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Payroll User Guide - CPSI Application Documentation

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<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong><strong>Payroll</strong> <strong>User</strong><strong>Guide</strong>


<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>by Computer Programs & Systems, Inc.Computer Programs & Systems, Inc.6600 Wall StreetMobile, Alabama 36695Phone: 251.639.8100 Fax: 251.639.8214Internet Address: www.cpsi.com


<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Copyright © 2014 by Computer Programs and Systems, Inc.All rights reserved. This publication is provided for the express benefit of, and use by, <strong>CPSI</strong> Client Facilities.This publication may be reproduced by <strong>CPSI</strong> clients in limited numbers as needed for internal use only. Anyuse or distribution outside of this limitation is prohibited without prior written permission from <strong>CPSI</strong>. Thereception of this publication by any means (electronic, mechanical, photocopy, downloading, recording, orotherwise) constitutes acceptance of these terms.Trademarks:The <strong>CPSI</strong> logo, as it appears in this document is a Trademark of Computer Programs and Systems, Inc.Limitations:<strong>CPSI</strong> does not make any warranty with respect to the accuracy of the information in this document. <strong>CPSI</strong>reserves the right to make changes to the product described in this document at any time and withoutnotice.Version: 19Published : 2014Computer Programs & Systems, Inc.6600 Wall StreetMobile, Alabama 36695Phone: 251.639.8100 Fax: 251.639.8214Internet Address: www.cpsi.com


Table of ContentsITable of ContentsChapter 1 Introduction............................................................................................................... 1Attestation DisclaimerOverview ............................................................................................................... 1............................................................................................................... 2What's NewAdditional ......................................................................................................... Deomgraphics -- WR 13010913392Additional ......................................................................................................... FICA Medicare -- WR 13020416412Additional ......................................................................................................... Garnishment Compute Method -- WR 11110211292Local Locator ......................................................................................................... Code -- WR 13031809262Option to Globally ......................................................................................................... turn Deductions On/Off --WR 12011012343Online Presentations ............................................................................................................... 3Chapter 2 PC Setup and Access to <strong>Payroll</strong>Overview ............................................................................................................... 5............................................................................................................... 5ClientWare............................................................................................................... 6<strong>Payroll</strong> Type SelectionChapter 3 Employee SelectionOverview ............................................................................................................... 7............................................................................................................... 8Employee Selection By Name............................................................................................................... 9Employee Selection By Department and Name............................................................................................................... 10Employee Selection By Number............................................................................................................... 11Employee Selection By Social Security Number............................................................................................................... 12Employee Selection By Home Health Location............................................................................................................... 13Selected Employee Options............................................................................................................... 13New Employee Set up............................................................................................................... 14Demographics............................................................................................................... 18Employment Information............................................................................................................... 23Departments............................................................................................................... 24Jobs, Pay Rates, Differentials, Page 1............................................................................................................... 26Jobs, Pay Rates, Differentials, Page 2............................................................................................................... 28Jobs, Pay Rates, Differentials, Page 3............................................................................................................... 30Jobs, Pay Rates, Differentials Page 4............................................................................................................... 32Jobs, Pay Rates, Differentials Page 5............................................................................................................... 33Deductions/Taxes, Page 1............................................................................................................... 35Deductions/Taxes, Page 2............................................................................................................... 36Deductions/Taxes, Page 3............................................................................................................... 37Deductions/Taxes, Page 4


II<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>............................................................................................................... 38Deductions/Taxes, Page 5............................................................................................................... 39Deductions/Taxes, Page 6............................................................................................................... 40Electronic/Automatic Deposits............................................................................................................... 42Benefits............................................................................................................... 43Employee Time Entry Notes............................................................................................................... 44TA/HH Control............................................................................................................... 46Employee Data Screens............................................................................................................... 51Pay Run Detail............................................................................................................... 53Year to Date Totals............................................................................................................... 54Pay Run Dates............................................................................................................... 55Changes to Employee Master............................................................................................................... 56Time Entry............................................................................................................... 60Time Entry (Test Mode)Chapter 4 Check List for Pay Run............................................................................................................... 63Overview............................................................................................................... 64Deduction Settings/ChangesDates ......................................................................................................... 64Deductions ......................................................................................................... 65Time & Deduction ............................................................................................................... Entry66Calculate ............................................................................................................... Current Run Deductions71Create Transactions ............................................................................................................... From Deductions72Change Deductions ............................................................................................................... 73<strong>Payroll</strong> Register ............................................................................................................... 76AR Deductions ............................................................................................................... Edit List77Benefits ............................................................................................................... Edit List79Current Run ............................................................................................................... <strong>Payroll</strong> File Build80Check/Stubs ............................................................................................................... 81Create Direct ............................................................................................................... Deposits83Labor & ............................................................................................................... GL Distribution84GL Edit List ............................................................................................................... 85Non Standard ............................................................................................................... <strong>Payroll</strong> Menu - Voiding / Reissuing Checks87Chapter 5 Printed Reports............................................................................................................... 91Overview............................................................................................................... 91Standard Reports............................................................................................................... 91<strong>Payroll</strong> RegisterHow to Print ......................................................................................................... 91Description ......................................................................................................... and Usage92YTD / QTD ............................................................................................................... /Summary Register95How to Print ......................................................................................................... 95Description ......................................................................................................... and Usage96


Table of ContentsIII............................................................................................................... 98Employee LedgerHow to Print ......................................................................................................... 98Description ......................................................................................................... and Usage98Employee ............................................................................................................... Master Pages101How to ......................................................................................................... Print101Description ......................................................................................................... and Usage101Alphabetic/ ............................................................................................................... Numeric Employee Index104How to ......................................................................................................... Print104Description ......................................................................................................... and Usage105Control ............................................................................................................... Table Files106How to ......................................................................................................... Print106Description ......................................................................................................... and Usage106Pay Code ............................................................................................................... Time Summary107How to ......................................................................................................... Print107Description ......................................................................................................... and Usage108Limit Balance ............................................................................................................... Report109How to ......................................................................................................... Print109Description ......................................................................................................... and Usage109Department ............................................................................................................... Summary111How to ......................................................................................................... Print111Description ......................................................................................................... and Usage111Retirement ............................................................................................................... Register113How to ......................................................................................................... Print113Description ......................................................................................................... and Usage113Pay Code ............................................................................................................... Totals by Department115How to ......................................................................................................... Print115Description ......................................................................................................... and Usage115Deduction ............................................................................................................... Register117How to ......................................................................................................... Print117Description ......................................................................................................... and Usage117Benefit ............................................................................................................... Hours and Dollars119How to ......................................................................................................... Print119Description ......................................................................................................... and Usage120EEOC Report ............................................................................................................... 122How to ......................................................................................................... Print122Description ......................................................................................................... and Usage122<strong>Payroll</strong> ............................................................................................................... W2s/Employee Verification124How to ......................................................................................................... Print124Sign-In ............................................................................................................... Sheet126How to ......................................................................................................... Print126Description ......................................................................................................... and Usage126Sign-In ............................................................................................................... Input Sheet128How to ......................................................................................................... Print128Description ......................................................................................................... and Usage128Direct Deposit ............................................................................................................... List130How to ......................................................................................................... Print130Description ......................................................................................................... and Usage130Time Entry ............................................................................................................... Register132How to ......................................................................................................... Print132


IV<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Description ......................................................................................................... and Usage133Retro Pay ............................................................................................................... Calculation Report135How to ......................................................................................................... Print135Description ......................................................................................................... and Usage135Employer ............................................................................................................... Contributions Report137How to ......................................................................................................... Print137Description ......................................................................................................... and Usage137Deduction ............................................................................................................... Priority Exceptions139How to ......................................................................................................... Print139Description ......................................................................................................... and Usage139Benefit ............................................................................................................... Update Exceptions Report140How to ......................................................................................................... Print140Description ......................................................................................................... and Usage140FICA Exceptions ............................................................................................................... Report142How to ......................................................................................................... Print142Description ......................................................................................................... and Usage142Year to ............................................................................................................... Date Benefit Statements144How to ......................................................................................................... Print144Description ......................................................................................................... and Usage144Benefit ............................................................................................................... History Report146How to ......................................................................................................... Print146Description ......................................................................................................... and Usage146Emergency ............................................................................................................... Contact Info Report149How to ......................................................................................................... Print149Description ......................................................................................................... and Usage149Benefits ............................................................................................................... Edit List151How to ......................................................................................................... Print151Description ......................................................................................................... and Usage152AR Deductions ............................................................................................................... Edit List154How to ......................................................................................................... Print154Description ......................................................................................................... and Usage154Labor &............................................................................................................... GL Distribution156How to ......................................................................................................... Print156Description ......................................................................................................... and Usage157GL Edit ............................................................................................................... List (<strong>Payroll</strong> Main Menu)159How to ......................................................................................................... Print159Description ......................................................................................................... and Usage159Additional ............................................................................................................... Amount Edit List162How to ......................................................................................................... Print162Description ......................................................................................................... and Usage162Miscelllaneous ............................................................................................................... Charge Edit List164How to ......................................................................................................... Print164Description ......................................................................................................... and Usage164Pay Rate ............................................................................................................... Change Report166How to ......................................................................................................... Print166Description ......................................................................................................... and Usage167Differentials ............................................................................................................... Changes by Group168How to ......................................................................................................... Print168Description ......................................................................................................... and Usage169


Table of ContentsV............................................................................................................... 170Differential Changes by Amount$............................................................................................................... 171Standard Deduction Maintenance............................................................................................................... 172Employee Master ChangesHow to ......................................................................................................... Print172Description ......................................................................................................... and Usage172Control ............................................................................................................... Settings Changes174How to ......................................................................................................... Print174Description ......................................................................................................... and Usage174Time Entry ............................................................................................................... Changes176How to ......................................................................................................... Print176Description ......................................................................................................... and Usage177<strong>Payroll</strong> ............................................................................................................... Interface178<strong>Payroll</strong> ............................................................................................................... Download178<strong>Payroll</strong> ............................................................................................................... Upload178Pay Checks ............................................................................................................... / Stubs179How to ......................................................................................................... Print179Description ......................................................................................................... and Usage179Employee ............................................................................................................... Address Labels181How to ......................................................................................................... Print181Description ......................................................................................................... and Usage181Employee ............................................................................................................... Punch Card Lables183How to ......................................................................................................... Print183Description ......................................................................................................... and Usage183Quarterly ............................................................................................................... Report & File Build185W2sHow to ......................................................................................................... Print185Description ......................................................................................................... and Usage186............................................................................................................... 189How to ......................................................................................................... Print189Description ......................................................................................................... and Usage189Administrative ............................................................................................................... Reports191Administrative ............................................................................................................... <strong>Payroll</strong> Report191How to ......................................................................................................... Print191Description ......................................................................................................... and Usage191Administrative ............................................................................................................... Analysis193How to ......................................................................................................... Print193Description ......................................................................................................... and Usage194Hours by ............................................................................................................... Department & Job196How to ......................................................................................................... Print196Description ......................................................................................................... and Usage196FTE By ............................................................................................................... Worked Department198How to ......................................................................................................... Print198Description ......................................................................................................... and Usage198Custom ............................................................................................................... Reports199Chapter 6 Ad Hoc Reporting SystemChapter 7 Control Settings


VI<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>............................................................................................................... 203Overview............................................................................................................... 203Control Settings............................................................................................................... 204Federal Tax TableFederal ......................................................................................................... Tax Settings204Employer ......................................................................................................... GL Account By <strong>Payroll</strong> Type206Married ......................................................................................................... Deduction Table206Single Deduction ......................................................................................................... Table207State Tax ............................................................................................................... Table208Miscellaneous ......................................................................................................... Employer Settings209Miscellaneous ......................................................................................................... Employee Settings209Miscellaneous ......................................................................................................... Married Settings210Miscellaneous ......................................................................................................... Single Settings211EIC Tax ............................................................................................................... File211Married ......................................................................................................... EIC Table212Single EIC ......................................................................................................... Table213Married ......................................................................................................... Both Spouses Filing214Limit Codes ............................................................................................................... 215Benefit ............................................................................................................... Control219Miscellaneous ............................................................................................................... 222Special ............................................................................................................... Pay Codes225Current ............................................................................................................... Run Checklist227Print Control ............................................................................................................... 229Time Entry ............................................................................................................... Control232Year & ............................................................................................................... Quarter Dates235Time Attendance ............................................................................................................... Control236W2 Control ............................................................................................................... 237......................................................................................................... 239Deferred Compensation Plans............................................................................................................... 240Retirement & Pension Control............................................................................................................... 242Pre-Retirement Death Benefit Tax............................................................................................................... 243Custom Control Settings............................................................................................................... 245Deduction Codes............................................................................................................... 256Pay Codes............................................................................................................... 261Job Codes............................................................................................................... 262Benefit Codes............................................................................................................... 263Bank Codes............................................................................................................... 264Employee Type Codes............................................................................................................... 265Badge Type Codes............................................................................................................... 266Home Health Location Codes............................................................................................................... 267Leave of Absence Codes............................................................................................................... 268Job Title Codes............................................................................................................... 269Control Setting Changes............................................................................................................... 270Merge Multiple <strong>Payroll</strong>s............................................................................................................... 271Recreate Indexed Lists


Table of ContentsVII............................................................................................................... 271Outsourcing ControlChapter 8 Position Control............................................................................................................... 273Overview............................................................................................................... 273SetupPosition ......................................................................................................... Control Master273Position ......................................................................................................... Control Master, Page 2274Print Reports ............................................................................................................... 276Chapter 9 MiscellaneousPosition ......................................................................................................... Control Master277Administrative ......................................................................................................... FTE Summary278Generate ......................................................................................................... Pay Period File279Position ......................................................................................................... Time Comparison280Employee ......................................................................................................... Position Comparison281............................................................................................................... 283Overview............................................................................................................... 283Advanced Earned Income CreditSpecial ......................................................................................................... Pay Codes Table283<strong>Payroll</strong> ......................................................................................................... Deductions & Taxes Table, Page 1284Auto AR ............................................................................................................... Deductions284Miscellaneous ......................................................................................................... Table285Deduction ......................................................................................................... Codes Table286<strong>Payroll</strong> ......................................................................................................... Deductions & Taxes Table Page 2287<strong>Payroll</strong> ......................................................................................................... Deductions & Taxes Table Page 5288Handwritten ............................................................................................................... Checks288Chapter 10 Retirement Register............................................................................................................... 291Overview............................................................................................................... 291Retirement/Pension Control Table............................................................................................................... 293Employee <strong>Payroll</strong> Employment Information............................................................................................................... 294Deduction Code Table............................................................................................................... 295Pay Code Table............................................................................................................... 296401k Catchup Deduction............................................................................................................... 297One Time DeductionsChapter 11 Pre-Retirement Death Benefit............................................................................................................... 301Overview............................................................................................................... 301Pay Codes Table............................................................................................................... 302Special Pay Codes Table............................................................................................................... 303Deduction Codes Table............................................................................................................... 304Employee <strong>Payroll</strong> Employment InformationChapter 12 Miscellaneous Employee Deductions............................................................................................................... 305OverviewTable Setup ......................................................................................................... 305PC Setup ......................................................................................................... 307


VIII<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Upload ......................................................................................................... Charges309


Introduction 1Chapter 1Introduction1.1 Attestation DisclaimerMeaningful Use attestation confirms the use of a certified Electronic Health Record (EHR) toregulatory standards over a specified period of time. <strong>CPSI</strong> and TruBridge Meaningful Use certifiedproducts, recommended processes and supporting documentation are based on <strong>CPSI</strong>’sinterpretation of the Meaningful Use regulations, technical specifications and vendor specificationsprovided by CMS, ONC and NIST. Each client is solely responsible for its attestation being acomplete and accurate reflection of its EHR use during the attestation period and that any recordsneeded to defend the attestation in an audit are maintained. With the exception of vendordocumentation that may be required in support of a client’s attestation, <strong>CPSI</strong> and TruBridge bearno responsibility for attestation information submitted by the client.1.2 OverviewThe <strong>CPSI</strong> <strong>Payroll</strong> module provides efficient entry of employee hours, calculation of wages anddeductions, production of payroll checks, and tracking of benefit hours. Processed payroll data isavailable for administrative reporting needs and to fulfill federal and state statutory requirements.This application allows payroll needs for an unlimited number of employees, both salaried andhourly, with an unlimited number of deduction types. It allows the use of multiple shifts peremployee and has the capability to calculate shift differentials as well as job/ responsibility basedon differentials. The system offers the flexibility of allocating employee time and wage expense toas many cost centers as necessary during time entry. Deductions, once established, arecalculated automatically and may be adjusted prior to check finalization. Deductions for specialneeds such as insurance plans, retirement plans, advances and garnishments are easilyprocessed. Full integration with the General Ledger application allows the use of processed andverified payroll data to automatically update the <strong>Payroll</strong> journal in the General Ledger module.Integration with the Time and Attendance application eliminates manual time entry and keyingerrors.© 2014 Computer Programs and Systems, Inc.


2<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>1.3 What's NewThis section introduces the new features and improvements for the <strong>Payroll</strong> application forrelease Version 19. An asterisk (*) preceding the WR description denotes this WR was added tothe documentation after the initial release. A brief summary of each enhancement is givenreferencing its particular location if applicable.Each enhancement includes the Work Request (WR) Number and the description. If furtherinformation is needed, please contact <strong>Payroll</strong> Support.Additional Deomgraphics -- WR 1301091339DESCRIPTION: An additional demographics screen has been added to the <strong>Payroll</strong> Demographicsscreen. The following additional demographics will display for the employee: Prefix, Suffix,Professional Suffix, Alternative Address 1, Alternative Address 2, and Alternative Zip Code.DOCUMENTATION: See Demographics14Additional FICA Medicare -- WR 1302041641DESCRIPTION: An additional field has been added in the Federal Control Table for the additionalFICA-Medicare withholding for the employee.DOCUMENTATION: See Federal Tax Table204Additional Garnishment Compute Method -- WR 1111021129DESCRIPTION: A new compute method GN has been created. This compute method is GN whenthis is loaded in the Custom Compute Code field in the deduction codes table for a deduction thisdeduction is now considered a garnishment. With GN loaded a new field "Exclude fromGarnishment" will be available for all deduction codes that need to be excluded from thegarnishment calculation.DOCUMENTATION: See Deductions65Local Locator Code -- WR 1303180926DESCRIPTION: A new field has been created in the Deduction Codes W2 tab. This field LocalTax Locator Code will hold a code that will pull to box 20 of the W2.DOCUMENTATION: See Deductions65© 2014 Computer Programs and Systems, Inc.


Introduction 3Option to Globally turn Deductions On/Off --WR 1201101234DESCRIPTION: The option to turn the pay run deductions on or off has been added to the payrollchecklist under Deductions Settings/Changes. The heading of Deductions Option when selecteddisplays a Deductions On/Off option for both Employee and Employer Deductions.DOCUMENTATION: See Deduction Settings/Changes641.4 Online PresentationsThis section lists hyperlinks to online presentations that are applicable for this user guide. Theyare not intended to replace the detail of the user guide but are to be used in conjunction with theuser guides to enhance the process and/or procedures related to this application.Employee Master© 2014 Computer Programs and Systems, Inc.


4<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>© 2014 Computer Programs and Systems, Inc.


PC Setup and Access to <strong>Payroll</strong> 5Chapter 2PC Setup and Access to <strong>Payroll</strong>2.1 OverviewThis section provides the set up of the PC to access the <strong>Payroll</strong> module. Also provides informationnecessary to log into Clientware and employee sign on.2.2 ClientWareFacilities running ClientWare will notice that the Windows point and click screen format is used inthe <strong>Payroll</strong> module. This format is not a Windows interface, but allows the use of similarcommands.List boxes: List boxes display viable options that the field will accept and allow the ease of pointand click selection.Edit boxes: Edit boxes are mini word processing documents. Commands such as Undo, Cut,Paste, Delete and Select all are recognized. Changes may be made within the edit box usingthe mouse to highlight the desired area. Right click the mouse button to display the edit options.Check boxes: Check boxes display a check in the field to represent this field is answered yes.The absence of a check denotes this field is answered no.Push buttons: Push buttons allow each option on the screen, when clicked, to instantly activatethe command.Tab feature: The Tab key moves the cursor forward through each field on the screen. UsingShift Tab moves the cursor through each field backwards.Page Up: The Page Up key advances to the previous screen.Page Down: The Page Down key moves to the next screen.© 2014 Computer Programs and Systems, Inc.


6<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>2.3 <strong>Payroll</strong> Type SelectionThe <strong>Payroll</strong> Type Selection allows entry of the <strong>Payroll</strong> Type. Weekly, BiWeekly, Semi-Monthlyand Monthly. If applicable, enter the password corresponding to the payroll type.Select <strong>Payroll</strong>Figure 2.1 <strong>Payroll</strong> Type SelectionNOTE: Some employees can have access to <strong>Payroll</strong> to only view and not perform maintenance ifthey are setup in Special Functions to do so. The path from the <strong>CPSI</strong> Clear Direction screen isSpecial Functions-System Management-System Security-Edit/View Security-Employee # -“PRView Only”. The employee may also print Standard and Administrative reports in <strong>Payroll</strong> but maynot print any Transaction, Special Forms or Transmission reports.© 2014 Computer Programs and Systems, Inc.


8<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.2 Employee Selection By NameSelect <strong>Payroll</strong> >> NameFigure 3.2 Employee ListThe Employee Selection by Name index, lists in alphabetical order, all employees set up in thepayroll application. The employee’s last name, first name and employee number are displayed. Byselecting the Go option, the display will begin with the first employee in alphabetical order. Thedisplay may also begin at any point in the alphabet by entering a starting letter. Use the PageDown key to move to the next page or the Page Up key to view a previous page. To exit, selectthe x.© 2014 Computer Programs and Systems, Inc.


Employee Selection 93.3 Employee Selection By Department and NameSelect <strong>Payroll</strong> >> By DepartmentFigure 3.3 Employee ListThe Employee Selection by Department index lists all employees by home department. The homedepartment is loaded in the Employee Master on the <strong>Payroll</strong> Department screen. The employee’slast name, first name and employee numbers are also displayed in this index. By selecting Go, thedisplay will begin with the first department. The display may also begin at any point within the listof departments, by entering a starting department number. Use the Page Down key to move tothe next page or Page Up key to view a previous page. To exit, select the x.© 2014 Computer Programs and Systems, Inc.


12<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.6 Employee Selection By Home Health LocationSelect <strong>Payroll</strong> >> Home Health LocationFigure 3.6 Employee ListThe Employee Selection by Home Health index lists all employees in numerical order by the homehealth location. The employee's last name and first name are also displayed in this index. Byselecting Go, the display will begin with the first employee number. The display may also begin atany point by entering a starting employee number. Use the Page Down key to move to the nextpage or Page Up key to view a previous page. To exit, select the x.© 2014 Computer Programs and Systems, Inc.


Employee Selection 133.7 Selected Employee OptionsOnce locked onto an employee, the Selected Employee Options screen allows direct access to allscreens within the Employee Master, <strong>Payroll</strong> Detail displays, and Time Entry. This screen isdisplayed when selecting an employee from the <strong>Payroll</strong> Main Menu or from any of the EmployeeSelection indexes, as shown below.Select <strong>Payroll</strong> > EmployeeFigure 3.7 Selected Employee Options3.8 New Employee Set upThe New Employee Setup option allows new Employee Masters to be created. After selecting thisoption, a new employee number can be manually entered or automatically assigned. The lastnumber that was automatically assigned is loaded in the Miscellaneous Control Setting, AutomaticEmployee Number field. Each page of the new Employee Master can then be completed,beginning with the Demographics Screen.© 2014 Computer Programs and Systems, Inc.


14<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.9 DemographicsSelect <strong>Payroll</strong> >Figure 3.8 <strong>Payroll</strong> Employee DemographicsDemographicsEmployee: The system will display the next available Employee if the Automatic EmployeeNumber option is being utilized. An employee number may also be entered.Last Name: Enter the employee's last name. No punctuation should be used when completingfields in the Employee Master.First Name: Enter the employee's first name.Middle Name: Enter the middle name or initial of the employee.Whole Name: The employee's first name, middle initial and last name will appear in this fieldonce the first three fields have been completed.Initials: The employee’s initials will appear in this field once the first three fields have beencompleted. The initials loaded here will pull to the Employee Master Changes report based onthe employee that signed on.Address 1: The employee's street address should be entered into this field.Address 2: Address 2 allows additional address information to be entered.City: State: Zip: The employee's city, state and zip code should be entered into these fields.© 2014 Computer Programs and Systems, Inc.


Employee Selection 15HH Location: This field is used in conjunction with the <strong>CPSI</strong> Home Health system.Phone Number 1: Enter the employee’s area code and home phone number. No punctuation ordashes should be used when entering in this field.Phone Number 2: Enter the employee’s area code and home phone number. No punctuation ordashes should be used when entering in this field.SS Number: The employee's Social Security Number should be loaded into this field. Nopunctuation or dashes should be used when entering in this field.Birth Date: The birth date should be entered numerically in month, day, year format. Four digitsmust be entered for the employee's birth year. No punctuation or dashes should be used whenentering in this field.Sex: This field will accept the following codes:M: MaleF: FemaleRace: A 1-character code representing the employee's race may be entered into this field. Thiscode is hospital defined.Marital Status: The employee's marital status should be entered as a one-character code. Thefollowing codes are accepted:M: MarriedS: SingleW: WidowedD: DivorcedAdditional Demographics: Selecting this option will display a new screen to enter in additionaldemographics on the employee.To delete the Employee Master, select Del.© 2014 Computer Programs and Systems, Inc.


16<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> >> Additional DemographicsPrefix: Enter in the employee's prefix.Suffix: Enter in the employee's suffix.Figure 3.9 Additional DemographicsProfessional Suffix: Enter in the employee's professional suffix.Alternative Address 1: Enter in the employee's alternative address.Alternative Address 2: Enter in the employee's alternative address.Alternative Zip Code: Enter in the employee's alternative zip code. Once you enter in thealternative zip code the City, County, and State field will auto populate.To save the information select the Save icon. To exit without saving the information select Cancel.© 2014 Computer Programs and Systems, Inc.


Employee Selection 17Select <strong>Payroll</strong> > > Page 2Figure 3.10 <strong>Payroll</strong> Employee Demographics, Page 2Emergency Contact InformationContact 1 Name: Enter the emergency contact's full name into this field.Street Address: The address of the emergency contact 1 should be entered into this field.City/State/Zip: The city, state and zip code of the emergency contact 1 should be entered intothis field.Home Phone: Enter the emergency contact 1 telephone number into this field. No punctuationor dashes should be used when entering in this field.Work Phone: Enter the emergency contact 1 work telephone number into this field. Nopunctuation or dashes should be used when entering in this field.Cell Phone: Enter the emergency contact 1 cell phone number into this field. No punctuation ordashes should be used when entering in this field.Relationship: Enter the relationship of the emergency contact 1 to the employee into this field.Contact 2 Name: Enter the emergency contact's full name into this field.Street Address: The address of the emergency contact 2 should be entered into this field.City/State/Zip: The city, state and zip code of the emergency contact 2 should be entered intothis field.© 2014 Computer Programs and Systems, Inc.


18<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Home Phone: Enter the emergency contact 2 telephone number into this field. No punctuationor dashes should be used when entering in this field.Work Phone: Enter the emergency contact 2 work telephone number into this field. Nopunctuation or dashes should be used when entering in this field.Cell Phone: Enter the emergency contact 2 cell phone number into this field. No punctuation ordashes should be used when entering in this field.Relationship: Enter the relationship of the emergency contact 2 to the employee into this field.Once the demographic information is completed for the employee, the Page Down key will movethe cursor to the next page of the Employee Master, <strong>Payroll</strong> Employment Information. That screenmay also be accessed by entering an EE # at the <strong>Payroll</strong> Main Screen and selecting EmployeeInformation option. Selecting Exit will exit the Demographic Employee Master and display theSelected Employee Options screen.3.10 Employment InformationSelect <strong>Payroll</strong> > Employee > Employment InformationFigure 3.11 <strong>Payroll</strong> Employment Information, Page 1Miscellaneous DataHire Date: The date the employee was hired may be loaded in this field.Effective Hire Dt: The Effective Hire Date field is used to store the date the employee’s benefitsbegin. This field should be completed when the effective hire date is different than the first daythe employee worked for the facility.© 2014 Computer Programs and Systems, Inc.


Employee Selection 19Rehire?: Select this field to indicate if this employee is eligible to be rehired at a later date.Confidential?: Selecting this field makes this Employee Master confidential and will prevent thisemployee from printing on the Employee Master report.Physical Exam Date: The Physical Exam Date field may be used to store the date theemployee had a physical exam or the date the employee is scheduled to have an exam. Thisfield will hold a future or past date.Current PositionTitle: The title of the employee's job may be entered into this field. This will require a fourcharacter code. The set up can be done in the <strong>Payroll</strong> control tables (Q-d). There is a look up forthis field. Access the field and type a question mark then press enter. This will open a lookupwindow. To add a new code to the table, enter N for a box to create the new code.Date: The date the employee achieved this title may be loaded into this field. Storing the currentposition date is used to track the employee's time in the present position.EEOC Code: Enter an EEOC code defined by the Federal Government to allow this employeeto be included on the EEOC report.PositionCd: This field is used to store a 6-character code that is used in conjunction with thePosition Control feature. Entering a code allows a comparison between budgeted hours for eachposition and actual hours worked. The position code must be unique for each position beingtracked.Credentials: The employee’s Credentials will be entered in this field and will pull to theemployee’s ID badges. This field will hold up to 20 characters.EvaluationCode: This field may be used to store a 1-character code to represent the employee'sevaluation schedule. This code is unique to the facility.Last: Next: This field is used to store the employee's last evaluation date and the date theemployee is due for the next evaluation.Reprimand Date: Code: This field stores a Reprimand Date and a facility-defined code forinformational purposes.Point of Care Name & TitleProgress Notes: The Progress Notes field is a free-text field that stores up to 17 characters.When printing or reviewing Patient Progress Notes, the system will display exactly what isentered into this field to the Name field of the report. When the progress notes field is blank, thesystem will default to the employee's name entered on the Demographics page of the EmployeeMaster. This field is only used for Point of Care Credentialing. It will consist of the first initial ofthe first name, last name and the credentials.© 2014 Computer Programs and Systems, Inc.


20<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Other Reports: The Other Reports field is a free-text field that stores up to 11 characters.When printing or reviewing any Chart Cart report, other than Patient Progress Notes, the systemwill display exactly what is entered in this field. If this field is blank the system will default to theemployee's name loaded on the Demographics page of the Employee Master. The informationto be loaded is the employee’s initials followed by their credentials.Miscellaneous NumbersPERA Number: The PERA Number is a custom field that is used for the State of Minnesota onthe PERA report.Renewal Number: The Renewal number is state specific for Alabama. This license renewalnumber is required when reporting to the Alabama Board of Nursing.Badge Number: Type: The employee's badge number may be stored in this field: This isbeneficial when the badge number is different than the employee number. The two digit badgetype code can be entered in the Type portion of this field. The badge type determines whatemployee information will print to the badge and the order that information will print.TTY Number: The TTY number defines the location where this employee should receive e-mail.RFID Number: If using radio frequency ID badges via <strong>CPSI</strong> Time and Attendance, theemployee’s RFID numbed will be stored in this field.HR Number: If the employee was originally set up in Applicant Tracking within <strong>CPSI</strong>’s HumanResources application, their HR number may be stored in this field.Employer TSA ContributionEmployer TSA Contribution fields are used to store the amount the employer contributes each payperiod to the employee’s Tax Sheltered Annuity. A flat dollar amount or a percentage of theemployee's gross pay may be entered into these fields to be used to calculate the employercontribution.DeductCd: Enter the deduction code that defines this employee’s TSA.Type: Enter the type of deduction that is to be taken.Enter % when a percentage of the employee’s wages are to be used in the calculation forfacility contribution.A $ should be entered when a flat dollar amount should be deducted from the employee’swages regardless of the amount of the paycheck. A list box of the deduction types is availablefor facilities running ClientWare.Amt (%)/Period: Enter the percentage or the flat dollar amount that should be deducted fromthe employee’s wages each pay period. Enter 10% as 10.00.%Cd: If the deduction types are a percentage, there are several options that can be entered.1: Multiplies by numeric pay codes and pay code D only.2 or blank: Multiplies by all pay codes (gross earnings).© 2014 Computer Programs and Systems, Inc.


Employee Selection 21Leave/TermCode: The leave termination code is a 1-character hospital-defined field used to indicate if theemployee is on leave or if the employee has been terminated by the facility. If a T is loaded inthis field, the employee’s time entry screen will not be accessible.Date: The date the employee left the job may be entered in this field.Reason: The Leave/Termination Reason field is a single-character hospital-defined code usedto track the reason the employee is not currently working at the facility.RaiseCode: The Raise Code is a 1-character hospital-defined code.Date: This date of the employee’s last raise may be entered in this field.Amount: The amount of the employee’s last pay increase may be entered in this field.PRDBThe following options pertain to Employee PRDB Coverage.PRDB Coverage: The Pre-Retirement Death Benefit Coverage amount, greater than $50,000,should be loaded in this field. This amount is calculated by taking an employee's salary from theprevious year, adding any insurance benefits paid, and subtracting $50,000. To automaticallyhave the system calculate the PRDB amount, and populate the PRDB coverage field, simplyselect the auto switch.Once the <strong>Payroll</strong> Employment Information page is completed for the employee, use the PageDown key to move to the next page of the Employee Master.© 2014 Computer Programs and Systems, Inc.


22<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Miscellaneous NumbersSelect <strong>Payroll</strong> > Employee > Employment Information > PgDnFigure 3.12 <strong>Payroll</strong> Employment Information, Page 2Miscellaneous NumbersThe following options pertain to Miscellaneous Numbers.Worker's Comp. Code: Enter the Worker's Compensation Code for the employee in this field.Union Code 1: Enter the Union Code for the employee in this field.Union Code 2: Enter the Union Code for the employee in this field.Class Code: This field, when left blank, will default to 01. A new class code of 19 has to beadded. If the class code is not 01, it will need to be loaded in this field. This field is used for IAfacilities only.Salary Grade Code: Enter the appropriate salary grade code in this field. A question mark maybe entered into this field to pull a table of existing codes. The table is setup in Human Resourcemodule.Electronic OptionsElectronic W2?: This option should be selected if using electronic W2's. Electronic W2's canonly be used if currently using the Electronic Pay Stub option.Electronic Paystub?: This field should be selected if using the purchased option of electronic© 2014 Computer Programs and Systems, Inc.


Employee Selection 23paystubs.3.11 DepartmentsSelect <strong>Payroll</strong> > Employee > DepartmentsFigure 3.13 <strong>Payroll</strong> DepartmentHome DepartmentNumber/GL #: This field is used to store the General Ledger number that this employee's grosssalary is distributed to during time entry. An 8-digit General Ledger number or the 3-digitdepartment number may be entered in this fieldMail Stop: The Mail Stop field is a 5-character free-text field. This field is hospital-defined and isused as a method of printing and dividing checks for mail disbursement.FTE: This field is informational only. To assign this employee's FTE, enter a one or the fractionequivalency. The total should not exceed one.Dept Maint: This field is used in allowing employee’s the ability to perform edits in the Time andAttendance, Personnel Scheduling and Human Resources system for the particular departmentsloaded. If an employee is to have access to all departments for editing, three asterisks may beloaded in the first field.Float DepartmentsFloat Departments: Float Departments are reserved for the Time and Attendance system.Job Codes: This field is used to store the 2-character job classification code for this employees© 2014 Computer Programs and Systems, Inc.


24<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>float job.FTE: This field is informational only. To assign this employee's FTE, enter a one or the fractionequivalency. The total should not exceed one.Once the <strong>Payroll</strong> Department information is completed for the employee, use the Page Down keyto move to the next page of the Employee Master, <strong>Payroll</strong> Jobs & Rates. That screen may also beaccessed by entering an Employee number at the <strong>Payroll</strong> Main Menu and selecting Jobs, PayRates, Differential.3.12 Jobs, Pay Rates, Differentials, Page 1Select <strong>Payroll</strong> > Employee > Jobs, Pay Rates, DifferentialsFigure 3.14 <strong>Payroll</strong> Jobs & Rates, Page 1MiscellaneousSalaried?: Selecting this field allows the employee to receive full pay and no overtimeregardless of the number of hours worked. Leaving this field blank will cause the system to useeach hour entered for a payroll run to calculate the gross amount of the paycheck.Employee Type Cd: The Employee Type Code field will allow a one-character code todetermine the employee’s work status.Full-time employees should have an F in this field.Part-time employees are marked with a P.An X in this field indicates a Non-Staff Employee, which will be excluded from standard payrollprint reports.These codes should be set up in the Employee Type Codes table in the Control Settings, alongwith any site-specific codes that are desired.© 2014 Computer Programs and Systems, Inc.


Employee Selection 25Annual Hours: Enter the total hours an employee works in a year.Force Hrs in T/A?: If this field is selected, the system will automatically calculate annual hoursdivided by the number of pay periods in a year to determine the pay period hours for theemployee. These hours will pull to the time entry screen.24-Hour Employee: If this field is selected, a prompt appears at the Time Clock indicatingwhether the Clock-Out time is for the next day.Primary Job/RateJob Code: This field is used to store the 2-character job classification code for this employeesnormal job. Float jobs may be entered on the Job & Rates screen page 2. Job codes are set upin the Job Code Table.Hourly Rate: The normal hourly rate for an employee should be entered into this field. If theannual rate is entered, it is divided by the annual hours to determine the hourly rate.Annual Rate: When the hourly rate is entered in field seven, the system will multiply the hourlyrate by the annual hours, entered in the Annual Hours field, to determine the annual rate.Rate: The system displays the rate per pay period. This rate is computed by dividing the annualrate in field eight by the number of pay periods per year. The system automatically calculatesthe rate shown in this field.Future Rate: Date: Load the employee’s rate and effective date for a future pay increase.Specialized Training AdditionsDescription: Enter the description of the specialized license.License #: Enter the professional license number.Expires: Enter the date the license expires. A warning message is displayed on the Time Entryscreen when the license is expired.Amount: Enter the differential dollar amount that should be added to the employee’s base ratefor this license.Add?: Answer Y when the dollar amount loaded in the Amount column should be added to theemployee’s base rate.Once the <strong>Payroll</strong> Job & Rate information is completed for page one, use the Page Down key tomove to the next page of the Employee Master, <strong>Payroll</strong> Jobs & Rates page two. The screen mayalso be accessed by entering an employee number at the <strong>Payroll</strong> Main Menu and selecting Jobs,Pay Rates, Differentials option.© 2014 Computer Programs and Systems, Inc.


26<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.13 Jobs, Pay Rates, Differentials, Page 2Select <strong>Payroll</strong> > Employee > Jobs, Pay Rates, Differentials > PgDnFigure 3.15 <strong>Payroll</strong> Jobs & Rates, Page 2Differentials Fields: Enter the differentials to pull in time entry for 8 hour shifts when thecorresponding job code is entered. The dollar amount is added to the base rate for this job code.Job Code/Description/GL#: Enter the 2-character job code to represent the float job. JobCodes and Description are found in the Control Settings-Job Codes table. A GL number can beentered here if this job code expenses to another general ledger other than the home generalledger #.Rate: Enter the rate the employee makes per hour when working the specified job. This rate willoverride the Job Code rate/ Hourly Rate entered in the Control Settings-Job Codes table.Shift: Enter the dollar amount to be added to the base rate for working a shift for the specifiedjob.WkEnd: Enter the dollar amount to be added to the base rate for working on a weekend for thespecified job.Holiday: Enter the dollar amount to be added to the base rate for working on a holiday for thespecified job.Shift Diff%: In <strong>Payroll</strong> Control, Miscellaneous page one, if the "Shift Diff Percentage of Base "field is selected this option will display. Selecting “S”hift Diff% will display the following screen.This will allow using a percentage of the employee’s base rate to determine shift differentials.© 2014 Computer Programs and Systems, Inc.


Employee Selection 27Select <strong>Payroll</strong> > Employee > Jobs, Pay Rates, Differentials > Page 2 > Shift Diff%Figure 3.16 <strong>Payroll</strong> Differentials % Set UpALL: Selecting this option will allow each field on this screen to be accessed by using the Tabkey.Shift Diff %: Select this option to automatically calculate shift differentials based on percentageamount. The desired percentage of the base rate should be loaded. The dollar amount willautomatically populate the shift differentials field when the “<strong>Payroll</strong> Differentials % Set Up”screen is exited.After set up is complete or changes are made to this screen and 0-Exit is selected, a prompt willdisplay to confirm the calculation of the employee’s shift differentials. The calculated shiftdifferential will be updated and display on the 8 hour <strong>Payroll</strong> & Jobs Rates screen.Once the <strong>Payroll</strong> Job & Rate information is completed for page two, use the Page Down key tomove to the next page of the Employee Master, <strong>Payroll</strong> Jobs & Rates page three. To exit theEmployee Master, select Exit.© 2014 Computer Programs and Systems, Inc.


28<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.14 Jobs, Pay Rates, Differentials, Page 3Select <strong>Payroll</strong> > Employee > Jobs, Pay Rates, Differentials > PgDnFigure 3.17 <strong>Payroll</strong> Jobs & Rates, Page 3All Job/RatesDifferentials: Enter the differentials to pull in time entry for 12 hour shifts when thecorresponding job code is entered. The dollar amount is added to the base rate for this job code.Rate: Enter the rate the employee makes per hour when working the specified job. This rate willoverride the Job Code rate entered in the Control Settings-Job Codes table.Shift: Enter the dollar amount to be added to the base rate for working a shift for the specifiedjob.WkEnd: Enter the dollar amount to be added to the base rate for working on a weekend for thespecified job.Holiday: Enter the dollar amount to be added to the base rate for working on a holiday for thespecified job.Shift Diff%: In <strong>Payroll</strong> Control, Miscellaneous page 1, Jobs, Pay Rates, Differentials option isselected this option will display. Selecting Shift Diff% will display the following screen. This willallow using a percentage of the employee’s base rate to determine shift differentials.© 2014 Computer Programs and Systems, Inc.


Employee Selection 29Select <strong>Payroll</strong> > Employee > Jobs, Pay Rates, Differentials > Page 3 > Shift Diff%Figure 3.18 <strong>Payroll</strong> Differentials % Set UpAfter set up is complete or changes are made to this screen and Exit is selected, a prompt willdisplay to confirm the calculation of the employee’s shift differentials. The calculated shiftdifferential will be updated and display on the 12 hour <strong>Payroll</strong> & Jobs Rates screen.Once the <strong>Payroll</strong> Job & Rate information is completed for page two, use the Page Down key tomove to the next page of the Employee Master, <strong>Payroll</strong> Jobs & Rates page three. To exit theEmployee Master, select Exit.© 2014 Computer Programs and Systems, Inc.


30<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.15 Jobs, Pay Rates, Differentials Page 4Select <strong>Payroll</strong> > Employee > Jobs, Pay Rates, Differentials > PgDnFigure 3.19 <strong>Payroll</strong> Jobs & Rates, Page 4DifferentialsCall Pay Rate: Call Pay Amt: Enter the dollar amount of pay per hour the employee will receivefor being on call. The general rate to be used is typically loaded in the PR Control Settings,Special Pay Codes. The rate loaded in the Employee Master will override the general rate. TheCall Pay Amt field allows for larger dollar amounts to be paid to the employee. This field allowsfor more than two digits to the left of the decimal to be entered.Called Back Trip Pay Amount: Enter the dollar amount of pay per hour the employee willreceive when called back to work. The pay code and the general rate to be used for call backpay are loaded in the PR Control Settings, Special Pay Codes. The rate loaded in the EmployeeMaster will override the general rate.Productive Pay Differential: Enter the dollar amount to be added to all productive pay codesfor this employee. Each pay code that has "Count Hours as Productive" in the Pay Code tableselected will add the differential loaded in this field to the base rate during time entry.Per Visit Pay Rate: Enter the dollar amount to be used when paying employees by the visitrather than by the hour.Called Back Rate Differential: Enter the dollar amount that will be added to an employee’sbase rate when called back to work.Hrs Guaranteed: Enter the number of hours guaranteed in the second field.© 2014 Computer Programs and Systems, Inc.


Employee Selection 31Call Back Rate at 1.5 x Base: Avg OT Rate: Selecting this option, the system will calculate thecall back rate as one and a half times the base rate. If the Avg OT Rate portion of this field isselected, then the call back rate will be calculated according to the average overtime rate.Call Back Add Shift Diff.?: Wknd?: Holiday?: When selecting this option, the system willallow a shift differential to be added to the Call Back rate. If the Wknd option is selectedweekend differential will be added to the Callback rate. If the Holiday option is selected holidaydifferential will be added to the Callback rate.Call Back in OT Calculation?: This field is associated with the Time and Attendance system.When selecting this option, the system will include the time entered for the Call Back pay codeas productive hours to count towards overtime.CB Hrs Guranteed In OT Calc?: Selecting this option will include the employees guaranteedhours when calculating average overtime.Off Weekend Rate Differential: This field is associated with the Time and Attendance System.Enter the dollar amount that will be added to an employee’s base rate when working on an offweekend.Hrs Guaranteed: Enter the number of hours guaranteed in the second field.Per Mile Pay Rate: Enter the per mile pay rate. This rate will be associated with the Special PayCode for Mileage loaded in the Special Pay Code Table.Holiday Diff 1/2 of Base Rate: When selected, the system will automatically calculate theholiday differential at half of the employee's base rate.MiscellaneousAmbulance Transfer Hours Guaranteed: Enter the number of hours an employee isguaranteed when working as an ambulance transfer. This feature works in conjunction with theTime and Attendance application.Guaranteed in OT?: Selecting this option will include guaranteed hours in the OT calculating.Leaving this option blank will not include the hours in OT calculation.Non Productive Trip Hrs Guaranteed: This field is reserved for Time and Attendance.Pay Rate Calculation Method: Enter the pay rate calculation method.Enter A for average overtime.Enter B for base rate, if the employee’s calculation method is different from the defaultcalculation method loaded in the time entry control table Default Calculation Method.Once the <strong>Payroll</strong> Job & Rate information is completed for page 4, use the Page Down key to moveto the next page of the Employee Master, <strong>Payroll</strong> Deductions & Taxes page 1 or use the Page Upkey to return to the previous page.© 2014 Computer Programs and Systems, Inc.


32<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.16 Jobs, Pay Rates, Differentials Page 5Select <strong>Payroll</strong> > Employee > Jobs, Pay Rates, Differentials > PgDnFigure 3.20 <strong>Payroll</strong> Jobs & Rates, Page 5MiscellaneousAdditional Amount: The Additional Amount fields correspond to the Additional Amount PayCodes. If an Additional Amount Pay Code is loaded on the Special Pay Codes Table, thedescription will display in the corresponding Additional Amount field. The dollar amount can thenbe loaded.© 2014 Computer Programs and Systems, Inc.


Employee Selection 333.17 Deductions/Taxes, Page 1Select <strong>Payroll</strong> > Employee > Deductions/TaxesFigure 3.21 <strong>Payroll</strong> Deductions & Taxes, Page 1FederalFederal Code: Enter the 1-character code to determine how Federal Taxes will be calculated.The following codes may be used:M: MarriedS: SingleFederal Exemptions: Enter the number of Federal Exemptions the employee is claiming.Citizen?: Select this field for U.S. citizens. Leave this field blank for non-citizens.Subject to FICA?:Answer Y for employees that withhold FICA.Answer N to stop the FICA deduction for this employee.Answer M to withhold only the Medicare portion of FICA.Answer C for employees that are members of recognized religious groups and may apply tobe exempt from FICA-O and FICA-M. Entering a C will pull “Form 4029” to the “Other” box onthe W2.EIC?: Select this field for employees that qualify to receive Earned Income Credit. **Note as ofDecember31, 2010 Advanced Earned Income Credit is no longer available.Single?: For employees that qualify to receive EIC, answer Y when this employee is the onlyperson in the household filing for EIC. Enter a B if Married and both spouses filing EIC.© 2014 Computer Programs and Systems, Inc.


34<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Pension Code: Enter Y or N.Answering Y will indicate that this employee has a pension plan. Employee’s with this fieldanswered Y will have the Pension Block marked on the W2.Answering N will designate that this employee does not have a pension plan.Pension Date: Enter the date the employee qualified for pension benefits.Levy Deduction Code: Enter the name of the deduction code of the IRS tax levy, if applicable.Levy Exemptions: Enter the number of exemptions that the employee is claiming for the taxlevy, if applicable.Blind/65 Exemptions: Enter the number of blind/65 exemptions that the employee is claimingfor the tax levy, if applicable.State Code: Enter the 1-character code that is used when calculating state taxes. The followingcodes may be used:M: MarriedS: SingleN: No State taxState Exemptions: Enter the number of state exemptions the employee is claiming.Regular State Cd: Enter the 2-character state code for the state where the employee residesand/or pays income tax. This is a required field.Employment State Cd: Enter the 2-character state code for the state where the employeeworks.City Tax Name: Enter the city tax deduction code, if applicable.School Tax Name: Enter the school tax deduction code, if applicable.Blind/ 65 Exemption: Enter the number of Blind/65 exemptions the employee is claiming.Local Exemptions: Personal/Dependent: Enter the number of Personal or Dependentexemptions the employee is claiming.© 2014 Computer Programs and Systems, Inc.


Employee Selection 353.18 Deductions/Taxes, Page 2Select <strong>Payroll</strong> > Employee > Deductions/Taxes > PgDnFigure 3.22 <strong>Payroll</strong> Deductions & Taxes, Page 2© 2014 Computer Programs and Systems, Inc.


36<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.19 Deductions/Taxes, Page 3Select <strong>Payroll</strong> > Employee > Deductions/Taxes > PgDnFigure 3.23 <strong>Payroll</strong> Deductions & Taxes, Page 3AR Accounts & LimitsThe A/R Accounts and Limits fields store patient account numbers and balances from theAccounts Receivable application. The <strong>Payroll</strong> system will allow automatic deductions from thepayroll check to credit an AR patient account. The deduction code that is used to represent thesedeductions should be entered in the Control Settings, Limit Codes option, A/R Deduct #. Oncethese fields are populated, the Deduction Code will pull to the Employee master.A/R Account #: Enter the Accounts Receivable patient account number that should be reduced.A/R Bal Limit Bal: Enter A for A/R Bal or L for Limit Bal.If an L is loaded, a limit balance must be loaded. This amount will be reduced by the standarddeductions amount associated with that account. Once the Limit balance is satisfied, thededuction will stop.If an A is loaded, the standard deduction associated with the account will reduce the A/Rbalance until the account balance is satisfied.Start Date: Enter the date the deductions will begin.Total Paid: The total amount paid on the account since the Start Date.EE Std Ded Amt: This figure automatically pulls from the Employee Master, Deductions andTaxes, page 4 of 4.Ded Bal: By selecting Deduction Balance this will allow the entire A/R account balance to bewithheld from the employee’s check.© 2014 Computer Programs and Systems, Inc.


Employee Selection 373.20 Deductions/Taxes, Page 4Select <strong>Payroll</strong> > Employee > Deductions/Taxes > PgDnFigure 3.24 <strong>Payroll</strong> Deductions & Taxes, Page 4Deduction & LimitsThe Deductions & Limits fields store deduction codes that have a limit. The <strong>Payroll</strong> system willallow automatic deductions from the payroll check for these deductions that will stop when themaximum dollar amount is met. Any deduction code may be used. Each employee may have up tofive deductions set up as a limit deduction.Deduction Code: Enter the code used to represent the deduction that has a limit.Limit Amount: Enter the maximum dollar amount to be withheld for this deduction.Start Date: Enter the date this deduction should begin.LimitBal: The running balance for this deduction is stored in this field. From the bottom of thescreen select Balance to display the balance due.Select Page Down key to move to the next page of the Employee Master, <strong>Payroll</strong> Deductions &Taxes, page 5. To exit the Employee Master, select Exit.© 2014 Computer Programs and Systems, Inc.


38<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.21 Deductions/Taxes, Page 5Select <strong>Payroll</strong> > Employee > Deductions/Taxes > PgDnFigure 3.25 <strong>Payroll</strong> Deductions & Taxes, Page 5Other DeductionsName: All deductions set up in the Deduction Code Table are displayed. Each employee mayhave up to 99 deductions selected.Amount: Enter the dollar amount that should be withheld from the employee’s paycheck.%age & Cd: Enter the percentage that should be withheld from the employee’s paycheck. If thepercentage should be calculated based on gross pay/wages, enter a code of 2. If thepercentage should be calculated based on productive pay hours (numeric pay codes and paycode D), enter a code of 1. Percentages must be loaded as X.00. For example, 5% is loaded as5.00. If the code should apply to all employees, it is not necessary to load it in every EmployeeMaster. It can instead be loaded in the Default %Cd field in the Deduction Code Table. A "?"can be entered in this field to see the list of codes and calculations.Bank: This is an informational field.© 2014 Computer Programs and Systems, Inc.


Employee Selection 393.22 Deductions/Taxes, Page 6Select <strong>Payroll</strong> > Employee > Deductions/Taxes > PgDnFigure 3.26 <strong>Payroll</strong> Deductions & Taxes, Page 6Employer Benefits ContributionsName: All deductions set up in the Deduction Code Table are displayed. Each employee mayhave up to 99 deductions selected.Amount: Enter the dollar amount that should paid by the facility for the benefit.%age & Cd: Enter the percentage that should be contributed for the benefit. If the percentageshould be calculated based on gross pay/wages, enter a code of 2. If the percentage should becalculated based on productive pay hours (numeric pay codes and pay code D), enter a code of1. Percentages must be loaded as X.00. For example, 5% is loaded as 5.00. If the code shouldapply to all employees, it is not necessary to load it in every Employee Master. It can instead beloaded in the Default %Cd field in the Deduction Code Table.Once the <strong>Payroll</strong> Deduction & Taxes information is completed for page 6, press Enter to accessadditional deductions or use the Page Down key to move to the next page of the EmployeeMaster, <strong>Payroll</strong> Electronic/Automatic Deposits.© 2014 Computer Programs and Systems, Inc.


40<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.23 Electronic/Automatic DepositsSelect <strong>Payroll</strong> > Employee > Electronic/Automatic DepositsFigure 3.27 <strong>Payroll</strong> Electronic/Automatic DepositsPrimary DepositBank Code: Enter the code for the bank where the deposit is being sent. Bank Codes areentered in the Bank Code index.Account #: The employee’s account number where the deposit is being sent should be enteredin this field.Account Type: One of the following codes should be entered in this field to determine the typeof transaction being sent to this account.C: Actual transactions for a checking account.c: Test transactions for a checking account.S: Actual transactions for a savings account.s: Test transactions for a savings account.N: Stops Direct Deposit allows a check to print.Net Pay ReductionsThe electronic direct deposit system allows deposits to be made electronically to six different bankaccounts per employee. The employee may choose to have a portion of their net pay depositedinto five additional accounts. A flat dollar amount or a percentage of net pay may be entered intothe following fields to be deducted from the primary deposit and placed into another bank account.Bank Code/Name: Enter the code for the bank where the net pay reduction is being sent.© 2014 Computer Programs and Systems, Inc.


Employee Selection 41Account Type/Number: Enter the account type to indicate where the net pay reduction is beingsent. The account types that may be used include:C: Actual transactions for a checking account.c: Test transactions for a checking account.S: Actual transactions for a savings account.s: Test transactions for a savings account.N: Stops Direct DepositThe bank’s account number where the deposit is being sent should also be loaded into this field.Deposit Amount/Percent: Enter the flat dollar amount or a percentage of net pay to bedeposited into this bank account. It is recommended that a percentage be loaded.Once the <strong>Payroll</strong> Electronic/Automatic Deposits information is completed, use the Page Down keyto move to the next page of the Employee Master, <strong>Payroll</strong> Benefits.© 2014 Computer Programs and Systems, Inc.


42<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.24 BenefitsThe <strong>Payroll</strong> Benefits screen stores a table driven benefit program to allow flexibility whenperforming benefit maintenance. The following fields should be set up to utilize this application.Select <strong>Payroll</strong> > Employee > BenefitsFigure 3.28 <strong>Payroll</strong> BenefitsMiscellaneousBenefit Code: Enter the 2-character code to identify the employee’s benefit group. Benefitcodes are set up in the Benefit Code table.Holiday Hours: Enter the number of hours an employee should receive when the holidayprompt in the Benefit Allocation program is selected. If 99 is entered in this field, then theemployee should not be given any holiday hours.LTD Hours: Enter the number of hours an employee has for Life to Date Hours. This featureallows the Benefit Allocation program to update when using Life to Date Hours for accruals.Benefit Pay Codes with LimitsBenefit Pay Codes 1-8: Enter the pay codes used to track benefit allocations. The pay codesmust be set up in Control Settings in the Limit Codes table. Once the pay code is set up as alimit pay code, the date these benefits should begin accruing must be entered. Each pay periodthat moves hours into these pay codes will update the date column with the pay period end date.Any lowercase letter Benefit Codes that correspond to uppercase codes should be entered forprobationary employees. Once the probationary period ends, the lowercase pay codes changeto the uppercase pay code and the balance rolls over. Benefit codes should be manually loaded© 2014 Computer Programs and Systems, Inc.


Employee Selection 43on this screen when setting up new employees.Balance: The balance column is updated each pay period with the new benefit balance oncethe Benefit Allocation Report is updated.As Of Date: The pay period end date is updated in this field. This field is updated once thebenefit edit list is updated.Once the <strong>Payroll</strong> Benefits information is completed, use the Page Down key to move to the nextpage of the Employee Master, <strong>Payroll</strong> TA/HH Control.3.25 Employee Time Entry NotesSelect <strong>Payroll</strong> > Employee > Employee Time Entry NotesFigure 3.29 Employee Time Entry NotesThe Employee Time Entry Notes screen is a word processing document that may be used torecord and store notes about an employee to aid in processing a payroll. This screen is skippedwhen using the PgDn key within the Employee Master. This screen may also be accessed whenentering time for an employee.© 2014 Computer Programs and Systems, Inc.


44<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.26 TA/HH ControlSelect <strong>Payroll</strong> > Employee > TA/HH ControlFigure 3.30 <strong>Payroll</strong> TA/HH Control, Page 1The TA/HH control is reserved for the Time and Attendance and Home Health Systems.© 2014 Computer Programs and Systems, Inc.


Employee Selection 45Select <strong>Payroll</strong> > Employee > TA/HH Control > PgDnFigure 3.31 <strong>Payroll</strong> TA/HH Control, Page 2Select <strong>Payroll</strong> > Employee > TA/HH Control Pg 2> PgDnFigure 3.32 <strong>Payroll</strong> TA/HH Control, Page 3NOTE: The above screens are covered in the Time and Attendance <strong>User</strong> <strong>Guide</strong>.© 2014 Computer Programs and Systems, Inc.


46<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.27 Employee Data ScreensSelect <strong>Payroll</strong> > EmployeeFigure 3.33 Selected Employee OptionsEmployee Data Screens are used for capturing information that is not already stored in theEmployee Master screens. For example, information such as mandatory meeting dates and/oremployee immunizations may be recorded. Once select Employee Data Screen option from theSelected Employee Options screen has been chosen, the system will allow the ability to createhospital-defined data screens. The system will prompt, "Enter Type:" and a 2-character hospitaldefinedcode must be entered in. The hospital-defined code may be alpha, numeric orcombination of both.Once the hospital-defined code has been entered and “??” selected, the system will display thefollowing Format Maintenance screen. The following fields are hospital-defined and will be specificto each facility.© 2014 Computer Programs and Systems, Inc.


Employee Selection 47Select <strong>Payroll</strong> > Employee > Employee Data Screens > ??Figure 3.34 Employee Data ScreenDescription: The Description field is the title of the information being placed in the EmployeeData Screen. This is a hospital-defined description and it may be used more than once.Var Name: The Variable Name is a unique name for the description field created. Duplication ofVariable Names within the format will not be allowed. This name is used when creating reportsin the Ad Hoc Reporting System.Type (A, N, D): The Type field determines the use of the field as either A-Alpha, N-Numeric orD-Date.If A is selected, the length of the field, from 1 to 50 character spaces must be determined.If N is selected, the system will default to a field length of 12 spaces including 2 spaces to theright of the decimal.If D is selected, the system will default to a 10 space field.Length (1-50): The Length field may be used to determine the length of the fields created. Thisfield will need to be completed only for Alpha Lines. The field may have up to 50 characters inlength.Line (6-20): The Line field may be used to determine the placement of the line. The fields maybe placed on lines 6 through 20.Position (1-2): The Position field may be used to determine if the field is to appear on the left orthe right side of the Employee Data Screen.A code of 1 will place the field on the left side of the screen.A code of 2 will place the field on the right side.Once the field has been created the only option that will allow change or correction is theDescription. If the data requires change to the VAR Name or any other field on the screen the line© 2014 Computer Programs and Systems, Inc.


48<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>will need to be deleted and setup again. After all lines are complete, select 0-Exit will exit theformat maintenance.To begin gathering information for the Employee Data Screen created, simply key in the ScreenDefinition Type on the Employee Data Screen. The Definition Type is the 2-character hospitaldefinedcode. In the example below the Definition Type is “03”.Select <strong>Payroll</strong> > Employee > Employee Data Screens > 03Figure 3.35 Employee Data ScreenOnce the Definition Type has been entered the Employee Data Screen will be displayed.© 2014 Computer Programs and Systems, Inc.


Employee Selection 49Select <strong>Payroll</strong> > Employee > Employee Data Screens > 03Figure 3.36 Employee Data ScreenFrom the bottom of the Employee Data Screen, the sequence number may be selected to enter inthe information desired. ?? may be selected to enter the format maintenance screen if changesare required. To exit the Employee Data Screen, select Exit.© 2014 Computer Programs and Systems, Inc.


50<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>To print a report on the information collected in the Employee Data Screens, the <strong>Payroll</strong> Ad Hocsystem will need to be utilized. Once in the <strong>Payroll</strong> Ad Hoc System, the Employee Data Screensmay be located in the Select Employee Master Data Elements option, then Employee DataScreen. The criteria will need to be selected by entering in the sequence number of the fieldsdesired. Once the criteria are selected, the information may be treated as any other Ad Hoc field.The information may be placed in the Work Area where it can be manipulated and printed ifdesired.Select <strong>Payroll</strong> > Print Reports > Custom > Build Ad Hoc Report > Select Employee Master DataElements > Employee Data Screen > 03Figure 3.37 Employee Data Screen© 2014 Computer Programs and Systems, Inc.


Employee Selection 513.28 Pay Run DetailSelect <strong>Payroll</strong> > Employee > Pay Run DetailFigure 3.38 Employee Pay Runs DisplayThe Employee Pay Runs Detail is used to access a summary of wages earned for any pay periodthat the employee has been paid.PayPeriod EndDt: Displays the last day of the pay period.Run: Displays the run number of the pay period. More than one run per pay period may beperformed.Check InformationNumber: Displays the check number. Direct Deposits are displayed with the check number“DDeposit”.Date: Displays the check date.TotHrs: Displays the total number of hours entered for this pay run.Gross Pay: Displays the gross dollar amount calculated for the pay run.Deductions: Displays the total amount of all deductions.Net Pay: Displays the dollar amount of the paycheck for this pay run.PayCd: Displays the pay codes entered for this pay run.© 2014 Computer Programs and Systems, Inc.


52<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>St: Displays the state code entered for this line of detail.GL#: Displays the General Ledger number used during Time Entry.JbCd: Displays the 2-character job code used to define this line of detail.Hours: Displays the number of hours entered for this pay code.OT: Displays the switch for overtime. When the line of detail uses overtime to calculate thedollar amount, this column displays a Y.SH: Displays the shift used to calculate the rate per hour.WE: Displays a Y when the weekend differential is used to calculate the rate of pay.HO: Displays a Y when the holiday differential is used to calculate the rate of pay.CB: Displays a Y when the call back differential is added to the hourly dollar rate.Rate: Displays the dollar amount calculated for this line of detail. Based on the previousovertime & differential settings.ExtAmt: The extended amount is the calculated rate multiplied by the hours used for a line ofdetail. Entering U for Up or D for Down will allow additional lines of a pay run’s detail to bedisplayed.Deductions: All deductions calculated for this employee’s pay run are displayed. Entering > or< will allow any additional deductions for a pay run to be displayed.Enter N to move to the next payroll run. P will display the previous run. To exit the Employee PayRuns Detail, select option Exit.© 2014 Computer Programs and Systems, Inc.


Employee Selection 533.29 Year to Date TotalsSelect <strong>Payroll</strong> > Employee > Year-to-Date TotalsFigure 3.39 Employee Y-T-D Pay RunsThe Employee Y-T-D Totals displays the yearly summary of pay for the chosen employee.Year BeginDt: Defaults to the Current Year Begin Date listed in the <strong>Payroll</strong> Control Settings,Year & Quarter Dates.EndDt: Defaults to the current pay period date listed in the Deduction Settings/Changes. Thisdate may be over-keyed.Y-T-D SummaryThe following options pertain to Employee Year to Date Summary.Gross Pay: Displays the gross dollar amount calculated for this employee’s payroll year.Total Hours: Displays the total number of hours entered for this employee’s payroll year.Deductions: Displays the total amount of all deductions for this employee’s payroll year.Net Pay: Displays the dollar amount of all paychecks for this employee’s payroll year.PayCd: Displays all pay codes entered for this employee for the payroll year.Hours: Displays the total number of hours entered for this pay code for the payroll year.OT: Displays the switch for overtime. When the line of detail uses overtime to calculate the© 2014 Computer Programs and Systems, Inc.


54<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>dollar amount, this column displays a Y.SH: Displays the shift used to calculate the rate per hour.WE: Displays a Y when the weekend differential was used to calculate the rate of pay.HO: Displays a Y when the holiday differential was used to calculate the rate of pay.CB: Displays a Y when the call back differential was added to the hourly dollar rate.ExtAmt: The extended amount is the calculated rate multiplied by the hours used for a line ofdetail.Deductions: All deductions calculated for this employee’s pay run are displayed. Additionaldeductions may be displayed by selecting the < or > options displayed at the bottom of thescreen.Entering U for Up or D for Down will allow additional lines for a pay run’s detail to be displayed3.30 Pay Run DatesSelect <strong>Payroll</strong> > Employee > Pay Run DatesFigure 3.40 Employee Pay Run DatesThe Employee Pay Run Dates lists each pay period end date that an employee receivedcompensation. Pay Period End Dates for which an employee does not receive a paycheck are notdisplayed.Current Yr?:A Y will display for each pay period end date and run number for the current year only.© 2014 Computer Programs and Systems, Inc.


Employee Selection 55An N will display all detail for the employee.Selecting PgUp or PgDn will allow additional lines for a pay run’s detail to be displayed. You mayalso select a sequence number to view detail for an End Date/Run. To exit the Employee Pay RunDates screen, select option Exit.3.31 Changes to Employee MasterSelect <strong>Payroll</strong> > Employee > Changes to Employee MasterFigure 3.41 <strong>Payroll</strong> Employee Master ChangesThe <strong>Payroll</strong> Employee Master Changes display screen lists all changes made to an EmployeeMaster. The date the change was made, the field changed, the information changed and theemployee signed on when the change was made are displayed.Date: Displays the date a change was made to the Employee Master.Sec/Fld: Displays the option, page number and fields that were changed.Description: Displays the changed field’s description.Old Value: Displays the information that was in the field prior to the change.New Value: Displays the information currently in the field.Chngd By: Displays the initials of the employee signed onto the <strong>Payroll</strong> application when thechange was made. The initials pull from Employee Demographics Initial field. This displayscreen may also be printed through Print Reports, page 2, “Employee Master Changes.”© 2014 Computer Programs and Systems, Inc.


56<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.32 Time EntrySelect <strong>Payroll</strong> > Employee > Time EntryFigure 3.42 <strong>Payroll</strong> - Time/Deduction EntryThe employee name will display in the top left corner of the screen.Rate Calculation OptionsPay rate calculation method: This field pulls the Default Calculation Method from the TimeEntry Control table, Default Calculation Method. This method may be changed per employeeduring time entry. Calculation methods are A for average and B for Base. This will override thehospital-wide calculation method loaded in the Time Entry Control Settings.Check InformationNumber: This field should be left blank when entering time for an employee that will receive asystem generated check. When entering information for hand written checks, enter the numberprinted on the check as well as the date the check is issued. Voiding a system-generated checkrequires the check number to be entered in this field.Date: This field should be left blank when entering time for an employee that will receive asystem generated check. When entering information for hand written checks, enter the dateprinted on the check as well as the date the check is issued. Voiding a system-generated checkrequires the check date to be entered in this field.Hand Typed: Answer this field Y when the information entered applies to a check that will notbe printed from the system.© 2014 Computer Programs and Systems, Inc.


Employee Selection 57Delete All: Selecting this option will REMOVE all time entered for the selected employee.Recalculate: Selecting this option will recalculate Overtime. This option only needs to beselected if Average Overtime is used and an additional time has been added to the employee'stime entry.TimeSelect once the line of detail entering is complete. This option will not be highlighted if all thenecessary information has not been complete.Highlight the line of detail that needs to be deleted then selectto delete that line of detail.Selectingallows lines of detail to be entered for an employee.Pay code: Select the pay code, from the drop-down menu, used to represent the employee’searnings.Week #: The week in which the employee hours are being paid for displays here.State: The state code for the employee’s regular state should be displayed. The state code pullsfrom the Employee Master <strong>Payroll</strong> Deduction & Taxes screen.Job code: Job codes represent specific jobs that an employee may work. Select the appropriatejob code when an employee should receive a pay rate that is different than their regular baserate. This field should be blank when the employee is paid at their regular pay rate. Float jobrates are loaded in the Employee Master – Jobs, Rate, differentials, page 2.GL#: The General Ledger number that is to be expensed for each line of detail is displayed inthis field. This number pulls from the Employee Master-<strong>Payroll</strong> Department, Department field. Ifa 3-digit department number is entered in the Employee Master, the first five digits will pull fromControl Settings, Miscellaneous, Gross GL Acct # or if a pay code has five digits loaded in theGeneral Ledger field.Hours: Enter the number of hours an employee should be compensated for by pay code.Overtime: Select this option when the hours in this line of detail are overtime hours.Shift: Select the shift number when this pay code should add the shift differential to this line ofdetail.Weekend: Select this option when this line of detail should have the weekend differential addedto the pay rate. The weekend differentials are loaded in the Employee Master–Jobs, Rate,Differentials, page 2.Holiday: Answer Y when this line of detail should have the holiday differential added to the payrate. The holiday differentials are loaded in the Employee Master–Jobs, Rate, differentials, page2.© 2014 Computer Programs and Systems, Inc.


58<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Callback: Select this option when this line of detail should have the call back differential addedto the pay rate. The call back differential is loaded in the Employee Master-Jobs, Rate,differentials, page 3. This option will only be available for employees who have callbackinformation loaded in the employee master screen Jobs, Rate and Differentials page 4 of 5.Rate: The employee’s pay rate is displayed. The rate is calculated by pulling the hourly baserate from the Employee Master-Jobs, Rates, differentials, page 1, and added the overtime rateor the differentials selected in this line of detail.Extend: The gross pay for this line of detail is displayed in the Extended column. Multiplying thecalculated pay rate by the number of hours equals the Extend Amount.Totals: The total for the number of hours and the gross pay entered for this employee aredisplayed in the totals field.Employees with notes contained in the Employee Time Entry Notes screen will have the message“Employee has notes” displayed on the Time Entry screen in the upper corner. To view thesenotes, select Notes.To exit the <strong>Payroll</strong> Time/Deduction Entry screen, choose the back arrow at the top of the screen.The scroll bar allows entry or viewing of additional detail lines. To view the <strong>Payroll</strong> Time/DeductionEntry screen, select Deductions.DeductionsCalculate: To calculate deductions for the employee, select Calculate. One-time deductionamounts may also be entered in this screen for the employee. Highlight the deduction and thenthe click on the amount column.NOTE: If deductions are calculated/re-calculated after one-time deduction amounts are entered,then one-time deductions must be re-entered.Deduction Name: The deduction code of all the deductions is displayed.Amount: The calculated deduction amount is displayed.By Department:If answered Y, a breakdown of the deduction amount by pay code will appear.If answered N, the deduction amount will not breakdown for each pay code.Additional Deductions: To access additional deductions, select the scroll bar.Totals: The total for the number of hours, gross pay and the deductions entered for thisemployee are displayed in the totals field.Deduction breakdown by department: If the By Dept switch is answered Yes for a deduction,a breakdown of the deduction amount by pay code will appear.NotesEmployees with notes contained in the Employee Time Entry Notes screen will have the message© 2014 Computer Programs and Systems, Inc.


Employee Selection 59“Employee has notes” displayed on the Time Entry screen in the upper right corner. To view thesenotes, select the Notes tab.To exit the Time/Deduction Entry screen select the Back arrow at the top left of the screen.© 2014 Computer Programs and Systems, Inc.


60<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>3.33 Time Entry (Test Mode)This option allows an area where employee detail can be entered and deductions calculated. Theinformation will be stored in a temporary file and will NOT update the employee's live detail. Theinformation is entered the same as the Live File except that this is just a test section.Select <strong>Payroll</strong> > Employee > Time Entry (Test Mode)Figure 3.43 <strong>Payroll</strong> - Time/Deduction EntryThe employee name will display in the top left corner of the screen.Rate Calculation OptionsPay rate calculation method: This field pulls the Default Calculation Method from the TimeEntry Control table, Default Calculation Method. This method may be changed per employeeduring time entry. Calculation methods are A for average and B for Base. This will override thehospital-wide calculation method loaded in the Time Entry Control Settings.Delete All: Selecting this option will REMOVE all time entered for the selected employee.Recalculate: Selecting this option will recalculate Overtime. This option only needs to beselected if Average Overtime is used and an additional time has been added to the employee'stime entry.TimeSelectonce the line of detail entering is complete. This option will not be highlighted if all the© 2014 Computer Programs and Systems, Inc.


Employee Selection 61necessary information has not been complete.Highlight the line of detail that needs to be deleted then selectto delete that line of detail.Selectingallows lines of detail to be entered for an employee.PayCode: Select the pay code, from the drop-down menu, used to represent the employee’searnings.Week#: The week in which the employee hours are being paid for displays here.State: The state code for the employee’s regular state should be displayed. The state code pullsfrom the Employee Master <strong>Payroll</strong> Deduction & Taxes screen.JobCode: Job codes represent specific jobs that an employee may work. Select the appropriatejob code when an employee should receive a pay rate that is different than their regular baserate. This field should be blank when the employee is paid at their regular pay rate. Float jobrates are loaded in the Employee Master – Jobs, Rate, differentials, page 2.GL#: The General Ledger number that is to be expensed for each line of detail is displayed inthis field. This number pulls from the Employee Master-<strong>Payroll</strong> Department, Department field. Ifa 3 digit department number is entered in the Employee Master, the first 5 digits will pull fromControl Settings, Miscellaneous, Gross GL Acct # or if a pay code has 5 digits loaded in the GLfield.Hours: Enter the number of hours an employee should be compensated for by pay code.Overtime: Select this option when the hours in this line of detail are overtime hours.Shift: Select the shift number when this pay code should add the shift differential to this line ofdetail.Weekend: Select this option when this line of detail should have the weekend differential addedto the pay rate. The weekend differentials are loaded in the Employee Master–Jobs, Rate,Differentials, page 2.Holiday: Answer Y when this line of detail should have the holiday differential added to the payrate. The holiday differentials are loaded in the Employee Master–Jobs, Rate, differentials, page2.Callback: Select this option when this line of detail should have the call back differential addedto the pay rate. The call back differential is loaded in the Employee Master-Jobs, Rate,differentials, page 3. This option will only be available for employees who have callbackinformation loaded in the employee master screen "Jobs, Rate and Differentials page 4 of 5.Rate: The employee’s pay rate is displayed. The rate is calculated by pulling the hourly baserate from the Employee Master-Jobs, Rates, differentials, page 1, and added the overtime rateor the differentials selected in this line of detail.Extend: The gross pay for this line of detail is displayed in the Extended column. Multiplying thecalculated pay rate by the number of hours equals the Extend Amount.© 2014 Computer Programs and Systems, Inc.


62<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Totals: The total for the number of hours and the gross pay entered for this employee aredisplayed in the totals field.Employees with notes contained in the Employee Time Entry Notes screen will have the message“Employee has notes” displayed on the Time Entry screen in the upper corner. To view thesenotes, select Notes.To exit the <strong>Payroll</strong> Time/Deduction Entry screen, choose the back arrow at the top of the screen.The Scroll Bar allows entry or viewing of additional detail lines. To view the <strong>Payroll</strong> Time/Deduction Entry screen, select Deductions.DeductionsCalculate: To calculate deductions for the employee, select Calculate. One-time deductionamounts may also be entered in this screen for the employee. Highlight the deduction and thenthe click on the amount column.NOTE: If deductions are calculated/re-calculated after one-time deduction amounts are entered,then one-time deductions must be re-entered.Deduction Name: The deduction code of all the deductions is displayed.Amount: The calculated deduction amount is displayed.ByDepartment:If answered Y, a breakdown of the deduction amount by pay code will appear, once thesequence number is selected.If answered N, the deduction amount will not breakdown for each pay code.Additional Deductions: To access additional deductions, select the scroll bar.Totals: The total for the number of hours, gross pay and the deductions entered for thisemployee are displayed in the totals field.Deduction breakdown by department: If the By Dept switch is answered Yes for a deduction,a breakdown of the deduction amount by pay code will appear.NotesEmployees with notes contained in the Employee Time Entry Notes screen will have the message“Employee has notes” displayed on the Time Entry screen in the upper right corner. To view thesenotes, select the Notes tab.To exit the Time/Deduction Entry screen select the back arrow at the top left of the screen.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 63Chapter 4Check List for Pay Run4.1 OverviewThe Checklist for Pay Run options is a display of the functions that should be completed whenrunning a regular payroll/run 1. Each option displays a Y or N to designate when this function iscompleted and updated. For PCs running, ClientWare a Y or N status will be indicated by acheckmark or blank respectively.A prompt will appear when exiting each of the options on this checklist asking, “Do you wish toupdate Current Run Checklist?” If answered Yes, the checklist option will be marked ascompleted. Answering No will not mark the option on checklist as completed. The Current RunChecklist Control Table must be setup to utilize this control feature.Select <strong>Payroll</strong>Figure 4.1 <strong>Payroll</strong> - Main Screen© 2014 Computer Programs and Systems, Inc.


64<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>4.2 Deduction Settings/ChangesThe first step in beginning a new payroll run is to update option 1, Deduction Settings/Changesfrom the <strong>Payroll</strong> Main Menu. The payroll period dates and the run number must be entered andthe deductions list must be verified. To update the payroll pay period dates, select the fields andenter the pay run dates in month, day, and year format. The run number should be advancedwhen payroll maintenance is necessary and all payroll functions have been completed for thenormal pay run.NOTE: When using a time keeping system, time can only be moved from that system to the<strong>Payroll</strong> System in Run 1.Select <strong>Payroll</strong> > Deduction Settings/ChangesFigure 4.2 Current Run Control FileDatesThe following options pertain to Employee Deductions. Enter the date for the first day of the payperiod.NOTE: If the <strong>Payroll</strong> Control Miscellaneous field Shift Diff as a percentage of base is selected,when changing the Pay Period End Date, a prompt will display to calculate the shift differential onthe basis of the new rate.Period End Date: Enter the date for the last day of the pay period. This will be the date thatdetail will post to the General Ledger. This is how detail is stored by pay period.Period Run Number: Enter the run number of the pay period. Each pay period may have morethan one run to allow for bonus runs or payroll corrections. To change the Period Run Number,the current pay run must be completed.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 65Check Date: Enter the date that will print on the checks.Bonus Run?: This field should be checked if the pay run will be considered a Bonus Run.Selecting this option will calculate the Federal and State taxes by the amount loaded in thesupplemental withholding fields of the Federal and State Tax Table.DeductionsOnce a deduction is set up in the <strong>Payroll</strong> Control Settings – Deduction Codes, the followinginformation is displayed:Description: This is the description for each deduction on the system.Freq: The frequency code pulls from the <strong>Payroll</strong> Control Settings-Deduction Codes. Thefrequency codes are:EO: Every Other Pay PeriodLM: Last Pay Period of the MonthFM: First Pay Period of the MonthF2: First Two Pay Periods of the MonthN: Do Not Take This DeductionTake It?: Each deduction set up in <strong>Payroll</strong> Control Settings-Deduction Codes may be turned onor off for each pay period run. These switches remain set until manually changed. Answer Y fordeductions that should be taken this pay period run. Answer N to indicate a deduction will not betaken during this pay period run.NOTE: The frequency code is only in effect on run 1.For instructions on setting up deductions, please refer to Printed Reports section. To accessadditional deductions, select PgDn. To exit the Deduction Settings/Changes screen, chooseoption Exit or 0 and enter.© 2014 Computer Programs and Systems, Inc.


66<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Deduction Settings/Changes>Deductions OptionFigure 4.3 Deductions OptionEmployee DeductionsSelect All: This will select all of the Employee deductions.Unselect All: This option will unselect all of the Employee deductions.Unchanged: This option will leave the Employee deductions as is.Employer DeductionsSelect All: This will select all of the Employer deductions.Unselect All: This option will unselect all of the Employer deductions.Unchanged: This option will leave the Employer deductions as is.Select Proceed to save and continue back to the Deductions Settings/Changes screen.Select Cancel to exit without changing and continue back to the Deductions Settings/Changesscreen.4.3 Time & Deduction EntryOnce the pay period dates have been set, time should be entered for each employee in the<strong>Payroll</strong> Time/Deduction Entry screen. If Time & Deduction Entry is selected from the <strong>Payroll</strong> MainMenu, enter an employee number at the bottom of the screen. To change employees, enter thedesired employee’s number in the top left of the screen or use the employee lookup option. Time& Deduction Entry may also be accessed from the <strong>Payroll</strong> Main Menu screen by entering anemployee number and selecting Time Entry.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 67Select <strong>Payroll</strong> > Time & Deduction EntryFigure 4.4 <strong>Payroll</strong> - Time/Deduction EntryEmployeeOnce an employee number has been entered, the employee name will display in the top leftcorner of the screen.Rate Calculation OptionsPay rate calculation method: This field pulls the Default Calculation Method from the ControlSettings-Time Entry Control screen, field 2. This method may be changed per employee on theTime Entry screen. Calculation Methods are:Enter A for Average.Enter B for Base.Check InformationNumber: This field should be left blank when entering time for an employee that will receive asystem generated check. When entering information for hand written checks, enter the numberprinted on the check as well as the date the check is issued. Voiding a system-generated checkrequires the check number to be entered in this field.Date: This field should be left blank when entering time for an employee that will receive asystem generated check. When entering information for hand written checks, enter the dateprinted on the check as well as the date the check is issued. Voiding a system-generated checkrequires the check date to be entered in this field.Hand Typed: Answer Y when the information entered applies to a check that will not be printed© 2014 Computer Programs and Systems, Inc.


68<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>from the system.TransactionPay code: Select the paycode, to be used to represent the employee's earnings, from the dropdown menu.Week #: This feature works in conjunction with time and attendance and average OT. In theControl table of TA and/or Department Control and/or Employee Master screen J the field thatas ask "Hours in a period before overtime is paid must be marked with a "W." The system willthen denote which week the hours were worked.1 will be in this field if the hours worked are in week one of the pay period.2 will be in this field if the hours worked are in week two of the pay period.State: This state code for the employee’s regular state should be displayed. The state codepulls from the Employee Master, <strong>Payroll</strong> Deduction & Taxes, page 1, Regular State Cd field.Job code: Job codes represent specific jobs that an employee may work. Enter the appropriatejob code when an employee should receive a pay rate that is different than their regular baserate. This field should be blank when the employee is paid at their regular pay rate. Float jobrates are loaded in the Employee Master-Jobs, Rate, differentials, page 2 Job Code fields .GL#: The General Ledger number that is to be expensed for each line of detail is displayed inthis field. This number pulls from the Employee Master – <strong>Payroll</strong> Department, field 1. If a 3-digitdepartment number is entered in the Employee Master, the first five digits will pull from ControlSettings, Miscellaneous, Gross GL Acct # field.Hours: Enter the number of hours an employee should be compensated for by pay code.Entering a 0 in this field allows the cursor to move to the rate or extend column.Overtime: Answer Y when the hours in this line of detail are overtime hours.Shift: Enter the shift number when this pay code should add the shift differential to this line ofdetail. A shift number may only be entered when the pay code is not numeric.Weekend: Answer Y when this line of detail should have the weekend differential added to thepay rate. The weekend differentials are loaded in the Employee Master-Jobs, Rate, Differentials,page 2.Holiday: Answer Y when this line of detail should have the holiday differential added to the payrate. The holiday differentials are loaded in the Employee Master-Jobs, Rate, differentials, page2.Callback: Answer Y when this line of detail should have the call back differential added to thepay rate. The call back differential is loaded in the Employee Master-Jobs, Rate, differentials,page 3, Callback field.Rate: The employee’s pay rate is displayed. The rate is calculated by pulling the hourly baserate from the Employee Master-Jobs, Rates, differentials, page 1, field 5, and added theovertime rate or the differentials selected in this line of detail.Extend: The gross pay for this line of detail is displayed in the Extended column. Multiplying the© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 69calculated pay rate by the number of hours equals the Extend Amount.Totals: The total for the number of hours and the gross pay entered for this employee aredisplayed in the totals field.Employees with notes contained in the Employee Time Entry Notes screen will have the message“Employee has notes” displayed on the Time Entry screen in the lower left corner. To view thesenotes, select Notes.To exit the <strong>Payroll</strong> Time/Deduction Entry screen, select the back arrow. The scroll bar allows entryor viewing of additional detail lines. To view the <strong>Payroll</strong> Time/Deduction Entry screen, select theDeduction tab.When using the Average Overtime Method, lines of detail may be entered in time entry in anyorder. Selecting Recalculate to recalculate the rates places the lines of detail in proper order tocalculate an Average Overtime rate. This can also be achieved by simply exiting the screen, whichwill also recalculate the Average Overtime rate properly. If overtime hours are entered last,recalculating is not necessary.To view the <strong>Payroll</strong> Time/Deduction Entry screen, select the Deductions tab.© 2014 Computer Programs and Systems, Inc.


70<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Time & Deduction Entry > DeductionsFigure 4.5 <strong>Payroll</strong> - Time/Deduction Entry, DeductionsOnce all deductions have been calculated for this pay run, these calculations will pull to thisscreen for each employee. By selecting the deduction code, any deduction amount can bechanged. The Totals box will also reflect the Gross, Deductions and Net Amounts. SelectingCalculate will recalculate the deductions based on table settings and will overwrite any one-timedeductions or changes that have been entered. Until the next option is run in the checklist,however, these deductions should be left blank.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 714.4 Calculate Current Run DeductionsThe Calculate Current Run Deductions option allows deductions, specified standard deductions ofthe Employee Master to be taken for this pay run, to be withheld from an employee’s gross pay.Up to 999 deductions may be set up for a facility. Each employee may have 99 of thesedeductions set up in their Employee Master-<strong>Payroll</strong> Deductions & Taxes, page 5 of 6, to bededucted from the employee’s pay check.Select <strong>Payroll</strong> > Calculate Current Run DeductionsFigure 4.6 Calculate DeductionsWhen this screen is accessed, the following fields will be displayed:Year Begin: This date pulls from <strong>Payroll</strong> Control Settings-Year & Quarter Dates, field 3-CurrentYear & 1st Qtr.Current End Date: This date pulls from Deduction Settings/Changes, Pay Period End Datefield.Run: This number pulls from the Deduction Settings/Changes, Pay Period Run Number field.OptionsWhen calculating deductions, one of the following options should be chosen:Calculate Deductions Not Yet Calculated: This option will calculate deductions for employee’swhose deductions have not been calculated. When deductions are being calculated for the firsttime during the pay run, this option may be chosen. For example, this option would be chosenwhen a new standard deduction has been setup and has not yet been calculated.NOTE: This option will pull the same deduction amount as the last time deductions werecalculated. If changes have been made to a specific deduction rate, option 2 must be used.Calculate/Recalculate All Deductions: This option is used when recalculating each deductionfor every employee in the pay run. The system will default to this option.© 2014 Computer Programs and Systems, Inc.


72<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Start: Once the the appropriate option has been selected, selecting this option will begincalculating deductions.Cancel: Selecting this option will exit out this screen without calculating deductions.4.5 Create Transactions From DeductionsThe Create Transactions from Deductions option allows a line of detail to be created in Time Entryfor all employees, when the designated deduction is withheld in the pay run. The new line of detailadds the dollar amount withheld by the designated deduction into the employee’s detail. The neteffect between the deduction and the new line of detail is zero.Select <strong>Payroll</strong> > Create Transactions from DeductionsFigure 4.7 Create Transactions From DeductionCreate Transactions for Pay Code: Enter the pay code that should be used in the new line ofdetail on the Time Entry screen.From Deduction Code: Enter the code of the deduction that should be used to create the lineof detail in Time Entry.Select Deduction AmountUse Standard Deduction From Master File: Select this option when the new line of detailshould be created only for employees with this deduction as a Standard deduction.Use Actual Deduction for Pay Period: Selecting this option allows this line of detail to becreated for all employees withholding this deduction for the pay run.Final / Update Run?: This report may be run as an edit or an update. Selecting this optioncreates the new lines of detail in Time Entry. If this field is left blank no lines of detail will becreated.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 73To print the report, select Print. To exit the Create Transactions From Deductions screen, chooseoption Cancel.4.6 Change DeductionsChange Deductions allows the Miscellaneous Charge Edit List or Charge Deductions by Codeoptions to be selected.Select <strong>Payroll</strong> > Change DeductionsFigure 4.8 Deductions MaintenanceIf Miscellaneous Charge Edit List is selected the following will be displayed.Select <strong>Payroll</strong> > Change Deductions > Miscellaneous Charge ListFigure 4.9 <strong>Payroll</strong> Charge UploadFor the Pay Period: The pay period begin and end date will default to the current pay perioddates.© 2014 Computer Programs and Systems, Inc.


74<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Run Number: The Run Number will default to the current run number.Edit: If Edit is selected the Miscellaneous Charge Edit List will print to be reviewed. The chargeswill not be posted to the Deduction codes.Update: If Update is selected the Miscellaneous Edit List will print and the charges will beposted to the Deduction Codes.Delete:If Delete is selected the Miscellaneous Edit List will delete the charges and nodeductions will be posted to the deduction codes.Change Deductions allows standard deduction amounts in the Employee Master-<strong>Payroll</strong>Deduction & Taxes, page 3, to be adjusted for all employees by selecting option ChangeDeductions by Code option. This will allow one-time deductions to be entered for employees bydeduction code.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 75Select <strong>Payroll</strong> > Change Deductions > Change Deductions by Code > DeductionFigure 4.10 PR Deduction by CodeDeduction Code: Enter the desired deduction code. If the deduction is set up to maintenance“By Dept” in the Time/Deduction Entry screen, then it may not be changed via this option.Employee Name: Each employee with the selected deduction code set up as a standarddeduction in the Employee Master-<strong>Payroll</strong> Deduction & Taxes, page 3 is displayed. SelectingAdd displays an employee name index or entering an employee number at the command allowsadditional employees to be added to the list. If the employee does not have any time entered inthe pay period, the warning “Employee Does Not Have Pay This Period” appears. If theemployee is already on the list, then the message “Employee Already On List” appears.Standard Amt: The standard deduction amount loaded in the Employee Master is displayed.Current PP Amt: The calculated dollar amount for the specified deduction for the current payrun is displayed.Update Emp?: Select this field to change the standard deduction dollar amount loaded in theEmployee Master to the dollar amount loaded in the Current PP Amt column. Leaving this fieldblank allows the dollar amount loaded in the Current PP Amt column to be deducted for this payrun only.To exit the Change Deductions option, select Exit option. PgDn and PgUp allow the cursor tomove through the list of employees with this deduction. Add allows employees that do notnormally withhold this deduction to be added to the Change Deductions list. Once an employee isadded to the list, the system allows this deduction to be added as a standard deduction or a onetimededuction. To verify the dollar amount to be withheld for a specific deduction, select Print toprint the report.NOTE: Import may be used to upload AR Deduction amounts. This option uploads from an Excel© 2014 Computer Programs and Systems, Inc.


76<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>File only. AR deductions can be uploaded into employees pay detail as a one time deduction.Select <strong>Payroll</strong> > Change Deductions > Custom Charge UploadFigure 4.11 Custom Charge UploadFor the Pay Period: The pay period begin and end date will default to the current pay perioddates.Run Number: The Run Number will default to the current run number.File Source: The file name loaded in the Custom Control Settings will default to this field. Thiswill upload the charges to the deduction codes listed in the .csv file.Edit: If Edit is selected the Custom Charge Upload file will print to be reviewed. The charges willnot be posted to the Deduction codes.Update: If Update is selected the Custom Charge Upload will print and the charges will beposted to the Deduction Codes.Delete:If Delete is selected the Custom Charge Upload will delete the charges and nodeductions will be posted to the deduction codes.4.7 <strong>Payroll</strong> RegisterThis report provides a detailed list of all employees with time entered for this pay run. The <strong>Payroll</strong>Register lists employee number, rate of pay, employee name, federal and state tax exemptions,time by pay code, rate of pay for each pay code, gross pay by pay code and by employee, anddeductions. Once deductions have been calculated, this report should be printed to verify payrollinformation for this pay period.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 77Select <strong>Payroll</strong> > <strong>Payroll</strong> RegisterFigure 4.12 <strong>Payroll</strong> RegisterPrint Warning Msg if Net is over: The system displays a net amount of $2000.00. However,this amount may be over-keyed.Print Deductions not Taken Report: The Deductions Not Taken report will provide a list of allemployees who were not paid, or, who had deductions in their Employee Master, but did nothave enough gross pay to cover those deductions. This report should be reviewed prior toprinting checks.Sort by Department: If this option is selected allow the report to page break by department. Ifthis option is left blank the report will default to the print control report order option.Print for Selected Department (From/To): The system allows for a selected range ofdepartments to be printed.Print Hours with Zero Dollar Report: The Hours with Zero Dollar Report will provide a list ofemployees who have pay codes and hours for the current pay run that do not have any dollaramounts associated with them.To print this report, select Print. To exit without printing the <strong>Payroll</strong> Register, select Cancel.4.8 AR Deductions Edit ListWhen using the Automatic AR Deductions feature, an Edit List should be printed to verify thedollar amount deducted from the employee's paycheck to be applied to an Accounts Receivableaccount. This Edit List shows the employee’s number, name, A/R account number, A/R accountbalance, the limit balance, the standard A/R deduction entered in the employee master, and anyone-time deduction amounts. Once the Edit List has been verified and any corrections have beenmade, this report may be run as an update.NOTE: This report should only be run as an update one time during the pay run.© 2014 Computer Programs and Systems, Inc.


78<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > AR Deductions Edit ListFigure 4.13 <strong>Payroll</strong> AR Deductions Edit ListUpdate Run?: Selecting this option will update charges to accounts receivable. This reportshould be run as an edit to verify all information without creating charge transactions. Onceverification is complete, this report should be run as an update, which creates the necessarycharges to reduce the Accounts Receivable balance.Is this a Restart?: When printing this report for the first time, do not select this option. If it isnecessary to restart this report, select this option and the beginning employee number. Thesystem will start reprinting at this point.Beginning Employee Number: If the option Restart is selected then a beginning employeenumber will need to be entered.A/R Date: The system displays the Check Date for the current pay period. This is the datecharges will affect Accounts Receivable and may be over-keyed.Employees with Zero Balance?: Selecting this option will include employees with an AccountsReceivable balance of zero.To print this report select Print.To exit without printing AR Deductions Edit List, select CancelNOTE: For additional setup information See Auto AR Deductions 284 Miscellaneous Table 285Deduction Codes Table 286 <strong>Payroll</strong> Deductions & Taxes Table Page 2 287 <strong>Payroll</strong> Deductions &Taxes Table Page 5 288© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 794.9 Benefits Edit ListThe Benefits Edit List is used to track employee benefits accrued/used for each pay period. Oncethe information is verified this report may be updated. For more information, please see thePrinted Reports section.Select <strong>Payroll</strong> >Benefits Edit ListFigure 4.14 <strong>Payroll</strong> Benefit GenerationUpdate Run?: Check this box when updating the employee master information with newbenefit balances.NOTE: This report should be first run as an Edit to verify information. Once information has beenverified, The Benefit Edit List should be run as an Update. This should only be run as an Updateonce within the pay run. If ran more than once the employee’s benefit balances will show morehours accrued/taken. Auto benefit accruals will be created additionally if the Benefit Edit List is ranmore than once.Additional Hours: Enter in the number of additional hours to add to an employees benefitbalance during this pay period. Also enter the pay code to be used to add these hours shouldalso be entered.Number of Holidays: Enter the number of holidays in this pay period. Also enter the pay codeto be used to add these hours should also be entered.To print this report select Print.To exit without printing Benefit Edit List, select CancelNOTE: For additional setup information See: Benefits 42 Limit Codes 215 Benefit Control 219© 2014 Computer Programs and Systems, Inc.


80<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>4.10 Current Run <strong>Payroll</strong> File BuildThis option gathers the information that is used to print checks and/or create direct deposits. Oncethe check file build is run, all pay run procedures must be performed from the terminal (cpware/login number) that built the file.Select <strong>Payroll</strong> > Current Run <strong>Payroll</strong> File BuildFigure 4.15 Check File Build© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 814.11 Check/StubsThe Checks/Stubs option allows a system-generated check/stub to be printed for all employeeswith time entered for the current pay run.Select <strong>Payroll</strong> > Checks/StubsFigure 4.16 Check/Stub WritingSelect the first option to print payroll checks or the second option to print pay stubs for directdeposits.© 2014 Computer Programs and Systems, Inc.


82<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Checks/Stubs > Print <strong>Payroll</strong> ChecksFigure 4.17 <strong>Payroll</strong> Checks/StubsCheck Date: Enter the date to print on each check. This will default to the check date entered inDeduction Settings/Changes, field D.Beginning Check Number: Enter the check number of the first check to be printed.Is this a Restart?:When printing checks/stubs for the first time, leave this option blank. If this prompt is left blankthe system print all checks.If it is necessary to restart the check run, select restart option and the system will prompt toreprint a range of check numbers or restart check number range.If Restart Employee Number is selected, the system will prompt for an employee number.Once the employee number is entered the system will print checks starting for that employeenumber to the last check.If Restart Check Number Range is selected, the system will prompt for a starting and endingcheck number to be reprinted. This option may be used in the instances of printer problemssuch as paper jams or ribbon trouble.To print, select Print.To exit without printing checks/stubs, select Cancel.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 83Select <strong>Payroll</strong> > Checks/Stubs > Print <strong>Payroll</strong> Checks > Auto Signature PasswordFigure 4.18 <strong>Payroll</strong> Auto Signature PasswordsPasswords: This option is associated with the Secure Signature feature. This feature is apurchased application. It allows a signature to be printed onto a laser-printed check, using eitherpre-printed checks or blank checks along with a magnetic ink cartridge. At the prompt, theappropriate passwords must be entered in the system if this application is used.Once the Checks/Stubs or the Create Direct Deposits options have been updated on theChecklist, then the information on the Time/Deduction Entry screen may not be manipulated forthe pay run.4.12 Create Direct DepositsSelect <strong>Payroll</strong> > Create Direct DepositsFigure 4.19 <strong>Payroll</strong> Electronic DepositsBased on each facility’s requirements, system prompts/options displayed for this option will vary.The Electronic Media department will insure that this option is set up correctly based on whetherthe direct deposit is electronic or manual.© 2014 Computer Programs and Systems, Inc.


84<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>4.13 Labor & GL DistributionThis report is used to list all payroll allocations for gross pay, hours, deductions, net pay, accrualsand employer tax contributions. For additional information, please refer to Printed Reports section.During the generation of this report, the system displays the following prompt:Select <strong>Payroll</strong> > Labor & GL DistributionFigure 4.20 <strong>Payroll</strong> Distribution ReportPrint Check Register ?:Selecting Yes prints the Check Register and allows an update to the Check ReconciliationSystem in General Ledger.Selecting No does not print a Check Register will not allow updating of the CheckReconciliation System.The following prompts will then appear:Figure 4.21 <strong>Payroll</strong> Distribution ReportGross: The system will use the pay period end date to affect General Ledger for the grosspayroll liability.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 85Deductions & Checks: The system will use the check date to affect General Ledger for alldeductions and checks.Update Check Reconciliation file?: Selecting this option will update the check reconciliationfile, if the option to print check register is selected. If the check register is answered "NO" thenthis option will not be available.Create GL Transactions for above dates?: Selecting this option will create transactions in theGeneral Ledger temporary file for this pay run.NOTE: The Labor and Distribution report may be ran more than once within a pay run. However,this prompt should only be answered Y once for each pay run since it is creating GL transactions.Number of days in Pay Period: The system displays the number of days in this pay period.Number of days to Accrue: The number of days to accrue for this pay period is alsodisplayed. To change the number of days to accrue select the field and change.To print this report, select Print. To exit without printing, select Cancel.For additional information on Labor and GL Distribution, please refer to Printed Reports chapter.NOTE: The Print Detail option in <strong>Payroll</strong> Control Settings-Deduction Codes, must be answered Yto allow the deduction to be included in this report.4.14 GL Edit ListThe GL Edit list is a list of transactions that have been entered for each employee for this pay run.This report lists in entry sequence number, the employee number, name, pay code, state, generalledger salary expense number, labor code, hours, rate of pay, the extended amount, shiftdifferential total, weekend differential, and total hours for each employee for each line entered viatime entry. The last page of the report lists the total hours and gross pay for each pay codeentered.© 2014 Computer Programs and Systems, Inc.


86<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > GL Edit ListFigure 4.22 Transaction Edit ListTransaction Number Sequence: Prints a list of all General Ledger entries in the order theywere entered.Account Number Sequence: Prints a list of all General Ledger entries in account numberorder.Cost Center Sequence: Prints a list of all General Ledger entries in cost center order.To move the transactions to permanent file, the report must be printed in the sequence that thetransactions were entered. (Transaction Sequence)Figure 4.23 General LedgerTotals by account?:Selecting YES will give a recap of totals by General Ledger accounts.Selecting NO will not give a recap of totals by General Ledger accounts.This report will include a recap by journal, month and year, number of entries, debit and credittotals. All information should be verified prior to moving to permanent files. If all entries balance,an option to move the entries to permanent file will appear. Once the GL Edit List has been movedto permanent file and the Pay Run Checklist has been updated, transactions are not allowed for© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 87this pay run number. Another pay run number must be used. For additional information on the GLEdit List, please refer to the Printed Reports chapter.4.15 Non Standard <strong>Payroll</strong> Menu - Voiding / Reissuing ChecksWhen the pay run number entered in Checklist the Deduction Settings/Changes option is greaterthan one, and Checklist option Time/ Deduction Entry is selected, the selections will appear tovoid/reissue checks or enter time.Select <strong>Payroll</strong> > Time & Deduction EntryFigure 4.24 Time Entry Option MenuEnter TimeThis option should be chosen to access the Time Entry screen. This may be used for a minipayroll or bonus run.NOTE: Only one check will generate per employee for each run number. A check may not bevoided and reissued within the same pay run. All checklist options must be completed for the runnumber before the system will allow another run number to be entered, except on mini runs.© 2014 Computer Programs and Systems, Inc.


88<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Void <strong>Payroll</strong> ChecksSelect <strong>Payroll</strong> > Time & Deduction Entry > Void <strong>Payroll</strong> ChecksFigure 4.25 <strong>Payroll</strong> - Time/Deduction EntryEnter the employee number to Void Check.Figure 4.26 Void <strong>Payroll</strong> ChecksVoid Check Number: Enter the employee number of the check to be voided.Void Check Number: Enter the check number that was used to create the check. If voiding adirect deposit, the check number will be all 9's (e.g. 9999999…).Pay Period End Date: Enter the pay period end date in which the original check/direct depositwas cut.Pay Period Run Number: Enter the Run number used to create the check at the Run prompt.© 2014 Computer Programs and Systems, Inc.


Check List for Pay Run 89Figure 4.27 Confirm Check VoidDo you want to Void this Check?:Yes will Void the check.The employee’s payroll detail is automatically updated with thenegative entries causing a net affect of zero.NO will not void the check.Void Wasted ChecksThis option should be chosen to void checks that are torn or unusable. The Void Check Entryscreen will appear, allowing up to 30 checks to be voided at a time. Selecting Void Checks willallow another 30 checks to be entered. The Check Reconciliation System in General Ledger isalso updated when exiting this screen.Select <strong>Payroll</strong> > Time & Deduction Entry > Void Wasted ChecksFigure 4.28 Void Wasted Checks© 2014 Computer Programs and Systems, Inc.


90<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Reissue ChecksThis option should be chosen when a check has been lost and needs to be reissued for the sameamount. The system will pull over the check information from the run number entered and aprompt will appear "“Do you want to reissue this check?”NOTE: This check must be hand typed and will not generate during a check run. If a checknumber and date have not been entered, the system will allow a check to be generated.Select <strong>Payroll</strong> > Time & Deduction Entry > Reissue ChecksFigure 4.29 Reissue <strong>Payroll</strong> Checks© 2014 Computer Programs and Systems, Inc.


Printed Reports 91Chapter 5Printed Reports5.1 OverviewThe printed reports in this manual are used to provide hospitals with information needed in regardto payment to staff, as well as providing effective tools for managing staff, and providinginformation to help in staffing positions within the hospital.5.2 Standard ReportsThese reports are used as a daily function within payroll. Much of the data is available within thereports listed in this section.5.3 <strong>Payroll</strong> RegisterThe <strong>Payroll</strong> Register is a list of all employees who were paid in a particular pay run.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu or select Print Reports from the <strong>Payroll</strong>Register.2. Select <strong>Payroll</strong> Register.3. Select a print option.System prompts, “Print Warning Msg. If Net Is over:"4. The default is $2000.00, but may be over-keyed with another amount. When a net amount foran employee exceeds the entered amount, then a warning message will appear.System prompts, “Print Deductions not Taken Report?:"5. Selecting this field will print the Deductions Not Taken report that lists deductions not calculatedin the pay run following the <strong>Payroll</strong> Register. Leaving this field blank will stop the DeductionsNot Taken report from printing.System prompts, “Sort By Department:"6. Selecting this field will sort the <strong>Payroll</strong> Register in department sequence. Leaving this fieldblank will print in numeric sequence.System prompts, “Selected Department (From/To):"7. Enter a range of department numbers to print or leave the fields blank for all departments.System prompts, “Print Hours with Zero Dollar Report:"8. Selecting this field will provide a listing of employees who have pay codes and hours associated© 2014 Computer Programs and Systems, Inc.


92<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>with the current pay run that do not have any dollar amounts associated with them.9. Select Print to continue or Cancel to return to the <strong>Payroll</strong> Main Screen.Description and UsageThis report contains information for each employee paid in a particular pay run. It lists the hours bypay code, gross pay, deductions taken, net pay and check number.A final <strong>Payroll</strong> Register, listing the check numbers, must be printed and filed for audit purposes.This final copy should be filed in payroll date sequence by run number.<strong>Payroll</strong> RegisterListed below is an explanation of each column.Employee Num: Employee Number.Employee Name: Employee Master, Demographics screen, Whole Name field© 2014 Computer Programs and Systems, Inc.


Printed Reports 93Term: If an employee is terminated *Term* will print next to the employees name.Pay: The normal hourly rate for the employee loaded in the Employee Master, <strong>Payroll</strong> Jobs &Rates, page 1, Hourly Rate field.Exempt: State and Federal Exemptions. M, Married and S, single and the number ofexemptions entered in the Employee Master, Deductions & Taxes, page 1,Federal Code,Federal Exemptions, State Code and State Exemptions fields.PayCd: Pay codes entered in Time Entry for the employee.HRS: Amount of hours compensated for the preceding pay code.OT (Overtime): Y prints when overtime hours are entered to calculate the rate of pay for thepay run. N prints when no overtime hours are entered.SH (Shift Differential): Prints the shift when shift differentials are used to calculate the rate ofpay.WE: (Weekend Differential): Y prints when the weekend differential is used to calculate therate of pay.HO: (Holiday Differential): Y prints when the holiday differential is used to calculate the rate ofpay.CB: (Call Back): Y prints when call back differential is used to calculate the rate of pay.Rate: Dollar amount calculated for this line of detail.Gross: The gross amount is the calculated pay rate multiplied by the number of hourscompensated.Deduction Code: The deduction codes used for the pay run.Deduction Amount: The amount taken for the preceding deduction code.Net Pay: Gross less deductions equals net pay.Total: Total hours compensated for the employee in the pay run.FTime: Number of full-time employees in the pay run.PTime: Number of part-time employees in the pay run.Other: Number of employees in the pay run with status other than part-time or full-time.Female: Number of female employees with checks printed in the pay run.Male: Number of male employees with checks printed in the pay run.Credit: Number of employees with a negative net pay.Overamt: Number of employees with an amount over the "Warning" amount specified. The© 2014 Computer Programs and Systems, Inc.


94<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>amount defaults to 2000.00.Total: Total number of employees for the pay run.For each department, a Totals page recounts all checks printed by full-time and part-time, andfemale and male employees. The amount of credits, high net pay, zero net pay checks, andterminated employees with detail pulls for each department.A Grand Totals page summarizes all departments' totals by pay code and deduction.© 2014 Computer Programs and Systems, Inc.


Printed Reports 955.4 YTD / QTD /Summary RegisterThe Year-to-Date, Quarter-to-Date and Summary Registers list employees paid within a selecteddate range. This report prints in numeric or department sequence and includes the pay codes,hours, net and gross amounts for each employee.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select YTD/QTD/Summary Register.3. Select a print option.4. Select one of the following options:Year-To-Date <strong>Payroll</strong> Register: This lists all employees paid from the First Quarter Begin Datethrough the pay period end date selected.Quarter-To-Date <strong>Payroll</strong> Register: This lists all employees paid within a specific quarterthrough the selected pay period end date.Summary <strong>Payroll</strong> Register: This lists all employees paid between the selected pay periodbegin and end dates. This option may be used to print a payroll register for a specific payperiod with multiple pay runs.When selecting Quarter-To-Date <strong>Payroll</strong> Register, the system prompts “Which Quarter?” Oncethe quarter has been selected the quarter dates will be pulled automatically to Pay PeriodBegin and End Date field.When selecting Year-To-Date <strong>Payroll</strong> Register or Summary <strong>Payroll</strong> Register, the systemprompts, “Pay Period Begin Date” and “End Date”. It will be necessary at this time to key in thedates desired.Once the Pay Period Begin and End Date have been entered, all of the options above will haveaccess to the following prompts:System prompts, "Which Quarter?"5. When placing in the appropriate quarter (1,2,3 or 4), the system will pull the quarter datesbased on the current year dates in the year and quarter dates in the control table.System prompts, "Pay Period Begin and End Date:"6. Enter the pay period dates the report needs to be run for.System prompts, “Select Department?"7. Select this field to enter a particular department.System prompts, “Department No:"8. Enter the department number.© 2014 Computer Programs and Systems, Inc.


96<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>System prompts, “Sort By Department?”9. Selecting this fields will sort the register by department. Leaving this field blank will sort theregister in numeric sequence.System prompts, "Print Check Info:"10. Selecting this prompt will print the Employees check information on the report.System prompts, "Include "X" Type Employees?"11.Selecting this option will exclude employees that have employee type code X in the employee'smaster.12. Select Print to print the report or Exit to return to the Report Selections for this report.Description and UsageEach register lists employee's number, name, normal pay rate, pay codes, hours, overtime hoursand shift, weekend, and holiday differentials, calculated pay rate, gross amount, deductions andfederal and state exemptions. These standard payroll registers may be printed as often asdesired. The Year-To-Date Register should be printed and kept on file at year end.Q-T-D <strong>Payroll</strong> RegisterListed below is an explanation of each column.Employee Num: Employee Number.Employee Name: Employee Name entered in the Employee Master, Demographics, WholeName field.PAY/HR (Pay/Hour): The normal hourly rate for the employee loaded in the Employee Master,© 2014 Computer Programs and Systems, Inc.


Printed Reports 97<strong>Payroll</strong> Jobs & Rates, page 1, Hourly Rate field.Exempt: State and Federal Exemptions. M-Married and S-Single and the number of exemptionsentered in the Employee Master, Deductions & Taxes, page 1, Federal Code, FederalExemptions, State Code and State Exemptions fields.PAYCD (Pay Codes): Pay codes entered in Time Entry for the employee.HRS (Hours): Amount of hours compensated for the preceding pay code.OT(Overtime): Y prints when overtime hours are entered to calculate the rate of pay for the payrun. N prints when no overtime hours are entered.SH (Shift Differential): Prints the shift when shift differentials are used to calculate the rate ofpay.WE (Weekend Differential): Y prints when the weekend differential is used to calculate therate of pay.HO (Holiday Differential): Y prints when the holiday differential is used to calculate the rate ofpay.CB (Call Back): Y prints when call back differential is used to calculate the rate of pay.Rate: Dollar amount calculated for this line of detail.Gross: The gross amount is the calculated pay rate multiplied by the number of hourscompensated.Deduction Code: The deduction codes used for the pay run.Deduction Amt: The amount taken for the preceding deduction code.Net Pay: Gross less deductions equals net pay.At the end of the report, the Totals summary recounts all the pay codes and deductions includingdifferentials and hours compensated. The summary lists gross amount, deductions and net pay.© 2014 Computer Programs and Systems, Inc.


98<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.5 Employee LedgerThe Employee Ledger lists employees and all payroll information entered for the selected timeframe. The payroll information entered will print in alphabetic or numeric order by the pay periodand run number. The check date and number, pay codes, hours and overtime hours indicating theshift, weekend and holiday differentials and call back, the gross amount and deduction codes andamounts are also listed for each pay run.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Employee Ledger.3. Select a print option.System prompts, “Summarize By Pay Cd/Switches?”4. This option default setting is to summarize hours by pay codes. Leaving this field blank willdetail all the hours allotted for the pay codes within each pay run.System prompts, “Pay Period Begin Date and End Date."5. Enter the pay period dates that the report is needed.System prompts, “Alphabetic Order:"6. This allows a range of the selection of beginning and ending employee names.System prompts, “Numerical Order:"7. This allows a range of the selection of beginning and ending employee numbers.8. Select Print.System prompts, “Do you want to print more Ledgers?"9. Selecting this option will allow additional Employee Ledgers to be printed. Not selecting thisoption will exit the report prompt.Description and UsageThe report lists each employee by pay period and pay run within the selected time frame, thecheck date and number, the pay codes and hours, the differentials, the gross amounts, thedeductions taken and net pay.© 2014 Computer Programs and Systems, Inc.


Printed Reports 99Employee LedgerListed below is an explanation of each column.Date/Run #: Pay period end date and the payroll run number. <strong>Payroll</strong> Checklist, Pay periodBegin Date, Pay Period End Date and Run Numbers fields in the Deductions and Settingsoption.CHK Date/Num: Check date and check number for the preceding end date.PayCd: Pay codes entered in Time Entry for this line of detail.HRS: Hours compensated for the preceding pay code.OT (Overtime): Y prints when overtime hours are entered to calculate the rate of pay for thepay run. N prints when no overtime hours are entered.SH (Shift Differential): Prints the shifts when shift differentials are used to calculate the rate ofpay.© 2014 Computer Programs and Systems, Inc.


100<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>WE: (Weekend Differential): Y prints when the weekend differential is used to calculate therate of pay.HO: (Holiday Differential): Y prints when the holiday differential is used to calculate the rate ofpay.CB: (Call Back): Y prints when call back differential is used to calculate the rate of pay.Gross: The gross amount is the calculated pay rate multiplied by the number of hourscompensated.Deduction Code: The deduction codes used for the pay run.Deduction Amt: The amount taken for the preceding deduction code.Net Pay: Gross less deductions equals net pay.Total: Total compensated hours for the pay run.Employee Totals: Total compensated hours, gross amounts, deductions and net pay of all thepay runs for the employee.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1015.6 Employee Master PagesThe Employee Master List is a comprehensive report of all the information from an employee'smaster files.How to Print1. Select Print Reports Menu from the <strong>Payroll</strong> Main Menu.2. Select Employee Master Pages.3. Select a print option. The following screen will then be accessed:Select <strong>Payroll</strong> > Print Reports > Employee Master PagesFigure 5.1 Employee Master PagesSelect the desired Delimiters and Range Choices for the report. Select Print to print.Description and UsageThe Employee Master List includes all information from the Employee Master including employeedemographics, employment information, normal job code and rate, benefit balances, home andfloat departments, other job codes and rates, specialized training information, shift differentials,leave and termination information, employee deductions, tax information and electronic andautomatic deposit information. Each field in the Employee Master is printed for each employee onthis report. Employees marked as confidential will not print.© 2014 Computer Programs and Systems, Inc.


102<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Employee Master List© 2014 Computer Programs and Systems, Inc.


Printed Reports 103Employee Master List (cont)© 2014 Computer Programs and Systems, Inc.


104<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.7 Alphabetic/ Numeric Employee IndexThe Alpha Employee Index gives a complete listing of all employees by employee number and fullname in alphabetic or numeric order.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Alphabetic/Numeric Indexed List.3. Select a print option.System prompts, "Index Choice“4. Select Alpha Index or Number Index.System prompts, “Print Current Employees Only Y/N.”5. This report may be printed in alpha or numeric order for current employees only, or current andterminated employees.6. Select Print.© 2014 Computer Programs and Systems, Inc.


Printed Reports 105Description and UsageThe Alpha Employee Index lists each employee's number followed by the full name. This report isa quick reference designed to help departments find employees easily by name or number.Alpha Employee IndexListed below is an explanation of each column.Number: Employee Number.Name: Employee Full Name loaded in the Employee Master, Demographics screen.© 2014 Computer Programs and Systems, Inc.


106<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.8 Control Table FilesThe <strong>Payroll</strong> Control Table Files is a complete list of the Control Settings in the <strong>Payroll</strong> application.Deductions, Special Pay and Limit codes, Time Entry, Print, Miscellaneous controls, Year andQuarter dates, Benefit controls, Federal Tax, EIC Tax, and State Tax files, Pay, Job, Benefit, andBank codes and Retirement/Pension and W2 controls are all listed in this report.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Control Table Files.3. Select a print option.4. This report may be printed for a specific table within the Control Settings by selecting the fieldnext to the desired table's sequence number. To print all tables in the Control Settings, selectAll.5. Select Print.Description and Usage© 2014 Computer Programs and Systems, Inc.


Printed Reports 107The <strong>Payroll</strong> Control File is a complete list of the Control Settings designed to provide a quickreference of the information entered.NOTE: If the Control Table report is run for “Deductions” then the Deduction Priority will bedisplayed.5.9 Pay Code Time SummaryThe Employee Pay Code Time Summary lists employees and the number of hours worked for anytwo pay codes including overtime within a 12 pay period range.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Pay Code Time Summary.3. Select a print option.System prompts, “Enter Run Date:"4. A run date must be entered.System prompts, “Print Pay Rate?:"5. Selecting this option will print the pay rate under the employee's name. Leaving this optionblank will not pull the employee's pay rate.System prompts, “Include Terminated Employees?”6. Selecting the field will print current and terminated employees. Leaving this field blank will printcurrent employees only.System prompts, “Sort by Department?”7. Selecting this field will list all employees by department. Leaving this field blank will print allemployees in alphabetic order.System prompts, “Column 1/Column 2:"8. Enter the pay codes to appear first and second on the report.System prompts, “OT?:"9. Selecting this field will pull overtime hours and the regular hours for the selected pay codes.Leaving this field blank will print the regular hours worked, omitting overtime hours.10.Select Print.© 2014 Computer Programs and Systems, Inc.


108<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Description and UsageThe Employee Pay Code Time Summary lists the numbers of hours worked for any two paycodes, including overtime, over a 12 pay period range. The report may be used to analyze thenumber of hours worked by pay code over a period of time.Employee Pay Code Time SummaryListed below is an explanation of each column.Employee Name: Employee name loaded in the Employee Master, Demographics screen.The first pay code is displayed under the column to the left of the slash. The second pay code isdisplayed to the right of the slash.1P-12P: Lists the total hours for all pay runs in the pay period. The pay periods begin with therun date entered when printing the report.30 Days: The hours for selected pay codes within 30 days of the system date. The first paycode’s hours appear to the left of the slash and the second pay code's hours appear to the right.90 Days: The hours for selected pay codes within 90 days of the system date. The first paycode’s hours appear to the left of the slash and the second pay code's hours appear to the right.Rate=: To the left of the slash, the rate pulls from the Employee Master, Jobs & Rates. An “H”pulls to the right of the slash denoting the hourly rate.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1095.10 Limit Balance ReportThe Limit Balance Report lists all deductions with a limit. The deduction balance, along with thedate the deduction began and the initial amount, is also listed.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Limit Balance Report.3. Select a print option.System prompts, “Enter as of Date:"4. Enter the most recent pay period end date to include all pay run transactions.System prompts, “Sort By Department?”5. Selecting this field will sort the employees in department order. Leaving this field blank will sortthe employees in numerical order.System prompts, "Include accounts with zero balance?"6. Selecting this field will include account with zero balance.7. Select Print.Description and UsageThe Limit Balance report lists all the employees with limit balance deductions loaded in theEmployee Master along with the deduction code, deduction start date, the initial amount of thededuction, previous amounts taken for the deduction, the current deduction amount loaded andthe ending balance. The report recaps the ending balances of all the deductions. This report isused to monitor all deduction limit balances loaded in the Employee Master.© 2014 Computer Programs and Systems, Inc.


110<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Limit Balance ReportListed below is an explanation of each column.Emp#: Employee Number.Name: Employee Name loaded in the Employee Master, Demographics screen.Code: Deduction code loaded in the Employee Master, Deductions & Taxes, page 2.Start Date: Pay Period End date the deduction started with a limit balance.Initial Amount: Amount loaded for the limit balance on the start date.Previous Deduction: Total amount previously taken for the deduction code.Current Deduction: Total amount to be taken for the current pay run.Ending Balance: Initial balance less the previous and current deductions.The end of the report recaps all of the A/R and Deductions Limit balances per deduction.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1115.11 Department SummaryThe Department Summary lists employee's hours by pay code and department worked for aspecific date range.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Department Summary.3. Select a print option.System prompts, “Pay Run Begin Date and End Date:"4. Enter the date range to be included in the Department Summary. More than one pay period maybe entered at a time.System prompts, “Print for Department Number:"5. Enter a specific department number or enter A for All to list all departments.System prompts, “Print in Dept Worked Sequence?”6. Selecting this field will print the summary by department the pay codes were worked in for eachemployee. Leaving this field blank will print the summary by the employee's home department.System prompts, “Include Limit Amounts?”7. Selecting this field will include the Benefit pay codes amounts for all employees in theDepartment Summary. Leaving this field blank will exclude the Benefit pay codes amounts.8. Select Print.Description and UsageThe Department Summary gives an overview of an employee's hours compensated in thedepartments worked, or in the home department. The report includes the pay codes worked andhours along with the department number and the shift differentials.© 2014 Computer Programs and Systems, Inc.


112<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Department SummaryListed below is an explanation of each column.Num: Employee Number.Name: Employee name loaded in the Employee Master, Demographics screen.Pay Cd: Pay code for the specified pay period.HRS (Hours): Allotted hours for the preceding pay code.OT (Overtime): Y will display when overtime hours were entered for this pay period and runnumber. N will display when no overtime hours were entered.SH (Shift Differential): Lists the shifts worked when the shift differential was added to the payrate.WE (Weekend Differential): Y will display when a weekend differential was added to the payrate.HO (Holiday Differential): Y will display when a holiday differential was added to the pay rate.CB (Call Back Differential): Y will display when a call back differential was added to the payrate.The report recaps all hours compensated by department worked or the home department.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1135.12 Retirement RegisterThe Retirement Register allows the hospital or management company to track employee and/oremployer contributions to the employees' retirement plan.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Retirement Register.3. Select a print option.System prompts, "Period begin date and ending date:"4. The dates default to the current pay period dates but may be over-keyed with previous payperiod dates.System prompts, “Pay Run:"5. This prompt defaults to All but may be over-keyed for a specific run number.Description and UsageThe Retirement Register report provides a list of all employees that are enrolled in the hospital'sretirement program. The report can be customized to print and order employee information. It ispossible to sort the information in employee name, number or social security number sequence.The employee, employer and total contribution amount(s), and YTD totals also list on the report.This report is used to keep track of the retirement accounts of the enrolled employees'contributions as well as the contribution that is the responsibility of the hospital for each employee.The Retirement Register works in conjunction with the option M-Retirement-Pension Control in theControl Settings menu. See Control Settings section for Retirement Register Control Settingmaintenance.© 2014 Computer Programs and Systems, Inc.


114<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Retirement RegisterListed below is an explanation of each column.Employee Name: Employee name from Employee Master, Demographics.SSN: Social Security Number from Employee Master, Demographics.Report Period Amounts-Gross: Gross wages for each employee in the time period requested.Report Period Amounts-EE Cont: The amount of specific deductions withheld from the payrollchecks in the selected time period.Report Period Amounts-ER Cont: The amount matched by the hospital in the selected timeperiod.Report Period Amounts-Total Cont: The sum of the Employee Contribution and EmployerContribution columns in the selected time period.YTD Amounts-Gross: Gross wages for each employee in the current payroll year requested.YTD Amounts-EE Cont: The amount of specific deductions withheld from the payroll checks inthe current payroll year.YTD Amounts-ER Cont: The amount matched by the hospital in the current payroll year.YTD Amounts-Total Cont: The sum of the Employee Contribution and Employer Contributioncolumns in the current payroll year.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1155.13 Pay Code Totals by DepartmentThe Pay Code by Department report allows the payroll department to track hours and dollars"charged" to the departments during time entry.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Pay Code Totals by Department.3. Select a print option.System prompts, "Enter Pay Run Begin Date and End Date:"4. The system will prompt to the current pay period dates. These dates can be changed.System prompts, "Run:"5. This should also be indicated.System prompts, "Print Dollar Amounts?"6. Select this field or leave blank.System prompts for up to six Pay Codes and whether to include overtime.Then the system prompts for up to three additional pay codes that will be combined into a singlecolumn.7. Select Print.Description and UsageThe Pay Code Totals By Department report is a list of hours and dollars for each department.Within each department, the report shows employees that worked under each Job Code andrequested pay codes for each. The pay code columns show the hours and dollars entered foreach.The report will also show the department totals as well as the totals for the entire hospital.This report can be used to analyze the labor expenditures for each department based on the JobCode and Pay Code.© 2014 Computer Programs and Systems, Inc.


116<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Pay Code Totals by DepartmentListed below is an explanation of each column.Department: This is the Department number of the worked department.Job: The primary Job Code of the employee or the Job Code entered during Time Entry.Employee Name & Number: The employee name, from the Employee Master, Demographicsscreen and the employee number.The pay code hours and dollars entered during Time Entry.The three pay codes entered during the report prompts that can be combined into one column.All other pay codes (hours and dollars) not included in the previous seven columns.Total: The total hours and dollars included in the previous eight columns.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1175.14 Deduction RegisterThe Deduction Register provides a listing of all deductions withheld from the employees' wagesduring the payroll run.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Deductions Register.3. Select a print option.System prompts, “Pay Run Begin and End Dates” and also the “Run:"4. The dates will default to the dates in the Current Period Run. If this is not the period needed,select the fields and enter the correct dates.System prompts "Do NOT Print Social Security Number?"5. Selecting this option will NOT print the social security numbers of the employees on the report.6. The system will list up to fifteen deductions per screen.a. Select each option to the right of each deduction denotes that a register will print for thatdeduction.b. Not selecting the option to the right means that a register will not print. To change these fromthe current status, select the sequence number. The system will then change the letteraccordingly. For more deductions, select the PgDn key.7. Once all deductions needed are selected, select Print.Description and UsageThe Deduction Register will provide a separate report for each deduction selected. It includes theemployee name, employee number, and social security number. It will provide the deductionamount for the selected pay period along with a year-to-date amount for the current payroll year.© 2014 Computer Programs and Systems, Inc.


118<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Deduction RegisterListed below is an explanation of each column.Deduction Type: This is the deduction name. There will be a separate report for eachdeduction selected.Employee Number & Name: This is the Employee and the name from the Employee Master,Demographic screen.Social Security Number: This is the employee's Social Security Number from the EmployeeMaster, Demographic screen.Period Total: This is the amount for the given deduction withheld from the employee's wagesin the selected pay period.Bank Account #: This is the employee’s bank account number.Deduction YTD-Amount: This is the amount for the given deduction withheld from theemployee's wages in the current payroll year.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1195.15 Benefit Hours and DollarsThe Benefit Hours and Dollars report provides a list of unused benefit time and the estimatedamount of wages that is currently owed to employees.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Benefit Hours and Dollars Report.3. Select a print option.4. System prompts the following: This report uses the file generated by the Benefits Edit List andshould be run after the update for the above run has been completed. The information will usethe updated employee balance for the limit pay codes and calculate extended accrued amountsand totals. Probation employees will have an "*" on the report.5. Select Print.© 2014 Computer Programs and Systems, Inc.


120<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Description and UsageThe Hours and Dollars Report provides the accrued benefit time and wages for each employee.This report can be used by the payroll department and/or the individual department heads inscheduling time-off for the employees.Benefit Hours & Dollars ReportListed below is an explanation of each column.Department: Each department will have its own report page. This department is based on theemployee's home department, <strong>Payroll</strong> Department screen.Employee Name: Employee Master, Employee Demographics screen.EmpNo: Employee number followed by employee type from the Employee Master, <strong>Payroll</strong> Jobs& Rates screen, page 1, Employee Type Code field.Hire: Employee Hire Date, Employee Master, Employment Information screen.BenCd: Benefit Code, Employee Master, Benefits screen, Benefit Code.Rate: Employee's Hourly Rate, Employee Master, Pay code Jobs & Rates screen, page 1,Hourly Rate field.© 2014 Computer Programs and Systems, Inc.


Printed Reports 121Benefit Desc: Name of Benefit type, Employee Master, Benefits screen, fields Benefit PayCode 1 - 8Hours: Hours in the employee's limit bucket for that specific pay code, Employee Master,Benefits screen, Benefit Pay Code.Dollars: Total of the number of hours multiplied by the employee's Hourly Rate.Acc-Hrs / LTD-Hrs: Total number of hours used to accrue benefits for this pay period and Lifeto Date Hours including this pay period.Department Totals: This is the total section that will appear at the end of each department.Grand Totals: This total will appear and the end of the report and will include all departments.© 2014 Computer Programs and Systems, Inc.


122<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.16 EEOC ReportThe EEOC Report is used to comply with reporting to the Equal Employment OpportunityCommittee.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select EEOC Report.3. Select a print option.System prompts, "Exclude Employees Terminated As Of:"4. Enter a date to exclude terminated employees. If no Employees should be excluded, Returnthrough this prompt.System prompts, "Ready?"5. Select Yes to print the report.Description and UsageThe EEOC Report is used to show the number of employees earning a yearly salary in a specificrange. It can be used for statistics as well as for completing the annual EEOC report.© 2014 Computer Programs and Systems, Inc.


Printed Reports 123EEOC ReportListed below is an explanation of each column.EEOC Code: Employee Master, Employment Information screen, EEOC field. The EEOC Codeis a 2-character field. The report groups the codes based on the first character and then gives asubtotal after each set of EEOC codes.Annual Salary (In Thousands): The system calculates the annual salary by multiplying theemployee's hourly rate times the number of hours in the payroll year from the <strong>Payroll</strong> Control-Miscellaneous table, Regular Hours Worked Each Year field.Total: This is the total number of employees with the given EEOC Code.Blank Codes: This is the number of employees in each salary group that does not have anEEOC Code loaded in the Employment Information Screen.Total: This is the total number of employees that are in each salary group.© 2014 Computer Programs and Systems, Inc.


124<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.17 <strong>Payroll</strong> W2s/Employee VerificationThe <strong>Payroll</strong> W2s/Employee Verification program will create an electronic file for employers to sendto Social Security, in order to verify employee’s social security numbers for W2s.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select <strong>Payroll</strong> W2s/Employee Verification.3. Select a print option.Figure 5.2 Employee Verification RequestThe following fields pertain to Reporting Options.<strong>Payroll</strong> Year Begin Date: This field will default to the Current Year & 1 st Qtr date loaded in the<strong>Payroll</strong> Control Settings. It may be over-keyed if necessary.Last Pay Period End Date: This field will default to the current pay period end date. It may beover-keyed if necessary.Include Employees w/o Earnings?: This field will default to Y but may be changed ifnecessary.Requestor ID Code: Enter the hospital’s requestor ID code. This is a required field.File Name Created: This field will default to “EVSREQ2K” for submission to Social Security, butmay be over-keyed if necessary.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1254. Select Start to start the file generation.The file will automatically be created on the C: drive of the PC. The system will then prompt, “Doyou wish to make a copy on Floppy (Y/N)?”5. Enter Y to send an additional copy to the PC’s Floppy drive.The file may now be submitted to Social Security to verify employee’s social security numbers forthe W2's.© 2014 Computer Programs and Systems, Inc.


126<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.18 Sign-In SheetThe Sign-in Sheet is used by the employees to keep track of time worked.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Sign-in Sheet.3. Select a print option.System prompts, "Beginning Department and Ending Department:"4. Enter the department range to be printed. If all departments are needed, leave these promptsblank.System prompts, "Pay Run Date."5. Enter the pay period end date needed.6. Select Print.Description and UsageThe <strong>Payroll</strong> Sign-in Sheet may be used to track time for employees.© 2014 Computer Programs and Systems, Inc.


Printed Reports 127Sign In SheetListed below is an explanation of each column.Department: The report will print individual sheets for each department.Pay Period End Date: Date entered during the report prompts.S (Employee Shift): The report will break by the normal shift within each department. This islocated on the <strong>Payroll</strong> TA/HH Control screen, page 1, Normal Shift Work. If this field is blank,the system will default the employee to shift 1.Employee Name & Number: Employee Master, Demographics screen, employee name fieldand the employee number.© 2014 Computer Programs and Systems, Inc.


128<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.19 Sign-In Input SheetSign-In Input Sheet.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select <strong>Payroll</strong> Sign-in Input Sheet.3. Select a print option.System prompts, "Beginning Department and Ending Department:"4. Enter the department range to be printed. If all departments are needed, leave these promptsblank.System prompts, "Pay Run Date:"5. Enter the pay period end date needed.6. Select Print.Description and UsageThe Sign-in Input Sheets can be used by the payroll department and/or department heads formanually entering time on employees for the given pay period. The time can be keyed into thesystem using these sheets.© 2014 Computer Programs and Systems, Inc.


Printed Reports 129Sign-in Input SheetListed below is an explanation of each column.Department: The report will print individual sheets for each department.Pay Period End Date: Date entered during the report prompts.S (Employee Shift): Employee Shift. The report will break by the normal shift within eachdepartment. This is located on the <strong>Payroll</strong> TA/HH Control screen, Normal Shift Worked field. Ifthis field is blank, the system will default the employee to shift 1.Employee Name & Number: Employee Master, Demographics screen, employee name fieldand the employee number.© 2014 Computer Programs and Systems, Inc.


130<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.20 Direct Deposit ListThe Direct Deposit List provides a list of all employees using the direct deposit option.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Direct Deposit List.3. Select print option.Description and UsageThe <strong>Payroll</strong> Direct Deposit List provides a list of all employees on direct deposit. The report liststhe employees, the bank and account numbers, and the amounts going to each account.If an employee has money being deposited into multiple accounts, that employee will print on thereport once for each account. The first account that prints will be the employee's Primary Account(Employee Master, Electronic/Automatic Deposits Screen, Primary Account). The additionalaccounts (Employee Master, Electronic/Automatic Deposit Screen, Net Pay Reductions) willfollow.© 2014 Computer Programs and Systems, Inc.


Printed Reports 131Direct Deposit ListListed below is an explanation of each column.Emp Num: Employee Number.Name: Employee Name from the Employee Master, Employee Demographics Employee Namefield.Bank Cd: Employee Master, Electronic/Automatic Deposits screen, Bank Code fields.Bank Name: Name of the employee's bank, Bank Code Table.Checking/Savings: C for checking, S for savings.Acct#: The employee's account number. This pulls from the Employee Master, Electronic/Automatic Deposits screen.% Amt or $ Amt: The amount (either percentage or dollar) that should go to accounts otherthan the employee's primary account. The amount going to the additional accounts will bededucted from the employee's net wages. The remaining wages will be deposited into theemployee's primary account.© 2014 Computer Programs and Systems, Inc.


132<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.21 Time Entry RegisterThe Time Entry Register is a list of all the employees' time entry information for a particular payrun.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Time Entry Register.3. Select a print option.System prompts, "Enter As Of Date:"4. The default is the current end date, but may be replaced with another end date.System prompts, "Enter Run Number:"5. The default is the current run number, but may be replaced with another run number.System prompts, "Sort by Department?"6. Selecting this option will sort the Time Entry Register in worked department sequence. Leavingthis option blank will print in alpha sequence.7. Select Print.© 2014 Computer Programs and Systems, Inc.


Printed Reports 133Description and UsageThe Time Entry Register contains time entry information for each employee with hourscompensated in a particular pay run. It lists pay codes, state and job code information, GeneralLedger number, hours compensated, overtime, pay differentials such as weekend, holiday and callback, rate and extended amounts. It also lists the total hours and extended amounts for eachemployee as well as a grand total.This report may be used to verify the accuracy of the data entered for a particular pay run.Time Entry RegisterListed below is an explanation of each column.Emp Number: Employee Number.Name: Employee Master, Employee Demographics screen.Pay Code: The pay codes entered in Time Entry for the employee.ST (State Code): The state code for the employee’s regular state should be displayed. Thestate code pulls from the Employee Master-<strong>Payroll</strong> Deductions & Taxes, page 1.Job Code: The job codes entered in Time Entry for the employee.G. L. #: The General Ledger number expensed in Time Entry for the employee.Hours: The hours compensated for the preceding pay codes.OT (Overtime): Y prints when overtime hours are entered to calculate the rate of pay for thepay run.SH (Shift Differential): Prints the shift when shift differentials are used to calculate the rate ofpay.WE (Weekend Differential): Y prints when the weekend differential is used to calculate the rateof pay.© 2014 Computer Programs and Systems, Inc.


134<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>HO (Holiday Differential): Y prints when the holiday differential is used to calculate the rate ofpay.CB (Call Back): Y prints when call back is used to calculate the rate of pay.Rate: The dollar amount calculated for the line of detail.Extend: The gross pay for the line of detail. The calculated rate of pay multiplied by the numberof hours equals the rate of pay.The report totals all selected pay code hours, other pay code hours and gross pay amounts foreach employee and a grand total.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1355.22 Retro Pay Calculation ReportThe Retro Pay Calculation Report calculates the retro pay amounts for employees that have hadtheir pay changed.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Retro Pay Calculation Report.3. Select a print option.System prompts, “Enter Employee Number:"4. Enter the employee to calculate retro pay.System prompts, “Enter Pay Raise Begin Date and End Date:"5. The default Pay Raise Begin Date is the raise date loaded in the Employee Master,Employment Information Raise Date field. The default End Date is the previous pay period enddate.System prompts, “Include Mini Pay Runs?"6. Selecting this option will include Mini Pay Runs in the retro calculation. Leaving this option blankwill exclude Mini Pay Runs in the retro calculation.System prompts,“Include OT Information?”“Do Not Include OT:"“Include OT (Print Hrs Only):"“Include OT (Calculation by 1.5):"7. Selecting the Do Not Include OT Information prompt will not include either hours or extendedamount for overtime. If the Include OT (Print Hrs Only) prompt is selected, the hours associatedwith overtime will print to the report. If the Include OT (Calculation) by 1.5) is selected both thehours worked and the extended amount after being multiplied by 1.5 will print to the report.Description and UsageThe Retro Pay Calculation report works in conjunction with the <strong>CPSI</strong> Time and Attendance moduleto compute retro pay amounts on a printed report so these figures can then be entered via manualtime entry. The report will pull employee number, employee name, pay source, from and to dates,hours, raise amount, and the extended amount.© 2014 Computer Programs and Systems, Inc.


136<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Retro Pay Calculation ReportListed below is an explanation of each column.EMP Number: Employee Number.Name: Employee name loaded in the Employee Master, Demographics screen.Source: The pay detail is pulls from here. This will be from time sheets or mini pay runs.Date From: The pay raise begin date. The default date is the raise date loaded in the employeemaster, employment information, raise date field.Date To: The default date is the previous pay period end date.Hours: The number of hours worked during the specified date range.Raise Amount: Employee’s raise amount loaded in the Employee Master, employmentinformation, raise amount.Extended Amount: Amount is computed by multiplying the raise amount by the hours worked.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1375.23 Employer Contributions ReportThe Employer Contributions Report is used to track FICA-O, FICA-M and TSA contributions madeby employers.How to Print1. Select Print from the <strong>Payroll</strong> Main Menu.2. Select Employer Contributions Report.3. Select a print option.System prompts, “Pay Run Begin Date and End Date:"4. The dates default to the current pay period but may be over keyed with previous pay perioddates.System prompts, “Pay Run Number:"5. The system defaults to ALL. A payroll run number may be entered.6. Select Print.Description and UsageThe Employer Contributions Report requires a beginning and ending payroll date range. Thisallows the report to include single or multiple payrolls depending on the date range entered. Minipay runs may also be included. The report breaks by deduction code. It lists the employee's name,social security number, employee number, and the amount of employer's contribution. The reportincludes totals per deduction and a grand total page of all deductions listed on report.Deductions that pull to the report, with the exception of FICA-O and FICA-M, should be set up inthe Retirement Control Table and the Employer TSA Contribution.© 2014 Computer Programs and Systems, Inc.


138<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Employer Contributions ReportListed below is an explanation of each column.Last Name: Displays the employee last name loaded in the Employee Master, Demographicsscreen, last name field.First Name: Displays the employee first name loaded in the Employee Master, Demographicsscreen, first name field.Soc Sec Num: Displays the social security number loaded in the Employee Master,Demographics, Social Security field.Employee Number: Displays the employee number loaded in the Employee Master,Demographics screen.ER Cont. Amt.: Displays the dollar amount the employer is contributing to the employee's TaxShelter Annuity.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1395.24 Deduction Priority ExceptionsThe Deductions Priority report provides a list of deductions not taken for employees due toinsufficient earnings this pay period.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Deduction Priority Exceptions.3. Select a print option.System prompts, “Print Deduction Priority Exceptions Report"4. Select Print.Description and UsageThis report will be used to keep track of deductions not taken for employees in the event thefacility will require the employee to pay for a benefit such as insurance.Deduction Priority Exceptions ReportListed below is an explanation of each column.Number: The employee number.Name: Employee name loaded in the Employee Master, Demographics screen.Deduction: The 6-digit deduction code representing the deduction not taken.Amount: This is the amount for the given deduction withheld from the employee's wages.© 2014 Computer Programs and Systems, Inc.


140<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.25 Benefit Update Exceptions ReportThe Benefit Update Exceptions report provides a list of employees that did not accrue any benefittime.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Benefit Update Exception Report.3. Select a print option.4. Select Print.Description and UsageThis report can be used as a troubleshooting guide to pin point which employees did not accruebenefit time. This list can be used to research why an employee(s) did not accrue benefit time.Benefit Update Exceptions ReportListed below is an explanation of each column.Employee Name: Employee name loaded in the Employee Master, Demographics.Employee Number: The employee number.© 2014 Computer Programs and Systems, Inc.


Printed Reports 141Dept: The employee’s home department.Benefit Pay Code: The benefit pay code that did not accrue.Present Balance: The benefit balance on the Employee Master screen “G”.Present As of Date: The last as of date this employee had an accrual. This date is located onthe Employee Master Benefit screen.© 2014 Computer Programs and Systems, Inc.


142<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.26 FICA Exceptions ReportThe FICA Exceptions Report will assist payroll departments by showing if FICA amounts for aparticular pay period or quarter are correct, according to the taxable wage. This report should berun after the <strong>Payroll</strong> Register of the processing check list.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select FICA Exceptions Report.3. Select a print option.System prompts, “Pay Period Begin Date and Pay Period End Date:"4. Enter the dates of the pay period for which the report will run.System prompts, “Run Number:"5. Enter the pay run for which the report will run.6. Select Print to print the report. Select Exit to exit report without printing the report.Description and UsageThe first part of the report will print any employee whose FICA detail does not match the amountcalculated, when multiplying the taxable wages by the appropriate percentage loaded in theFederal Tax Table under FICA-O and FICA-M employee percentage.The second part of the report will pull any employee whose employer percentage does not matchthe amount calculated when multiplying the taxable wages by the appropriate percentage loadedin the Federal Tax Table under FICA-O and FICA-M employer percentage. The report will pull anyvariance, including rounding differences of $.01. It will be necessary for each site to determinewhat is an acceptable variance.This report should be run in addition to the Quarterly Earnings Report.© 2014 Computer Programs and Systems, Inc.


Printed Reports 143FICA Exceptions ReportListed below is an explanation of each column.Employee Name: Employee name loaded in the Employee Master, Demographics.EE Number (Employee Number): The employee number.PP Ending (Pay Period Ending): The ending date of the pay period for which the report isbeing run for.Taxable Wage: The amount of the employee’s wages that are taxable.Ded Code (Deduction Code): The deduction code used to reduce the employee's wages bythe taxable amount.FICA Amt: The amount of the FICA deduction.Withheld Amt: The amount being withheld from an employee’s salary.© 2014 Computer Programs and Systems, Inc.


144<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.27 Year to Date Benefit StatementsThe Year-To-Date Benefit Statements will provide the employee’s wages paid year-to-date, aswell as contributions made by the employer to any plan for the employee. The report will showthese two totaled.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Year-to-Date Benefit Statements.3. Select a print option.System prompts, “Pay Period Begin Date and Pay Period End Date:"4. Enter the dates of the pay period for which the report will run.System prompts, “Beginning Employee (“A”LL):"5. Enter an employee number the report will start with or A to print for all employees.System prompts, “Ending Employee (“A”LL):"6. Enter an employee number with which the report will end.7. Select Print to print the report. Select Exit to exit report without printing the report.Description and UsageThe Year-to-Date Benefits Statement Report will provide a print out per employee of a facilities’expense for benefits paid. These are benefits such as health insurance or dental and vision plans.© 2014 Computer Programs and Systems, Inc.


Printed Reports 145Year to Date Benefit StatementsListed below is an explanation of each column.Gross Salary: Employee’s Total Wages.Regular: Amount of gross pay for regular hours entered in Time Entry for the pay period enddate.Personal Day: Amount of pay for personal time hours entered in the Time Entry for the payperiod.Sick: Amount of pay for sick hours entered in the Time Entry for the pay period.PTO: Amount of pay for personal time off hours entered in the Time Entry for the pay period.NOTE: The deductions listed on the report will be the deductions for the individual employee.Total Health Center Benefit Costs: The total health care benefits paid by an employee.Total Value of Your Employment: The total amount of benefits earned by employee.© 2014 Computer Programs and Systems, Inc.


146<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.28 Benefit History ReportThe Benefit History report will show the history of the benefits the employees have used, takenand accrued. This report can go back to previous pay periods.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Benefit History Report.3. Select a print option.The system prompts, "Pay Run Begin and End Date" and the "Pay Run No"4. The current pay period and run number defaults to this field. The systems allows for this dateto be changed.The system prompts, "Begin Dept" and "End Dept"5. Enter the beginning department number and the ending department number. Enter ALL toselect all departmentsThe system prompts, "Begin EmpNo" and End "EmpNo"6. Enter the beginning employee number and enter ending employee number. Enter ALL to selectall employees.7. Select Print.Description and UsageThis report can be used to go back to previous pay periods and review employee's benefit history.© 2014 Computer Programs and Systems, Inc.


Printed Reports 147Benefit History ReportListed below is an explanation of each column.Date/Run: The pay period date and run number that was entered when printing this report.Department: Employee Master, Department field.Employee Name: Employee Master, Demographics, Whole Name field.Number/FT-PT: Employee Number. Listed to the right of the employee number is the Full-time/Part-time switch, <strong>Payroll</strong> Jobs & Rates screen, Employee Type Code.Pay Cd: The pay code in field 1 of the Limit Code Table will pull to this column. This column willlist each employee's beginning balance, the hours used in the pay run, the hours accrued in thepay run, and the ending balance for this limit pay code. The benefit information may be found inoption Employee Master, Benefits screen, Benefit Pay Code fields.Pay Cd: The pay code in field 2 of the Limit Code Table will pull to this column. This column willlist each employee's beginning balance, the hours used in the pay run, the hours accrued in thepay run, and the ending balance for this limit pay code. The benefit information may be found inoption Employee Master, Benefits screen, Benefit Pay Code fields., the hours used in the payrun, the hours accrued in the pay run, and the ending balance for this limit pay code. The benefitinformation may be found in option Employee Master, Benefits screen, Benefit Pay Code fields.Pay Cd: The pay code in field 3 of the Limit Code Table will pull to this column.Beg Balance: This column will list each employee's beginning balance for the pay period thereport is selected.Used: This column will list each employee's used hours for the pay period the report is selected.Alloc: This column will list each employee's hours accrued for the pay period the report isselected.New Balance:This column will list each employee's ending balance for the pay period the reportis selected.© 2014 Computer Programs and Systems, Inc.


148<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Department Totals: At the end of each department, the system will give a summary of thebenefit codes for the entire department.At the end of the report, the system will give a Grand Total of all benefit codes for the entirefacility.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1495.29 Emergency Contact Info ReportThe Emergency Contact Info Report will provide emergency contact information that is listed in theemployee master screen A page 2. The report can be run by employee, department or allemployees.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Emergency Contact Info Report.3. Select a print option.System prompts, “Print all current:"4. Selecting this option will print current employees only. Leaving this option unmarked will includecurrent and terminated employees.System prompts, “Select departments:"5. Entering a department in these fields will pull only employees in the department selected.System prompts, “One employee:"6. This will allow for a specific employee to pull to the report.System prompts, “Page break by employee:"7. Selecting this option will print one page per employee.8. Select Print to print the report. Select Cancel to exit report without printing the report.Description and UsageThe Emergency Contact Info Report will provide emergency contact information that is listed in theemployee master screen A page 2. The report can be run by employee, department or allemployees.© 2014 Computer Programs and Systems, Inc.


150<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Emergency Contact InformationListed below is an explanation of each column.Emergency Contact Name: The emergency contact name of the employee.Address: The address of the emergency contact.City: The city of the emergency contact.State: The state of the emergency contact.Zip: The zip code of the emergency contact.Home Phone: The home telephone number of the emergency contact.Work Phone: The work telephone number of the emergency contact.Cell Phone: The cell phone number of the emergency contact.Relation: The relationship of the emergency contact to the employee.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1515.30 Benefits Edit ListThe Benefits Edit List is used to generate the Benefit Allocation Plan and accrue benefits foreligible employees.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Benefits Edit List.4. Select a print option.System prompts, "Update Run". To run this report as an "edit", DO NOT select this option.Select Update to run as an update. Selecting Update will update the accrual balances in theEmployee Master option G.The program defaults to the settings in option 1 Deduction Settings/Changes, on the Checklistfor Pay Run.System prompts, "Additional Hours This Pay Period” and "To Pay Code"System prompts, "Number of Holidays in Pay Period" and "To Pay Code"5. Select Print. Once the file build is complete, the report will appear on the screen.NOTE: When printing this report on a payroll run 1, immediately after the Benefit Edit report hascompleted printing an exceptions report will print. The exceptions list will contain all employeeswho either have time worked, but did not allocate time for a particular benefit code or employeesthat have a benefit code in which the "As of Date" is equal to or greater than the current payperiod date.© 2014 Computer Programs and Systems, Inc.


152<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Description and UsageThe Benefits Edit List reflects the accrual of employee benefits. It should first be run as an Edit forverification. The report is then printed again to update the accrual balances on all employeeseligible for benefits.Benefits Edit ListListed below is an explanation of each column.Date/Run: The pay period date and run number that was entered when printing this report.Department: Employee Master, Department field.Employee Name: Employee Master, Demographics, Whole Name field.EmpNo: Employee number followed by employee type from the Employee Master, <strong>Payroll</strong> Jobs& Rates screen, page 1, Employee Type Code field.Hire: Hire Date. Employee Master, Employment Information screen, Hire Date or field EffectiveHire Date. The date shown is determined by Employee date used for calculations field in theBenefit Control Table, Option Control Settings, Option Benefit Control.BenCd: Benefit Code, Employee Master, Benefits screen, Benefit Code.© 2014 Computer Programs and Systems, Inc.


Printed Reports 153Benefit Desc: Name of Benefit type, Employee Master, Benefits screen, fields Benefit PayCode 1 - 8B-Bal: Benefit Balance, Employee Master, Benefits screen, fields Benefit Pay Code 1 - 8.Used+Roll: The number of hours used by employee in this pay period or the number of hourswhich are rolling out of the benefit code in this pay period.Alloc+Roll: The number of hours added to the benefit code in this pay period or number ofhours which are rolling to the benefit code in this pay period.N-Bal: The number of hours for the new benefit balance.Cap/Roll: "Y" is a yearly cap or "L" is a lifetime cap on the benefit balance. "O" under the rollcolumn is the amount of hours rolling out of the benefit balance or "I" is the amount of hoursrolling into the benefit balance.Department Totals: At the end of each department, the system will give a summary of thebenefit codes for the entire department.Grand Totals: At the end of the report, the system will give a Grand Total of all benefit codesfor the entire facility.Code Legend:*: Probationary Limit Code.#: End of Probationary Period.© 2014 Computer Programs and Systems, Inc.


154<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.31 AR Deductions Edit ListThe AR Deductions Edit List is used to track and verify deductions applied to the employees'Accounts Receivable patient accounts.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select AR Deductions Edit List.4. Select a print option.System prompts, "Edit/Update Run (E/U):"5. Select Edit for an edit run, and after verification, select Update for all update run.System prompts, "Is This A Restart?" If selected system prompts "Enter Beginning Employee#."6. This prompt should be selected in the instance of a printer problem such as a paper or ribbonjam.System prompts, "A/R Date:"7. This defaults to the current system date. The system will not accept a date that has beenclosed in the Accounts Receivable application.System prompts, "Print Employees w/0 Balances? Y/N:"8. Selecting this option will allow all employees with a 0 balance to print.Description and UsageThe AR Deduction Edit List will list all employees who have a payroll deduction taken from theirpaycheck and applied to their account(s) in Accounts Receivable. The report should first be runas an edit to verify that the system is taking the correct amount from the paychecks to apply tothe Accounts Receivable patient accounts. Necessary changes should be made prior to runningthis report as an update.When this report is run as an update, the system will create charges in Accounts Receivable thatwill reduce the employees' accounts by the amounts deducted from the paychecks. Thesecharges will need to be reviewed and posted to affect the AR accounts. To review and post thesetransactions select AR from the <strong>CPSI</strong> Server Menu, select option- Master Selection, selectoption- Patient Charging, and select option- Review. Once the transactions have been reviewed,Zero Out of option- Review and select option- Posting. Type “YES” and all charges will be postedto the AR accounts. There should no longer be charges listed in option- Review.© 2014 Computer Programs and Systems, Inc.


Printed Reports 155AR Deduction Edit ListListed below is an explanation of each column.Pay Period: Current pay period. <strong>Payroll</strong> checklist, Pay Period Begin and Pay Period End Date.AR Date: Accounts Receivable date for the charges created when this report is run as anupdate. This date will default to the date loaded in the Check Date field from option theDeduction Settings/Changes from the <strong>Payroll</strong> Checklist. The date may be over-keyed whenrunning the report.EMP No: Employee Number.Name: Employee Master, Demographics screen, Whole Name field .A/R #: Employee's Account Receivable patient account number. An employee may have up tothree accounts loaded in Deductions & Taxes screen, page 2, Account # field The employeewill print on the report once for each Accounts Receivable patient account listed.Acct Bal: Account balance from Accounts Receivable.Limit Bal: The total deductions that should be applied to the employee's account.Standard: Employee Master, Deductions & Taxes screen, page 3. Standard amount thatshould be taken out each pay run from the employee's wages and applied to the AR account.Actual: The actual amount withheld from the employee’s pay that pay period.New Bal: The balance once the deduction has been taken for the pay period.Ded Bal: The amount of the entire balance if taken that pay period.Errors: There are two errors that may be displayed when AR deductions are created.First, If a check has been printed, system will prompt "Check Printed-No Update”. The ARaccount will not be affected and the amount will not be taken.Second, If the deduction will cause a negative net earnings on the check, the system willprompt "Net Earnings: Insufficient". The Accounts Receivable patient account will not beaffected and the amount will not be withheld from the paycheck.© 2014 Computer Programs and Systems, Inc.


156<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.32 Labor & GL DistributionThe Labor & GL Distribution report lists hours and dollars by General Ledger number expensedduring the hospital's payroll run.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Labor & GL Distribution.4. Select a print option.System prompts, "Print Check Register? Yes/No:"5. Selecting Yes will allow the check register to be printed.System prompts, "Update Check Reconciliation file?"6. Selecting this options allows the check reconciliation file to be updated with the check numbersfrom this pay run. Leaving this option blank stops the update.System prompts, "Create GL Transactions for above dates?"7. The dates default to the settings in Deduction Settings/Changes on the Pay Run Checklist.Selecting this options will allow for General Ledger transactions to be created for the currentpay run. Leaving this option blank will allow an edit of the report to be reviewed for verificationand no General Ledger transactions will be created at that time.NOTE: This prompt should be answered only once within the pay run. Answering this promptmore than once within the pay run will cause multiple General Ledger transactions created andmust be corrected manually.System prompts, "Number of days to Accrue:"8. The number of days to accrue for this pay period is also displayed. To change the number ofdays to accrue, enter a ? in this field.9. Select Print or Cancel.© 2014 Computer Programs and Systems, Inc.


Printed Reports 157Description and UsageThis report will produce several types of information relating to the allocation of payroll expenses.The first listing will be for each employee deduction. This will only print for deductions that have"Print Detail?" answered Y in the Deduction Codes table.The next listing will list by General Ledger Account number the Gross Pay by Employee and thetotal dollars and hours expensed to that GL number.Other listings include the Check Register, a recap of all gross pay and deduction totals, and a listof General Ledger accounts affected by the employer's tax contributions/liabilities.General Ledger transactions may also be created while running this report. These transactionsshould only be created once for each pay run.Labor & GL DistributionListed below is an explanation of each column.Pay Period: Current Pay Period. <strong>Payroll</strong> checklist.Run Number: The number of the payroll being run.Type: Description of what is printing on each page and the General Ledger account (numberand name) that will be affected by the amounts on the report. Depending on the Type beingreported on each part of the report, the remaining columns will vary.If the Type is a Deduction, the following columns listed are the following:o Num.: Employee number.o Name: Employee Master, Employee Demographics screen, Whole name field.o Amount: Amount deducted from the employee's paycheck.If the Type is Gross, the General Ledger number that will be affected will print in the headerand the columns will be as follows:o Num.: Employee Number.o Name: Employee Master, Employee Demographics ,Whole name field.o Amount: Total wages expensed to the above General Ledger number.o Hours: Total hours worked under the above General Ledger number.If the Type is Net, a check register will print with the following columns:o Num.: Employee Number.o Name: Employee Master, Employee Demographics screen, Whole name field.© 2014 Computer Programs and Systems, Inc.


158<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>o Amount: Net Pay check amount.o Check Number: Number of the check printed for the employee's wages.o Date: Check Date.If the Type is Totals, a recap of General Ledger numbers affect will print.o Num.: General Ledger number.o Name: Type of entry affecting the General Ledger account.o Amount: Total amount affecting the General Ledger account.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1595.33 GL Edit List (<strong>Payroll</strong> Main Menu)The GL Edit List transfers the payroll entries created from the Labor & GL Distribution report fromtemporary file to permanent file in the General Ledger system.How to Print1. Select GL Edit List from the <strong>Payroll</strong> Main Menu or from the Page 2 of the Print Reports.2. Select a print option.System prompts, "Transaction Number Sequence, Account Number Sequence or Cost CenterSequence"3. The edit list must be printed in Transaction Sequence to move the General Ledger entries topermanent file.System prompts, "Do You Want Totals by Account?:"4. If this option is selected, an Account Recap will print at the end of the report showing the totalaffect on the General Ledger account.If the entries balance, the system prompts, "Do You Want to Move This Batch to PermanentFiles?:"NOTE: If the batch is out-of-balance, the system will not allow the batch to be moved topermanent file.Description and UsageThe GL Edit List is used to move General Ledger activity to permanent file after it has beencreated by the Labor & GL Distribution report.© 2014 Computer Programs and Systems, Inc.


160<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>GL Edit ListListed below is an explanation of each column.Batch: Batch number of these transactions. This is used as an audit trail.Sequence: Sequence number of each transaction. This is used as an audit trail.Account Number: General Ledger number to be affected.AHA Number: AHA number of the General Ledger number to be affected.Transaction Date: Date the transaction will affect General Ledger.Journal Date: This should be “PR” for <strong>Payroll</strong> entries.Amount: Amount of the transaction.Sub-ledger: Information will not pull to this column when printing this report.© 2014 Computer Programs and Systems, Inc.


Printed Reports 161Reference: Information will not pull to this column when printing this report.Memo: Reference for this transaction. This will default to the pay period dates if entries werecreated in <strong>Payroll</strong>. If the run number is greater than 1, then the run number will also print in thememo line.GL Account Description: Description of the General Ledger account.Recap: A Recap will print at the end of this report. It will list the following:Journal: This should be “PR” for <strong>Payroll</strong> entries.YRM: This is the year and month the entries were created for.Count: The number of entries created for the specific year and month.Debit: Total dollar amount of the debit entries.Credit: Total dollar amount of the credit entries.Total: Total Count, Debits, and Credits.© 2014 Computer Programs and Systems, Inc.


162<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.34 Additional Amount Edit ListThe Additional Amount Edit List provides a way to automatically upload supplemental amountsinto the time entry screen therefore increasing an employee's gross earnings.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Additional Amount Edit List.4. Select a print option.5. Select Run Additional Amt Edit List.System prompts, “Pay Run Begin Date:" and “End Date:"6. The system defaults to the current pay period dates. These dates may be over-keyed.System prompts, “Pay Run Number:"7. The system defaults to the current Run number.System prompts, “Exit Edit or Update:"8. Select Exit to exit the report without printing. Select an Edit to run the report as preview forreviewing the information prior to updating the system. Select Update to run the report andupdate the system with information.System prompts, “Are You Sure? (Y/N) :"9. Enter Y if ready to print the report. Enter N to be able to select the pay dates option again.Description and UsageThis report is designed for pay detail separate from that earned through hours worked. It is idealfor reporting service credits or LTD surplus amounts that an employee may receive every payperiod. There are 5 fields on page 2 of the Special Pay Code Table in which the pay codescorresponding to the amounts will need to be loaded. After entering the pay codes the amount perpay period will need to be loaded in the 1st five fields of Jobs, Pay Rates, Differentials in theemployee Master. During the payroll process, the Additional Amount Edit List can be run to uploadthe amount directly into the time entry screen by selecting “U”pdate when printing this report. Thereport can be reviewed as an edit before selecting to update.© 2014 Computer Programs and Systems, Inc.


Printed Reports 163Additional Amount Edit ListListed below is an explanation of each column.Employee Name and Number: Employee number. The employee name that pulls from theEmployee Master, Demographics.AMT 1 (Amount 1): The amount, if any, loaded in the first amount field of the Employee Master,Jobs, Pay Rates, Differentials.AMT 2 (Amount 2): The amount, if any, loaded in the second amount field of the EmployeeMaster, Jobs, Pay Rates, Differentials.AMT 3 (Amount 3): The amount, if any, loaded in the third amount field of the EmployeeMaster, Jobs, Pay Rates, Differentials.AMT 4 (Amount 4): The amount, if any, loaded in the fourth amount field of the EmployeeMaster, Pay Rates, Differentials.AMT 5 (Amount 5): The amount, if any, loaded in the fifth amount field of the Employee Master,Jobs, Pay Rates, Differentials.NOTE: The pay code that corresponds to the amount field will pull next to the column label.© 2014 Computer Programs and Systems, Inc.


164<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.35 Miscelllaneous Charge Edit ListThe Miscellaneous Charge Edit List provides a list and file for one time deductions for meals or giftshop purchases.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Miscellaneous Charge Edit List.3. Select a print option.System prompts, "1- <strong>Payroll</strong> Charge Upload 2-Delete Charge Deductions Amounts"4. Select <strong>Payroll</strong> Charge UploadThe system displays the current pay period and run number.5. Select Edit.6. Select Update.7. Select Delete.8. Select Print.Description and UsageThis report is a tool to keep up with charges in the cafeteria and/or gift shop. The system keeps arecord of all charges and allows the file to interface during the pay run for a one time deductionfrom the employee’s check.© 2014 Computer Programs and Systems, Inc.


Printed Reports 165Miscellaneous Charge Edit ReportListed below is an explanation of each column.Number: The employee number.Name: Employee name loaded in the Employee Master, Demographics screen.DedCd (Deduction Code): This is the 6-character deduction code.Date: Date of the transaction.Time: Time of the transaction.Amount: Amount of the transaction.Remarks: Not used at this time.© 2014 Computer Programs and Systems, Inc.


166<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.36 Pay Rate Change ReportThe Pay Rate Change Report allows a percentage increase to be made for pay rates.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Pay Rate Change Report.3. Select a print option.System prompts, “% Rate Increase"4. Enter the rate of change for the pay rates.System prompts, “Edit/Update Run"5. Run as an Edit to review the changes that will take place. Run as an Update to actually makethe pay rates increase.System prompts, “Print Salaried Employees:"6. Entering a Y will include salaried employees. N will exclude the salaried employees.System prompts, “Starting Employee No. and Ending Employee No:"7. Enter the range of employee numbers to be affected by the pay rate increase, or press Returnto include all employees.System prompts, “Print for Department No:"8. Enter the home department number of the employees to be affected by the pay rate increase,or press Return to include all departments.System prompts, “Print for Job Code:"9. Enter the job code of the employees to be affected by the pay rate increase, or select Return toinclude all job codes.System prompts, "Places to the right of the decimal:"10.Select the number of places to the right that the decimal should appear.11.Select Print.© 2014 Computer Programs and Systems, Inc.


Printed Reports 167Description and UsageThe Pay Rate Change Report allows employee pay rates to be increased all at one time, insteadof having to make the changes individually. This option can be performed as an Edit or Update.Salaried employees can be included or excluded from the increase. The ability is based uponemployee number range, home department and/or job code. Any combination of theseparameters can be used.Pay Rate Change ReportListed below is an explanation of each column.EMP#: Employee Number.Employee Name: Employee Master, Employee Demographics screen, Employee Name field.Current Rate: Employee Master, <strong>Payroll</strong> Jobs & Rates, Hourly Rate field.New Rate: The new pay rate calculated, based on the percentage of increase keyed in.© 2014 Computer Programs and Systems, Inc.


168<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.37 Differentials Changes by GroupThe Differentials Change Report enables wide-spread changes to the various differential payamounts for employees.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Differentials Changes by Group.4. Select a print option.System prompts, “Edit/Update (E/U):"5. The report may be run as an edit by entering an E or as an update by entering in an U.System prompts, “Department #:"6. Enter a department number or Return to run for all departments.System prompts, “Job Code:"7. Enter a Job Code or Return to run for all Job Codes.System prompts, "Starting Emp # and Ending Emp #:"8. Enter the beginning and ending employee numbers the report should run for or Return to runthe report for all employees.System prompts, "Default Job Codes Only:"9. Select this option.System prompts: " Method: Percentage or Dollar:"10.Select the option to check either the percentage method or the dollar method.System prompts, "Shift:"11.Enter the percentage or dollar amount that shift differentials need to be increased or enterthrough for no change.System prompts, "Weekend:"12.Enter the percentage or dollar amount that weekend differentials need to be increased or enterthrough for no change.System prompts, "Holiday:"13.Enter the percentage or dollar amount that holiday differentials need to be increased or enter© 2014 Computer Programs and Systems, Inc.


Printed Reports 169through for no change.14.Select Print.Description and UsageThe Differentials Change Report is used to update the employee shift, weekend and holidaydifferentials for employees. This can be done by specific categories such as department, job code,or range of employees. This can be updated as a percentage or dollar amount.Differentials Change ReportListed below is an explanation of each column.Emp #: Displays the employee number from the Employee Master, Demographics.Employee Name: Displays the employee name loaded in the Employee Master, Demographics.Shift: Dollar amount or percent of change will be displayed.Weekend: Dollar amount or percent of change will be displayed.Holiday: Dollar amount or percent of change will be displayed.Job Code: Shows the job cods associated with the changed differential.Current: Reflects the current differential.New: Reflects the new differential that will be in the employees' masters after running this reportas an update.NOTE: If <strong>Payroll</strong> Control, Miscellaneous, Shift Differential as Percentage of Base field is selectedthis report may not be utilized.© 2014 Computer Programs and Systems, Inc.


170<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.38 Differential Changes by Amount$1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Differential Changes by Amount$.4. Select a print option.Figure 5.3 Global Differential ChangeThis option allows changes to differentials to be made without having to access each EmployeeMaster. To make changes, first the old differential will need to be loaded along with the newdesired differential amount. This option should be run as an Edit first. Once the changes havebeen verified then this option can be run as an Update.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1715.39 Standard Deduction Maintenance1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Standard Deduction Maintenance.4. Select a print option.Figure 5.4 Std Deduction MaintenanceThis feature allows deduction amounts with the same value to be changed to a new value. Theprogram changes all deduction amounts that are the same as the selected current value to thenew value entered. This feature may also be used to clear out a deduction.NOTE: Once Start is selected, the deduction will be changed to the new value.© 2014 Computer Programs and Systems, Inc.


172<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.40 Employee Master ChangesThe Employee Master Changes report lists all changes made to an employee's master files.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Employee Master Changes.System prompts, “Change From and Thru Dates:"4. Enter date range for changes made to the employee master files or type ALL to list all changes.Changes previously purged from the Employee Master Changes will not pull to the report.System prompts, “Do You Wish to Purge Changes?"5. Selecting this option will purge changes from the Employee Master Changes report for thespecified date range.System prompts, "Enter Password:"6. The daily password must be entered to purge changes from the Employee Master Changesreport for the specified date range.System prompts, “Purge From and Thru Dates.”7. Enter the date range of information to be purged or type ALL to purge all changes.Description and UsageThe Employee Master Changes report lists the previous and current information loaded in theemployee's master file, the initials of the employee who made the changes, and the date. Newemployee's information also pulls to the report. This report is designed to track all changes madeto an employee's master files.© 2014 Computer Programs and Systems, Inc.


Printed Reports 173Employee Master ChangesListed below is an explanation of each column.Emp#: Employee Number.Emp Name: Name of the employee with new information in the Employee Master.Dt Chngd: The date information was changed in the employee files.Pg/Fld: The page and field number of the new information.Description: Description of the preceding field in the Employee Master.Orig info: Information loaded in the field prior to the change.New info: Information currently loaded in the field.Init: Initials loaded in Employee Demographics, Initials field of the employee signed on to<strong>Payroll</strong> when the changes were made.© 2014 Computer Programs and Systems, Inc.


174<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.41 Control Settings ChangesThe Control Settings Changes reports provides a list of changes that have been made to controlsetting in <strong>Payroll</strong>.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Control Settings Changes.4. Select a print option.System prompts, “Begin Date (Blank for all):" and End Date (Blank for all):"5. Enter the date range for which the report will be run.System prompts, “Do you wish to purge changes?”6. If this option is answered Yes, the system will prompt for a password. If this option is answeredNo, the report will print and the changes made will be retained.Description and UsageThe Time Entry Changes report will provide a list of changes to employees time entry screen.© 2014 Computer Programs and Systems, Inc.


Printed Reports 175Control Settings ChangesListed below is an explanation of each column.Date: The date the field was accessed.Init (Initials): The initials of the employee accessing the payroll control table and making anadjustment.Sec (Section): The letter and the page of the payroll control table accessed.Fld (Field): The field in the payroll control table accessed.Description: The description of the field accessed and adjusted.Old Value: The information in the field accessed prior to a change being made.New Value: The new information entered in the field.© 2014 Computer Programs and Systems, Inc.


176<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.42 Time Entry ChangesThe <strong>Payroll</strong> Time Entry Changes report show changes made to the employee time entry screen.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.1. Select Page2.2. Select Time Entry Changes.3. Select a print optionSystem prompts, “Begin Date (Blank for all)”: and "End Date (Blank for all):"4. Enter the date range for which the report will be run.System prompts, “Do you wish to purge changes?”5. If this option is answered Yes, the system will prompt for a password. If this option is answeredNo, the report will print and the changes made will be retained.© 2014 Computer Programs and Systems, Inc.


Printed Reports 177Description and UsageThe Control Settings Changes report will provide a list of changes to the <strong>Payroll</strong> Control Tables.Time Entry ChangesListed below is an explanation of each column.Emp #: This is the employee number.Emp Name: This is the employee’s name, first, middle initial and last name taken from theemployee master screen.Dt Chngd: This is the date the time entry information was changed.PP Date (Pay Period Date): This is the pay period end date for the entries that were changed.Old/New: This column shows the new date entered, and the old date that was replaced.PayCd (Pay Code): This is the pay code that was changed.St (State Code): The state code for the earnings in order for the state taxes to be calculated.JobCd (Job Code): The job code for the line of detail.GL# (General Ledger Number): This is the General Ledger number for the lines of detail for© 2014 Computer Programs and Systems, Inc.


178<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>the old line and the new line of detail.Hours: This is the number of hours for the line of detail that was changed.OT (Overtime): This is to show if the overtime switch was manipulated in the time entry for theline of detail.SH (Shift): This is to show if the Shift switch was manipulated in the time entry for the line ofdetail.WE (Weekend): This is to show if the Weekend switch was manipulated in the time entry for theline of detail.HO (Holiday): This is to show if the Holiday switch was manipulated in the time entry for the lineof detail.CB (Call Back): This is to show if the Call Back switch was manipulated in the time entry for theline of detail.Rate: This is to show if the rate was manipulated in the time entry for the line of detail.ExtAmt (Extended Amount): This is to show if the extended amount was manipulated in thetime entry for the line of detail.Init (Initial): This is to show the initials of the person making the corrections in the time entryscreen.5.43 <strong>Payroll</strong> InterfaceThis section is Customized <strong>User</strong> Defined Reports.5.44 <strong>Payroll</strong> DownloadThis section is Customized <strong>User</strong> Defined Reports.5.45 <strong>Payroll</strong> UploadThis section is Customized <strong>User</strong> Defined Reports.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1795.46 Pay Checks / StubsEmployee’s payroll checks or direct deposit stubs may be printed by using this option.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Pay Checks & Stubs.4. Select Print <strong>Payroll</strong> Checks when printing actual checks for employees.5. Select Print Direct Deposit Stubs when using the Direct Deposit option.6. Select a print option.System prompts, "Check Date:"7. This defaults to the check date loaded in Deduction Settings/Changes. This date may be overkeyedif necessary.System prompts, "Beginning Check Number:"8. Enter the number of the first check to be printed.System prompts, “AutoSignature Passwords:"9. This prompt will appear if the Secure Signature feature is being used. This feature is apurchased application. It allows a signature to be printed onto a laser-printed check, using preprintedchecks or blank checks. Enter in the appropriate passwords if utilizing this feature.System prompts, "Is This A Restart? Y/N:"10.If this option is selected, system prompts "Enter Starting Employee Number”.11.The system prints the first line of the check run. If the printer is not lined up correctly, adjustprinter and select N Next Line. Continue to do this until the print is lined up correctly. Thenselect Continue.Description and UsageThis option may be chosen to print paychecks or direct deposit stubs for each pay run. Checksmay also be printed from the Checklist for Pay Run Direct Deposit Stubs may also be printed fromthe Checklist for Pay Run. A check-writing file must be built before either of these options may bechosen.© 2014 Computer Programs and Systems, Inc.


180<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Pay Checks/Stubs – Laser Printed Checks© 2014 Computer Programs and Systems, Inc.


Printed Reports 1815.47 Employee Address LabelsThe Employee Address Labels may be printed for specific pay period dates.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Employee Address Labels.4. Select a print option.System prompts, "Pay-Period Begin Date and Pay-Period End Date."5. Enter the dates for the current pay period if needed. If no dates are desired, enter through thefields.System prompts, "Do You want Labels Printed for Terminated Employees?"6. Select this option to print labels for terminated employees.System prompts, "Print Employee Numbers? Y/N:"7. Select this option if the employee numbers are needed on the labels.System prompts, "Print by Dept Sequence?:8. Select this option to print in department order.9. Select Print.Description and UsageThe Employee Address Labels will print labels to be used at the discretion of the payrolldepartment. The labels may be printed with or without the employee numbers and the current payperiod dates. The labels are 2 ½ X 15/16.© 2014 Computer Programs and Systems, Inc.


182<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Employee Address LabelsListed below is an explanation of each column.Employee Name: Employee Master, Demographics screen, Whole name field.Employee Address: Employee Master, Demographics screen, Address field.Employee City, State and Zip: Employee Master, Demographics screen, Employee City Stateand Zip Code field.Employee Number: Employee Number (If requested during printer prompts).Current Begin and End Date: <strong>Payroll</strong> Checklist, Pay Period Begin and End Date field. (Ifrequested during printer prompts).Full-Time/Part-Time: Employee Master, <strong>Payroll</strong> Jobs & Rates, Employee Type Code field.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1835.48 Employee Punch Card LablesEmployee Punch Card Labels are used to label the employee’s time card used when tracking timefor a specific pay period.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Employee Punch Card Labels.4. Select a print option.System prompts. "Do You Wish To Print All Departments?"5. Select this option to print for all departments.System prompts, "Enter Up To 5 Department Codes."6. If it is not desired to print all departments, up to five department numbers may be entered at thistime.System prompts, “Do You want Labels Printed for Terminated Employees:"7. Select this option to print labels for terminated employees.System prompts, "Enter Pay Period Begin Date and Enter Pay Period End Date."8. Enter the pay period begin and end dates that the punch cards needs to be printed for.Description and UsageThe Employee Punch Card Labels are used to label time clock punch cards.© 2014 Computer Programs and Systems, Inc.


184<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Employee Punch Card LabelsListed below is an explanation of each column.Emp#: Employee Number, Employee Type Code field.Badge#: Employee Master, Employment information, Badge Number field.Employee Name: Employee Master, Demographics screen, Whole Name field.Department: Employee Master, Departments screen, Department field.Pay Period Dates: Dates entered during system prompts.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1855.49 Quarterly Report & File BuildThis option is chosen to build a file for a specified date range and print Quarterly Reports from thepay periods within these dates.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Quarterly Report & File Build.4. Select a print option.Once a print option has been selected a Report Selection Menu will appear:Report Selection Quarterly Earnings Report will provide a printed copy of the QuarterlyEarnings Report.Report Selection Quarterly Earning to Diskette will allow the ability to provide the QuarterlyEarnings Report information on diskette if needed.Report Selection State Supporting Attachment (941’s) will allow the ability to print the StateSupporting Attachment information (941’s) if needed.The following prompts are for the selection of option Quarterly Earnings Report.System prompts, "Which Quarter?:"If 1 through 4 is entered, the dates for the corresponding quarter will appear in the date fields.These dates are loaded in the Year and Quarter Dates Table.If 5-Current Pay Period is entered, the dates from the Deduction Settings/Changes option willappear in the date fields.If 9-Other Dates is entered, the system will prompt for the requested dates.System prompts, "Year Begin:"5. This field defaults to the Year and Quarter Dates Table. If incorrect, the date may be overkeyed.System prompts, "Employee FICA-OASDI Max," "Employer FICA-OASDI Max" and "EmployerFUTA Max:"6. These amounts will default to the Federal Tax Table settings.System prompts, "State Code:"7. Any state code may be entered, but this prompt will default to the state loaded in the <strong>Payroll</strong>Control Miscellaneous Table.© 2014 Computer Programs and Systems, Inc.


186<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>System prompts, “Exclude TSA from Gross Earnings?”, “Exclude CAFÉ from Gross Earnings?”and “Exclude TDA from Gross Earnings?”NOTE: These questions will be prompted only if the deductions are setup with the deductionname of TSA and CAFÉ or if the compute method codes are loaded in the deduction setup.System prompts, "Print report in 10 CPI?"8. Selecting this option will print the report in CPI.System prompts, "Employer Account Number."9. Selecting this option will print the Employer Account Number.10.Select Print.Description and UsageThe Quarterly Earnings Report is used to report employee earnings for a specific date range. Thisreport lists employer tax information and should be submitted with the quarterly payroll tax returns.Quarterly Earnings Report© 2014 Computer Programs and Systems, Inc.


Printed Reports 187Quarterly Earnings Report (Employer Info)Listed below is an explanation of each column.Social Security Number: Employee Master, Demographics screen, Social Security Number field.Employee Number: Employee Number.Name: Employee Master, Demographics screen, Whole Name field.Quarterly Earnings: Federal wages for the selected time period.FICA Taxable: Upper amount is the FICA-OASDI taxable wages for the selected time period.Lower amount is the FICA-Medicare taxable wages for the selected time period.SUI Taxable: SUI taxable wages (if applicable) for the selected time period.Over ST Limit: Wages in the selected time period that exceed the SUI Maximum for the payrollyear.State: State entered during Time Entry.FUTA Taxable: FUTA taxable wages for the selected time period.© 2014 Computer Programs and Systems, Inc.


188<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Over FUTA: Wages in the selected time period that exceed the FUTA Maximum for the payrollyear.Taxable: Total taxable wages for the selected time period for each applicable tax.Percent: Percent of each tax loaded in the Control Settings.Employer: Employer portion of applicable taxes.Employee: Employee portion of applicable taxes withheld from the employees' wages.Total: Employer portion plus employee portion of applicable taxes.Fedtax+FICA: Total amount of Federal Income Tax and FICA Taxes payable.GL Number: General Ledger account entered during Time Entry.Gross Amount: Total wages expensed to each General Ledger account during Time Entry.EMPR-OASDI Expense: Calculated employer expense of FICA-OASDI for the pay periodwages.EMPR-MCARE Expense: Calculated employer expense of FICA-Medicare for the pay periodwages.FUTA Expense: Calculated employer expense of FUTA for the pay period wages.SUI Expense: Calculated employer expense of SUI for the pay period wages (if applicable).© 2014 Computer Programs and Systems, Inc.


Printed Reports 1895.50 W2sThe Errors Report may be printed prior to printing the W2 forms to list employees with a negativeamount pulling to any W2 locator.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select W2s.4. Select a print option.5. Select Print Employees with Errors? Enter Y to print the Errors Report prior to printing on theactual W2 forms.System prompts, "<strong>Payroll</strong> Year Begin Date" and “Last Pay Period End Date.”6. The system will default to the year begin dates loaded in the Control Table, Year & QuarterDates Last Year Begin Date field. If the dates that are incorrect they can be over keyed.7. Select Print.When the W2's Errors Report completes, the system prompts "Do you want to print W2s?"8. Enter N to print the Errors Report only and return to the <strong>Payroll</strong> Main Menu. Enter Y to continuewith the W2 run.Description and UsageThe W2s Errors Report should be printed prior to printing W2s to find errors that may print on theform if not corrected. All errors should be corrected prior to the printing of W2s. After errors havebeen corrected, the report should be printed again and should print with the message “No ErrorsFound”© 2014 Computer Programs and Systems, Inc.


190<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>W2 Errors ReportListed below is an explanation of each column.Number: Employee Number.Name: Employee Name, Demographics screen.Error: This is the error found on the employee. Below is a list of possible errors the system willdetect:** Negative Federal Earnings **** Negative FICA Earnings **** Negative FICA Tax **** Negative Federal Tax **** Negative Life Insurance **** Negative Dependent Care Benefits**** Negative Earned Income Credit **** Negative Non-Qualified SEC457 **** Negative Non-Section SEC457 **** Negative Fringe Benefits **** Negative Deferred Compensation **W2 information is sent separately along with special instructions.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1915.51 Administrative ReportsThe Administrative reports are used by the CFO and Accounting dept to analyze money spent onsalary as well as benefits such as ETO.5.52 Administrative <strong>Payroll</strong> ReportThe Administrative <strong>Payroll</strong> report is a listing of specific pay code hours by the department thehours were worked in and the total amounts for each department.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Administrative Report.System prompts, “Beginning Pay Run Date and Ending Pay Run Date:"4. The specified date range may include more than one pay period.5. Seven pay codes, including overtime hours, may be chosen. Up to 40 pay codes may beomitted from the report. Some pay codes may default to these columns if they are not to beincluded in Administrative reports. The default pay codes in the "Pay Codes Omitted fromOther" column may be included in the Administrative reports by entering "#" next to thesequence number of the pay code.6. Select Print.Description and UsageThe Administrative <strong>Payroll</strong> report displays the total hours for each selected pay code by thedepartment, the total hours and dollars for the department, and the total hours by pay code. Thisreport is a concise list of several pay codes and dollar amounts.© 2014 Computer Programs and Systems, Inc.


192<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Administrative <strong>Payroll</strong> ReportListed below is an explanation of each column.Department: Department entered during Time Entry.Pay Codes: Pay codes entered during Time Entry.Other: Other pay codes, not included in the selected pay codes and excluding the omitted paycodes, listed in the Pay Code table.Total Hours: Total hours for selected and other pay codes excluding omitted pay codes.Amt Paid: Total gross pay for the pay codes on this line of detail.Totals: Totals of selected pay codes, other pay codes and gross pay for all departments.The report totals all selected pay code hours, other pay code hours and gross pay amounts for alldepartments.© 2014 Computer Programs and Systems, Inc.


Printed Reports 1935.53 Administrative AnalysisThe <strong>Payroll</strong> Administrative Analysis is a summary schedule of all departments that contains payperiod, quarter-to-date, and year-to-date hours and dollars.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Administrative Analysis.4. Select a print option.System prompts, "Default To Prior Year Dates?"5. Selecting this option will pull the prior year's quarter begin dates. Leaving this option blank willpull the current year's quarter begin dates. The Quarter begin dates will then display and maybe over-keyed.System prompts, "Beginning and Ending Departments:"6. For all departments, return through these fields. For specific departments, enter the beginningand ending department numbers.7. Three Special Pay Codes may be entered to list separately on the report. For headings to pullfor the Special Pay Codes, report abbreviations must be entered for each pay code.System prompts, “Print Summary Schedule #1?”8. Selecting this option will print a summary of each department for every pay period, quarter todate and year to date totals.System prompts, “Print Separate Page per Department?”9. The system will print each department on a sperate page.System prompts, “Produce WP Document ADMIN ANAL?”10. Selecting this option will print a word processing document.11.Select Print.© 2014 Computer Programs and Systems, Inc.


194<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Description and UsageThe Administrative Analysis will print three separate reports. Schedule 1 will print a summary of alldepartments for each pay period, quarter-to-date and year-to-date totals. Schedule 2 prints bydepartment for each pay period, quarter-to-date and year-to-date totals. Schedule 3 will print aword processing document, which lists the pay period end dates, total dollars per pay period and acomments line for any additional information.Administration may use this report as a quick reference to examine the amount of hours anddollars compensated by departments for individual pay periods, quarters, and a payroll year.Administrative Analysis ReportListed below is an explanation of each column.Period Ending: The period end date. <strong>Payroll</strong> Checklist, Deduction Settings/Changes, field B.Regular Hours: Regular pay code hours entered in Time Entry for the period end date.Regular Amount: Amount of gross pay for regular hours entered in Time Entry for the payperiod end date.Overtime Hours: Overtime hours entered in Time Entry for the pay period end date.Overtime Amount: Amount of gross pay for the overtime hours entered in Time Entry for thepay period end date.Special Pay Code Hours: Up to three special pay codes entered in Time Entry. These paycodes will not be included with other pay code hours.Special Pay Code Amount: Amount of gross pay for the special pay codes previously entered,for the pay period end date.Other Hours: All other pay code hours not included in regular, overtime or special pay codehours. The pay codes omitted from the Administrative Report will not pull to this column. This isdesignated in the Pay Code Table, Omit Hours from Other/Total Columns and AutoGL Statisticsfield.© 2014 Computer Programs and Systems, Inc.


Printed Reports 195Other Amount: Amount of gross pay not included in regular, overtime or special pay codetotals. The gross pay for pay codes omitted from the Administrative Report will pull to thiscolumn. This is designated in the Pay Code Table, Omit Amount from Other/Total Column.Total Hours: The total of all hours listed for this line of detail.Total Amount: The total gross amount listed for this line of detail.Average Per Hour: The Total Amount column divided by the Total Hours column.Q-T-D: The total amounts for pay period runs within the selected quarter date range.Y-T-D: The sum of all quarter-to-date totals for the year.Pay codes may be listed that were not included in the hours and dollars calculations. These paycodes are set to be excluded in the Pay Code Table, Omit Hours from Other/Total Columns andAutoGL Statistics and Omit Amount from Other/Total Column fields.© 2014 Computer Programs and Systems, Inc.


196<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.54 Hours by Department & JobThe <strong>Payroll</strong> Hours by Department and Job report lists job codes, hours and gross pay for eachdepartment used during Time Entry for a specific pay period.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select Hours by Department & Job.System prompts, "Enter Pay Period Begin and End Date:"4. Enter the Pay Period Beginning and Ending Dates.System prompts, Enter Beginning and Ending Dept."5. Enter the specific departments or press Return for all departments.6. Select Print.Description and UsageThe Hours By Department and Job report lists job codes used during Time Entry for regular,overtime, other and total hours and dollars by department. The average amount per hour is listedfor each job code by department. This report is utilized to help control and contain costs.Hours by Department & Job© 2014 Computer Programs and Systems, Inc.


Printed Reports 197Listed below is an explanation of each column.Job Code: Job codes with hours entered in Time Entry for the specified pay period.Description: The description of the preceding job code.Regular Hours: The regular pay code hours entered during Time Entry for the job code.Regular Amount: The gross pay amount for the regular hours entered during Time Entry for thejob code.Overtime Hours: The overtime hours entered in Time Entry for the job code.Overtime Amount: The overtime gross pay amount for the job code.Other Hours: Pay code hours, other than regular and overtime hours, entered in Time Entry forthe job code.Other Amount: The gross pay amount for other hours entered in Time Entry for this job code.Total Hours: The total of all hours for the line of detail.Total Amount: The total gross pay amount for all hours entered in Time Entry for the job code.Avg Per Hour: The total gross pay amount divided by the total hours entered in Time Entry forthis job code.Pay Code: Pay codes with hours and/or dollars omitted from the report's "Other" column, asindicated in the Pay Code Table, Omit Hours from Other/Total Columns and AutoGL Statisticsand Omit Amount from Other/Total Column fields.Omit Hours?: If Y, the preceding pay code's hours were not included in the calculations. If N,the preceding pay code's hours were included in the calculations.Omit Amount?: If Y, the preceding pay code's dollars were not included in the calculations. IfN, the preceding pay code's hours were included in the calculations.The Grand Totals amount sums all regular, overtime, other and total hours and dollars for thespecified departments. The total amount for all departments is divided by the total hours for anaverage amount per hour.© 2014 Computer Programs and Systems, Inc.


198<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>5.55 FTE By Worked DepartmentThe FTE by Worked Department report allows FTEs to be calculated by department.How to Print1. Select Print Reports from the <strong>Payroll</strong> Main Menu.2. Select Page2.3. Select FTE by Worked Department.4. Select a print option.System prompts, “Pay Run Begin Date and End Date:"5. The dates default to the current pay period but may be over-keyed with previous pay perioddates.System prompts, “Base FTE Hours:"6. The system defaults to the total number of hours for a full time employee.System prompts, “Include/Exclude Pay Codes (I-Include, E-Exclude):"7. If an I is selected, the system gives the opportunity to include forty paycodes. If an E isselected, the system gives the opportunity to exclude forty Pay Codes.8. If this option is selected, the system gives the opportunity to include 40 paycodes.System prompts, "Excluded Paycodes"9. If this option is selected, the system gives the opportunity to exclude 40 Pay Codes.10.Select Print.Description and UsageThe FTE by Worked Department report calculates FTEs by department. The report will showemployee name, employee number, hours worked for the department, the dollar amountassociated with the hours worked, and the FTE. The report also gives a total by department and agrand total. Up to 40 pay codes can be included or excluded.© 2014 Computer Programs and Systems, Inc.


Printed Reports 199FTE by Worked DepartmentListed below is an explanation of each column.Employee Name & Number: Employee Number and Employee name loaded in the EmployeeMaster, Demographics screen, Whole Name field.Hours: Hours worked for the department.Amount: The dollar amount associated with hours worked.FTE: The department FTE and the grand total FTE are derived by dividing the total hours by thebase FTE hours.Job/Wk Dept: This is the job worked within the department.5.56 Custom ReportsThis section is Customized <strong>User</strong> Defined Reports.© 2014 Computer Programs and Systems, Inc.


200<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>© 2014 Computer Programs and Systems, Inc.


Ad Hoc Reporting System 201Chapter 6Ad Hoc Reporting SystemTo create a <strong>Payroll</strong> Ad Hoc Report, the <strong>Payroll</strong> Interface to Ad Hoc Reporting System screenshould be accessed. Accessing this screen may be accomplished from the Ad Hoc Reportingsystem application or through the <strong>Payroll</strong> module.To access this screen via the Ad Hoc Reporting system application, select option Select DataFrom <strong>CPSI</strong> Files and then select option <strong>Payroll</strong>/Personnel. From the <strong>Payroll</strong> module, select optionPrint Reports, Custom, and then select option Build Ad Hoc Report.Refer to the Ad Hoc <strong>User</strong> <strong>Guide</strong> for comprehensive instructions on how to create a custom reportfor <strong>Payroll</strong>.© 2014 Computer Programs and Systems, Inc.


202<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>© 2014 Computer Programs and Systems, Inc.


Control Settings 203Chapter 7Control Settings7.1 OverviewThe <strong>Payroll</strong> Control Settings regulate a variety of functions within the <strong>Payroll</strong> System. Thesesettings link the <strong>Payroll</strong> and the General Ledger applications, as well as store the necessaryinformation to complete a payroll pay run. Once these control settings are established,maintenance may be performed at any time.7.2 Control SettingsSelect <strong>Payroll</strong> > Control SettingsFigure 7.1 <strong>Payroll</strong> Control Settings© 2014 Computer Programs and Systems, Inc.


204<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.3 Federal Tax TableThe Federal Tax Table and withholding allowances are maintained in the <strong>Payroll</strong> Federal Tax File.Once this file is completed, the <strong>Payroll</strong> system uses the information to calculate employer andemployee federal taxes. This file should be updated annually.Federal Tax SettingsSelect <strong>Payroll</strong> > Control Settings > Federal Tax TableFigure 7.2 <strong>Payroll</strong> Federal Tax Table, Federal Tax SettingsEmployer SettingsFederal Identification Number: Enter the Federal Tax Identification Number assigned to thefacility.FICA-OASDI: In the first column, enter the percentage of income the employer pays to FICA forthe OASDI portion. The second column stores the maximum individual annual wages subject toFICA-OASDI by the employer. Enter the General Ledger account numbers for the Expense andAccrual of these deductions.FICA-Medicare: In the first column, enter the percentage of income the employer pays to FICAfor the Medicare portion. The second column stores the maximum individual annual wagessubject to FICA-Medicare by the employer. Enter the General Ledger account numbers for theExpense and Accrual of these deductions.FUTA: In the first column enter the percentage of income the employer pays to FederalUnemployment. The second column stores the maximum individual annual wages subject toFUTA by the employer. Enter the General Ledger account numbers for the Expense and Liabilityof these deductions.© 2014 Computer Programs and Systems, Inc.


Control Settings 205Employee SettingsFICA-OASDI: In the first column, enter the percentage of income paid to FICA for the SocialSecurity tax by the employee. The maximum column is used to store the maximum individualwages subject to FICA’s Social Security tax.FICA-Medicare: In the first column, enter the percentage of an employee’s income that is paidto the Medicare portion of FICA. The maximum column is used to store the maximum individualwages subject to the Medicare portion of FICA.FICA-M Addition: In the first column, enter the percentage of the additional FICA-M amount tobe withheld from the employee's income. The maximum column is used to store the amount thatthe additional FICA-M should start calculating.Supplemental Withholding %: When a pay run is higher than one is being processed, aprompt “Is This a Bonus Run?” will display. If the prompt is answered Y the system will use thisfield to calculate the federal taxes with no exceptions taken into account.401K Earnings Maximum: Enter the maximum dollar amount allowed to calculate a TSApercentage on an annual gross income. When calculating deductions, the system will not allowthe 401k percentage to be calculated on an annual gross amount greater than the maximumloaded in this field. The system recognizes a 401k Plan as deduction code “TSA401” or anydeduction with the calculation method of “5”.401K Deduction Maximum: When calculating deductions, the system will not allow an annualTSA deduction amount greater than the maximum in this field.401K Catch Up Maximum: Load the “catch up” maximum that is allowable in addition to the401k maximum, based on the “Economic Growth and Tax Relief Reconciliation Act of 2001.”Withholding Allowance: Enter the dollar amount of the single pay period withholding allowancefor one person.Once the Federal Tax information is completed, select the next tab.Select theto save changes.© 2014 Computer Programs and Systems, Inc.


206<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Employer GL Account By <strong>Payroll</strong> TypeSelect <strong>Payroll</strong> > Control Settings > Federal Tax Table > Employer GL Accts by PR TypeFigure 7.3 <strong>Payroll</strong> Federal Tax Table, Employer GL Accts by PR TypeNOTE: When General Ledger numbers have not been loaded on page 1 of the Federal Tax Tableand the facility has multiple payrolls, this screen will be accessible to complete.Married Deduction TableSelect <strong>Payroll</strong> > Control Settings > Federal Tax File > Married Deduction TableFigure 7.4 <strong>Payroll</strong> Federal Tax Table, Married Deduction TableThe Married Deduction Table stores the annual figures for the percentage method of the IncomeTax Withholding Tables. This table should be updated annually prior to beginning the new payroll© 2014 Computer Programs and Systems, Inc.


Control Settings 207year.High: The high column stores the amount of wages after subtracting withholding allowancesthat are the maximum dollar amount for each wage bracket.Amount: The amount column stores the dollar amount to be withheld for the correspondingwage bracket.Percentage: The percent column stores the percentage that is added to the dollar amount fromthe amount column to be withheld for each wage bracket.Once the Married Deduction Table is completed, select the Single Deduction Table tab.Select theto save changes.Single Deduction TableSelect <strong>Payroll</strong> > Control Settings > Federal Tax Table > Single Deduction TableFigure 7.5 <strong>Payroll</strong> Federal Tax Table, Single Deduction TableThe Single Deduction Table stores the percentage method of the Income Tax Withholding Tables.This table should be updated annually prior to beginning the new payroll year.High: The high column stores the amount of wages after subtracting withholding allowancesthat are the maximum dollar amount for each wage bracket.Amount: The amount column stores the dollar amount to be withheld for the correspondingwage bracket.Percentage: The percent column stores the percentage that is added to the dollar amount fromthe amount column, to be withheld for each wage bracket.© 2014 Computer Programs and Systems, Inc.


208<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Once all fields are completed, select theand exit.7.4 State Tax TableSelect <strong>Payroll</strong> > Control Settings > State Tax TableFigure 7.6 <strong>Payroll</strong> State Tax TableThe state tax table and withholding allowances are maintained in the Tax Files by State. Once thefile is completed, the <strong>Payroll</strong> system uses the information to calculate employer and employeestate taxes. This file should be updated with annual figures each year or as needed.© 2014 Computer Programs and Systems, Inc.


Control Settings 209Miscellaneous Employer SettingsSelect <strong>Payroll</strong> > State Tax Table > state code > Miscellaneous Employer and Employee SettingsFigure 7.7 <strong>Payroll</strong> State Tax TableIdentification Number: Enter the state withholding identification number assigned to the facility.SUI Number: Enter the account number assigned to the facility for State unemploymentInsurance.SUI Percent: Enter the percent of the employee’s income that the employer is responsible topay.SUI Maximum: Enter the percentage of the maximum individual income subject to SUI tax bythe employer.SUI Expense GL #: Enter the General Ledger expense account number for SUI withholdings.To expense by department, enter a 5-digit number and the system will assign the 3-digitdepartment number entered in the Employee Master.SUI Liability GL #: Enter the 8-digit General Ledger liability account number.Select theto save changes.Miscellaneous Employee SettingsIs Federal Tax Deductible?: This field is reserved for <strong>CPSI</strong>.Taxable Percentage of Gross: This field is reserved for <strong>CPSI</strong>.Calculation Method: This field is reserved for <strong>CPSI</strong>.© 2014 Computer Programs and Systems, Inc.


210<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>SUI Percent: Enter the percentage applied to each employee’s taxable income.SUI Maximum: Enter the maximum amount of an employee’s income subject to SUI taxes.Dependent Exemption: Enter the exemption amount allowed for each dependent.Blind/65 Exemption: Enter the exemption amount allowed for the ages 65 and older, or thelegally blind.Supplemental Withholding %: When a pay run higher than one is being processed, a prompt“Is This a Bonus Run?” will display. If the option is selected the system will use this field tocalculate the state taxes with no exceptions taken into account.Select theto save changes.Miscellaneous Married SettingsSelect <strong>Payroll</strong> > Control Settings > State Tax Table > state code > Married Filing Joint (one havingincome)Figure 7.8 <strong>Payroll</strong> State Tax TableThese annualized withholding tables are used to determine the amount of tax for employeesclaiming married status whose wages or number of dependents does not exceed the amounts forwhich the tables provide. This status is based on the settings in the Employee Master, page 3,State Codes and State Exemption fields. The tables should be updated on an annual basis, or asneeds for changes are reported.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


Control Settings 211Miscellaneous Single SettingsSelect <strong>Payroll</strong> > Control Settings > State Tax Table > Single Deduction TableFigure 7.9 <strong>Payroll</strong> State Tax TableThese annualized withholding tables are used to determine the amount of tax for employeesclaiming single status whose wages or number of dependents does not exceed the amounts forwhich the tables provide. This status is based on the settings in the Employee Master, page 3,State Codes and State Exemption fields. The tables should be updated on an annual basis, or asneeds for changes are reported.Selectto save changes.7.5 EIC Tax FileAdvanced Earned Income Credit is a government-assisted program, which allows qualifying, lowincomefamilies and single heads of households to receive an additional refund amount inadvance. The employer adds an additional amount of money, a portion of the EIC, to theseemployees’ net pay throughout the year. The Earned Income Credit table is used to assistemployers when calculating the additional refund amount allowed for qualifying employees.© 2014 Computer Programs and Systems, Inc.


212<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Married EIC TableSelect <strong>Payroll</strong> > Control Settings > EIC Tax TableFigure 7.10 <strong>Payroll</strong> EIC Tax Table, Married EIC Tax TableThe Married EIC Table stores the annual figures for the percentage method of the Advance EICPayment Tables. This table should be updated annually prior to beginning the new payroll year.High: The high column stores the amount of wages before deducting withholding allowancesthat is the maximum dollar amount for each wage bracket.Amount: The amount column stores the dollar amount of the payment to be made for thecorresponding wage bracket.Percentage: The percent column stores the percent that is subtracted from the dollar amountloaded in the amount column, to be withheld for each wage bracket.NOTE: To delete figures in the Deduction Table, enter “-.01” in the field. Once the Married EICTable is completed, select the Single EIC Tab to move to the next page.Once the Married EIC Table is completed, select .© 2014 Computer Programs and Systems, Inc.


Control Settings 213Single EIC TableSelect <strong>Payroll</strong> > Control Settings > EIC Tax Table > Single EIC TableFigure 7.11 <strong>Payroll</strong> EIC Tax Table, Single EIC TableThe Single EIC Table stores the annual figures for the percentage method of the Advance EICPayment Tables. This table should be updated annually prior to beginning the new payroll year.High: The high column stores the amount of wages before deducting withholding allowancesthat is the maximum dollar amount for each wage bracket.Amount: The amount column stores the dollar amount of the payment to be made for thecorresponding wage bracket.Percentage: The percent column stores the percent that is subtracted from the dollar amountloaded in the amount column, to be withheld for each wage bracket.Once the Single EIC Table is completed, select .© 2014 Computer Programs and Systems, Inc.


214<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Married Both Spouses FilingSelect <strong>Payroll</strong> > Control Settings > EIC Tax Table > Married Both Spouses FilingFigure 7.12 <strong>Payroll</strong> EIC Tax Table, Married Both Spouses FilingThe Married Both Spouses Filing Table stores the annual figures for the percentage method of theAdvance EIC Payment Tables. This table should be updated annually prior to beginning the newpayroll year.High: The high column stores the amount of wages before deducting withholding allowancesthat is the maximum dollar amount for each wage bracket.Amount: The amount column stores the dollar amount of the payment to be made for thecorresponding wage bracket.Percentage: The percent column stores the percent that is subtracted from the dollar amountloaded in the amount column, to be withheld for each wage bracket.Once the Married Both Spouses Filing EIC Table is completed, select .© 2014 Computer Programs and Systems, Inc.


Control Settings 2157.6 Limit CodesSelect <strong>Payroll</strong> > Control Settings > Limit CodesFigure 7.13 PR Control - Limit CodesBenefit Pay Codes with LimitsPay Codes: Enter the pay codes used to track employee benefits. Once a field is entered andsaved, the Pay Code with Limit Maintenance screen is displayed.© 2014 Computer Programs and Systems, Inc.


216<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Control Settings > Limit Codes > Pay Code© 2014 Computer Programs and Systems, Inc.Figure 7.14 Pay Code with Limit MaintenancePay Run End Date to reset Limit Balance to zero: Enter in a date for this benefit balance tobecome zero.Cap limit balance when: Choose from the drop down menu the desired way to prevent benefitaccruals when the cap is met.Rollover Using: Choose from the drop down menu the desired way to transfer or rolloverbenefit balances from this limit pay code to another limit balance pay code on employee'sbenefits. Choosing "Excess Balance" allows the excess hours exceeding the cap amount torollover to another pay code. Choosing "Limit balance" will transfer the current balance in anemployee's master for this pay code limit field. Choosing "Rollover Amount" will transfer theamount specified in the transaction field named "Rollover". Also enter a pay code for thesebalances to rollover to.On: Choose from the drop down for a particular time when these balances will move. Also enterin a date if the option for pay period date is chosen.Rollover Allowable Excess Balance: Enter in a date when this rollover occurs.Excess Cap Balance To Pay Code: Enter in the pay code that the excess cap amount will beaccrued.Probationary Pay Code Options: Select this field if this is a probationary pay code.Other Pay Codes to subtract from this Pay Code's balance: This field allows other paycodes to be subtracted from this pay code’s accrued balance by entering the pay codes in thisfield. When the pay code loaded in this field is used in time entry, the hours are deducted fromthis pay code’s balance. For example, pay code P is used to store Paid Time-Off hours. Whenan employee uses Sick time, an S is entered in time entry to pay the employee. This will reduce


Control Settings 217the hours stored in pay code P while displaying an S in the employee’s year to date detail. Thisallows the Sick hours to be tracked while using the accrued balance of pay code P.Is this Pay Code used during probation period?: Select this field for pay codes that are usedto store hours during a probationary period. This will allow the hours to accrue, but will not allowthe hours to be used.Move to Pay Code: Enter a pay code to transfer this balance to Using days or hours. Alsoenter a number of days or number of hours when this transfer needs to occur.General Ledger Expense: Liability: Load the General Ledger expense and liability accountnumbers if creating auto-GL accruals for this benefit.In the transaction area enter the criteria that must be met to allow benefits to accrue for this paycode. The table is read left to right. Therefore, fields that are not required as a distinguishingfactor should be left blank.Emp Type: Choose from the drop down menu for a list of employee types to accrue on thisbenefit limit codeBenefit Code: Choose from the drop down menu for a list of benefit codes to accrue on thisbenefit limit codeService Type: Choose from the drop down menu either LTD (Life to Date) hours or Years ofService for how this limit code will accrue. NOTE: If you choose both types in one limit code,only the first one will accrue.From/To: Enter in a number of years of service for this limit code balance to accrue on. If notaccruing on years of service, then enter in the amount of life to date hours for this limit codebalance to accrue on.Alloc Method: Choose the method to be used to calculate this benefit. Choosing Hours allowsa number of hours to be added to an employee's benefits for a pay period. Percent% allows apercentage of hours worked to be used when calculating employee benefitsRate or Hours: Enter the rate or the hours to be used to calculate deductions.Cap Amount: Enter the maximum amount of benefit hours an employee may accrue.Hrs per PP Min/Max: Enter the minimum number of hours an employee must work in a payperiod in order to accrue benefits in the “Min” portion of this field. Enter the maximum number ofhours an employee may work in the “Max” portion of this field. If an employee works more thanthe maximum number of hours, benefits will not accrue for the hours over the maximum amount.Rollover: Enter in amount to rollover if this feature is chosen for this benefit limit pay code.Cap Code: Choose from the drop down menu either Lifetime Cap or Yearly Cap for themaximum amount of benefit hours an employee may accrue.Selectto Save changes.© 2014 Computer Programs and Systems, Inc.


218<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Control Settings > Limit CodesFigure 7.15 A/R Deduction Limit CodesDeduction LimitsA/R Deduct: The <strong>Payroll</strong> application allows payments to be made to Accounts Receivablepatient accounts using automatic payroll deductions. This feature allows an employee’spaycheck to be automatically reduced each pay period by a designated dollar amount or apercentage of net pay. This deduction may be set up with a reduction limit and allows theAccounts Receivable account balance to be displayed on the Employee Master.© 2014 Computer Programs and Systems, Inc.


Control Settings 2197.7 Benefit ControlThe Benefit Control File allows the Benefit Allocation Plan to be customized for each facility. Thisfile is used when generating benefits for employees for each pay run.Select <strong>Payroll</strong> > Control Settings > Benefit ControlFigure 7.16 <strong>Payroll</strong> Benefit Control, Benefit ControlBenefit ControlEmployee date used for calculations:Select Hire Date when the system should use the hire date loaded in the Employee Master,<strong>Payroll</strong> Employment Information, field 1, to calculate benefits.Selecting Effective Hire Date allows the system to calculate benefits using the employee’seffective hire date loaded in the Employee Master, <strong>Payroll</strong> Employment Information, Hire Dateand Effective Hire Date field.Hours to add on employee's birthday: to pay code: Enter the number of hours to add to anemployee’s time for the pay period the employee’s birth date falls within. The pay code to beused to add these hours should also be entered.Prompt for holidays before printing: Selecting this option allows a prompt to appear to enterthe number of holidays in the pay period when printing the Benefit Allocation Report.Print Probationary Emps on Hours & Dollars: Selecting this option will allow probationaryemployees to print on this report.Check benefit limits during time entry: Select this option when the employee’s limit balancesshould be checked before allowing time entry to use hours from the pay code entered. If thisoption is left blank, the system will not check the balances.© 2014 Computer Programs and Systems, Inc.


220<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>No accrual benefit code: (no print) Enter the benefit code that is used for employees who willnot accrue any benefits. These employees will not print on the Benefit Allocation Report.No accrual benefit code: (do print) Enter the benefit code that is used for employees who willnot accrue any benefits. These employees will print on the Benefit Allocation Report with noaccrual.Max hours per pay period to LTD hours: Enter in the maximum number of hours to be addedto the Life to Date field in the Employee Master Benefits screen LTD hours.Cap limit balance code or payperiod number: Enter the desired way to prevent benefitaccruals when the cap is met. 01 stops accruals on the first pay period in January. E stopsaccruals on the employee’s anniversary pay period. The anniversary date is determined by thedate in the Hire Date field in employee master employment information screen, “Employee DateUsed for Calculations”. F stops accruals on the Fiscal year date loaded in the General LedgerControl Record. C stops accruals when the cap is met. Entering a pay period number stopsaccruals on that pay period.Select <strong>Payroll</strong> > Control Settings > Benefit Control > Anniversary BenefitsFigure 7.17 <strong>Payroll</strong> Benefit Control, Anniversary BenefitsAnniversary BenefitsService Years From-To: These fields are used for Anniversary Benefits. The years of serviceare entered in the first two columns.Hours: Once the years of service have been entered, the system will use them to determinewhen the hours entered in column three will be added to the employee’s benefit balance.© 2014 Computer Programs and Systems, Inc.


Control Settings 221Add Hours to Pay Code: Enter in the desired Pay Code used for the accrual of the AnniversaryBenefit.Select <strong>Payroll</strong> > Control Settings > Benefit Control > Custom Benefit ProgramsFigure 7.18 <strong>Payroll</strong> Benefit Control, Custom Benefit ProgramsCustom Benefit ProgramsBenefit Generation Program: Enter the custom name of the benefit generation program in thisfield.Benefit Edit/Update Program: Enter the custom name of the benefit print program in this field.Benefit Hours & Dollars Program: Enter the custom program name of the Benefit Hours andDollars Report.© 2014 Computer Programs and Systems, Inc.


222<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.8 MiscellaneousSelect <strong>Payroll</strong> > Control Settings > MiscellaneousFigure 7.19 <strong>Payroll</strong> Miscellaneous Table2nd Level Password: Enter up to ten alpha or numeric characters to be used as the passwordwhen accessing this type of payroll.The following fields are used for facilities using the Electronic Direct Deposit feature. Theinformation that is loaded in these fields varies per facility.ACH Bank Name: The name of the company originating the ACH (Automated Clearing House)File.ACH ID Number: The number identifying the originating company of the ACH File.Destination Bank Name: The name of the company that will be receiving the ACH File.Destination Bank Number: The Routing number of the Destination Bank.NOTE: Generally the ACH Bank name is the facility name, the ACH ID Number is the facility’sFederal ID Number and the Destination Bank and Number is the facility’s bank and routingnumber.Hospital Account Number: The hospital’s bank account number may be entered in this field.Hospital Routing Number: The hospital’s routing number may be entered in this field.Default State Code: Enter the 2-character code of the default state to be used for payroll.Gross GL Account Number: Enter the General Ledger account number to be used to disperse© 2014 Computer Programs and Systems, Inc.


Control Settings 223salary expenses. This General Ledger number is debited with the gross amount of pay for eachpay period. A 5-digit General Ledger number may be entered allowing the 3-digit departmentnumber used in time entry to be added to the end of the General Ledger number.Bank GL Account Number: Enter the General Ledger number to be credited with the net paydisbursements for each pay period.Accrual GL Account Number: Enter the General Ledger number to be used as the AccrualClearing account number.Employee AR Deduction Charge Item # Bad Debt: Enter the Account Receivable charge itemnumber for AR deductions. The Bad Debt portion of this field may be selected. If selected, thesystem will post only AR payroll deductions to bad debt accounts before posting payments toaccounts with an AR balance. The system will only post Bad Debt or Current accounts NOTBoth.Regular Hours Worked Each Year: Enter the yearly regular number of hours worked. Thisamount is used when the annual hours field in the Employee Master is blank.Create GL Detail for Each Check: Selecting this field allows the General Ledger detail to becreated. This will also allow one net entry per check to print on the Check Register.Have Direct Deposit: Facilities using <strong>CPSI</strong> Direct Deposit should select this field.IAT DFI ID: Choosing this option designates that your facility has bank which operates outsideof the US. If this applies to your facility contact a <strong>CPSI</strong> support representative for moreinformation.Company Code: Enter the 2-character company code assigned by <strong>CPSI</strong> to represent thisfacility.Company Name: Enter in the hospital name if any custom programming has been performedfor the facility. The system will look to this field to execute any custom programming.Alternate Company Number: If employees from multiple companies are using the same timeclock, the alternate company number should be loaded in this field. The time clock will first readthe default company’s Employee Master file. If it fails to find the employee, it will then read thealternate company’s file.Auto Status Notification Department: Enter in the department number, usually theInformation Technology department, that needs to get flashing mail when an employeeterminates or is a new hire.Automatic Employee Number: Enter the beginning number to be used when entering a newemployee. This field will be updated as numbers are assigned to new employees.Auto Assign Employee Password: When creating a new Employee Master, if this field isselected then the system automatically assigns a 6-character password. It will consist of the firstletter of the last name (upper case), the first letter of the first name (lower case), and the lastfour digits of the employee’s Social Security Number. If this field is left blank, then the systemwill default the Password Controls in Special Functions to “Force To Change at Next Signon”.When the employee signs on for the first time, he/she should press Enter through the Passwordfield. They will receive a prompt to enter a new password.© 2014 Computer Programs and Systems, Inc.


224<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Allow Deduction Calculations for Any PR Type?: Select this field if there are multiple payrolltypes within one company. This will allow deductions to be calculated correctly. Leave this fieldblank if there is only one type of payroll per company, such as biweekly.Set Deduction Frequency by Check Date?: If this field is selected the frequency codes willlook to the date to determine if it is the first or last pay period of the month.Take Deductions If No Earnings: If this option is selected the deduction will be withheld even ifthere are no earnings for the pay period of the month.Employer Contribution Benefits: This option must be selected in order to use the “EmployerBenefits Contr” (option Z) on the <strong>Payroll</strong> Base Menu.Exclude OT Hours when Calculating FTE: Selecting this field allows the system to excludeany overtime hours when calculating Full Time Equivalencies. This field affects Position Control.Shift Differential as a Percentage of Base: This field must be selected in order to use the shiftdiff % option in the Employee Master.Holiday Differential 1/2 of Base Rate?: If this option is selected the system will automaticallycalculate the Holiday Rate at 1.5 of Base Rate.Max Hours for Custom Hours Calculations: Enter either the maximum number of hours perpay period to be included in the custom hours calculation or specify the total maximum hours forthose pay codes with Include in Custom Hour Calc for deduction method 10 and 11 marked Y inthe Pay Codes Table to be included in the custom hours calculation.Miscellaneous Charge Deduction Codes: Deductions that are to be used as miscellaneouscharges should be loaded in these fields.© 2014 Computer Programs and Systems, Inc.


Control Settings 2257.9 Special Pay CodesSelect <strong>Payroll</strong> > Control Settings > Special Pay CodesFigure 7.20 <strong>Payroll</strong> Special Pay CodesCall-Pay Pay Code 1: Enter the pay code used to represent call pay.Call-Pay Pay Code 2: Enter the pay code used to represent call pay.Call-Pay Pay Code 3: Enter the pay code used to represent call pay.Call-Pay Pay Code 4: Enter the pay code used to represent call pay.Called-back (Trip) Pay Code: Rate: Enter the pay code used to designate a call back trip.When the pay code loaded in this field is used, the system reads the Employee Master tomultiply the rate by the number of hours that corresponds with this pay code. If a rate is alreadyloaded in Employee Master, Jobs Pay Rates Differentials, Call back Trip field, that rate willoverride any rate loaded in this field.Call Back Pay Code: Associated with the Time and Attendance system. Enter the desired paycode for call back pay. This is used to break out a separate line of detail on the check stub.Advanced EIC Pay Code: Enter the pay code used to represent Advanced Earned IncomeCredit.Dependent Care Benefit Pay Code: Enter the pay code that is used to store the DependentCare Benefit dollar amounts for employees. The dollar amount associated with this pay code willpull to the W2 in locator 14 when it is found in an employee’s payroll detail.Fringe Benefit Pay Code 1: Enter the pay code to be used to store a dollar amount of a fringebenefit for an employee. The dollar amount associated with this pay code will pull to the W2 inlocator 12 when it is found in an employee’s payroll detail.© 2014 Computer Programs and Systems, Inc.


226<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Fringe Benefit Pay Code 2: An additional pay code may be loaded in Fringe Benefit Pay Code2 to represent another fringe benefit.Moving Exp. Reimbursement Pay Code: Enter the pay code that is used to store movingexpense reimbursements. When this pay code is found in an employee's payroll detail, thedollar amount associated with this pay code will pull to the W2 in locator 13 preceded by the flag"P".Sick Pay Plan Pay Code 1: Enter the pay code used to store 3rd party payments. When thispay code is found in an employee's payroll detail, the dollar amount associated with this paycode will pull to the W2 in locator 13 preceded by the flag "J".Sick Pay Plan Pay Code 2: An additional pay code may be loaded in this field to representother third party payments.Group Term Life Insurance Pay Code: Enter the pay code that is used to represent GroupTerm Life Insurance costs over $50,000.00. This is the pay code that is used in conjunction withthe Pre-Retirement Death Benefits. When this pay code is found in an employee's payroll detail,the dollar amount associated with this pay code will pull to the W2 in locator 13 preceded by theflag "C".Non-Qualified Plans Pay Code 1: Enter the pay code used to represent a Non-QualifiedDeferred Compensation Plan. When this pay code is found in an employee’s payroll detail, thedollar amount associated with this pay code will pull to the W2 in locator 11.Non-Qualified Plans Pay Code 2: An additional pay code may be loaded in this field torepresent other Non-Qualified Plans.Visit Pay Code: A pay code may be loaded in this field if Home Health employees will be paidper visit.Mileage Pay Code: Enter in the pay code desired to be used when paying mileagereimbursement to an employee.Additional Amount Pay Codes 1-5: The pay code loaded in each respective field will pull fordollar amounts loaded in Additional Amounts in the Employee Master <strong>Payroll</strong> Jobs and Rate”page 5 of 5 Additional Amount fields.Double Time (CA Only) Pay Code: This field is for California sites only.Non-Productive Trip Pay Code: This field is for Time and Attendance only. The pay codeloaded in this field will pull dollar amounts when the Non Productive field is activated.Baylor: Select this option if the <strong>User</strong> Defined Pay Code is used as Baylor.© 2014 Computer Programs and Systems, Inc.


Control Settings 227Select <strong>Payroll</strong> > Control Settings > Special Pay Codes>Time Attendance <strong>User</strong> DefinedFigure 7.21 Special Pay Codes-Time Attendance <strong>User</strong> Defined OptionsT&A <strong>User</strong> Defined Option Pay Code & Title: A pay code and user defined title can be loadedin these fields to create another option on the time clock to record different types of pay. Up tothree user defined options may be selected.Baylor: Select this option if the <strong>User</strong> Defined Pay Code is used as Baylor.Selectto save changes.7.10 Current Run ChecklistSelect <strong>Payroll</strong> > Control Settings > Current Run ChecklistFigure 7.22 Current Run Checklist© 2014 Computer Programs and Systems, Inc.


228<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Checklist Options: The Current Run Checklist, which consists of fields displayed on the payrollmenu, may be used as a helpful tool when running a payroll to insure proper order andprocedure. When each checklist option is chosen, a prompt will appear “Do you wish to updateCurrent Run Checklist?” These checklist settings will determine if this prompt must beanswered Yes before allowing the next option to be chosen. For all options set to Yes, thechecklist must be updated before continuing with the next checklist option. For all options set toNo, the system will allow this option to be skipped and additional options may be chosen andrun at any time. Answering Omit will omit options from the checklist that may not be necessary.Each time a checklist option is chosen, the update prompt will appear as the screen is exited.Answering Y to update will place a check in the checklist box. Answering N will leave thechecklist box blank.NOTE: The Labor and GL Distribution and GL Edit List fields are required for each run. Once allfields are completed,Selectto save changes.© 2014 Computer Programs and Systems, Inc.


Control Settings 2297.11 Print ControlSelect <strong>Payroll</strong> > Control Settings > Print ControlFigure 7.23 <strong>Payroll</strong> Print ControlPrint ControlCheck Order Code: Select the drop-down menu to determine the order to print payroll checks:Alphabetic Hospital WideNumeric in DepartmentAlphabetic in DepartmentAlphabetic by Mail StopNumeric Hospital WideZip CodeStub Order Code: Select the drop-down menu to determine the order to print payroll stubs:Alphabetic Hospital WideBank by Dept by NameNumeric in DepartmentAlphabetic in DepartmentAlphabetic by Mail StopNumeric Hospital WideZip CodeReport Order Code: Enter one of the following codes to determine the order to print theEmployee Ledger, Limit Balance Report and the <strong>Payroll</strong> Register.Alphabetic Hospital WideNumeric Hospital WideCheck Stub Pay Code Print Order: Enter the pay codes that should print on the check stub.The pay codes will print on the check in the order entered. This feature prioritizes the listed pay© 2014 Computer Programs and Systems, Inc.


230<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>codes but may not print all 20.Check Stub Deductions Print Order: Enter up to eleven deductions to be prioritized on thecheck stubs. Deductions not listed will fall into the OTHER deduction on the check stubs.Base Rate: Selecting this field allows the employee's base rate to print on the paycheck stub.Social Security Number: Selecting this field allows the employee's social security number toprint on the check stub.Direct Deposit Info: Selecting this field allows the Account number and the amount depositedin each account for the direct deposit to print on the check stub.Deductions Name: Selecting this field allows up to 10 characters of the deduction descriptionwill print on the check stub.Facility Name: DirDep Stub?: Select this field if facility name will pull from the W2 ControlTable to print on the check stub. When using Secure Signature the Hospital Name and addressis pulling to the top of the check making it not necessary to mark the first blank in this field. Ifusing Secure Signature “Print Name on Check Stub” will not be checked and the “DD Stub?” willbe checked.Facility Phone Number: DirDep Stub?: Select this field if the facility phone number will pullfrom the W2 Control Table and print on the check stub.Check File Branches To:Checks: To go directly to the check writing file.Direct Deposit: To go directly to direct deposit when the Current Run <strong>Payroll</strong> File Build optionis chosen from the checklist. The checklist will automatically update when the appropriateoption is chosen.Last Used Check Number: The last printed checked number should appear in this field. If thisoption is used the system will automatically enter the next check number when printing checks.NOTE: The check number may be changed in the print check option.Benefit Pay Code 1-3: Entering a pay code in the above fields allows the net amountassociated with the pay code to print on the check stub.Laser Check SetupUse Laser Printed Checks: Selecting this field if payroll checks should print to a postscriptlaser printer.Laser Tray Number: If printing laser checks to a multi tray printer enter the number of the traycontaining the laser checks.FlashCard Drive Letter: Load the drive on which the Secure Check Signature card reader hasbeen installed.Print Signature: Select this field if Secure Check Signature is to be utilized.© 2014 Computer Programs and Systems, Inc.


Control Settings 231Use Magnetic Ink: Select this field if the Bank Account and Routing Numbers should print usingthe magnetic ink cartridge. This may not be needed if the hospital is using pre-printed checkstock.Print Logo: Select this field if the hospital’s logo should print onto the check. This may not beneeded if the hospital is using pre-printed check stock.Hospital Account Number: If Secure Check Signature is used, the hospital's account number ifit should print on the check using magnetic ink. If characters other than numbers appear in theaccount number, contact <strong>CPSI</strong> for special instruction.Hospital Routing Number: If Secure Check Signature is used, enter the hospital's routingnumber if it should print on the check using magnetic ink.Account Number Print Position: This field is used in conjunction with printing the bankaccount number on laser checks. This is the starting position, from the right side of the check,for the bank account number to print on the face of the check.Source Tech Printer: Selecting this field tells the system that the printer that prints the checksis a source tech printer.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


232<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.12 Time Entry ControlSelect <strong>Payroll</strong> > Control Settings > Time Entry ControlFigure 7.24 Time Entry ControlUse 8 Digit Employee Home Department/GL#: If selected, the system will look for an 8-digitGL number instead of a 3-digit department number in the Employee Master.Default Calculation Method (Average or Base): Select the Average method or the Basemethod for overtime calculation.AverageMethod: Select method 1 or 2 to indicate the method for computing Average Overtime.Compute Average Rate Weekly: Selecting this option will allow the average overtime to becalculated weekly.Add Shift Differential to the Average Rate: Selecting this option will allow a shift differential tobe included when calculating the Average Rate.Add Weekend Differential to Average Rate: Selecting this option will allow weekenddifferential to be included when calculating the Average Rate.© 2014 Computer Programs and Systems, Inc.


Control Settings 233BaseSelect <strong>Payroll</strong> > Control Settings > Time Entry Control > BaseFigure 7.25 Time Entry Control, BaseAdd Shift Differential to Overtime: Select one of the options to determine when/if shiftdifferentials are to be added to the overtime rate.Add Weekend Differentials to Overtime: Select one of the options to determine when/if shiftdifferentials are to be added to the overtime rate.© 2014 Computer Programs and Systems, Inc.


234<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Call Back (1.5 x Base)Select <strong>Payroll</strong> > Control Settings > Time Entry Control > Call Back (1.5 x Base)Figure 7.26 Time Entry Control, Call Back (1.5 x Base)These fields allow the calculation of the Call Back Differentials to be customized.NOTE: When selecting any fields in the time entry option you must selectbe effective.for the changes to© 2014 Computer Programs and Systems, Inc.


Control Settings 2357.13 Year & Quarter DatesSelect <strong>Payroll</strong> > Control Settings > Year & Quarter DatesFigure 7.27 Year & Quarter Begin DatesTwo Years Ago: Enter the payroll year begin date from two years ago.Last Year: Enter the payroll year begin date from last year.Current Year & 1st Qtr: Enter the first quarter payroll begin date for the current year.2nd Quarter: Enter the second quarter payroll begin date.3rd Quarter: Enter the third quarter payroll begin date.4th Quarter: Enter the fourth quarter payroll begin date.Next Year: Enter the payroll begin date for next year.Last PR Conversion: Updated by <strong>CPSI</strong>.Final PR Conversion: Updated by <strong>CPSI</strong>.Select the drop-down box next to each option for a calendar. Once all fields are completed, selecttheand exit.© 2014 Computer Programs and Systems, Inc.


236<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.14 Time Attendance ControlSelect <strong>Payroll</strong> > Control Settings > Time Attendance ControlFigure 7.28 TA Main Control FileThe TA Main Control File is reserved for the Time and Attendance application.© 2014 Computer Programs and Systems, Inc.


Control Settings 2377.15 W2 ControlSelect <strong>Payroll</strong> > Control Settings > W2 ControlFigure 7.29 <strong>Payroll</strong> W2 ControlEmployer Information to be PrintedName (Line 1): Enter the name and address of the facility. This information pulls to the W2. Ifthis information is pre-printed on the W2 forms, these fields should be left blank.Address (Line 2): Enter the address of the facility. This information pulls to the W2. If thisinformation is pre-printed on the W2 forms, these fields should be left blank.Address (Line 3): Enter the address of the facility. This information pulls to the W2. If thisinformation is pre-printed on the W2 forms, these fields should be left blank.City, State, Zip: Enter the city, state and zip code of the facility. This information pulls to theW2. If this information is pre-printed on the W2 forms, these fields should be left blank.Federal ID Number: Enter the Federal Identification Number assigned to the facility. Thisnumber pulls to the W2 in locator b.Employer Contact InformationPIN: This field should be filled in appropriately, if the facility should be sending a file to theFederal and/or State entity. Electronic Media W2 submissionContact: This field should be filled in appropriately, if the facility should be sending a file to theFederal and/or State entity. Electronic Media W2 submission© 2014 Computer Programs and Systems, Inc.


238<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Contact Title: This field should be filled in appropriately, if the facility should be sending a file tothe Federal and/or State entity. Electronic Media W2 submissionContact Phone Number: This field should be filled in appropriately, if the facility should besending a file to the Federal and/or State entity. Electronic Media W2 submissionE-tide Account Number: This is an 8-digit account number for PA sites only.FICA InformationFICA OASDI Maximum: Percent: Defaults to the Federal Tax table settings and may be overkeyed if necessary.FICA Medicare Maximum: Percent: Defaults to the Federal Tax table settings and may beover keyed if necessary.StatesState Tax Codes: Enter the state code for each state for which taxes have been withheld. Eachstate’s tax identification number will default to the State Tax Table settings, but will not appearon this screen. The primary state of the facility must be listed in the first space.Print OptionsPrint for the Year: Enter the year W2's should be printed.Use Laser W2: Select this option if printing laser W2s. Leave this option blank if using pin fedW2s.Print on Mailer Forms?: Select this option when printing the W2 run on mailer forms.Print Sequence: Select from the drop-down menu the desired sequence for W2 forms to print.AlphabeticNumeric in DepartmentAlphabetic in DepartmentNumericSocial Security NumberPrint Terminated Employees at end: Select this option if a list of terminated employees willprint at the end of a payroll W2 run. If this field is left blank the terminated employees will printthroughout the report either alphabetically or numerically depending on how the Print Sequencefield is set.© 2014 Computer Programs and Systems, Inc.


Control Settings 239Deferred Compensation PlansSelect <strong>Payroll</strong> > Control Settings > W2 Control > Deferred Compensation PlansFigure 7.30 <strong>Payroll</strong> W2 Control, Deferred Compensation PlansBoth Deferred Tabs are a duplication providing space for eight Deferred Compensation Plans tobe set up.The Deferred Compensation deduction codes should be listed below the plan code specified. Forexample, the deduction "TSA-K" is a 401k plan therefore it should be listed under Plan Code D.Up to five deductions may be entered per Plan Type.Plan Code E should be used for a 403b, code G for a 457 plan, code H for a 501c, and a Z for a414h plan. A 5304 Simple Retirement Plan should pull to the W2 with a code of S.For Plan Codes D, E, G, F or H, the amounts will pull next to the codes in W2 form locator 12. Theamount for Plan Code Z-414h, will print in W2 form locator 14 without a code.Plan Code a should be used for a ROTH 401K plan. On the W2 it pull the amount of the ROTH401K to box 12 with a code of AA. Plan code b should be used for a ROTH 403B plan. On the W2the amount of the ROTH 403B will pull with a code of BB.Selectand exit.© 2014 Computer Programs and Systems, Inc.


240<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.16 Retirement & Pension ControlSelect <strong>Payroll</strong> > Control Settings > Retirement & Pension ControlFigure 7.31 <strong>Payroll</strong> Retirement TableEmployer ContributionDeduction Code: Enter the deduction code used to store the employer contributions for theretirement plan.Type: Enter the type of contribution that is being made using a % or $ amount. By entering a %sign, a percentage of the employee’s gross pay will be added to the employee’s retirementamount. By entering a $ sign, a flat dollar amount will be added to the employee’s retirementamount.Max Per Year: Enter the flat dollar amount or the percentage amount of this deduction to be thelimit amount. Entering all “9”s in the amount field will denote no limit at all.Taxable States: Enter up to two state codes that are taxable.GL Expense Account: Enter the 8-digit General Ledger expense account number.Employee Taxable: When this option is selected, the employee will be taxed on the amountthat the employer contributes for them.Retirement Register OptionsEmployee Name: Enter the order that the Employee Name should print on the report. If thisfield is blank, it will not print on the report.© 2014 Computer Programs and Systems, Inc.


Control Settings 241Social Security Number: Enter the order that the Social Security Number should print on thereport. If this field is blank, it will not print on the report.Employee Number: Enter the order that the Employee Number should print on the report. If thisfield is blank, it will not print on the report.Department: Enter the order that the Department should print on the report. If this field is blank,it will not print on the report.Sort Order?:Name: To sort by name.SSN: To sort by social security number.EENum: To sort by employee number.Only Include Pension Code: Select this option if the report should only list employees with"Pension" of Employee Options, “Deductions and Taxes”, page 1 is selected.Employer Taxable ContributionsEmployer Match Pay Code: Enter the pay code used for employer contribution.Offset Deduction Code: Enter the deduct code used for employer contribution.Custom Retirement RegisterCustom Register: Load the name of the custom Retirement Register program if applicable.Updated:This is automatically populated with the date of the latest update.Report OptionsSelect from the following columns and the order in which they should appear on the report:Employee’s Percent, Gross Pay, Gross Hours, and Retirement Deductions, as well as, theEmployer Contributions and Total Contributions. Up to eight columns may be selected.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


242<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.17 Pre-Retirement Death Benefit TaxThe Pre-Retirement Death Benefit table is used to aid in calculating the taxable income onimputed premiums and furnished group-term life insurance paid to qualifying employees.Using the PRDB Deduction feature allows the system to automatically calculate and track eachemployee’s deduction dollar amount.Select <strong>Payroll</strong> > Control Settings > Pre-Retirement Death Benefit TaxFigure 7.32 <strong>Payroll</strong> PRDB Deduction TablePRDB Deduction Code: Enter the deduction code that is used to store the PRDB and grouptermlife insurance dollar amount for each employee.Automate PRDB: Select this field to activate auto calculation of PRDB coverage based onyearly salary. This allows the Auto switch in the Employee Master, Employee InformationScreen, Auto field to be selected and auto calculate the coverage.Age Bracket: List the age brackets that are associated with the annual cost fraction.Annual Cost: Enter the annual cost per 1000.00 for each age group.© 2014 Computer Programs and Systems, Inc.


Control Settings 2437.18 Custom Control SettingsSelect <strong>Payroll</strong> > Control Settings > Custom Control SettingsFigure 7.33 <strong>Payroll</strong> Custom ControlCustom Report SettingsEarnings Max Per Pay Period: Enter the earning max per pay period.Include/Exclude Pay Code: Select Exclude to load have the specified pay codes to beexcluded. Select Include to have the specified codes included.Pay Code List: Enter the pay codes to include/exclude.Charge Upload SettingsUpload File Location: Enter the file location. This must be a .csv file.Column 1: Company Name: The facility company name defaults to this field.Column 2: Employee ID:<strong>Payroll</strong> Employee Number: The <strong>CPSI</strong> employee number will be the employee's ID.Other(Data Screen): The 2-character data screen code needs to be load in this field. Thesystem will recognize what is loaded in the variable name EMPNUM as the Employee ID.Column 3: Last Name: Employee's last name that is associated with the employee id will pull inthis column on the report.Column 4: First Name: Employee's first name that is associated with the employee id will pullin this column on the report.© 2014 Computer Programs and Systems, Inc.


244<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Column 5 - 9: Enter up to five deduction codes to upload to the report.Column 10-14: Enter up to five deduction codes to upload to the report.Selectto exit and save changes.© 2014 Computer Programs and Systems, Inc.


Control Settings 2457.19 Deduction CodesThe Deductions table stores the necessary information needed to create and use deduction codes in the PayroThe deduction name used may be up to six characters in length.Specific names must be used to represent deductions requiring special withholdings such as:FEDTAX: Federal Income TaxTSA: Not subject to Federal taxes, State is optionalCAFE: Not subject to Federal taxes, FICA, or State taxesFFE: Not subject to Federal taxes, FICA is subject to StateFICA-O: OASDI - Social Security portion of FICAFICA-M: Medicare portion of FICAST-(state code): State Income TaxThe above deductions must follow the naming convention listed so they will calculate correctly onW2s unless a compute method is loaded in the Deductions Control Settings.© 2014 Computer Programs and Systems, Inc.


246<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Control Settings > Deduction CodesFigure 7.34 <strong>Payroll</strong> Deductions CodesDeduction Code: Enter the 6-character code of the deduction code.Name: Enter the name of the deduction using uppercase letters.GL Number: Enter the General Ledger number, using five or eight digits, to be used whendistributing entries for this deduction. A 5-digit number, such as “20000”, will allow the system toadd on the department number of the employee to the end of the General Ledger number. If thedepartment number is not used, the system will add three zeros to the end of the GL number. Ifeight digits are entered, the system will use this field’s General Ledger number instead of thenumber loaded as the employee’s department in the Employee Master.By Department: If selected, the GL number entered in Time Entry will breakdown the deductionamount in the Time/Deduction Entry screen.Frequency Code: One of the following frequency codes may be entered to designate when adeduction should be taken:© 2014 Computer Programs and Systems, Inc.


Control Settings 247FM: Deduction will be taken the first pay period of the month.LM: Deduction will be taken the last pay period of the month.EO: Deduction will be taken every other pay period of the month.N: Deduction will not be taken at all.F2: Deduction will be taken the first two pay periods of the month.If the frequency code is blank, then the deduction will be taken each pay period. The frequencyis driven by the pay period end date.If the frequency codes of FM or LM are used, then the deduction will be taken 12 times a year. IfEO is used, then the deduction will be taken 13 times a year.The frequency code changes the current run files “Take It?” column. This column may be foundby choosing “G” Current Run Checklist, from the Control Settings screen. Each time the payperiod is advanced and the run number is equal to “1”, the system will adjust the “Take It?”column according to the frequency code entered for each deduction. If this column is manuallyadjusted, this will override the frequency code. Also, once the change is made, it will remain untilthe pay period is advanced to the next new pay period with run number “1”.Deferred Compcode: This field should be selected for any deduction set up to represent aDeferred Compensation Plan. Also, this will allow the Deferred Compensation block of the W2 tobe marked.Default Amount: If a standard amount will be deducted for each employee, enter that amount inthis field.Default Percentage: Enter the percentage code that corresponds with the % amount, i.e. 1 -productive; 2 - gross. This field can be overwritten by loading a %Cd in the individual employee’sDeductions & Taxes, Cd field.Default Percentage Code: If a standard percentage will be deducted for each employee, enterthe percentage amount in this field.Compute Method: The Compute Method is used when a custom calculation method is neededfor a facility. For example, if a “1” is loaded in the Default %Cd and the Compute Method is 10,the “custom hours calculation" will be used. This means the percent will be multiplied byselected pay codes (as indicated in the Pay Code table ) and multiplied by the pay rate. If aCompute Method of 11 is entered, the “custom gross calculation” will be used, which means thepercent will be multiplied by selected pay codes (those with Include in custom calc for deductionmethod 11 of the Pay Code table marked “Y”). This field will normally be left blank.State Code: Enter the State Code in this field.Catch Up Deduction: Select this field if this deduction code will be used to deduct catch-up401k amounts.Catch Up Deduction Code: If the above field is selected, load the existing 401k deduction codein this field.Deduction Priority: This field allows prioritizing of deductions. This field will accept 1-999, with1 being the highest priority.Custom Compute Code: This field allows for a custom compute code to be loaded.© 2014 Computer Programs and Systems, Inc.


248<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Federal Min Wage Amt: This field is for garnishments that are not allowed to fall below thefederal minimum wage disposable earnings amount.Print Details: Selecting this field will allow the deduction to print in detail for each employee onthe GL Labor and Distribution report. If this option is not selected all pay period detail for thisdeduction will print as a summarized line.Exclude EIC: Selecting this option will exclude the deduction when calculating the EIC amount.Exclude PRDB: Selecting this option will exclude the deduction when calculating the PRDBamount.Earnings Max: A earnings max can be loaded for the specific deduction.Deductions Max: Enter the Max amount an employee can contribute to the deduction.Max Pay Period: Enter the max amount that an employee can contribute to the deduction perpay period.Deduction Min/Period: Enter the minimum deduction amount that an employee can contributeto the deduction per pay period.Exclude from Quarterly Earnings Report: Select this option if the amount of the deductioncode need to be excluded from the quarterly earnings.Annual Exemption: This field is used for figuring the tax levy. This would be the amount fromthe table provided by the IRS for tax garnishment.Outs AP Invoice Due Date Calc Type: This is reserved payroll outsourcing.Additional Deduction Amt: This field is used for the tax levy garnishment.Additional Exempt Amt: This field is used for the tax levy garnishment.© 2014 Computer Programs and Systems, Inc.


Control Settings 249Select <strong>Payroll</strong> > Control Settings > Deduction Codes > Employer BenefitsFigure 7.35 <strong>Payroll</strong> Deduction Codes, EmployerEmployer Benefits ContributionsGL Number: Enter a valid General Ledger number.Expense GL Number: By entering information in these fields, the deduction code will show inthe Employee Master under the Employee Contributions page. If a valid General Ledger numberis loaded, selecting option “Z” from the <strong>Payroll</strong> Main Menu will post the employer contributions toG/L specifically to the G/L numbers loaded in these fields.Frequency Code: One of the following frequency codes may be entered to designate when theemployer portion should be calculated:FM: Deduction will be taken the first pay period of the month.LM: Deduction will be taken the last pay period of the month.EO: Deduction will be taken every other pay period of the month.N: Deduction will not be taken at all.F2: Deduction will be taken the first two pay periods of the month.© 2014 Computer Programs and Systems, Inc.


250<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>NOTE: If the frequency code is left blank, it will calculate each pay period when the “Z” option isselected.If the frequency codes of FM or LM are used, then the deduction will be taken 12 times a year.If EO is used, then the deduction will be taken 13 times a year.Default Amount: If there is one ER contribution amount for all employees, load the figure in thisfield.Default Percentage: If there is one Employer Amount for all employees, load the figure in thisfield.Default Percentage Code: Enter the percentage code.Earnings Max: A earnings max can be loaded for the employer contribution.Deductions Max: A deductions max can be loaded for the employer contribution.Max per pay period: Check this box if the earnings max and deductions max is per pay period.Deduction Min/Pay Period: A minimum deduction per pay period can be loaded for theemployer contribution.Annual Exemption: Enter in the annual exemption for your employer contribution, ifapplicable.Original ER Contr DedCD: Enter in the original ER deduction code, if applicable.© 2014 Computer Programs and Systems, Inc.


Control Settings 251Select <strong>Payroll</strong> > Control Settings > Deduction Codes > TaxesFigure 7.36 Deductions - TaxesTaxesFederal Tax: Select this field if this deduction is exempt from Federal Tax. Deductions subjectto Federal Tax should be left blank.FICA-OASDI: Select this field if this deduction is exempt from the OASDI portion of FICA.Deductions subject to FICA's OASDI portion should be should be left blank.FICA-Mcare: Select this field if this deduction is exempt from the Medicare portion of FICA.Deductions subject to the Medicare portion of FICA should should be left blank.State: Select this field if this deduction is exempt from State Tax. Deductions subject to StateTax should be should be left blank.© 2014 Computer Programs and Systems, Inc.


252<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>SUI: Select this field if this deduction is exempt from SUI. Deductions subject to SUI should beshould be left blank".FUTA: Select this field if this deduction is exempt from FUTA. Deductions subject to FUTAshould be should be left blank.Local: Select this field if this deduction is exempt from Local Taxes. Deductions subject toLocal Taxes should be should be left blank.SDI: Select this field if this deduction is exempt from SDI Tax. Deductions subject to SDI Taxshould be should be left blank.Select <strong>Payroll</strong> > Control Settings > Deduction Codes > Pay CodesFigure 7.37 <strong>Payroll</strong> Deductions Codes, Pay Codes© 2014 Computer Programs and Systems, Inc.


Control Settings 253Include/Exclude Pay CodesInclude/Exclude: Select the drop-down menu and select Include or Exclude Pay Code.Regular Pay Codes: Enter pay codes paid at regular pay.Overtime Pay Code: Enter pay codes paid at overtime rate.Exclude from Garnishment DeductionsExclude from Garnishment?: When this option is turned on, the Garnishment Deduction codefields are enable for the user to enter garnishment deduction codes that indicates that thedeductions loaded are to be subtracted from the wages prior to calculating the garnishmentdeduction.© 2014 Computer Programs and Systems, Inc.


254<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Control Settings > Deduction Codes > W2Figure 7.38 <strong>Payroll</strong> Deductions Codes, W2W2 Locator ControlEmployee W2 Locator: Enter location the employee contribution will appear on the W2.W2 Locator Code: Enter the code the code that will appear with the employee's contribution.Employer W2 Locator: Enter location the employer contribution will appear on the W2.W2 Locator Code: Enter the code that will appear with the employer's contribution.Local Tax Locator Code: Enter in the Local locator code this will pull to box 20 on the W2.© 2014 Computer Programs and Systems, Inc.


Control Settings 255Select <strong>Payroll</strong> > Control Settings > Deduction Codes > Local TaxFigure 7.39 <strong>Payroll</strong> Deductions Codes, Local TaxLocal Tax Locator ControlLocal Tax Code: Selecting this field indicates the deduction is a local tax.Personal Annual Exemption: Enter an amount for a local tax personal annual exemption.Dependent Annual Exemption: Enter an amount for a local tax dependent annual exemption.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


256<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.20 Pay CodesSelect <strong>Payroll</strong> > Control Settings > Pay CodesFigure 7.40 <strong>Payroll</strong> Pay CodesPay Code: Enter the 1-character code or select the magnifying glass to select from the list.Name: Enter the pay code description using up to 25 characters.GL Number: This field should be left blank unless this pay code should be tracked using aseparate General Ledger number. This field will override the General Ledger number loaded inthe Miscellaneous Table, Gross GL Account field.OT GL Number: Enter the General Ledger number that should be used to track overtime paywhen a separate General Ledger should be used.Multiplication Factor: This field represents the calculation rate based on the employee’s baserate in the Employee Master.Pay Rate ControlCount Hours as Productive: Select this option to include hours in the productive totals onAdministrative Reports.OT Hours: Select this option to include overtime hours in the productive totals in theAdministrative reports.Use Hours to Compute Average Rate: Select this option to use hours when calculating ratesusing Average Overtime.OT Hours: Select this option to include overtime hours when calculating rates using AverageOvertime.© 2014 Computer Programs and Systems, Inc.


Control Settings 257Use Amount to Compute Average Rate: Select this option to use the Extended Amount whencalculating rates using Average Overtime.OT Amt: Select this option to use the overtime Extended Amount when calculating rates usingAverage.Add 2nd Shift Differential?: Select this option to add 2nd Shift amount to the rate of pay basedon the normal shift worked when being paid on an alpha pay code. This option is for Time andAttendance only.Add 3rd Shift Differential: Select this option to add 3rd Shift amount to the rate of pay basedon the normal shift worked when being paid on an alpha pay code. This option is for Time andAttendance only.Allow Zero Hour on Time Entry: Select this option to allow zero hours to be used in time entry.Leaving this field blank will prevent this pay code from being used without hours.Selectto save changes.Select <strong>Payroll</strong> > Control Settings > Pay Codes > AdminFigure 7.41 <strong>Payroll</strong> Pay Codes, AdminAdministrative Report ControlOmit Hours from Other/Total Columns and from AutoGL Statistics: Selecting this optionwill exclude the hours used for this pay code from the “Other” column on the AdministrativeReport. This will also prevent hours from being used in Automatic GL Statistics.Omit Amount from Other/Total Columns: Selecting this option will exclude the dollar amountused for this pay code from the “Other” column on the Administrative Report.Include Hours in total hours worked for Benefit Calculations: Selecting this option allows© 2014 Computer Programs and Systems, Inc.


258<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>the hours associated with the pay code to be included in benefit calculations.Include OT Hours in total hrs worked for Benefit Calculations: Selecting this option allowsthe overtime hours associated with this pay code to be included in benefit calculations.Include in custom hours calculation for deduction method 10: If OT: Select this option ifthis pay code should be included in the deduction method 10. This means that if the Default %Cd in the Deduction Code Table is set to “1”, then the percent loaded will be multiplied by theselected pay codes and then multiplied by the pay rate.Include in custom hours calculation for deduction method 11: If OT: Select this option ifthis pay code should be included in the deduction method 11. This means that if the Default %Cd in the Deduction Code Table is set to “1”, then the percent loaded will be multiplied by theselected pay codes.Include hours in FTE Calculation for Position Control: This field should be selected if thehours worked by the employee will be included in the FTE calculation.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


Control Settings 259Select <strong>Payroll</strong> > Control Settings > Pay Codes > TaxesFigure 7.42 <strong>Payroll</strong> Pay Codes, TaxesSubject to TaxesSelect each tax that is applicable to this pay code. Leave blank for each tax that does not apply.Federal TaxFICA-OASDIFICA-McareStateSUIFUTALocal© 2014 Computer Programs and Systems, Inc.


260<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Control Settings >Pay Codes > W2Figure 7.43 <strong>Payroll</strong> Pay Codes, W2W2 Locator ControlW2 Locator: Enter a specific field on the W2 that the wages associated with the pay code needto appear.W2 Locator Code: Enter the specific code that needs to be entered on the W2.3rd Party Sick Box 13: Choosing this box puts a "x" in box 13 on the employee's W2 for thispay code.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


Control Settings 2617.21 Job CodesJob codes represent specific jobs that an employee may work. This code may be used duringTime Entry to pay an employee the rate loaded in this table.Select <strong>Payroll</strong> > Control Settings > Job CodesFigure 7.44 <strong>Payroll</strong> Job CodesJob Code: Enter the 2-character code or select the search option to select from the list.Description: Enter the description of the job code in this field.Hourly Rate: Enter the hourly pay rate in this field. This amount will pull to time entry when thisjob code is used.GL Number: Enter GL number associated with specific job code.Occupational Code: Enter occupational code.© 2014 Computer Programs and Systems, Inc.


262<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>T&A Benefit Pay Codes: The Benefit Pay Code overrides the TA Main Control File setting forJob Codes. Employees may record benefits by their Job Code instead of by the default hospitalsetting.Selectto save changes.7.22 Benefit CodesBenefit codes are set up in this table and may be used in the Employee Master to determine anemployee’s benefits.Select <strong>Payroll</strong> > Control Settings > Benefit CodesFigure 7.45 <strong>Payroll</strong> Benefit CodesBenefit Code: Enter the 2-character benefit code and description in this table. These codesmay be entered in the Employee Master to determine the benefits that may accrue for particularemployees. Selectto select from the list.Description: Enter the description of the Benefit Code in this field.© 2014 Computer Programs and Systems, Inc.


Control Settings 263Forced Included Pay Codes: Specific pay codes may be entered in this table to allow thesystem to accrue benefits for employees with this Benefit Code loaded in the Employee Master.This will force the system to override the setting in the Pay Code table, field 13 “Include Hours intotal hours worked for Benefit Calculation?”Selectto delete a Benefit Code.Selectto save changes.7.23 Bank CodesBank codes are set up to allow payroll checks to be deposited into employee bank accountsthrough Direct Deposit.Select <strong>Payroll</strong> > Control Settings > Bank CodesFigure 7.46 <strong>Payroll</strong> Bank CodesBank Code: Enter the 2 character code or selectto select from the list.Name: Enter the name of the bank in this field.Number: Enter the routing number to identify this bank. This is the first set of numbers of theemployee’s bank account.Outside US?: Choose this field if the bank is outside of the USISO Code: This field is for the country code associated with banks outside of the US. This isused by the electronic media department when setting up electronic direct deposittransmissions.IAT DFI ID: Choosing this option designates a facility which has employees with direct depositstransmissions outside of the US. If this applies to your facility contact a <strong>CPSI</strong> support© 2014 Computer Programs and Systems, Inc.


264<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>representative for more information.Selectto save the changes.7.24 Employee Type CodesEmployee Type Codes are setup to differentiate the different types of employees within thehospital.Select <strong>Payroll</strong> > Control Settings > Employee Type CodesFigure 7.47 <strong>Payroll</strong> Employee Type CodesEmployee Type Code: Enter the character code or selectto select from the list.Description: The name of the employee type code is entered into this field.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


Control Settings 2657.25 Badge Type CodesDifferent types of badges are set up with certain codes.Select <strong>Payroll</strong> > Control Settings > Badge Type CodesFigure 7.48 <strong>Payroll</strong> Badge Type CodesBadge Code: Enter the 2-character code or selectto select from the list.Description: Enter the badge description.FilenamesFront/Back: Enter the filenames for the front and the back of the badge.Print Options© 2014 Computer Programs and Systems, Inc.


266<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Print Department Name: If this field is selected, the department name in which the employeeworks will print on the badge.Print Employee Title: If this field is selected, the Employee's Title will print on the badge.Print Employee Credentials: If this field is selected, the Employee’s Credentials will print onthe front of the badge.Print Employee's Number (Back): If this field is selected, the Employee's number will print onthe back of the badge.Use "bg" Data Screen for Front: If this option is selected the "bg" data screen information willbe used for the front of the employees badge.Name FormatSelect one option to determine how the Employee's name will appear on the badge. The optionsare first name and last name, first name and last initial, first name and last name and first nameonly.Selectto save changes.7.26 Home Health Location CodesThis table is used to set up codes for Home Health facilities. After the locations have been set upand a code and description are entered, the codes may be entered in <strong>Payroll</strong> EmployeesDemographics screen, HH Location field.Select <strong>Payroll</strong> > Control Settings > Home Health Location CodesFigure 7.49 <strong>Payroll</strong> Home Health Location CodesLocation Code: Enter up to a four character code or selectto select from the list.Description: Enter the description for the location of the Home Health facility.© 2014 Computer Programs and Systems, Inc.


Control Settings 267Selectto save changes.7.27 Leave of Absence CodesLeave of absence codes are setup to identify the different types of leaves of absence. Once theseare setup they are loaded in the employee master employee information screen Leave of Absencefield.NOTE: The code of "T" is programmed in the system as terminated. If a T is loaded the systemrecognizes this employee as terminated.Select <strong>Payroll</strong> > Control Settings > Leave of Absence CodesFigure 7.50 <strong>Payroll</strong> Leave of Absence CodesLeave of Absence Code: Enter the 2-character code or selectto select from list.Description: Enter the description of the leave of absence code.Allow Access to TA?: When this prompt is selected employees with this leave code will haveaccess to clock In/Out at the time clock. When this prompt is not selected then employees withthat leave of absence code will not have access to the time clock.Print on Benefit Report?: When this prompt is selected employees with this leave code willprint on the Benefit Edit report.Selectto save the noted changes.© 2014 Computer Programs and Systems, Inc.


268<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.28 Job Title CodesJob title codes are setup in this table to track the different types of job titles. The codes pull to adrop-down option in the employee master employee information screen Job Title field.Select <strong>Payroll</strong> > Control Settings > Job Title CodesFigure 7.51 <strong>Payroll</strong> Job Title CodesJob Title Code: Enter up to a four character code or selectto select from the list.Description: The name of the job title is entered into this field.Selectto save changes.© 2014 Computer Programs and Systems, Inc.


Control Settings 2697.29 Control Setting ChangesThis option tracks changes to certain fields within the payroll control tables.Select <strong>Payroll</strong> > Control Settings > Control Settings ChangesFigure 7.52 <strong>Payroll</strong> - Control Setting ChangesDate: The date the field was accessed.Init: The initials of the employee accessing the payroll control table and making an adjustment.Sec: The letter and the page of the payroll control table accessed.Fld: The field in the payroll control table accessed.Description: The description of the field accessed and adjusted.Old Value: The information in the field accessed prior to a change being made.New Value: The new information entered in the field.© 2014 Computer Programs and Systems, Inc.


270<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>7.30 Merge Multiple <strong>Payroll</strong>sThis option allows multiple payrolls to be combined into one file so that all payroll information maybe included on the Quarterly Earnings Reports and W2 forms. This is only for reporting purposesat the end of year.Select <strong>Payroll</strong> > Control Settings > Merge Multiple <strong>Payroll</strong>sFigure 7.53 PR Quarterly MergeCreate New Merge File: Enter the Company number, the type of payroll (Weekly, Bi- weekly,etc) and the begin date of the information to pull. This may be used to merge up to five payrolls.NOTE: Enter the main company code in the first field. This information will merge all othercompanies loaded in this table.Delete Merge File: This option will delete the merge file created.© 2014 Computer Programs and Systems, Inc.


Control Settings 2717.31 Recreate Indexed ListsIndexes may be regenerated when changes have been made within the Employee Master orControl Settings but the changes do not appear in the index listing.Select <strong>Payroll</strong> >Control Settings > Recreated Indexed ListsFigure 7.54 Recreate Indexed ListsEmployee Indexes: Select this option to regenerate all employee indexes.Control Table Indexes: Select this option to regenerate all Control Table indexes.POC Title & Name Indexes: Select this option to regenerate all Point of Care Title indexes.Employee Password Index: Select this option to regenerate all Employee Passwords.7.32 Outsourcing ControlThis option is reserved for <strong>CPSI</strong> <strong>Payroll</strong> Outsourcing Department.© 2014 Computer Programs and Systems, Inc.


272<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>© 2014 Computer Programs and Systems, Inc.


Position Control 273Chapter 8Position Control8.1 OverviewPosition Control is intended to create a report allowing the comparison of budgeted hours for anemployee (position), to actual hours worked. This feature also monitors unfilled positions in thefacility. There are reports that show budgeted FTEs, and actual FTEs worked for each position.Both of these reports are broken down by department.8.2 SetupTo begin using the position control feature, each job or position in the facility must be assigned aunique code. This code may be up to six characters in length (alpha or numeric) and shoulddescribe the job or position – it is not intended as an employee specific code, but rather a positionspecific code. For example, if there are 40 RN positions budgeted, position codes RN01, RN02…RN40 could possibly be utilized. Positions are kept by department, so it is not necessary to keepthe department number within the position code.Position Control MasterTo enter the designated position codes in the system, access the Position Control Master fromwithin the <strong>Payroll</strong> application.Select <strong>Payroll</strong> >Position Control > Position Control MasterFigure 8.1 Position Control File Maintenance, Page 1© 2014 Computer Programs and Systems, Inc.


274<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>MaintenanceDepartment: Enter the department number for the position you are entering. The system willreport positions by department number.Position: Enter the position code. It can be up to six characters (alpha or numeric) and must beunique for every position in the facility, not just within a department.<strong>Payroll</strong> YR: Enter the payroll year being budgeted for, pressing Return will cause this field todefault to the current payroll year. The current payroll begin date is established in the <strong>Payroll</strong>Control Record (Deduction and Settings from the <strong>Payroll</strong> Main Menu). The Position Controlapplication uses the first pay period begin date to figure all future pay periods for that year.Description: Describe the position. For example, Nursing Supervisor. This should not be theemployee name, but rather a job title description.Job Code: This field should be used if a standard pay rate exists for this position (i.e., minimumwage), and a job code has been established in the <strong>Payroll</strong> Master. If not applicable, pressReturn to bypass this field (if something is inadvertently keyed, key in the “#” sign to skip thisfield).Rate Code/$: The first section of this field designates the one character rate code (alpha ornumeric) of the position. Examples include “H”ourly, “B”iweekly, “S”alary, etc…The secondsection requires a total dollar amount for the previous rate code-dollars per hour, salary perweek, or per pay period.Begin Date: Enter the date the position was first established. This is informational only.Position Control Master, Page 2To access the second page of Position Control File Maintenance select PgDn from the bottom ofpage 1.© 2014 Computer Programs and Systems, Inc.


Position Control 275Select <strong>Payroll</strong> > Position Control > Position Control Master > Page 2Figure 8.2 Position Control File Maintenance, Page 2This page is intended to budget hours for the payroll year for this position. The budget amountsshould be entered by pay period-not fiscal year. Enter the number of hours budgeted for thisposition-productive hours, overtime, on call, etc. The employee assigned to work these hours maybe entered in the “Assn Empl” column by using the employee number from payroll; this step isoptional and not required. When the time comparison work file is built for the current pay period,the system will overwrite this screen with the actual employee who worked the position.To save work, this screen allows the hours from the first pay period to be copied over into theother pay periods. To do this, enter the standard hours worked in the first pay period line-then,from the bottom of the screen, type CO to copy this first line throughout the year. When complete,any pay period can be manipulated with holiday or vacation time.When the file maintenance is completed, the employee master must be accessed and the positioncode should be entered in Position Code of the <strong>Payroll</strong> Employment Information page (In theEmployee Master Employment Information screen). Some positions will not be filled so they willnot be placed in an employee master. Similarly, some positions may be worked by two employees(each employee working half of the position). When two employees share a position, the sameposition code should be entered into the Employment Information screen for each employee.© 2014 Computer Programs and Systems, Inc.


276<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>8.3 Print ReportsSelect <strong>Payroll</strong> >Position ControlFigure 8.3 Position Control Functions© 2014 Computer Programs and Systems, Inc.


Position Control 277Position Control MasterThis report lists all positions entered and the appropriate information from page one of the PositionMaster Record. This should be printed once all position information has been entered and a hardcopy placed on file.Select <strong>Payroll</strong> > <strong>Application</strong>s> Position Control > Position Control MasterFigure 8.4 Position Control Master ListEnter the desired Year to be printed or leave blank for “All” years; then Print to print or Exit.© 2014 Computer Programs and Systems, Inc.


278<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Administrative FTE SummaryThis report provides budgeted FTE information by department. It will also give the Current No. ofEmployees with Current Total Hours, Year-to-date Total Hours, Current FTEs, Budgeted FTEs,FTEs Over Budget and Average YTD FTE’s.Select <strong>Payroll</strong> > <strong>Application</strong>s> Position Control > Administrative FTE SummaryFigure 8.5 Position Control Administrative FTEReporting OptionsOmitted Pay Codes: This field will display any pay codes marked Y in Administrative ReportControl, Omit Hours from Other/Total Columns and from GL Statistics and Omit Amount fromOther/Total Columns fields in the Pay Code Control Table (PR Main Menu-Control Settings -Paycodes).Enter <strong>Payroll</strong> Year Begin Date: This date pulls from Control Settings, Quarter Dates, -CurrentYr & 1 st Qtr field.Pay Period End Date or Pay Period Number: If report information is desired for the currentpay period, press Enter. If information is needed for a pay period other than the current, enterthat pay period end date or pay period number.Print YTD FTE Amount: Select option to print year to date FTE.Exclude Terminated (Employees): Select this option to Exclude terminated employees.Select Print or Exit.© 2014 Computer Programs and Systems, Inc.


Position Control 279Generate Pay Period FileThis selection builds the work file needed before printing Position Time Comparison Report andthe Employee Position Comparison Report.Select <strong>Payroll</strong> > <strong>Application</strong>s> Position Control > Generate Pay Period FileFigure 8.6 Position Control GenerationPay Period End Date: This date pulls from the Period End Date field, in the Deduction Settings/Changes option of the current pay period checklist.Only for Employees that Worked?: Select this option for only employees that worked. After aresponse is given, enter Generate or Exit. If Generate is selected, the system will display theCalculated Begin and End Date, along with the Pay Period Number. A message relaying that the“Generation is for Current Pay Period” and “Position Master File will be Updated” are given.System prompts, “Are you sure?”Respond Y if the information is correct, or N to make changes.© 2014 Computer Programs and Systems, Inc.


280<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Position Time ComparisonThis report will provide a position time comparison of Budgeted Hours vs. Actual Hours for eachposition. It prints by department, giving the total Budget, Actual, and Variances for each area. Agrand total for all departments is given at the end of the report.Select <strong>Payroll</strong> > <strong>Application</strong>s> Position Control > Position Time ComparisonFigure 8.7 Position Time ComparisonFor Pay Period Ending: This date pulls from the Period End Date field, in the DeductionSettings/Changes option of the current pay period checklist.Select Department No: Enter the desired department number to print the report for, or leaveblank (press Enter) for All.Select Print or Exit.© 2014 Computer Programs and Systems, Inc.


Position Control 281Employee Position ComparisonThis report provides a listing of the Budgeted FTE as compared to the Actual FTE for theemployee associated with a position. The information is provided on the Usual Shift (Usual SFT)and lists the employee’s Employment (Hire) Date, Effective Hire Date, Last Evaluation Date andCurrent Salary information including Shift Differentials.Select <strong>Payroll</strong> >Position Control > Employee Position ComparisonFigure 8.8 Employee Position ComparisonSelect Department No.: Enter the desired department number to print the report for, or leaveblank (press Enter) for All departments.Subtotal by Position?: Select option to print Sub-total by Position.Print Evaluation Remarks?: Select option to print Evaluation Remarks.Print Salary Information: Select option to print Salary Information.Exclude Other Hours from Budgeted FTEs?: Select option to exclude Other Hours fromBudgeted FTEs.Select Print or Exit.© 2014 Computer Programs and Systems, Inc.


282<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>© 2014 Computer Programs and Systems, Inc.


Miscellaneous 283Chapter 9Miscellaneous9.1 OverviewThis section provides various helpful hints in automation of the <strong>Payroll</strong> application. The informationcan be used to set up the tables for the automation to take place, such as the calculation ofAdvanced EIC, Hospital A/R Accounts and hand written checks.9.2 Advanced Earned Income CreditThe <strong>Payroll</strong> system allows the automatic calculation of the EIC payment when specific fields in thefollowing tables are completed:EIC Tax File (PR-Control Setting-EIC Tax File -Married EIC Table and Single EIC Table)-asshown in Control Settings section.Special Pay Codes Table (PR-Control Settings-Special Pay Codes)Pay Codes Table (PR-Control Settings-Pay Codes)<strong>Payroll</strong> Deductions & Taxes Table Page 1 (PR-EE#-Deductions & Taxes Table)Special Pay Codes TableSelect <strong>Payroll</strong> > Control Settings > Special Pay CodesFigure 9.1 <strong>Payroll</strong> Special Pay CodesAdvanced EIC Pay Code: Enter the pay code that is to be used to store the EIC benefits.© 2014 Computer Programs and Systems, Inc.


284<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong><strong>Payroll</strong> Deductions & Taxes Table, Page 1Select <strong>Payroll</strong> > Select Employee > Deductions/TaxesFigure 9.2 <strong>Payroll</strong> Deductions & Taxes, Page 1EIC?: Single?: Select the first prompt of this field for all employees eligible for EIC. Eligibleemployees that are the only person in the household filing for EIC must select the single prompt.Employees that have more than one family member filing for this benefit should answer N to thisprompt. If the Employee does have another family member filing for EIC as Married and Bothfiling, this field will need to be answered with B to have the system calculate based on the tablefor Married Both Spouses Filing.9.3 Auto AR DeductionsThis feature allows the automation of making deductions from employees’ checks for payment onup to 10 Accounts Receivable accounts per employee. To use this feature, specific fields in thefollowing tables must be completed:Limit Codes Table: Select Control Settings>Limit Codes> AR Deductions with LimitsMiscellaneous Table: Select Control Settings>Miscellaneous Table, Employee AR Charge Item# Bad Debt.Deductions Table Deduction: Select Control Settings>Deduction Codes.<strong>Payroll</strong> Deductions & Taxes Table: Select Employee Master-<strong>Payroll</strong> Deductions and TaxesPage 2 & 3 of 6. Load the standard deduction amount on Page 5 of 6).© 2014 Computer Programs and Systems, Inc.


Miscellaneous 285Miscellaneous TableSelect <strong>Payroll</strong> > Control Settings > MiscellaneousFigure 9.3 <strong>Payroll</strong> Miscellaneous TableThe Accounts Receivable charge item number set up in the Item Master to be used for Automatic<strong>Payroll</strong> AR deductions must be entered in the Miscellaneous Table, Employee AR DeductionCharge Item #.© 2014 Computer Programs and Systems, Inc.


286<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Deduction Codes TableSelect <strong>Payroll</strong> > Control Settings > Deduction CodesFigure 9.4 <strong>Payroll</strong> Deductions CodesUnique deduction codes must be set up to track the dollar amount reduced from the employee’spaycheck and credited to the Accounts Receivable patient account. The <strong>Payroll</strong> application allowsup to ten different AR deduction codes to be tracked for each employee.© 2014 Computer Programs and Systems, Inc.


Miscellaneous 287<strong>Payroll</strong> Deductions & Taxes Table Page 2Select <strong>Payroll</strong> > Select Employee > Deductions/Taxes > Page 2Figure 9.5 <strong>Payroll</strong> Deductions & Taxes, Page 2This section deals with A/R deductions. Enter up to 10 AR account numbers on pages 2 & 3 . Thenext column is to determine if the program should look at the A/R (A) account balance or the Limit(L) balance. If an A is loaded the program will deduct based on the account balance and willcontinue to deduct until the account balance is zero. If an L is loaded the program will look to thelimit balance and keep deducting until that balance is zero.The next column is a stacked column. The first row will display the A/R balance. This field can notbe edited from the payroll side. The second row is for the limit balance. This is an edit box that canbe used like the current A/R deduction limit balance, however this amount will reduce as thededuction is taken each pay period. This will take place as the edit list run as an update. If an A isloaded in the previous column, this field will not be accessible.The next column is also stacked. The first row is the start date which will determine when thededuction will begin. The next row will show the total amount that has been deducted from theemployee’s check for the deduction code since the start date. This field is a display only.The next column will be the employee’s standard deduction amount per pay period.The last column is the Deduction Balance switch. If an A is loaded in the third column, then theentire account balance will be deducted; and if an L is loaded the entire limit balance will bededucted.© 2014 Computer Programs and Systems, Inc.


288<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong><strong>Payroll</strong> Deductions & Taxes Table Page 5Load the dollar or percentage amount of the AR deduction in the employee’s <strong>Payroll</strong> Deductions &Taxes Table page 5. This is the amount that will be deducted each pay period from theemployee’s check.The AR Deductions Edit List should always be run as an edit first to verify the amounts that will bededucted. Once the report is run as an update, the changes will need to be reviewed and postedto affect the AR accounts.9.4 Handwritten ChecksTo enter a handwritten check for an employee, it must be done on a mini run, and entered on theemployee's Time Entry Screen. Enter the time and select option for "Hand Typed. Enter thecheck number and check date of the handwritten check in “Number/Date" field. After these stepsare completed, select the Deduction Tab to access the Deductions, and select Calculate tocalculate deductions for the handwritten check. The system will not print a computer-generatedcheck for this employee.Select <strong>Payroll</strong> > Time/Deduction EntryFigure 9.6 <strong>Payroll</strong> - Time/Deduction Entry© 2014 Computer Programs and Systems, Inc.


Miscellaneous 289Select <strong>Payroll</strong> > Time/Deduction Entry > DeductionsFigure 9.7 <strong>Payroll</strong> - Time/Deduction Entry, Deductions© 2014 Computer Programs and Systems, Inc.


290<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>© 2014 Computer Programs and Systems, Inc.


Retirement Register 291Chapter 10 Retirement RegisterThe following tables should be completed to pull information correctly to the Retirement RegisterReport:Retirement/Pension Control Table: Select <strong>Payroll</strong>>Control Settings>Retirement/PensionControl.Employee <strong>Payroll</strong> Employment Information: Select <strong>Payroll</strong>>Employee Master ScreenEmployment Information.Deduction Code Table: Select <strong>Payroll</strong>>Control Settings>Deduction Codes.Pay Code Table: Select <strong>Payroll</strong>>Control Settings>Pay Code Table.10.1 OverviewThis section provides the information necessary to set up the tables for the Retirement/Pensioncontrols.10.2 Retirement/Pension Control TableSelect <strong>Payroll</strong> > Control Settings > Retirement & Pension ControlFigure 10.1 <strong>Payroll</strong> Retirement TableDeduction Code: Enter the deduction codes used to store the employer contributions for theretirement plan. These should be in the same order as the deduction codes listed in the© 2014 Computer Programs and Systems, Inc.


292<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Employee’s <strong>Payroll</strong> Employment Information fields 18-20.Type: Enter either a % or $ to indicate whether the Limit Amount loaded in the following field isa percentage or a flat dollar amount.Max Per Year: Enter the Limit Amount that the Employer will match contributions. If theemployee will only match up to $1000.00, enter this amount.Taxable States: Enter up to two state codes that are taxable.GL Expense Account: Enter the 8-digit General Ledger expense account number to pull to theGL Labor & Distribution report.Retirement Register OptionsEmployee Name: Enter the order that the employee name should print on the report. If thefields are blank, they will not print on the report.Social Security Number: Enter the order that the social security number should print on thereport. If the fields are blank, they will not print on the report.Employee Number: Enter the order that the employee number should print on the report. If thefields are blank, they will not print on the report.Department: Enter the order that the department should print on the report. If the fields areblank, they will not print on the report.Sort Order?:Name: This option must be selected to sort by name.SSN: This option must be selected to sort by social security number.EENum: This option must be selected to sort by employee number.Only Include Pension Code: If answered Y, the system will only list employees with the fieldPension of Employee Master, Deductions and Taxes, page 1 is set to Y.Period YTD Custom Heading: Select which columns should pull to the Retirement Registerreport, the order in which they should pull, and enter the heading that should print above thiscolumn. Up to eight columns may be selected.© 2014 Computer Programs and Systems, Inc.


Retirement Register 29310.3 Employee <strong>Payroll</strong> Employment InformationSelect <strong>Payroll</strong> > Select Employee > Employment InformationFigure 10.2 <strong>Payroll</strong> Employment Information, Page 1The Employer TSA Contribution section is used to store the amount the employer contributeseach pay period to the employee’s TSA. A flat dollar amount or a percentage of the employee’sgross or productive pay may be entered into these fields to be used to calculate the employercontribution.DeductCd: Enter the deduction code that defines this employee’s TSA.Type: Enter either a % to indicate percentage or $ to indicate that a flat dollar amount will bededucted regardless of the amount of the paycheck.Amt(%)/Period: Enter the percentage or the flat dollar amount that should be deducted eachpay period. Enter 10% as 10.00.%Cd: If the deduction types will be a percentage, there are several options of codes that can beentered here. They are:1: Multiplies by productive Wages “D” only.2 or blank: Multiplies by Gross Wages.© 2014 Computer Programs and Systems, Inc.


294<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>10.4 Deduction Code TableSelect <strong>Payroll</strong> > Control Settings > Deduction CodesFigure 10.3 <strong>Payroll</strong> Deduction CodesDefault Amount: If a standard amount will be deducted for each employee, enter that amount inthis field.Default Percentage: If a standard percentage will be deducted for each employee, enter thepercent in this field.Default Percentage Code: Enter the percentage code that corresponds with the percentageamount, 1-Productive, 2-Gross.Custom Compute Code: This field is used when a custom calculation method is needed for afacility. For example, if a facility has a “1” in the Default %Cd in the Deduction Code table andthe Compute Method is 10, the “custom hours calculation” will be used. This means the percentwill be multiplied by selected pay codes (Include in Custom Calculation for Deduction Method10) and multiplied by the pay rate. If a Compute Method of 11 is entered, the “custom grosscalculation” will be used, which means the percent will be multiplied by selected pay codes(those with field "Include in Custom Calculation for Deduction Method 11" of the Pay Code tablemarked “Y”).© 2014 Computer Programs and Systems, Inc.


Retirement Register 29510.5 Pay Code TableSelect <strong>Payroll</strong> > Control Settings > Pay Codes > AdminFigure 10.4 <strong>Payroll</strong> Pay Codes, AdminInclude in custom hours calculation for deduction method 10: If OT: Select this field if thispay code should be included in the deduction method 10. This means that if the Default %Cd inthe Deduction Code table is set to 1, then the percent loaded will be multiplied by selected paycodes and then multiplied by the pay rate.Include in custom hours calculation for deduction method 11: If OT: Select this field if thispay code should be included in the deduction method 11. This means that if the Default %Cd inthe Deduction Code table is set to 1, then the percent loaded will be multiplied by selected paycodes.© 2014 Computer Programs and Systems, Inc.


296<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>10.6 401k Catchup DeductionThe <strong>CPSI</strong> <strong>Payroll</strong> system includes the capability of deducting catch up 401k amounts inaccordance with “The Economic Growth and Tax Relief Reconciliation Act of 2001.” This optionallows participants over the age of 50 to make additional pre-tax contributions, above and beyondtheir existing 401k deduction.Select <strong>Payroll</strong> > Control Settings > Deduction CodesFigure 10.5 <strong>Payroll</strong> Deduction CodesOnce a new deduction code has been set up, the Catch Up Deduction field will need to becompleted. The first part, Catch Up Deduction, will need to be selected. The second portion of thefield, Catch Up Deduction Code, will need to be filled in with the existing 401k deduction code. Theexisting deduction code, (The original TSA deduction code) will need to have a Compute Methodof “5” loaded in compute method field.© 2014 Computer Programs and Systems, Inc.


Retirement Register 297Select <strong>Payroll</strong> > Control Settings > Federal Tax Table> Federal Tax SettingsFigure 10.6 <strong>Payroll</strong> Federal Tax FileIn the Federal Tax Table, 401K Catch Up Maximum field , needs to have the Catch-up Maximumloaded. The amount will vary from year to year starting at $1,000.00 in 2002.Once the table set up is complete The standard deduction amount can be loaded in the employeemaster. This figure is derived by taking the yearly catch-up allowance for the appropriate year($1,000.00 for 2002) and dividing it by the number of pay periods left in the year.10.7 One Time DeductionsOne-time deductions are deductions that are not set up as standard amounts and will only besubtracted for this specific pay period. There are two ways to enter one-time deductions, peremployee or per deduction.Per Employee: After deductions have been calculated, enter the employee's Time Entry screen.Select the Deductions Tab for deductions and select the deduction sequence number. Enterthe one- time deduction amount.© 2014 Computer Programs and Systems, Inc.


298<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Time/Deduction Entry > DeductionsFigure 10.7 <strong>Payroll</strong> - Time/Deduction Entry, DeductionsNOTE: The deduction amounts will be wiped out if deductions are recalculated. Then, the onetimedeductions must be re-entered. Also, Pre Taxed deductions should not be entered as onetimes, as this will cause the taxes to not be calculated correctly.Per Deduction: After deductions are calculated, select the Change Deductions option from theCurrent Run Checklist. Select the deduction. A list of employees with a standard deductionamount will appear. Enter the employee's sequence number and the one-time deductionamount. Do not answer the prompt "Update Emp?" unless this amount should become thestandard deduction.© 2014 Computer Programs and Systems, Inc.


Retirement Register 299Select <strong>Payroll</strong> > Change Deductions > Change Deductions by Code > Deduction > Select DeductionCodeFigure 10.8 PR Deduction by CodeSelect <strong>Payroll</strong> > Change Deductions > <strong>Payroll</strong> Deduction by Code > Deduction CodeFigure 10.9 PR Deduction by Code© 2014 Computer Programs and Systems, Inc.


300<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>© 2014 Computer Programs and Systems, Inc.


Chapter 11 Pre-Retirement Death BenefitPre-Retirement Death Benefit 301Employee’s receiving Pre-Retirement Death Benefits and group term life insurance that exceeds$50,000 must complete the following tables to utilize this option:Pay Codes Table: Select <strong>Payroll</strong>>Control Settings>Paycode table.Special Pay Codes Table: Select <strong>Payroll</strong>>Control Settings>Special Pay Code Table.Deduction Codes Table: Select <strong>Payroll</strong>>Control Settings>Deduction Code table.Employee <strong>Payroll</strong> Employment Information: Select <strong>Payroll</strong>>Employee MasterScreen>Employment Information>PRDB Coverage.11.1 OverviewThis section it provided to offer information regarding the set up of Pre-Retirement Death Benefit.The paths are made available for the set up in the following sections.11.2 Pay Codes TableSelect <strong>Payroll</strong> > Control Settings > Pay CodesFigure 11.1 <strong>Payroll</strong> Pay CodesA unique pay code must be set up to represent the group term life insurance and Pre-RetirementDeath Benefits taxable amount. The system will calculate the dollar amount to be used for this paycode. This pay code (“g” in the above example) should only be used to track the dollar amountsfor this benefit.© 2014 Computer Programs and Systems, Inc.


302<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>11.3 Special Pay Codes TableSelect <strong>Payroll</strong> > Control Settings > Special Pay CodesFigure 11.2 <strong>Payroll</strong> Special Pay CodesGroup Term Life Insurance Pay Code: Enter the pay code that is set up to store the PRDBand group term life insurance dollar amount.© 2014 Computer Programs and Systems, Inc.


Pre-Retirement Death Benefit 30311.4 Deduction Codes TableSelect <strong>Payroll</strong> > Control Settings > Deduction CodesFigure 11.3 <strong>Payroll</strong> Deduction CodesA unique deduction must be set up to store the group term life insurance and Pre-RetirementDeath Benefits taxable amount. The system will calculate the dollar amount to be used for thisdeduction. This deduction should only be used to track the dollar amounts for this benefit.© 2014 Computer Programs and Systems, Inc.


304<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>11.5 Employee <strong>Payroll</strong> Employment InformationSelect <strong>Payroll</strong> > Select Employee > Employment InformationFigure 11.4 <strong>Payroll</strong> Employment Information, Page 1PRDB Coverage: Enter the dollar amount that exceeds $50,000 when adding the employee’sannual wages for the prior fiscal year and the group term life insurance paid premium.Once the Pre-Retirement Death Benefits options are completed and deductions are calculated,the dollar amount loaded in the PRDB field in the employee master is used to calculate the taxabledollar amount. This dollar amount is then stored in the specified pay code and deduction code.The pay code appears in time entry automatically when deductions are calculated.© 2014 Computer Programs and Systems, Inc.


Miscellaneous Employee Deductions 305Chapter 12 Miscellaneous Employee Deductions12.1 OverviewMiscellaneous Employee Deductions allow any employee purchases within the facility to bededucted from the employee’s paycheck or direct deposit. Employee’s meal purchases, gift shoppurchases or auxiliary purchases are some deductions that could be considered miscellaneousdeductions.Table SetupDeduction codes will need to be created for miscellaneous charge amounts that can beautomatically taken from an employee’s paycheck. The deduction codes will need to be enteredinto the Deduction Code Table and the <strong>Payroll</strong> Control Miscellaneous Table.Select <strong>Payroll</strong> > Control Settings > Deduction CodesFigure 12.1 PR Control - DeductionsTo enter a new deduction code type in the new 6-character code in the deduction code field.© 2014 Computer Programs and Systems, Inc.


306<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Control Settings > MiscellaneousFigure 12.2 <strong>Payroll</strong> Miscellaneous TableMiscellaneous Charge Deduction Codes: Enter deduction codes to be used for miscellaneouscharges taken out of an employee’s paycheck or direct deposit.© 2014 Computer Programs and Systems, Inc.


Miscellaneous Employee Deductions 307PC SetupThe PC used to enter an employee’s purchases will need to be set-up as a “Misc. Charge PC”.This can be done by selecting “Options”, then “Tools” at the top left of the screen. The followingscreen will be displayed.Figure 12.3 Miscellaneous Charge PC© 2014 Computer Programs and Systems, Inc.


308<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Misc. Charge PC: This should be selected. Signing off and back on to the PC will cause thechange to take effect. When signed on to the PC in this mode the deduction codes set-up in theMiscellaneous Control table will be displayed.Select Charge PC > Deduction CodeFigure 12.4 Miscellaneous Charging MenuThe deduction code that specifies the type of purchase the employee is making may be selectedand all the charges that are entered will point to the selected deduction code. Selecting one of themiscellaneous deduction codes will display the following screen.© 2014 Computer Programs and Systems, Inc.


Miscellaneous Employee Deductions 309Select Charge PC > Miscellaneous ChargingFigure 12.5 Miscellaneous ChargingThe badge of the employee making a purchase should be scanned. After scanning the employeebadge the name and employee number will display. Or if there is no scanner then the employeenumber should be entered. Enter the amount of the purchase.Upload ChargesThe charges posted to each miscellaneous deduction code will be uploaded in the <strong>Payroll</strong>Checklist. When option 5-Change Deductions is selected the following will be displayed.© 2014 Computer Programs and Systems, Inc.


310<strong>Payroll</strong> <strong>User</strong> <strong>Guide</strong>Select <strong>Payroll</strong> > Change DeductionsFigure 12.6 Deductions MaintenanceSelect Miscellaneous Charge Edit List.Select <strong>Payroll</strong> > Miscellaneous Charge Edit & UpdateFigure 12.7 <strong>Payroll</strong> Charge UploadFor the Pay Period Begin Date and End Date: The pay period begin and end date shoulddefault to the current pay period dates.Employee Number Range: If this option is selected it will print for a range of employees.© 2014 Computer Programs and Systems, Inc.


Miscellaneous Employee Deductions 311Print Totals only: If this option is selected it will only print employee totals.Reporting Order: Alpha name sequence will print in alphabetic sequence, DeductionsSequence will print in order of each deduction code and will total the deductions.Edit: If this option is selected the Miscellaneous Charge Edit List will print to be reviewed. Thecharges will not be posted to the Deduction codes.Update: If this option is selected the Miscellaneous Edit List will print and the charges will beposted to the Deduction Codes.Delete: If this option is selected the Misc Edit File will be deleted.© 2014 Computer Programs and Systems, Inc.

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