the percent to distribute in this field. FICA Contract: FICA Contracts are defined in Office Manager. In most cases this will be 001. Unemployment Group: Unemployment Groups are defined in Office Manager. In most cases this will be 001. Distribution #: This field shows the number of distributions or groups for the employee.

After the Groups have been entered press F9. The screen will display the Detail Records that correspond with the pay types entered on screen 3. Make sure there is a Detail Record for each pay type. GROUP DETAIL

This is an example of an employee with multiple distributions. To see the next distribution, press F1

The reminder of the pay types for the first distribution are show. Below that is the second distribution.

Reminder: You should have the same pay types on screens 3 and 4.

Deduction Information– Screen 5

To add a deduction for the employee, press F5 Create Entry. To update or change a deduction, highlight it and press enter.

Ded Code: Enter the deduction code. Ded Amount: Enter the deduction amount. NOTE: If the deduction is based on a percent of the employee’s pay leave the amount field blank. Examples include, FICA, Medicare, FIT and some retirement deductions. Goal/Amount: If this deduction is for a garnishment, you can enter the maximum amount to be deducted. When the deduction reaches this goal, it will no longer be taken. F9 to save changes.

Payroll Process

The next few slides will discuss frequent payroll process questions

From the Payroll main menu select Payroll Process.

Select option Setup Payroll for Processing. Then “C”reate or “U”pdate if the payroll has already been set up.

I am doing a bonus/special payroll. Question: I am doing a bonus/special payroll. How do I issue paper checks instead of ACH drafts?

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.

I entered the wrong check date. Question: I entered the wrong check date. Can I change it?

Type the date that should print on the checks in the ‘Date on Check’ field. This is very important!! This is the date that is used for reports and is updated to history. It is also used to create the General Ledger packet. If you have not printed checks, you can change the check date here. If checks has been printed, contact LGC Support to help you reprint checks with the correct date. If the payroll has been updated to history, contact LGC Support can help you update the check dates in history.

I have an employee that will not calculate. Question: I have an employee that will not calculate. Why?

The first place to look is under Employee Inquiry. Check the “Calc Status” field on screen 1. If you see “Status Not OK” that means the pay types on screens 3 and 4 do not match. Update/remove the pay type(s) as needed from either screen 3 or 4.

Why do I have questions marks on the General Ledger packet report?

When you see question marks on the report, it means the account number does not exist in the default Fiscal Year’s Chart of Accounts. In Payroll, Office Manager, System Parameters and Payroll Definitions, there is a setting for the “Current Fiscal Year”. This parameter should be set to the current fiscal year.

I have an employee that wants to cash in a week of vacation. Question: I have an employee that wants to cash in a week of vacation. Can I issue one check for both the vacation cash in and his normal check? How will this affect his taxes?

During “Input of Times”, use the `Adjust for Federal Tax and Voluntary Deductions' fields to define the factor value that federal/state taxes and/or deductions need to be multiplied by for this employee. Use this field when you need to pay an employee for more than two pay periods during one payroll process period (an advance check or cashing out a week of vacation). By entering the number of pay periods the employee is to be paid for, federal/state tax deductions are correctly deducted. You would enter 1.5, 2, etc. to adjust the factor.

Question: Did you know there is a Calculation Inquiry option under Payroll Process?

Use the ‘Calculation Inquiry’ option if you want to see how a calculation process affects an employee's check on the payroll. You will see deductions, pay types, distributions, and so on. This option must be viewed before the payroll is updated.

Calculation Inquiry

Is it possible to see what affect changes to taxes or deductions will have on an employees take home pay?

From the Payroll main menu, select Payroll Information, Tax Computation Inquiry.

Enter the Tax Year and Pay Period Base pay.

Deferred FIT = total of deductions that are subject to FIT taxes, for example retirement. Deferred FIT & FICA = total deductions that are subject to FIT and FICA taxes, for example CAFÉ plan.

# of Pay Periods = how many times per year paid. # of Exemptions = FIT/SIT exemptions. Single or Married = filing status.

The result shows the amount of taxes that would be withheld based on the information entered. This could be used to show the employee before and after numbers based on proposed changes.

This is the difference using the same numbers, but Married and 2 exemptions.

Voiding payroll check

Employee Check Maintenance. From the Payroll main menu, select Payroll Information, Employee Check Maintenance.

From the Functions option, select “D”elete and the Search and Select screen will display:

Enter the check number of the check you wish to void.

Verify that you have the correct check by checking the check number, employee name and number, check date, and check amount.

After verifying you are voiding the correct check, type “V” to void the check.

You will receive a question asking “Are you SURE this is the Check to VOID”. Type Y and hit enter if it is the correct check.

Be sure you receive the “Transaction Complete” message.

If your system is not set to track voids you then need to create a packet for the void in order to update general ledger…

“General Ledger” option From the Payroll main menu, select the “General Ledger” option

Select the “Create/Print Payroll Packet” option:

Use the Payroll #, Division, Manual/Void Only, Date Span and Check Span fields to complete the screen for the check that was voided. Answer the “Create Packet Y/N” field as “N” the first time in order to check the information on the report prior to actually creating the packet.

…run the option again and create the packet for general ledger. Verify the information on the packet/general ledger distribution report. If it is the correct amount, in balance and there are no question marks on the report… …run the option again and create the packet for general ledger.

If your system is set to track voids you should be picking up voids on the next payroll being processed. When printing the Payroll Register, Printing Checks, and Check Register, be sure to answer “I” to include voids and/or ensure that voids are included on your reports.

Payroll Register during check process

The voided check is included at the end of the report The voided check is included at the end of the report. The “System Totals” will include the regular checks from the payroll process, as well as the voided check.

Sample Check Register: Be sure your voided check is included near the end of the Check Register. When balancing your Check Register to your General Ledger Distribution report you should also be sure it is included in the totals.

Note: Keep in mind that timing is important when voiding a payroll check. Before voiding a check, be sure the original issuance of the check has been included in a packet for General Ledger.

Frequently Used Reports

Alphabetical Listing From the Payroll main menu, select Payroll Information, Alpha List/Labels.

Enter the Payroll #. Place an X beside the employee Status to print. Enter birth and/or employment date if needed.

Sample Alpha Listing Report You can see the report is more than just an alpha list of employees.

Print Employee Detail Information Select Print Employee Detail Information.

Enter the employee #s to print. Select the Status to print. Place an X next to the data to print. Enter the calendar YTD to print.

This report shows the detail from screens 1 and 2…

…and screens 3, 4 and 5.

Salary Listing From the Payroll main menu, select Payroll Information, Salary Listing.

Enter the Beg/End employee # or leave blank for all. Place an X beside the Status to include.

Salary Listing

Employee Distribution From the Payroll main menu, select Payroll Information, Employee Distribution.

Employee Distribution Setup

Employee Earnings (By Date) From the Payroll main menu, select Payroll Information, Employee Earnings (by Date).

Employee Earnings

Pay Type Earnings (By Date) From the Payroll main menu, select Payroll Information, Pay Type Earnings (by Date).

Gross Pay by Pay Type

Pay Distribution (By Date) From the Payroll main menu, select Payroll Information, Pay Distribution (by Date).

History Pay Distribution Report

Deduction Report (By Date) From the Payroll main menu, select Payroll Information, Deduction Report (by Date).

History Deduction Report The report gives a total by each deduction.

Hours by Pay Type (By Date) From the Payroll main menu, select Payroll Information, Hours by Pay Type (by Date).

Hours by Pay Type Report

Employee’s Earning Report From the Payroll main menu, select Payroll Information, Employee's Earning Report.

Employee Earning Report

Deductions by Employee From the Payroll main menu, select Payroll Information, Deductions by Employee.

Deduction Register by Employee The report totals by employee.

New Medicare Tier #2 Rate Applies to wages over $200,000.00

Visit our website www. localgovernmentcorporation. com Visit our website www.localgovernmentcorporation.com. You can submit support requests online, fill out user change request forms and browse documentation.