1. Presenter – Mike Lasanowski Payroll Specialist
Pain Free Payroll U.S.
Presenter – Mike Lasanowski
Payroll Specialist

2. Agenda 1: Maintain Employee Records Field Level and Button Security
2: Linking Multiple Retirement Deductions
3: Linking Multiple Garnishment Deductions
4: Layoff & Quick Pay Checks
5: Union Setup and Date Sensitive Union Codes
6. Configurable Earning Statements
7. Certified Reporting/Prevailing Wage
Medicare Tax Changes/New Health Reporting Requirement

3. Maintain Employee Records & User Access
Fields and buttons in the Maintain Employee Record screen can now be disabled and/or hidden by user.
Screen and button access in Maintain Employee Records is restricted under User Administration > Field Level Security and Button Security.

4. Button Security Choose USPR for module and then Setup/Edit Employees.
A list of all possible buttons that can be clicked on when in Maintain Employee Records will show up. Simply uncheck the ones you do not want user to have access to. For example if you don’t want them to go into the Payment screen then uncheck Payment and this will disable the button in the Maintain Employee record screen for that user.

5. Field Level Security
Field Level Security allows to either restrict access or hide altogether specific fields within each of the screens in Maintain Employee Records.
Choose USPR for module code and then choose the data file you want to restrict (i.e. Employee’s Payment Info).
You can then disable or hide specific fields in that screen. For example, if you want them to be able to view the pay rates but not edit them you can uncheck the Edit flag. If you do not want them to see the rate at all you can uncheck the view flag.

6. Linking Multiple Retirement Plan Deductions
For instances where employee has multiple retirement plan deductions (i.e. regular 401K and Roth 401K) you can now link them together to
ensure the specified maximum is not exceeded.
In the Basis of Calculation field for each code, after any specified earning codes enter RPL (instead of CAP) and the amount.
For example E01-E40, RPL22500
System will then add the YTD values plus the current period values of both deductions to ensure the specified maximum amount is not exceeded.

7. Linking Multiple Garnishment Deductions
If employee has multiple withholding orders (i.e. child support, tax levies etc…) you can now specify a maximum % that they cannot exceed.
For each deduction in the Basis of Calculation field at the end of the string enter the maximum percentage in brackets
For example GLT (65)
System will go by order of the deductions and if it reaches the specified maximum % it will stop deducting at that point. Therefore it is important that you set up the deductions in priority order .
For example if employee had a child support order and a second wage garnishment from the State the child support deduction code should be setup before the State order deduction code (i.e. If the child support deduction code was setup as D12 then the State order should be setup as a later deduction code after D12).

8. Layoffs
The layoff process will pay an employee their final check and terminate them automatically once the pay period is updated.
The first step is to record any outstanding hours and dollars through Employee Earnings and Deductions.
Next go into the Layoff Program and select the employee(s), termination date and reason for termination
After clicking OK and Continue you will have option to review the pay. Say “Yes” to prompt and then review. You are able to make changes to deductions as required at this point, keeping in mind that if deduction is pre tax for Social Security and Medicare you will need to adjust those taxes and wages as well.
After exiting screen, system will then print a Layoff Statement that can be given to the employee and then come up with option to print the checks. The record will be included as part of the regular pay period but the check will not print again when you do your full check run.

9. Cancel Layoff
If the layoff was incorrect or done in error, or you answered ‘No’ by mistake when prompted to print the layoff check you can go to Cancel Layoff.
This will reinstate the employees back to active and allow you to redo the layoff process again if required.
This step does not reverse out the time and dollars that were entered for the employee.

10. Quick Pay Check Use to issue a check in advance of the regular payroll
Issue a check for an employee who was missed when processing the regular payroll
Redo a check to replace an incorrect check in the current run
The processing is similar to the Layoff Process except that the employee is not terminated.
The first step is to record any outstanding hours and dollars through Employee Earnings and Deductions.
Next go into the Quick Pay Program and select the employee(s).
After clicking OK and Continue you will have option to review the pay. Say “Yes” to prompt and then review. You are able to make changes to deductions as required at this point, keeping in mind that if deduction is pre tax for Social Security and Medicare you will need to adjust those taxes and wages as well.
In addition the record will be flipped from a C1 record to an M1 record so that it does not get included in the regular check run.
Once you go into Quick pay and hit continue you will not be able to exit out of the program until you print the check. Therefore it is recommended that before you go into Quick Pay to run Calculate Taxes and Deductions and then review the pay via Employee Pay Record Inquiry or Print Pay Journal to verify pay is accurate.

11. Unions & Date Sensitive Union Codes
If you have a unionized payroll, you can now set the program to switch automatically to the new union code based on Date worked.
To activate this feature, check flag in Special Payroll Options for “Enable Date Sensitive Union codes”.
Next create the new union code with the updated rates and costs (usually easiest to do save as on the original union code to create the new one.
Next go back into the original union code and you will see a field enabled on the right of the screen call “Switch Union”. Click on this and specify the new union code and the effective date.
System will then automatically switch to the new union code based on date entered when entering time under Employee Earnings and Deductions. After the payroll is updated the union code will also be updated in their payment screen.
Note: This feature does not currently work with Day by Day Time entry screen or Charge Labor screen from Work order module.

12. Configurable Earning Statements
A new configurable earning statement design has been added. The design code is GJV23UC.
The design handles multi deposit, Time and Attendance and is able as a PDF to employees.
To setup design, go into Payroll Configuration > Select Check Design.
Under Earning Statement, choose GJV23UC. You will then need to click on Profile and setup your profile.
Choose the default one ‘GJV23PROFILE’ and do a save as and rename it.
You will then be able to click on the various tabs and choose the items you want or don’t want and also move them around on the stub (i.e. the employee address).
The Other Tab allows you to attach a logo if desired, show Time and Attendance details if using this module and show Misc Info (M code detail FUTA wages, SS wages, SUI wages, 401K match etc….)

13. Certified Reporting
Certified Reporting allows for tracking of hours and dollars worked on prevailing wage jobs.
Version 12.2 – Additional Form Option added that prints more closely to actual WH-347 Form
Version 12.3 – Second WH-347 Form Option added for Texas but can be used by anyone
Version 12.3 – Ability to automatically calculate and pay out Cash Fringes as Other Earnings added in

14. Wage and Fringe Table Setup
Rates specified in here will override any other rates in the system when employee’s time is charged to the defined job and occupation.
For O/T and D/T hours, by default system will take 1.5 or 2x the Base Rate in this screen. If a rate is entered in for O/T and/or D/T system will use that rate and not multiply it by the overtime factor.
Fringes/Hour: These are employer amounts that will be charged as an expense to the job but they will not impact employee’s pay or the Certified Report/
Additional Cash Fringe Per Hour: Will be paid out as other earnings

15. Additional Cash Fringes Per Hour
To activate this feature, you must customize an ‘Other’ earning code under Payroll Profile > Customize and then link that earning code under Special Payroll Options and “Jobs – Additional Cash Fringe Code.
Below are descriptions of how the Cash Fringe is calculated and paid
If employee’s base rate is less than the prevailing rate then system will take the cash fringe * # of hours
If employee’s base rate is more than the prevailing rate then the difference is subtracted from the cash fringe rate. For example if the Cash Fringe rate is set to $10.00 and employee’s base rate is $7.00 more than the prevailing rate then the Cash Fringe rate would be $3.00 ($ :00)
If Other Fringes per Hour are setup in the Wage and Fringe Table or if there are Employer Pays setup in the Union Agreement level that are set to Method W or A, these will also be subtracted from the Cash Fringe Rate before it is multiplied by the # of hours. (Note that each employer pay line in the union agreement can be flagged to be included or not included in the Cash Fringe calculation).
The Cash Fringe is calculated when Calculate Deductions and Taxes is run during the payroll process.
It is not currently broken out on the Certified Report but is included in the total wage figure.

16. WH-347 Texas Format Able to set up legend for deduction codes
Print more details automatically on the signature page
Flag various fields on the report by the job, these include Contract No., Wage Decision No and Final Certified Payroll. These will all reflect on the WH-347 Texas Option

17. 2013 Medicare Tax Change/New Health Reporting Requirement
Starting in 2013 once employee’s wages exceed $200,000 they must pay a rate of 2.35% for Medicare tax for those wages in excess of $200, There is no change to employer portion, remains at 1.45% on all applicable wages.
Health Care Reform Act requires amounts contributed to a health plan to be recorded in Box 12 of the W2 with code DD.
The new Medicare tax will be handled automatically by the system. Only change required on client side is to customize code M05 to be Excess Medicare Wages. System will store in this code the wages over $200,000, and report them on the 941 report that is printed out of Jonas.
Health Care Reform reporting requirement. In most cases you will not have this amount Jonas, easiest way to handle is to setup another ‘M’ code and load the value in at the end of the year either through Load In Pay History or the Pay History and YTD upload.
It is possible to set it up to track throughout the year based on a flat amount per employee. This can be setup either through Union/Group Agreements or have it go in and out as a non tax earning and deduction.

18. Thank-you for Attending!
Presenter – Mike Lasanowski Payroll Specialist
2013 Customer Conference