Payroll

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Payroll System

The Payroll System (P/R) includes three areas: employee roster maintenance, paycheck cycle, and reporting.

Maintaining the employee roster involves adding, changing, terminating, and deleting employees from the system. The employee roster file contains many fields of information that the personnel department needs, such as birthday, hired date, previous raise history, etc. Each time an employee is added or the information is modified, you can produce a printout for your hardcopy file. In the case of a changed record, both the old and the new information are printed for quick verification of what was changed. When an employee is terminated, the record is not deleted, but merely marked as terminated, which blocks the ability to be paid. This simplifies matters if the employee is rehired and reinstated to the payroll. An employee can be deleted from the system without having a W-2 form printed.

The paycheck cycle is very quick and simple. Time is entered for either hourly or salaried pay and can be allocated to various job operations if the Job Cost System is present. Time can be calculated off of the time clock system or hand-entered. A special automatic salaried check generation program keeps the operator from having to select and enter time for all salaried employees individually. A gross dollar entry program allows you to enter miscellaneous wages and the federal withholding percentage. Manual check entry is also allowed for the times when an employee requires a check before actual payday. Once the payroll transactions have been entered, another program calculates overtime, standard deductions, and miscellaneous deductions. This program even calculates and accrues federal and state unemployment taxes if you desire. Checks can be printed in laser format as well. As checks are printed, the program also calculates the amount of the check required for the federal payroll deposit and automatically prints that check as well. All payroll files are updated when the checks are posted, including a file that keeps track of federal payroll deposits for the 941 quarterly payroll report.

Reports from the system supply the user with all elements of standard government reporting requirements for the state unemployment report, 941 quarterly report, 940 federal unemployment report, and W-2 forms. The Texas state unemployment report even prints the wage list on continuous forms that can be submitted for optical scanning equipment used by the state data processing department. Other reports supply information for personnel management purposes.