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Zortec Payroll Beginner

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* Payroll Process * The next few s will discuss frequent payroll process questions * From the Payroll main menu select Payroll Process. – PowerPoint PPT presentation

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Title: Zortec Payroll Beginner


1
Zortec Payroll Beginner
2
In this session we will cover common support
issues in LGCs Zortec Payroll System. Topics
include employee maintenance, payroll process,
voiding checks and frequently used reports.
3
First, we will take a look at employee
maintenance
4
From the Available Systems main menu, select
Payroll. From the Payroll main menu, select
Payroll Information.
5
From the Payroll Information menu, select Change
Employee Information.
6
On the Functions pop up box, select Udate.
7
Select the employee to update.
8
Pay Information Screen 3
9
To add a pay type select F5 Create Entry.
10
Pay Type Enter the pay type for the
employee. Rate Enter the rate of pay for this
pay type. Press Enter and F9 to save changes.
11
Pay Distribution Screen 4
12
The Distribution screen is divided into two
parts, Group and Detail. You must have at least
1 Group. If the employees pay will be
distributed to multiple departments, you will
need 2 or more Groups. You will also need a
Detail record for each pay type entered on the
screen 3. At the bottom of the screen select F5
Create Group or highlight the group to make
changes.
13
Division/Ledger Enter the division, fund and
department this employees pay should be charged
to. Percent In our example we will charge 100
of the employees pay to this department. If his
pay should be split between two or more
departments, enter the percent to distribute in
this field. FICA Contract FICA Contracts are
defined in Office Manager. In most cases this
will be 001. Unemployment Group Unemployment
Groups are defined in Office Manager. In most
cases this will be 001. Distribution This
field shows the number of distributions or groups
for the employee.
14
After the Groups have been entered press F9. The
screen will display the Detail Records that
correspond with the pay types entered on screen
3. Make sure there is a Detail Record for each
pay type.
GROUP DETAIL
15
This is an example of an employee with multiple
distributions. To see the next distribution,
press F1
16
The reminder of the pay types for the first
distribution are show. Below that is the second
distribution.
17
Reminder You should have the same pay types on
screens 3 and 4.
18
Deduction Information Screen 5
19
To add a deduction for the employee, press F5
Create Entry. To update or change a deduction,
highlight it and press enter.
20
Ded Code Enter the deduction code. Ded Amount
Enter the deduction amount. NOTE If the
deduction is based on a percent of the employees
pay leave the amount field blank. Examples
include, FICA, Medicare, FIT and some retirement
deductions. Goal/Amount If this deduction is
for a garnishment, you can enter the maximum
amount to be deducted. When the deduction reaches
this goal, it will no longer be taken. F9 to
save changes.
21
Payroll Process
22
The next few slides will discuss frequent payroll
process questions
23
From the Payroll main menu select Payroll Process.
24
Select option Setup Payroll for Processing. Then
Create or Update if the payroll has already
been set up.
25
Question I am doing a bonus/special payroll.
How do I issue paper checks instead of ACH
drafts?
26
If your site allows direct deposit for payroll
checks, but you DO NOT want to do ACH on this
payroll type N in the Direct Deposit Code
field. Typing N here will give everyone a
paper check.
27
Question I entered the wrong check date. Can I
change it?
28
Type the date that should print on the checks in
the Date on Check field. This is very
important!! This is the date that is used for
reports and is updated to history. It is also
used to create the General Ledger packet. If you
have not printed checks, you can change the check
date here. If checks has been printed, contact
LGC Support to help you reprint checks with the
correct date. If the payroll has been updated
to history, contact LGC Support can help you
update the check dates in history.
29
Question I have an employee that will not
calculate. Why?
30
The first place to look is under Employee
Inquiry. Check the Calc Status field on
screen 1. If you see Status Not OK that means
the pay types on screens 3 and 4 do not
match. Update/remove the pay type(s) as needed
from either screen 3 or 4.
31
Question Why do I have questions marks on the
General Ledger packet report?
32
When you see question marks on the report, it
means the account number does not exist in the
default Fiscal Years Chart of Accounts. In
Payroll, Office Manager, System Parameters and
Payroll Definitions, there is a setting for the
Current Fiscal Year. This parameter should be
set to the current fiscal year.
33
Question I have an employee that wants to cash
in a week of vacation. Can I issue one check for
both the vacation cash in and his normal
check? How will this affect his taxes?
34
During Input of Times, use the Adjust for
Federal Tax and Voluntary Deductions' fields to
define the factor value that federal/state taxes
and/or deductions need to be multiplied by for
this employee. Use this field when you need to
pay an employee for more than two pay periods
during one payroll process period (an advance
check or cashing out a week of vacation). By
entering the number of pay periods the employee
is to be paid for, federal/state tax deductions
are correctly deducted. You would enter 1.5, 2,
etc. to adjust the factor.
35
Question Did you know there is a Calculation
Inquiry option under Payroll Process?
36
Use the Calculation Inquiry option if you want
to see how a calculation process affects an
employee's check on the payroll. You will see
deductions, pay types, distributions, and so
on. This option must be viewed before the
payroll is updated.
37
Calculation Inquiry
38
Is it possible to see what affect changes to
taxes or deductions will have on an employees
take home pay?
39
From the Payroll main menu, select Payroll
Information, Tax Computation Inquiry.
40
Enter the Tax Year and Pay Period Base pay.
41
Deferred FIT total of deductions that are
subject to FIT taxes, for example
retirement. Deferred FIT FICA total
deductions that are subject to FIT and FICA
taxes, for example CAFÉ plan.
42
of Pay Periods how many times per year
paid. of Exemptions FIT/SIT
exemptions. Single or Married filing status.
43
The result shows the amount of taxes that would
be withheld based on the information
entered. This could be used to show the employee
before and after numbers based on proposed
changes.
44
This is the difference using the same numbers,
but Married and 2 exemptions.
45
Voiding payroll check
46
From the Payroll main menu, select Payroll
Information, Employee Check Maintenance.
47
From the Functions option, select Delete and
the Search and Select screen will display
48
Enter the check number of the check you wish to
void.
49
Verify that you have the correct check by
checking the check number, employee name and
number, check date, and check amount.
50
After verifying you are voiding the correct
check, type V to void the check.
51
You will receive a question asking Are you SURE
this is the Check to VOID. Type Y and hit enter
if it is the correct check.
52
Be sure you receive the Transaction Complete
message.
53
If your system is not set to track voids you then
need to create a packet for the void in order to
update general ledger
54
From the Payroll main menu, select the General
Ledger option
55
Select the Create/Print Payroll Packet option
56
Use the Payroll , Division, Manual/Void Only,
Date Span and Check Span fields to complete the
screen for the check that was voided.
Answer the Create Packet Y/N field as N the
first time in order to check the information on
the report prior to actually creating the packet.
57
Verify the information on the packet/general
ledger distribution report. If it is the correct
amount, in balance and there are no question
marks on the report run the option again and
create the packet for general ledger.
58
If your system is set to track voids you should
be picking up voids on the next payroll being
processed.
When printing the Payroll Register, Printing
Checks, and Check Register, be sure to answer I
to include voids and/or ensure that voids are
included on your reports.
59
Payroll Register during check process
60
The voided check is included at the end of the
report. The System Totals will include the
regular checks from the payroll process, as well
as the voided check.
61
Sample Check Register Be sure your voided check
is included near the end of the Check Register.
When balancing your Check Register to your
General Ledger Distribution report you should
also be sure it is included in the totals.
62
Note Keep in mind that timing is important when
voiding a payroll check. Before voiding a
check, be sure the original issuance of the check
has been included in a packet for General Ledger.
63
Frequently Used Reports
64
Alphabetical Listing
From the Payroll main menu, select Payroll
Information, Alpha List/Labels.
65
Enter the Payroll . Place an X beside the
employee Status to print. Enter birth and/or
employment date if needed.
66
Sample Alpha Listing Report You can see the
report is more than just an alpha list of
employees.
67
Print Employee Detail Information
Select Print Employee Detail Information.
68
Enter the employee s to print. Select the
Status to print. Place an X next to the data to
print. Enter the calendar YTD to print.
69
This report shows the detail from screens 1 and 2
70
and screens 3, 4 and 5.
71
Salary Listing
From the Payroll main menu, select Payroll
Information, Salary Listing.
72
Enter the Beg/End employee or leave blank for
all. Place an X beside the Status to include.
73
Salary Listing
74
Employee Distribution
From the Payroll main menu, select Payroll
Information, Employee Distribution.
75
Employee Distribution Setup
76
Employee Earnings (By Date)
From the Payroll main menu, select Payroll
Information, Employee Earnings (by Date).
77
Employee Earnings
78
Pay Type Earnings (By Date)
From the Payroll main menu, select Payroll
Information, Pay Type Earnings (by Date).
79
Gross Pay by Pay Type
80
Pay Distribution (By Date)
From the Payroll main menu, select Payroll
Information, Pay Distribution (by Date).
81
History Pay Distribution Report
82
Deduction Report (By Date)
From the Payroll main menu, select Payroll
Information, Deduction Report (by Date).
83
History Deduction Report
The report gives a total by each deduction.
84
Hours by Pay Type (By Date)
From the Payroll main menu, select Payroll
Information, Hours by Pay Type (by Date).
85
Hours by Pay Type Report
86
Employees Earning Report
From the Payroll main menu, select Payroll
Information, Employee's Earning Report.
87
Employee Earning Report
88
Deductions by Employee
From the Payroll main menu, select Payroll
Information, Deductions by Employee.
89
Deduction Register by Employee
The report totals by employee.
90
New Medicare Tier 2 Rate Applies to wages over
200,000.00
91
Visit our website www.localgovernmentcorporation.c
om.You can submit support requests online, fill
out user change request forms and browse
documentation.
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