payroll - church management solutions · 2 . pub117—2018—february. parishsoft accounting...

Payroll USER GUIDE

Accounting

2

PUB117—2018—February

ParishSOFT Accounting Payroll User Guide

Pub 117, February 2018

3767 Ranchero Drive

Suite 100

Ann Arbor, MI 48108-2830

Web: www.parishsoft.com

Email: [email protected]

[email protected]

Phone: (734) 205-1000 main

(866) 930-4774 support

Fax: (734) 205-1011

© 2011-2018 ParishSOFT LLC, all rights reserved.

ParishSOFT grants licensed users the right to unlimited duplication of this publication

for internal use.

ParishSOFT Accounting Pub 117 Payroll User Guide

CONTENTS

Introduction ......................................................................................................... 7 Introduction to ParishSOFT Payroll ............................................................................................. 8

Reporting ................................................................................................................................ 8 Hosting .................................................................................................................................... 8 Data Conversions ................................................................................................................... 8 Functionality and Privileges .................................................................................................... 8 System Requirements ............................................................................................................. 9 Automatic Logoff of Inactive User Sessions .......................................................................... 9 User Checklist ......................................................................................................................... 9 About This Manual .................................................................................................................. 9 Training ................................................................................................................................. 10 Support.................................................................................................................................. 10

Opening Your Secure Payroll Website ...................................................................................... 11 Logging In ............................................................................................................................. 11 Logging Out .......................................................................................................................... 11 Changing Your Password ..................................................................................................... 12

Navigation ................................................................................................................................. 13

Basic Setup ....................................................................................................... 15 Complete Initial Payroll Setup ................................................................................................... 16 Entering Employer Information .................................................................................................. 17

Descriptions of Employer Information Fields ........................................................................ 18 General Information .......................................................................................................... 18 Tax IDs ............................................................................................................................. 18 ACH Info ........................................................................................................................... 18 Contact Info ...................................................................................................................... 18

Setting Up Pay Groups ............................................................................................................. 19 Recommendations for Pay Groups ....................................................................................... 19 Descriptions of Pay Group Fields ......................................................................................... 20 Viewing Details for a Pay Group ........................................................................................... 20 Editing a Pay Group .............................................................................................................. 20 Deleting a Pay Group ............................................................................................................ 20

Entering Pay Items .................................................................................................................... 21 Descriptions of Pay Item Fields ............................................................................................ 21 Viewing Details for a Pay Item .............................................................................................. 22 Editing a Pay Item ................................................................................................................. 22 Deleting a Pay Item ............................................................................................................... 22

Managing Deductions and Benefits .......................................................................................... 23 Descriptions of the Deduction/Benefit Fields ........................................................................ 24 Viewing Details for a Deduction or Benefit ........................................................................... 25 Editing a Deduction or Benefit .............................................................................................. 25 Deleting a Deduction or Benefit ............................................................................................ 25

Entering Account Distributions .................................................................................................. 26 Copying Account Distributions .............................................................................................. 27 Editing Account Distributions ................................................................................................ 28

Setting Up the Layout of Your Payroll Checks .......................................................................... 29 Allowing Pop-Up Windows .................................................................................................... 30

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Employee Information ...................................................................................... 33 Entering Employee Information ................................................................................................. 34

Employee General Tab ......................................................................................................... 34 Employment/Custom Tab ..................................................................................................... 35 Tax Data Tab ........................................................................................................................ 36 Pay Data Tab ........................................................................................................................ 39

Multi-Account Distribution for Pay Data ............................................................................ 41 Deleting a Pay Data Line Item .......................................................................................... 41 Adding More Pay Data Lines to a Form ........................................................................... 41

Deductions/Benefits Tab ....................................................................................................... 42 Deleting a Deduction/Benefit Line Item ............................................................................ 42 Adding a Deduction/Benefit Line Item .............................................................................. 42 Adding a Health Care Benefit ........................................................................................... 43

Accums Tab .......................................................................................................................... 45 Personal Tab ......................................................................................................................... 46

Viewing Personal Time Accruals by Year ........................................................................ 46 Recording Personal Time ................................................................................................. 46

Direct Deposit Tab ................................................................................................................ 48 Adding a Direct Deposit Line Item .................................................................................... 49 Adding More Lines ............................................................................................................ 49 Deleting a Direct Deposit Line Item .................................................................................. 49

Paychecks Tab ..................................................................................................................... 50

Payroll ................................................................................................................ 51 Processing Payroll ..................................................................................................................... 52

Payroll Progress Indicator ..................................................................................................... 53 Editing an Existing Payroll .................................................................................................... 53

Step #1 Setup Payroll................................................................................................................ 53 Requirement for Closed Payroll ............................................................................................ 54

Step #2 Select Employees ........................................................................................................ 54 Step #3 Edit Timecards ............................................................................................................. 55

Resetting a Timecard ............................................................................................................ 56 Deleting Pay Items from a Timecard .................................................................................... 56 Delete a Timecard ................................................................................................................. 56

Step #4 Calculate ...................................................................................................................... 56 Fixing Errors .......................................................................................................................... 56 Recalculating Selected Employees ...................................................................................... 57 Calculation Options for Bonus Checks ................................................................................. 58

Step #5 Review ......................................................................................................................... 59 Step #6 Edit Paychecks ............................................................................................................ 60

Editing a Benefit or Deduction Item ...................................................................................... 60 Calculating Overrides Edit Paychecks .................................................................................. 60 Editing Wages ....................................................................................................................... 60 Deleting a Paycheck ............................................................................................................. 61 Voiding a Paycheck .............................................................................................................. 62

Step #7 Print Checks................................................................................................................. 63 Managing Check Numbers ................................................................................................... 65

Step #8 ACH File ....................................................................................................................... 66 Print ACH Receipts ............................................................................................................... 68

Step #9 Close Payroll ................................................................................................................ 69

Optional Setup tasks ........................................................................................ 71 Start-Up Employee Totals ......................................................................................................... 72

Enter the Start-Up Gross Wages for the employee. ............................................................ 73 Enter the Start-Up Deductions and Benefits for each employee .......................................... 74


Job Category ............................................................................................................................. 75 Creating Job Categories ....................................................................................................... 75 Deleting Job Categories ........................................................................................................ 75

Personal Time ........................................................................................................................... 76 Setting Up Personal Time ..................................................................................................... 76 Deleting Personal Time ......................................................................................................... 76 Recording Personal Time ..................................................................................................... 76

If Employee earns Personal Time each Pay Period ......................................................... 77 If Employee earns Personal Time as a Lump Sum amount at the beginning of the year 77 Deleting a Personal Time Line Item ............................................................................... 78 Recording Personal Time ................................................................................................. 78

End-of-Year Personal Time Processing ............................................................................... 79 PreNote Employees .................................................................................................................. 81

Creating a PreNote File ........................................................................................................ 81 Sending a PreNote File ......................................................................................................... 81

Local Tax Setup ......................................................................................................................... 82

End of Year Reporting ...................................................................................... 83 W-2/W-3 .................................................................................................................................... 84

Employer – ParishSOFT Responsibilities ............................................................................. 84 W-2 Setup ............................................................................................................................. 85

Box 10 Dependent Care ................................................................................................... 86 Box 11 Non-Qualified Plans ............................................................................................. 86 Box 12 403(b), Taxable Life Insurance, or other codes ................................................... 87 Box 14 Allowances ........................................................................................................... 88

Reprocessing/Editing an Employee’s W-2 Information ........................................................ 89 W-2 Boxes – where is the information located in ParishSOFT Payroll? .......................... 90

Printing a W-2 Review Report .............................................................................................. 92 Print W-2’s/W-3’s .................................................................................................................. 93 W-2/W-3 Examples ............................................................................................................... 94

W-2 Copy A, 2-Up Blank Paper (Employer’s Social Security Administration Copy) ........ 94 W-2 Copy D, 2-Up Blank Paper (Employer’s Copy) ......................................................... 95 W-2 Copy 1, 2-Up Blank Paper (Employer’s State, City, Local Copy) ............................. 96 W-2 Employee Copies B&C, 4-Up Blank Paper (Employee’s Copy) ............................... 96 W-2 2-Up Pre-Printed (Preprinted forms available at www.ParishSoftForms.com) ......... 97 W-3 Blank Paper .............................................................................................................. 98 W-3 Preprinted (Printed on preprinted forms found at www.ParishSoftForms.com) ....... 99

W-2 Electronic Filing ........................................................................................................... 101

Reports ............................................................................................................ 105 Reports .................................................................................................................................... 106

Paycycle .............................................................................................................................. 106 Employee ............................................................................................................................ 106 End of Period ...................................................................................................................... 106 Federal ................................................................................................................................ 107 State and Local ................................................................................................................... 107 Report Options .................................................................................................................... 108

Date Selections .............................................................................................................. 108 Pay Group Selections ..................................................................................................... 108 Employee Selections ...................................................................................................... 108 Tax Statement Type Options .......................................................................................... 109 Sort Options .................................................................................................................... 109 Report Format................................................................................................................. 109 Report Sub-Title ............................................................................................................. 109

Memorized Report Groups ...................................................................................................... 110

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Memorize a Report Group .................................................................................................. 111 Print a Memorized Report Group ........................................................................................ 112

Exporting Reports .................................................................................................................... 113 941 Forms ............................................................................................................................... 114

Setting Up Employer Information ........................................................................................ 114 Printing 941 Forms .............................................................................................................. 114

Administrator Tasks ....................................................................................... 115 Managing Users ...................................................................................................................... 116

Adding a New User ............................................................................................................. 116 Resetting a User’s Password .............................................................................................. 116 Deactivating a User Account............................................................................................... 117

Permissions ............................................................................................................................. 118 Audit ........................................................................................................................................ 119

Index ................................................................................................................ 121

7

INTRODUCTION

8


Introduction to ParishSOFT Payroll

ParishSOFT’s Payroll brings you a powerful, fully featured payroll system with the freedom of anytime, anywhere access—all delivered in an easy-to-use interface.

An online application, Payroll is designed especially for churches and schools, so staff—even the non-experts—can manage payroll, deductions, benefits, special clergy allowances, and personal time with confidence.

Fully integrated with our ParishSOFT Ledger and Payables program, all Payroll processing is automatically tracked in your general ledger, so there’s no need for duplicate data entry or special imports. And because Payroll is Web-based, ParishSOFT maintains current state and federal tax tables for you, so you can rest assured that your Payroll system will always be updated with the most current rates.

The ParishSOFT family of Accounting modules includes: Ledger and Payables, Payroll, Accounts Receivable, Fixed Assets, and Ledger Report Writer. Purchase Orders is coming soon.

Reporting Payroll offers full reporting on historical data for all prior years, so you can quickly access the records you need at any time. You can even work in next year’s file without having to close the prior year.

Hosting ParishSOFT Accounting programs and databases are hosted by ParishSOFT, so you’ll never need to update your software. ParishSOFT automatically updates your system; backs up your data; and provides Web-based access, advanced encryption, and a state-of-the-art data center that

ensures your records are safe and secure but always available to your authorized users.

Data Conversions Most churches that use ParishSOFT Accounting choose to have ParishSOFT convert their old accounting data so that they can get started right away without rekeying any old records. If your church still needs data conversion, please contact our team of experts at [email protected] or 866-930-4774 x2. We offer data conversion services for the following accounting programs: Quickbooks, PDS, CMS, and Logos Accounting.

Functionality and Privileges Because this guide covers functionality for both standalone church accounting systems and those hosted by parent organizations, some of the options illustrated may not be available to you. Login-based system privilege settings may also render certain functions unavailable to your user account.

The Payroll system provides two different system privilege levels: Church Administrator and Church User.

Only users with the Church Administrator privilege can do the following:

• View options in the Church Manager tab—this tab is hidden to Church Users

• Manage Payroll system user accounts.

• Create a payroll with a date that is prior to the current accounting month.

Administrators may grant staff with the Church User permission level access to all other functionality in the Payroll system. For more information, see Manage Users of the Payroll System, page 116, and Permissions, page 118. If you find that some of the functionality illustrated in this guide or otherwise available in the system is not available to you, please contact your

mailto:[email protected]

INTRODUCTION 9


organization’s ParishSOFT Accounting administrator to discuss your system privileges.

System Requirements • Internet Connection

• Firefox 40.0 or higher

• Safari 9.0 or higher

• Internet Explorer 9.0, 10.0, 11.0

Note

If your browser is IE 10 or IE 11, when you display the ParishSOFT Accounting website, a message appears to inform you that the browser is not compatible with the site. To resolve this error message, turn on the browser’s settings to Compatibility View.

• Chrome, Version 62.0 or higher

• Microsoft Edge 41.16299.15.0 HTML 16.16299

• Acrobat Reader X or above

• Cookies and Java Script must be enabled on your PC

• Pop-ups must be allowed for the ParishSOFT Accounting site

Automatic Logoff of Inactive User Sessions For security purposes, a user’s session logs off after 45 minutes of inactivity. The system defines an inactive user as one who has not performed any of the following actions during the 45-minute period:

• Submitted or saved a transaction • Added additional transaction items • Selected transactions in Bank

Reconciliation or Credit Card Reconciliation

• Refreshed the page • Navigated to another page or report

in the application

If the user is in the middle of entering a transaction, the user’s session does not log off. After the user submits or saves the transaction, or after the user refreshes or leaves the page, the user’s session then logs off.

After a user is logged off, the system displays the following message: Logged off due to inactivity. To log in again, the user must re-enter his or her login credentials. User Checklist Before you can log in to your secure Payroll website, the ParishSOFT Ledger and Payables system must be set up and functional. In addition, you will need the following to set up payroll or to access your payroll records:

• Your church’s secure web address

• A valid login (that is, a correct username and password)

About This Manual This guide documents the features and functionality of the Payroll application using simple, task-based examples to illustrate how to use the tools to manage efficiently your employee records, pay groups, fund/department allocations, deductions, special clergy benefits, check layout and printing, and more.

The Payroll system provides informative messages and “mouseover” tips (information that displays when you position your mouse pointer over a field or button).

The examples shown in this document use demonstration data and do not represent the actual records of any person or organization.

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Training ParishSOFT also offers classes in two convenient formats: teletraining or in-person. Each class is taught by an experienced ParishSOFT instructor and conducted in a hands-on format that is designed to help you get comfortable with the Ledger and Payables software quickly.

Support Convenient support links, located on your main Payroll “dashboard,” make it easy to contact support, open the user guide or online help tools, or review release notes. For customer support, please contact us via phone or email, or use our online tools.

Toll Free: 866-930-4774

Email: [email protected]

Web: www.parishsoft.com

mailto:[email protected]

http://www.parishsoft.com/

INTRODUCTION 11


Opening Your Secure Payroll Website Your ParishSOFT Ledger and Payables application is available from any web browser to users with valid login credentials.

Complete the following steps to access the application:

1. Open a web browser application (for example, Microsoft Internet Explorer or Mozilla Firefox).

2. Enter your secure Ledger and Payables http address in your browser’s address line.

(Example – Your Site May Vary)

3. Add the website to your list of frequently visited sites. Firefox users can click Bookmarks > Bookmark this Page; Internet Explorer users can click Favorites > Add to Favorites.

Logging In Enter the login credentials (Username and Password) provided by your organization’s ParishSOFT Accounting Church Administrator. Then, and click the Submit button.

Logging Out To protect your sensitive employee and payroll records, log out of the Payroll website after you are finished working in the system or if you need to leave your computer unattended.

The Logout button is in the upper-right corner of your Ledger and Payables browser window. Simply click it to sign out of the system.

If the system detects no activity for 45 minutes, you will be logged out automatically. See “Automatic Logoff of Inactive User Sessions” on page 9 for more details.

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Changing Your Password You can change your own password by accessing your personal user profile.

1. Click your user name in the upper-right corner of any page. Your personal user profile opens.

2. Enter your Current Password, New Password, Confirm the New Password.

3. Click Change Password.

4. Click Submit.

Your password is now changed.

INTRODUCTION 13


Navigation A valid login takes you to the ParishSOFT Accounting page. Payroll setup and processing functions are available from the Payroll tab. Additional tabs for other ParishSOFT Accounting products may also be available to you depending on which modules your church is licensed for and the system privileges allowed for your login.

The upper right of the page shows your login information, parent organization, and church name.

Navigation icons for Payroll Process, Employees, Setup, and Reports are available on the upper-left side of the page. These icons provide quick access to features by staff who manage your payroll.

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Under the icons is the current “dashboard” view of your payroll. The upper-left side of the dashboard shows real-time summary data from your last payroll, account details for your current payroll, and tax form reminders. The dashboard also links you to the Next Step needed for your current pay cycle processing. The graph in the lower-left shows the last 12 months of gross wages.

Your complete list of Employees displays on the right. Employee names and email addresses are linked, so you can make fast updates to employee information or send a quick email.

Click with your mouse to navigate to any area of the Payroll program.

15

BASIC SETUP

16


Complete Initial Payroll Setup The flowchart on this page illustrates the initial setup that new users need to complete before beginning to use ParishSOFT Payroll. Note that ParishSOFT Ledger and Payables must be set up before processing payroll.

For instructions on completing each of the setup items, see the pages referenced for each task in the following list.

1. Enter Employer Information, page 17.

2. Set Up Pay Groups, page 19.

3. Enter Pay Items, page 21.

4. Manage Deductions and Benefits, page 23.

5. Enter Account Distributions, page 26.

6. Set Up Payroll Check Layout, page 29.

7. Enter Employee Information, page 34.

8. Prenote Employees for Direct Deposit, page 81.

Run Payroll Cycles

Select Employees, Edit Timecards, Calculate, Review/Edit, Print Checks,

Submit ACH File

Close Payroll

Reports

Process Payroll

No

Begin Payroll Setup

Enter Employer Information

Manage Deductions/Benefits

Enter Pay Items

Is Ledger &

Payables setup

complete?

Set up Ledger and Payables

End Payroll Setup

Yes

Enter Account Distributions

Set Up Pay Groups

Set Up Payroll Check Layout

Prenote Employees for Direct Deposit

BASIC SETUP 17

ParishSOFT Accounting: Pub 117 Payroll User Guide

Entering Employer Information On the Employer Information page, you can set up general church information; federal, state and local tax IDs; and ACH (Automated Clearinghouse) information for processing direct deposits.

1. Click the Setup button.

2. Click Employer Info.

3. Enter your church’s General information, including the full name of your church, address, and phone.

4. Enter the primary payroll user’s Contact information.

5. Enter the Tax ID numbers for Federal, State, and Local withholding. The system provides four state and four local tax ID fields, along with four state unemployment wage max and four state unemployment rate fields.

6. If paying your employees by Direct Deposit, enter the ACH Information required for processing your direct deposits. Field descriptions are provided on page 18.

7. Enter information to print on your 941 forms in the Additional 941 Information section.

8. Click Submit to save your entry and proceed to “Setting Up Pay Groups” on page 19.

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Descriptions of Employer Information Fields

General Information

Employer Name

Enter the name of the church or other organization issuing payroll, up to 30 characters as it should appear on your checks, 941 and W-2’s.

Address and Address 2

Enter the address of your organization as it should appear on your checks, 941 and W-2’s, up to 30 characters per address line.

City, State, ZIP Code, Phone

Enter the city (up to 30 characters), state, ZIP Code, and phone number of the organization. The address entered here will display on your printed paychecks, 941 and W-2’s —the phone number will not display on checks.

Tax IDs

Federal Tax ID

Enter the Federal Tax ID number for your organization.

State 1 – State 4

Enter the two-digit state abbreviation and state tax ID number for your organization. If you pay employees who reside in multiple states, enter up to four state abbreviations and tax ID numbers.

Local 1 – Local 4

Enter the local tax abbreviation and local tax ID number for your organization. If your area has more than one local tax, enter up to four local tax abbreviations and local tax ID numbers.

ACH Info

The fields for ACH Information must be completed to process direct deposits. ACH files can be uploaded directly to your Church’s bank or may be provided to a third

party ACH service. ParishSOFT Payroll can accommodate both methods of Direct Deposit.

If you are unsure of the data you should enter in these fields, contact your ACH service provider for more information.

Immediate Destination

Nine-digit or ten-digit routing number of the receiving point to which the file is being sent. This is typically the applicable Federal Reserve routing number.

Immediate Origin

Nine-digit or ten-digit routing number of the sending point of the file. This is typically your bank’s routing number.

Immediate Destination Name

Name of the receiving point for which the file is destined. This is typically your bank’s name.

Immediate Origin Name

Name of the sending point of the file. This is typically your church’s name.

Originating DFI Identification

Eight-digit routing number to the Department of Financial Institutions (DFI) originating entries. This is typically your bank’s routing number minus the last digit.

Account Number

Your church’s bank account number.

Batch Number

Assigned automatically and sequentially by the system for each ACH file submission. The number in this field indicates the total number of batches assigned by the system.

Contact Info

Enter the Contact Name, Phone, Fax and Email (required) for the primary Payroll user in your Organization.

BASIC SETUP 19


Setting Up Pay Groups On the Pay Groups page, you can define pay periods for groups of employees who are paid at the same frequency as specified in the Pay Periods Per Year field.

You can set up pay groups to match

pay frequency (Monthly Salary, Monthly Hourly, Semi-Monthly, Weekly, etc.), staff title (Day Care, Pastor, Office Staff, Teachers, etc.) or whatever else makes sense for your organization. After you have Pay Groups set up, you can process payroll by Pay Group.

1. Click the Setup button and select Pay Group.

2. Click New Pay Group (located above and left of the Pay Group Information fields).

3. Enter the Pay Group Number.

4. Enter the Description of the Pay Group.

5. Enter the number of Pay Periods Per Year.

6. Click Submit to save your entry.

You can now assign employees to the new Pay Group from the Employee Information > Pay Data page.

Recommendations for Pay Groups Use separate pay groups for employees paid from different bank accounts.

If you process payroll for teachers who are paid only for part of the year (for example, from Sept to June), we recommend setting up a separate pay group—then changing your payroll processing during the summer break is as easy as not selecting the “Teachers” pay group.

ParishSOFT Payroll uses the Pay Periods Per Year field to annualize the gross pay, deductions and benefits for each employee and uses the Federal and State Annual Tax tables to determine applicable taxes. The application de-annualizes the amounts for the current payroll.

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Descriptions of Pay Group Fields Pay Group Number

Enter the unique ID number for your pay group, up to 30 characters. The system sorts your list of Pay Groups by ID number in the Quick Find list. After you save your new Pay Group, this field cannot be edited.

Description

Enter the unique description of your pay group, up to 30 characters (for example, Monthly, Monthly Salary, Monthly Hourly, Semi-Monthly, Special).

Pay Periods Per Year

Enter the number of times payroll will be processed for this pay group during a one-year period.

Viewing Details for a Pay Group Use the Quick Find to view the details of any Pay Group in your system.

1. Click the Lookup button.

2. Select the Pay Group from the list.

3. Click Find Item.

Editing a Pay Group The Pay Group Information displays. You can edit the Description or Pay Periods Per Year for any Pay Group in the system—just make a change and click Submit. Note the Pay Group Number cannot be changed.

Deleting a Pay Group Pay Groups that are not assigned to employees can be deleted from the system.

If a user tries to delete a Pay Group that is in use, the system displays an error message, along with a list of the employees who belong to the Pay Group. You can then remove the employees and delete the pay group.

To delete a pay group:

1. Open the pay group you want to delete (see “Viewing Details for a Pay Group“ for instructions).

2. Click the Delete button.

BASIC SETUP 21


Entering Pay Items On the Pay Item Information page, you can define items that might be included in an employee’s pay (for example, salary, housing allowance, mileage, and any reimbursements). A description of the pay item appears on the employee’s check stub.

1. Click the Setup button and click Pay Item.

2. Click New Pay Item (located above and to the left of the Pay Item Information fields).

3. Enter the item’s Description as you would like it to appear on employee paycheck stub.

4. Choose one of these Pay Item Type options:

• Taxable: includes lay employee Salary items.

• Non-Taxable: includes Allowances, Reimbursements, Mileage, etc.

• Clergy: accumulates wages that are subject to Federal and State income tax withholding. Because withholding for Social Security and Medicare is typically not calculated for employees in this group, you should disable withholding for Social Security and Medicare taxes.

5. Enter a Default Check Sequence value (required).

6. Choose the Default Gross Pay Account (optional).

7. Click Submit to save.

Descriptions of Pay Item Fields Description

Enter up to 30 characters in this field to identify each unique Pay Item. The Description is selectable from the employee’s Pay Data page, and it will print on paychecks when selected as a line item for a given employee.

Pay Item Type

Your selection of Taxable or Non-Taxable determines whether the system calculates taxes for a given Pay Item.

Default Check Sequence

The number in this field is used to control whether Pay Items print on one check or on separate paychecks. To print all Pay Items on a single paycheck, always use a check sequence of 1. When you want to print pay items on separate checks, enter a check sequence of 2 or more. This results in an additional paycheck printing for the employee for the selected Pay Item. For example, you may want to pay the Pastor’s Salary on one paycheck but issue a separate check for his Housing Allowance—to accomplish this, just assign the “Housing Allowance” Pay Item the Check Sequence 2.

Default Gross Pay Account

This selection determines the account to which the Pay Item disbursement will be allocated in your ParishSOFT Ledger and Payables system when you process payroll. This field is optional. If you prefer to assign this directly on the Employee’s Pay Data display, leave this field blank.

22


Viewing Details for a Pay Item Use the Quick Find to view the details of any Pay Item in your system.

1. Click the Lookup button or type the first letter of the Pay Item description.

2. Select the Pay Item from the list.

3. Click Find Item.

Editing a Pay Item After you open a pay item (see “Viewing Details for a Pay Item“ for instructions), the you can edit the pay items’ details. Simply make the desired change, and then click Submit to save them.

Deleting a Pay Item Pay item that are not assigned to employees can be deleted from the system.

If you try to delete a Pay Item that is assigned, the system informs you that the item is in use and cannot be deleted.

To delete a pay item:

1. Open the pay item you want to delete (see “Viewing Details for a Pay Item“ for instructions).


BASIC SETUP 23


Managing Deductions and Benefits On the Deductions/Benefits page, you can define any line item taken from an employee’s pay (for example, 403(b), health insurance, and garnishments). You must specify a liability and/or expense account link for all gross pay accounts on the Account Distribution page to calculate a payroll.

1. Click the Setup button and click Deduction/Benefit List. Items with Codes less than or equal to 10 are system-defined deductions and benefits for standard items.

2. To add a new item, click Add a New Deduction/Benefit From Template, and click the Select button to create a new benefit or deduction based on an existing template.

The system creates a copy of the item you selected and assigns it the next available Code number.

3. Scroll to the end of the list view to locate the newly copied deduction or benefit and click the Edit button to enter the item’s details.

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4. Change the Description fields as needed, entering the text as you would like it to display on employee paychecks.

5. Select either Deduction or Benefit as the Type.

The Code Number is generated sequentially and automatically by the Payroll system.

6. Select a W2 Category for the item.

7. As appropriate, select or deselect the Subject to Tax checkboxes (see field descriptions below for more information).


9. Go to page 26 to Enter Account Distributions.

Descriptions of the Deduction/Benefit Fields Description

Name of the deduction or benefit as it will appear on employee paychecks and in your Payroll system. The description must be unique.

Type

Specify whether the item is a Deduction or Benefit. Deductions are withheld from the employee's check and accumulated in a liability account for payment. Benefits are calculated amounts the employer pays on behalf of the employee for a service or tax (for example, insurance and Social Security). Benefit amounts are accumulated in a liability account for payment and are automatically expensed.

Code Number

Assigned sequentially and automatically by the payroll system. You can edit this field to assign another code number of 11 or higher.

W2 Category

Used for selecting the applicable checkboxes for Form W-2 printing. Choices include Other, Retirement, Tax Deferred, and Retirement and Tax Def.

Subject to Tax

Select the checkboxes to determine how deductions and benefits affect tax calculations. When the selected taxes are calculated, the taxable wage amount used are reduced by the amount of the deduction. For benefits, the benefit amounts are included in the taxable total.

BASIC SETUP 25


Viewing Details for a Deduction or Benefit To view the details of any deduction or benefit, click the Edit button from the main list view of Deductions/Benefits.

After you have the details view open, you can use the Quick Find to view the details of another deduction or benefit in your system.

1. Click the Lookup button or type the Code Number of the deduction or benefit.

2. Select the deduction or benefit from the list.

3. Click Select.

Editing a Deduction or Benefit After you have displayed the details of the deduction or benefit, you can edit any of the details. Simply make the desired change and click Submit.

Code Numbers 1-10 are reserved by the system and cannot be edited.

Deleting a Deduction or Benefit A deduction or benefit that is not in use by the system can be deleted from the system. If you try to delete an item that is assigned, the system informs you that the item is in use and cannot be deleted.

To delete a deduction or benefit:

1. Open the deduction or benefit (see “Viewing Details for a Deduction or Benefit“ for instructions.


26


Entering Account Distributions On the Account Distributions page, you can define liability and expense accounts from the Ledger and Payables system that will be updated with each payroll posting. Liability accounts are credited (increased). Expense accounts are debited (increased).

ParishSOFT Payroll automatically takes the monies withheld from the employee’s check for all Deductions (for example, Federal Tax, Health Insurance, 403 (b), etc.) and store in the Liability Accounts you select.

The system also books the expense portion of any Benefit (for example, Social Security, Medicare, and 403(b)) for you and store the amounts in the Liability Accounts you select on this display.

When it comes time to pay the bill for the Deductions and Benefits, use the Liability Accounts as the Bill Line Item which will Debit (decrease) the Liability account.

Account Distributions are defined for each gross pay account. Gross pay accounts are normally salary expense accounts used to pay an employee’s regular or allowance pay.

Examples include a pastor’s salary, youth directory, or a priest’s housing allowance.

1. Click the Setup button. Then, select Account Distributions.

2. Locate the desired gross pay expense account in the Quick Find list and click Select Account.

3. For each deduction line item, click the lookup arrow and select the appropriate liability account.

4. For each benefit line item, click the lookup arrow and select a liability and an expense account.

5. Click the Submit button to save.

BASIC SETUP 27


Copying Account Distributions To save time, you may copy an account distribution from one gross pay expense account to another. This is a convenient way to set up account distributions for like gross pay accounts, such as Parish Clergy Salaries and Contracted Clergy. After you copy account distributions, you may edit liability and expense account settings for individual line items as needed.

1. Locate and select the gross pay account containing the distribution settings you want to copy using the Quick Find.

2. Click the Select Account button.

The account distribution settings display.

3. Click the Copy button, located at the bottom of the page.

4. Select the account to which you want to copy the selected distributions. Then, click the Copy button. The system returns you to the previous page containing Copy From settings. To view the settings in the Copy To account, select that account using the Quick Find search feature.

All Gross Pay Expense Accounts must have all Deductions and Benefits distributed to the appropriate Liability and Expense accounts; including Clergy Salary expense accounts. You can choose which taxes are withheld on the Tax Data tab for each employee.

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Editing Account Distributions Account distributions may be edited to change expense or liability account settings as needed.

1. Locate and select the gross pay account using the Quick Find.

2. Select the liability or expense account setting you want to change and press your <Delete> key to clear the field.

3. Click into the lookup table and select the new liability or expense account.

4. Click the Submit button to save.

BASIC SETUP 29 Setting Up the Layout of Your Payroll Checks On the Set Up Payroll Check Layout page, you can define the layout of your payroll checks and specify precisely the position of data that will be printed on your check.

The default settings for checks apply to checks purchased through www.ParishSoftForms.com. But you can customize the check layout for your existing check stock.

1. Click the Setup button. Then, click Payroll Check Layout.

2. Select the Bank Account from which your payroll checks are paid. Each account may have a different check layout.

3. Specify any Left/Right and Up/Down position adjustments needed for each check field by clicking the green arrows. Adjustments are made in 1/100- inch increments to the following fields: Check Date

Check Amount Check Number Check Amount (Words) Check Payee Check Memo Payee Name/Address

Note

Adjustments are made in 1/100 of an inch increments. To move ¼ inch, enter 25, to move ½ inch, enter 50, to move 1 inch enter 100.

4. Under Payroll Check Page Layout Options, select one of these check format options: Check-Stub-Stub Stub-Check-Stub Check-Check-Check

http://www.parishsoftforms.com/

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5. For the option Print Check # On Check, specify Yes or No.

Note

You must continue to purchase pre-numbered checks. This option prints the check number in small characters near the pre-printed check number and is for auditing purposes.

6. For the option Print Check Payee, specify Yes or No. If your Employee’s Name prints in an additional line under “Pay to the order of:”, select Yes on this option.

If the “Pay to the order of” is built into the Employee’s Name and Address and the employee’s name prints only once on the check, select No on this option.

7. Under Overall Page Adjustments, change the left and right Margins and customize the Section Divider spacing to change the spacing between check, stub, or account number sections as needed.

8. Click Save Settings. Then click Print Test Check, print a sample check on one of your test forms, and inspect the positioning of all fields carefully. Make and save any additional adjustments needed prior to processing your first payroll.

Note

You must click Save Settings before clicking Print Test Check or the system will revert to your previous settings.

9. Click Save.

The sample printed check layout below shows the positioning of fields and sections for a “check-stub-stub” layout.

TIP: If using the same check stock as Ledger & Payables, and you’ve already completed the check layout in Ledger & Payables, print the Ledger & Payables Check Layout display and simply insert the numbers used in the previous layout.

BASIC SETUP 31


Allowing Pop-Up Windows Pop-up windows (or menus) are special types of windows that sometimes display when you click a button or select an option with the mouse. They give you quick access to the application’s functions, for example, check printing and setup.

To use the ParishSOFT Payroll website, you must allow pop-up windows and menus to display. If they cannot display, you may have trouble viewing pages or using certain features in the application.

By default, some browsers block pop-up windows. All browsers supported by ParishSOFT Payroll, however, contain an option that enables you to control whether pop-up windows can display.

If you receive a message informing you that pop-up windows are blocked, you must change the browser’s pop-up window setting to allow them. Consult your browser’s Help for instructions on how to allow pop-up windows.

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33

EMPLOYEE INFORMATION

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Entering Employee Information On the Employee Information page, you can add new employee records to the payroll system. You can also o edit existing employee records. Independent contractors or others who receive a 1099-MISC form should be entered and paid as a vendor in the Ledger and Payables system.

Employee information is organized on a series of nine tabs. The only tabs you are required to enter employee information for are the General, Tax Data and Pay Data tabs. The remaining tabs are either optional or for information purposes only.

Employee General Tab To add new employee records, complete the following steps.

1. Click the Employees button. A list of previously entered employees displays.

2. Click Add a New Employee.

3. Enter the employee’s general information into the fields. All fields are limited to 30 characters unless otherwise noted.

First, Middle, and Last Name

(required) Enter the employee’s full name as you would like it to appear on paychecks in the available fields. We recommend you enter the employee name exactly as it appears on his/her Social Security card to keep compliant with IRS payroll requirements.

Suffix

Enter a name suffix or credential (for example, Jr., PhD, Sr).

Address, Address 2, City, State, and ZIP Code (or postal code)

Enter the employee’s complete address as it should be printed on paychecks.

Gender

M for male or F for female. This field accepts only one character.

Birthdate

Enter in mm/dd/yyyy format or select from the calendar lookup table. The employee’s age calculates based on the date in this field and displays to the right of the birthdate.

Phone Number, Cell Phone and Email

Enter the employee’s contact information.

Emergency Contact name and Emergency Phone

Enter the emergency contact person’s name and phone number. It is helpful to note the relationship of the person to the employee (for example, sister or spouse) so that in the event of an emergency, staff can be better informed about whom they are contacting.

4. Click Submit to save and activate links to the remaining tabs.

EMPLOYEE ENTRY 35


Employment/Custom Tab 1. Click the Emp/Cust tab, select the

Active checkbox (if applicable), complete the fields on this page as appropriate for the employee.

Employment & custom information includes the employee's job title, employment date and physical limits. Also, on this dialog are several custom fields you can use for whatever purposes are most useful to you.

2. Complete the fields. All fields are limited to 30 characters unless otherwise noted.

Active

Employment status of the employee. Only employees with a status of Active are available for a given payroll process. Select the checkbox to set the employment status to Active. Inactive employee data will show up on Payroll reports for the period in which they were paid.

Job Title

Enter the employee’s title as it should appear in your payroll system.

Job Category

Select the Job Categories you’ve created from the lookup table (see “Job Category” on page 75).

Employment Date and Employment Date 2

Enter the date using MM/DD/YYYY format or select a date from the calendar lookup. Use the Employment Date 2 field when a previously terminated employee begins working for your organization again.

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Termination Date and Termination Date 2

Enter the date using MM/DD/YYYY format or select a date from the calendar lookup. Use the Termination Date 2 field when an employee was terminated from a position and has a start date in the Employment Date 2 field.

Deceased

Check to indicate the employee is deceased. This setting is provided to correctly reflect an employee’s Deceased status on the W-2 form.

Retirement Number

If applicable, enter the employee’s retirement number.

Last Physical

Enter the date of the employee’s last physical examination.

Physical Limitations

If applicable, enter a description of the employee’s physical limitations.

Custom Number 1–2

Two custom number fields can each store up to a 30-character alphanumeric ID for each employee. These fields are ideal places to track an employee number, benefit plan number, etc.

Custom Text 1–4

Four custom text fields can store additional information of up to 30 alphanumeric characters each. These fields are ideal places to track location codes, certifications, etc.

Custom Date 1–4

Use the four custom date fields to record dates that you want to track in your Payroll system (for example, certification or retirement dates). Enter dates in MM/DD/YYYY format or select dates from the calendar lookup.

Custom Long Text

Use the custom long text field to record custom information of up to 30 alphanumeric characters.


Tax Data Tab Employee tax data defines which taxes are withheld from the employee's paycheck. It also records their marital status, deductions, and allowances.

The tax tables within the ParishSOFT Payroll system are updated regularly on our servers, so you can rest assured that each time you process your payroll, taxes are being calculated using the latest tables from the IRS and each of the 50 U.S. states. You do not need to update tax tables within the system.

If any localities within your employees’ states of residence require that you withhold local taxes, you can add those rates to the system (see “Local Tax Setup” on page 82).

All fields are limited to 30 characters unless otherwise noted.

Click the Tax Data tab to define which taxes will be withheld from the employee’s paycheck. By default, the checkboxes for Social Security, Medicare, State, Federal Tax Withholding, and Subject to State Unemployment are selected.

As appropriate, select or deselect withholding options.

1. The Payroll system assumes that Social Security Tax should be withheld for each employee, so the Withhold Social Security Tax box is selected by default. If Social Security Tax should not be withheld for the selected employee (for example, Clergy), deselect the checkbox.

2. The Payroll system assumes that Social Security Tax should be withheld for each employee, so the Withhold Medicare Tax box is selected by default. If Medicare Tax should not be withheld for

EMPLOYEE ENTRY 37


the selected employee (for example, Clergy), deselect the checkbox.

3. In the Tax Statement field (required), select W-2 or No Statement. Employees defined as No Statement are not included when you print your W-2s.

4. Under State Tax Withholding, select the State of residence and Marital Status, and enter the data in the Allowances, Dependents, or Extra withholding fields as needed.

5. Withhold State Tax

This box is selected by default. If U.S. State Tax should not be withheld for the selected employee, deselect the checkbox. When unselected, the data fields that define State Tax withholding are hidden.

Applicable State

Select the employee’s state of residence from the lookup. State Tax deductions are calculated based on the selected state’s tax table.

Marital Status

Select the marital status for the State tax calculations as appropriate for the employee. Options include: Single, Head of Household, Married – Jointly/Spouse Employed, Married – Jointly/Spouse Unemployed, Married – Separately/Spouse Employed, Married – Separately/Spouse Unemployed. If your state does not differentiate between an employed spouse, the system simply assumes Married-Jointly or Married-Separately based on the selection made.

Allowances

Enter the number of exemptions to be considered in each of the State calculations as appropriate for the employee based on the employee’s W-4 form.

Dependents

Enter the number of dependents to be considered in the State Tax calculations as appropriate for the employee. Not all States use the concept of Dependents; use only if applicable for your State.

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Override

Enter the dollar amount (as a positive number, not a negative number) that will be deducted per paycheck instead of the standard State Tax calculations. This replaces what the system calculates for State Taxes and use the amount entered. Include the 2 decimal places required by the system. If the dollar amount entered is $0.00, no taxes are withheld.

Extra

If the employee wants to have additional tax withheld, enter the amount per paycheck in the field for State Extra withholding (as a positive number, not a negative number). Include the 2 decimal places required by the system. If an Override amount was entered for State Tax Withholding, the Payroll system ignores any amount in the Extra field.

Subject to State Unemployment

This field is selected by default to indicate that the employee is to be included on the State Unemployment report. No taxes are withheld from the employee if this checkbox is selected.

6. Under Federal Tax Withholding, select the Marital Status and enter data in the Allowances, Override, and Extra withholding fields as needed. Withhold Federal Tax

When deselected, the data fields that define federal tax withholding are hidden.

Marital Status

Select the marital status for the Federal tax calculations as appropriate for the employee. Options include: Single, Married, Married but use Single Tables. Head of House tables are identical to Single tables in the Federal Tax Tables. If you have an employee who has defined themselves as Head of House on their W-4, select the Marital Status of Single.

Allowances

Enter the number of exemptions to be considered in each of the Federal calculations as appropriate for the employee based on the employee’s W-4 form.

Override

Enter the dollar amount (as a positive number, not a negative number) that will be deducted per paycheck instead of the standard Federal Tax calculations. This replaces what the system calculates for Federal Taxes and use the amount entered. Include the 2 decimal places required by the system. If the dollar amount entered is $0.00, no taxes are withheld.

Note

If you have Clergy who want their wages to be reported as Federal Taxable Wages on the W-2, but do not want taxes withheld, check the box at Withhold Federal Tax and enter a $0.00 in the Override field.

Extra

If the employee wants to have additional tax withheld, enter the amount per paycheck in the field for Federal Extra withholding (as a positive number, not a negative number). Include the 2 decimal places required by the system. If an Override amount was entered for Federal Tax Withholding, the Payroll system ignores any amount in the Extra field.

7. If Local Tax Withholding applies, select the Withhold Local Tax checkbox. Withhold Local Tax

This field is deselected by default, and the data fields that define local tax withholding are hidden. If local tax withholding applies to the employee, select the checkbox to display the data fields that define local tax withholding (see “Local Tax Setup” on page 82).

EMPLOYEE ENTRY 39


Applicable Local

Select the applicable local tax from the lookup. Marital Status

Select the marital status for the local tax calculations as appropriate for the employee. Options include: Single, Head of Household, Married – Jointly/Spouse Employed, Married – Jointly/Spouse Unemployed, Married – Separately/Spouse Employed, Married – Separately/Spouse Unemployed. If your locality does not differentiate between an employed spouse, the system simply assumes Married-Jointly or Married-Separately based on the selection made.

Allowances

Enter the number of exemptions to be considered in each of the Local calculations as appropriate for the employee based on the employee’s W-4 form.

Override

Enter the dollar amount (as a positive number, not a negative number) that will be deducted per paycheck instead of the standard Local Tax calculations. This replaces what the system calculates for Local Taxes and use the amount entered. Include the 2 decimal places required by the system. If the dollar amount entered is $0.00, no taxes are withheld.

Extra

If the employee wants to have additional tax withheld, enter the amount per paycheck in the field for Local Extra withholding (as a positive number, not a negative number). Include the 2 decimal places required by the system. If an Override amount was entered for Local Tax Withholding, the Payroll system ignores any amount in the Extra field.

8. Click Submit to save the Tax Data you entered.

Pay Data Tab

Click the Pay Data tab and define the employee’s Pay Group, Pay Items, Hourly Rate or Salary, and Account.

1. Under Pay Group, select the appropriate item from the lookup table. The Pay Group options listed are added to your Payroll system using the procedure for setting up pay groups on page 19. Options can include Monthly, Semi-Monthly, and Special).

2. Using the option buttons on the right, select Hourly or Salary, and Full-Time or Part-Time. These options are used by the Employee Pay Status report and the Blank Timecards report.

3. Select the appropriate Pay Description from the lookup items for which the employee should be paid. Options in the Pay Description lookup are added to your Payroll system using the Enter Pay Items procedure on page 21.

4. Specify either the Hours/Units and Rate or enter a Pay Period Amount.

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Hourly Employees If the employee is paid for the same number of hours each pay period, type the number of hours in the Hours/Units field and the system auto-populates the employee’s timecard each pay cycle.

If the number of hours worked is variable, leave the Hours/Units field blank. The number of hours entered here can be overridden during payroll processing if needed. See Step #3 Edit Timecard beginning on page 55 for more information. If the employee is being paid by the hour, enter the hourly rate in the Rate field. If you have entered data into the Rate field the system calculates the Pay Period Amount using the following equation:

Pay Period Amount = Hours/Units * Rate

Salaried Employees

If the employee is paid a salaried amount instead of an hourly rate, enter that amount into either the Pay Period Amount or Annual Amount field.

The system automatically calculates the Annual Amount only if the Pay Period Amount is entered. It also calculates the Pay

Period Amount if only the Annual Amount is entered.

Annual Amount = Pay Period Amount * number of pay periods per year (defined by the Pay Group selection)

Pay Period Amount = Annual Amount / number of pay periods per year (defined by the Pay Group selection) Select an Account for the pay item. If you associated an Expense Account when entering the pay items, this field is automatically populated based on your setup (see page 8), but you can change the distribution by selecting another option from the lookup table if needed.

If you did not associate an Expense Account to the pay items, enter the correct gross pay Expense Account in the Account field.

You can enter multiple pay item types and associated different gross pay Expense Accounts for each pay item type if needed.

If you would like to distribute the employee’s pay over multiple accounts, see the section below for more information.

5. Repeat steps 2-4 for any additional pay items.

EMPLOYEE ENTRY 41


6. Click Submit to save the Pay Data.

Multi-Account Distribution for Pay Data

If you have pay items that need to be distributed among two or more accounts, select the Pay Description and enter the Hours/Units, Rate, Pay Period Amount or Annual Amount.

Then click the Use Distribution checkbox and click the Distribution button.

Enter the gross pay Expense Accounts and Percentages and the system automatically distributes the employee’s pay to those gross pay Expense Accounts each time payroll is processed.

For example, if you have a custodian who works for both the school and the church, and he or she is paid out of different accounts, you could add two Custodian Salary pay data line items and enter the typical distribution here (for example, 75% of her salary should be booked to the church account, while 25% of her salary should be booked to the school account). This helps ensure that salary expenses are distributed appropriately during each pay cycle.

The Account field remains empty on the display, but the Use Distribution checkbox remains selected.

Deleting a Pay Data Line Item

Click the X to remove any pay data line item from an employee’s record.

Adding More Pay Data Lines to a Form

To add more line items to an employee’s pay data record, click the More Lines link, located in the lower-left of the page.

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Deductions/Benefits Tab Click the Ded/Ben tab to associate elective deductions and/or benefits (codes 11 or higher) with the employee. Deductions and benefits that you have added as part of your Payroll Setup are available from the lookup table. Add each line item and amount as appropriate for the employee. Then, click Submit to save.

1. Under Deduction/Benefit Description, choose the appropriate items from the lookup table. Options in this table are added to your Payroll system using the procedure for setting up benefits and deductions on page 23.

2. Deductions and benefits can be entered by amount or percentage. Enter either the Amount or Percentage. If the deduction or benefit is a fixed dollar amount, enter the amount.

3. If the deduction or benefit is calculated as a percentage of the employee’s paycheck, enter the percent.

4. Enter the Limit. Type the maximum amount that can be deducted from the employee's paycheck or added to the benefit total during the calendar year. If there is no limit for this Deduction/Benefit, the system

automatically populates 999999.99 after you click Submit.

Current Year, Prior Year

The calendar amounts are automatically updated by the Payroll system. These read-only fields show accumulated deduction and benefit totals for the calendar year indicated.

Deleting a Deduction/Benefit Line Item

Click the X to remove any line item from an employee’s record.

Adding a Deduction/Benefit Line Item

To add more line items to an employee’s pay data record, click the More Lines link, located in the lower-left of the page.

Deductions are listed on the employee’s paycheck stub, but Benefits are not listed; as no amounts are withheld from the employee’s check for a Benefit.

EMPLOYEE ENTRY 43


Adding a Health Care Benefit

To save processing time, you can automate the benefit calculation within the application by setting up a healthcare deduction and then creating a new benefit code for the employer’s portion of the health care cost in Payroll.

Alternatively, you can manually edit an employee’s W-2 to add health care benefit information.

These two methods are documented in the following sections.

Automating a Health Care Benefit Calculation

This process has three main steps. Follow the steps in the order given.

Step 1: Add the Health Care Benefit to Your System 1. Select the Payroll tab.

2. Click Setup.

3. Select Deduction/Benefit List.

This list shows all deductions and benefits currently set up in your system.

4. Select Add a New Deduction/Benefit From Template.

5. For Employer Health Care Benefit, click Select.

The application adds the employer health care benefit to the list of benefits and deductions available in system. You can now add it to an employee’s record and specify the amount of the deduction. You will perform this task in Step 2.

Step 2: Add the Health Care Benefit to an Employee’s Record

1. Select the Payroll tab.

2. Click Employees.

3. To the left of the desired employee’s name, click Go.

The selected employee’s record is displayed. The name of the employee appears at the top.

4. Under the employee’s name, select the Ded/Ben tab.

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5. Add the health care benefit deduction to the record by clicking the down arrow and then selecting Employer Health Care Benefit from the list. Type the amount of the benefit in the Amount field or the percent of the benefit in the Percent field.

Note

If necessary, click More Lines to add a new line.


The deduction is now added to the employee’s record. When you run your next payroll, the amount is shown on the employee’s paycheck.

Step 3: Set up the W-2 Form In this final step, you will set up the W-2 to track and report the employee’s health care costs.

1. Select the Payroll tab.

2. Click Forms.

3. Select W-2 Setup.

4. For Employer Health Care Benefit, select Box 12 for W-2 Box, and then type DD for W-2 Code.


Manually Editing a W-2 1. Select the Payroll tab.

2. Click Forms.

3. Under W-2 Setup and Edit, select Edit Employee’s W-2 Information.

The employee’s W-2 form is displayed.

4. In Box 12, type DD. Then, to the right of the box, type the dollar amount of the benefit. For example:


EMPLOYEE ENTRY 45


Accums Tab The Payroll system updates data shown in the Accums (that is, Accumulations) page automatically when payroll is posted.

This is an informational window only; data may not be entered or edited on this display.

Accumulations and Gross Accumulations are tracked for the current month to date, by quarter, and by fiscal and calendar years.

Use the Month and Year lookups to select any period.

If you select a different Accumulations period, click the ReCalculate button to refresh the page and display records based on the new period.

Accumulations are displayed for the following items:

• Gross Pay • Social Security Withheld • Medicare Withheld • Federal Tax Withheld • State Tax Withheld • Local Tax Withheld • Other Deductions • Allowance • Net Pay Gross Accumulations, or the total taxable income, are displayed for these items:

• Social Security Gross • Medicare Gross • Federal Tax Gross • State Tax Gross • Local Tax Gross

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Personal Tab Click the Personal tab to enter the number of paid time off, such as Vacation, Sick, Personal, or Family, days the employee Earns Per Payroll or for a lump sum time for year. The system accumulates earned time, records used time, and calculates available time. It also lets you write and store notes for each line item. See pages 60 and 72 for instructions on logging earned or used time.

Personal time can be recorded in hours or days for time earned and used. You can choose which you would like to use, just stay consistent between your employees.

Viewing Personal Time Accruals by Year

Use the Year filter to view an employee’s personal time accruals for a specific year.

By default, the current year is displayed in the Year dropdown list (see illustration on this page). To view personal time data for a different year, select the year from the dropdown list. Then, click the Display Year button.

The PTO Summary updates to show personal time information for the year selected.

Recording Personal Time

You can record Personal Time in one of two concepts:

• Employee earns Personal time each Pay Period

• Employee receives Lump Sum Personal Time at the beginning of the year

EMPLOYEE ENTRY 47


If Employee earns Personal Time each Pay Period 1. If the Employee earns a fixed number of

hours or days each time a Payroll is processed, select the Earn Per Payroll checkbox.

The Amount Per Payroll field is visible after the checkbox is selected.

2. Enter the number of hours or days of personal time to be earned per pay cycle.

The Earned, Used and Available times remain at zero until a payroll is processed.


If Employee earns Personal Time as a Lump Sum amount at the beginning of the year 1. Leave the Earn per Payroll

checkbox deselected.

2. In the Date, Activity, Amount and Notes fields, enter the desired information.


Thee Earned, Used and Available times fields are updated automatically.

Limit Enter the maximum number of personal time hours or days that the employee can earn within a given calendar year.

Earned, Used and Available The system calculates the values in these read-only fields automatically as hours or days are entered manually as earned or used personal time on this page.

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Deleting a Personal Time Line Item Click the X to remove any earned or used personal time line item from an employee’s record.

Adding a Personal Time Line Item To record earned or used personal time, select the applicable Personal Time category. Enter the Date, choose either Earn or Used from the Activity lookup, enter the number of hours or days in the Amount field, and record a Note if desired. Click Submit to save. To add more line items to an employee’s personal time record, click the More Lines link, located in the lower-left. See page 72 for details.

Direct Deposit Tab Use the Direct Deposit tab to enter employee information for direct deposit of paychecks into a checking and/or savings account.

Direct Deposit Participation The system defaults to None. If the employee wants to set up direct deposit, select the ACH File option.

EMPLOYEE ENTRY 49


If the employee would like their check deposited electronically, click Direct Deposit, click the ACH File button, and specify the Account Number, Routing Number, Account Type, Percent or Amount distribution, and Prenote Date. Click Submit to save. See page 81 for instructions on prenoting for direct deposit.

Employees can choose to deposit fixed amounts or fixed percentages of their pay into one or more accounts. The system lets you set up unlimited direct deposit accounts, but we recommend you limit your employees to two or three direct deposit accounts to reduce administration for your staff—establish the limit that works best for your church. You may find it helpful to request a voided check from each account you are adding to the system for direct deposit.

You must prenote an employee at least 10 days prior to his or her first direct deposit and any time you make a change to the employee’s account information. For more information, see Prenote Employees for Direct Deposit, page 81.

1. Choose to distribute to Accounts by

either Percent or Amount.

2. Enter the employee’s checking or savings Account Number.

3. Enter the employee’s 9-digit Routing Number.

4. Select either Checking or Savings from the Account Type lookup.

5. Enter either the fixed dollar amount or percentage to be deposited electronically into the selected account.

For Percent distribution, the total Percent value must equal 100.00. For Amount distribution, the last bank account in the list receives any balances that remain due to rounding percentages or a discrepancy between the paycheck amount and the distribution amount set in the employee’s record.

For example, you may have an hourly employee who wants their pay distributed $100 to Savings and the remaining to checking. Set the Distribute to Accounts to Amount and enter the Savings account information in Line 1 with the Amount, then enter the Checking account in Line 2 and leave the amount 0.00. The system sends $100 to the employee’s Savings account and the remainder to their Checking account.

6. Select the Date for the prenote. The prenote date must be at least 10 days prior to their first direct deposit and any time you make a change to the employee’s account information. If using the Prenote File Upload, this date is automatically populated.

Adding a Direct Deposit Line Item

To set up an employee for direct deposit, select the ACH File option, enter the banking information, the percent or amount, and prenote date. Click Submit to save.

Adding More Lines

To add more line items to an employee’s direct deposit record, click the More Lines link, located in the lower-left.

Deleting a Direct Deposit Line Item

Click the X to remove any direct deposit line item from an employee’s record.

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Paychecks Tab The Paychecks tab displays each payroll check issued to the selected employee with a total paid for the selected year. This is an information window only and cannot be added or edited.

Display Year

Select the current year or any prior years in your system and click the Display Year button to change the records currently displayed.

Date

Date of the payroll in which the check was issued (that is, the date entered when you created the New Payroll).

Number

Check number.

Amount

Net amount of the check.

Voided

If a payroll check was voided, the void date displays here.

Cleared

The check clearing date displays here.

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PAYROLL

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Processing Payroll Before processing your first payroll, you must complete the initial system setup and prenote any direct deposit employees using the instructions beginning on page 81.

If your initial system setup is complete, the ParishSOFT Payroll system is ready to guide you step-by-step through the payroll process. You will create and process one payroll “session” per pay date. An open payroll session must be processed and closed before you can create and process a new payroll session.

This chapter shows you how to perform the following tasks:

1. Set up your payroll

2. Add employees to a payroll

3. Edit employee timecards

4. Calculate benefits, deductions, and taxes

5. Review payroll data for accuracy

6. Edit paychecks

7. Print paychecks

8. Prepare and send an ACH file

9. Close a payroll

PROCESS PAYROLL 53


Payroll Progress Indicator As you complete the steps of the payroll process, the system highlights your completed steps in yellow, the currently selected step in green and uncompleted steps in white. For example, in the following illustration, steps 1-3 are completed, and the user is in the process of selecting employees in step 4.

Editing an Existing Payroll If you are modifying an existing payroll, you do not need to click through steps that you have already completed— you may click on the step you need.

1. Click the Payroll Process button.

2. Select an existing payroll from the list.

3. Click on the step you want to complete, make your changes, and click Submit to save.

Step #1 Setup Payroll Use this procedure to create a new payroll session or select an existing payroll to process.

1. Click the Payroll Process button.

2. If you are beginning a new payroll, click Create a New Payroll. If you are editing an existing payroll, select it from the list.

The system automatically assigns a payroll Number. Select the Bank Account from which payroll is withdrawn.

3. Enter a Check Date.

4. Enter a Description for your payroll, if desired.

5. Enter the Pay Period Begin and Pay Period End dates. These dates print in the Check Memo field on your paycheck stubs but can be removed or edited when you print your checks.

6. If you want to turn off personal time accrual for this payroll, select the Turn Off Personal Time Accrual checkbox.

Note

Turning off personal time accrual is useful when you are setting up a payroll to make special wage payments, such as bonuses, but you do not want the system to include the calculation of personal time in the payment.

7. Click Submit.

The system prompts you to go to step 2, Select Employees.

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Requirement for Closed Payroll The system requires that you close a prior open payroll session before creating a new payroll. For closing procedures, see page 69.

Step #2 Select Employees In step 2, you will select the employees who should be included in this payroll processing.

Employees may be selected from a complete employee list or by Pay Group.

1. Select All Groups or choose a Pay Group—active employee names display based on your pay group selection.

2. Select the names of employees you want to include in this payroll processing. Use the system’s Select All and Deselect All options, along with individual click selections, to choose employees quickly from the list.

3. Click the Submit button to save your selections and proceed to step 3, Edit Timecards (see the next page for instructions).

If you need to add more employees to an open payroll, begin at step 2) Select Employees. Choose the names of the individuals needing payroll checks and proceed to steps 3–7 as usual. See “Recalculating Selected Employees” on page 57 for more information.

PROCESS PAYROLL 55


Step #3 Edit Timecards The information you’ve entered on the Employee Entry displays automatically transfer into the Timecard entry. In step 3, you will edit the timecard for each hourly employee selected in step 2 and verify the amount each employee is to be paid. You may add, remove or edit Pay Items on the employee timecards as needed.

1. Click on the employee name to view each timecard. The system displays the selected employee’s name and pay information as entered on the Pay Data tab on the Employee Information page.

2. For employees paid an hourly or unit rate, enter the number of hours or units for the pay period. For salaried employees, the Pay Period Amount can be edited if needed—just click and type. Pay amounts are automatically recalculated. Permanent changes to employee Pay Items need to be made to the Pay Data tab in the employee record.

3. To add a Pay Item, click into the Pay Description lookup, select an item, enter the Hours/Units and Rate or the Pay Period Amount, and select an Account.

4. Check Sequence (abbreviated “Chk Seq”) denotes whether the items print on one check or separate checks. Edit as desired. Permanent changes to the default check sequence for a pay item

must be made on the Pay Item Information page (for more information, see page 21).

5. Click the Submit button to save the employee’s timecard.

6. Select the next employee name and repeat steps 2–5 as appropriate.

7. When finished editing timecards, proceed to step 4, Calculate, on page 56.

If you have no hourly employees and only salaried employees, you can skip this step.

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Resetting a Timecard The Reset button restores the selected employee’s timecard to its default settings, abandoning any changes that you have made to the employee’s Time Card settings.

Deleting Pay Items from a Timecard To remove an individual Pay Item from a timecard, click the red X button to the left of the Pay Description.

Delete a Timecard The Delete button removes an employee’s timecard record from your current payroll. The employee’s Pay Data remains in the Payroll system and can be selected again for the current or for a future payroll cycle.

Step #4 Calculate During the Calculate process, the system does the following:

• Checks to ensure that each deduction and benefit within the gross pay accounts used in this payroll have an Account Distribution established. You will be notified and required to correct any blank distributions before you can process your current payroll.

• Calculates payroll earnings, taxes, benefits and deductions for selected employees.

• Updates payroll reports and accumulated pay information for selected employees on the Employee Information page.

Click the Calculate Payroll button to run the system calculation. Or, click the Calculation Options button to select the specific deductions and benefits to include in the calculation for bonus checks (see the Calculation Options for Bonus Checks section on the next page). Then, return and click the Calculate Payroll button. If the system calculates 100% with no errors, click 5) Review to examine your payroll data (see Review, page 59, for instructions).

Fixing Errors If the system detects errors, you will receive a message identifying the specific issue and a remedy for the issue.

Account Distribution errors are easily corrected under Setup > Account Distribution. See Entering Account Distributions on page 26 for more information.

After any errors are fixed, repeat the Calculate Payroll step. Review, edit and complete your payroll process as usual.

PROCESS PAYROLL 57


Recalculating Selected Employees The system recalculates payroll for selected employees with unprinted paychecks and checks without assigned check numbers. Deselecting an employee, if no check number is assigned, results in the employee not being paid in the current payroll.

1. Click 2) Select Employees and then check the name of the employee.

2. Click 3) Edit Timecard and make the necessary change.

3. Click 4) Calculate. Review, edit and print as usual.

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Calculation Options for Bonus Checks The Calculation Options page allows you to select specific deductions and benefits to include in the calculation for bonus checks. For example, for bonus checks you may want to only withhold and calculate Social Security and Medicare but no other deductions or benefits. Removing a deduction does not withhold the deduction from the current calculation and removing a benefit does not calculate the benefit for the current calculation.

1. Select the checked boxes in the Include column to remove the deductions and benefits from the current calculation.

2. Click the Submit button to save your changes.

3. You return to the Calculate tab.

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Step #5 Review After the Calculate process is 100% complete and error-free, click 5) Review to display a preview of that data that prints on your employee paychecks. Ensure paychecks are correct before you print checks and submit ACH data for direct deposit.

Check data displays in alphabetical order by employee last name. Scroll down as needed to review each check.

If changes are needed to deductions or benefits, proceed to step 6 Edit Paychecks (see page 60 for instructions).

If all checks are correct, you may print checks and create your direct deposit ACH File using the buttons at the bottom of the page. For instructions on printing checks, see page 63; for instructions on creating an ACH File for direct deposit, see page 66.

If all checks in Step #5 Review Checks are correct and you do not need to make any changes, you can skip Step #6 Edit Paychecks.

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Step #6 Edit Paychecks On the Check Information page, you can add, edit, or delete a benefit or deduction line item to a paycheck that has not been printed, or to void a check that you have already printed.

If you add, change or delete a pre-tax deduction or benefit, you must manually recalculate the taxes and update this display.

Editing a Benefit or Deduction Item Employee names are listed in the Employees section. You can edit checks by completing the following steps.

1. Select the employee name from the Employees paycheck list to display the Check Information.

2. To edit a deduction or benefit amount, click into the Pay Period Amount field and edit.

3. To remove a deduction or benefit line item, click the red X to the left of the item’s description.

4. Click the Submit button to recalculate the paycheck Amount.

5. Proceed to step 7, Print Checks, on page 63.

Calculating Overrides Edit Paychecks The Calculate process overwrites any changes made on the Check Information page.

Editing Wages Edits to wages are not permitted from the Edit Paychecks page—if you discover that the employee’s wage is incorrect, click 2) Select Employees, check the name of the employee, click 3) Edit Timecard and make the necessary change, and click 4) Calculate.

PROCESS PAYROLL 61


Deleting a Paycheck Paychecks that have not been printed may be deleted.

1. Select the payroll containing the check.

2. Click 6) Edit Paychecks.


4. Click the Delete button, located at the bottom of the page.

5. If you need to issue a new paycheck, recalculate the payroll for the selected employee. See “Recalculating Selected Employees“ on page 57 for instructions.

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Voiding a Paycheck You can void a check or ACH transmission directly from the Check Information page using these steps.

1. Select the payroll containing the check.

2. Click 6) Edit Paychecks.


4. Click the Void Check button at the bottom of the page.

5. Enter the Void Date and click the Void button.

The Check Information now displays the check marked as Void.

6. The system creates an automatic journal entry in the Ledger and Payables system that reverses the paycheck.

7. If you need to issue a new paycheck, recalculate the payroll for the selected employee. See Calculate Selected Employees on page 57 for instructions.

PROCESS PAYROLL 63


Step #7 Print Checks When your checks are ready to be printed onto check forms, use the following steps to process paychecks.

1. If you are currently on step 5) Review, click the Print Checks button; otherwise, click the step 7) Print Checks link on the Payroll page.

2. The Check Selection page displays your beginning check number and only the names of employees who will receive a check. Employees paid by direct deposit are listed in Step #8. Click the Submit button.

3. On the Print Checks page, select the Bank Account from which your payroll will be withdrawn. Then, click the Print

Selected button.

If you need to change a check number, you can click into the Number field on this display and edit the check numbers listed.

By default, the Check Memo field displays the pay period dates. You can click into the field and edit the information that prints on your checks.

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An Adobe Reader pop up window displays with your check information.

4. Click the Print icon <Ctrl + P> on the Adobe Reader display to send the check information to your printer. Close the Adobe Reader window.

5. Go to the printer and ensure all checks are printed correctly.

a. If all checks printed correctly, choose “Yes, I clicked the Print icon and Check(s) printed correctly” and click Submit.

b. If some of the checks printed correctly and some did not (ran out of ink, paper jam, etc.) choose the option “Some checks did not print correctly. First incorrect printed on check:” and select the check number and click Submit. The system takes you back to the Print Checks window allowing you to change check numbers, if needed, and reprint the checks.

c. If the printer did not print any checks (wrong printer selected, forgot to put checks in printer, printer problems, etc.), choose the option “I didn’t print any checks” and click Submit. The system takes you back to the Print Checks window allowing you to change check numbers, if needed, and reprint the checks.

Note

You may receive a notice that pop-ups are blocked for this site. You must always allow pop ups for this site to print checks.

Consult your browser’s Help for instructions on how to allow pop-up windows to display.

PROCESS PAYROLL 65


Managing Check Numbers Check numbers are very important in tracking and issuing paychecks, and the ParishSOFT Accounting system tracks those check numbers by bank account. When processing payroll, the system automatically assigns the next sequential check number to the first paycheck in a given payroll cycle.

The Beginning Check Number field can be edited if necessary in step 7) Print Checks (for example, if you need to record a manually written paycheck).

For security purposes, after a check number is issued, it cannot be used again; and payroll checks cannot be reprinted.

The Close Payroll process cannot be run until check numbers are assigned to all paychecks in the current payroll.

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Step #8 ACH File Before you can process direct-deposit payments using an ACH File, the following items must be completed:

• ACH Info entered into the Payroll system as part of the Enter Employer Information setup (see page 17)

• Employee direct deposit account information is entered into the Payroll system and prenoted at least 10 days prior to direct deposit

• Payroll calculated and reviewed for accuracy

After these items are complete, prepare an ACH File for direct deposit using the following steps.

1. Click 8) ACH File.

2. Select the names of employees to receive direct deposits of their paychecks and click Submit.

3. Your Bank Account selection and Current Balance display at the top of the ACH File page. Select the Include debit in file for the bank account checkbox to include extra line in the ACH file that includes the church’s bank account number and total debit amount. Consult your bank to see if they require this field.

4. Click the Print Receipts button to print one file containing individual paycheck receipts for each employee (see ACH Receipts on page 68 for an example).

5. Click the Create File button to open a print preview of your direct deposit data file.

6. To print a report of your ACH file data, click the Printer icon.

PROCESS PAYROLL 67


7. Save your file as a .txt file by clicking the Save button.

The open and save options may vary depending on the browser. Internet Explorer prompts you to open or save the file to a location that you select. Firefox saves the file to your desktop.

Your ACH direct deposit data file is now ready to be uploaded to your bank’s direct deposit application.

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Print ACH Receipts The Payroll system provides ACH direct deposit remittance advices that you can print on plain 8 ½ x 11 copy paper rather than on expensive check forms.

Payroll’s ACH Receipts are formatted to include current period and accumulated wages, benefits, deductions, and personal time. Your return address and the employee’s mailing address are positioned on the report to fit into a window envelope.

PROCESS PAYROLL 69


Step #9 Close Payroll Use the Close Payroll process to post all payroll data to the Ledger and Payables and Payroll systems. After posting is complete, all reports and accumulations reflect the latest posted amounts, and you are permitted to Create a New Payroll session with a different pay date.

Paychecks cannot be edited after check numbers are assigned and the payroll is closed, and you cannot begin a new payroll cycle until the prior payroll is closed.

Payroll can be closed at any time after checks are printed and your ACH Direct Deposit file is created. For your convenience, the main Payroll “Dashboard” displays Next Step: Close Payroll to inform you that payroll is ready to be closed.

Complete the following steps to close payroll.

1. Click on Close Payroll–links are available from your dashboard and from step 9 of the payroll process.

2. Click the Submit button.

3. Click OK to close the payroll.

The system closes your selected payroll and returns you to the Payroll Process page. Your payroll now shows its status as “Closed.”

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71

OPTIONAL SETUP TASKS

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Start-Up Employee Totals If your church did not opt for a comprehensive conversion and is starting to use ParishSOFT Payroll in a month other than January, you can enter the Start-Up Employee Totals to record payrolls for the calendar year paid from another source.

The data you enter in Start-Up Employee Totals are added to the payrolls you process in ParishSOFT Payroll. The system will correct Calendar Year To Date Totals on the employee’s paycheck stub and report the entire year’s payments on the 941 and W-2. You can choose to process W-2’s mid-year in your previous application to calculate the amounts to enter for Start-Up Employee Totals.

1. Click Setup and choose Start-Up Employee Totals under Optional Setup.

2. Enter the appropriate date in Calendar year totals for all employees as of: field.

3. Select each Employee’s name from the Employee’s list on the left.

OPTIONAL SETUP 73


Enter the Start-Up Gross Wages for the employee. 1. Enter the Start-Up Gross Wages for

the employee.

a) Taxable – Enter the Total Gross Taxable Wages for the Employee for each Pay Item Type defined on the Employee’s Pay Data tab. Pay Items indicating Allowances are not entered in this field.

b) Non-Taxable – Enter the Non-Taxable Gross Wages for each Allowance, Reimbursement or any other non-taxable Pay Item. These items report in Box 14 of the W-2.

c) Soc Sec – Enter the Gross Social Security Wages for each Taxable Pay Item. This number reports in Box 3 of the W-2.

d) Medicare – Enter the Gross Medicare Wages for each Taxable Pay Item. This number reports in Box 5 of the W-2.

e) Federal – Enter the Gross Federal Wages for each Taxable Pay Item. This number reports in Box 1 of the W-2.

f) State – Enter the Gross State Wages for each Taxable Pay Item. This number reports in Box 16 of the W-2.

2. Click Submit to save your changes.

If you have any pre-tax deductions or benefits the Social Security, Medicare, Federal and State Gross Wages numbers may be different from the Taxable Gross Wages.

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Enter the Start-Up Deductions and Benefits for each employee 1. Enter the Start-Up Deductions and

Benefits for each employee

a) Benefit Social Security Employer – Enter the total amount of Social Security Taxes the church paid for the employee.

b) Deduction Social Security Withheld – Enter the total amount of Social Security Taxes withheld from the employee’s check. Box 4 on the W-2.

c) Benefit Medicare Employer - Enter the total amount of Medicare Taxes the church paid for the employee.

d) Deduction Medicare Withheld - Enter the total amount of Medicare Taxes withheld from the employee’s check. Box 6 on the W-2.

e) Deduction Federal - Enter the total amount of Federal Taxes withheld from the employee’s check. Box 2 on the W-2.

f) Deduction State - Enter the total amount of State Taxes withheld from the employee’s check. Box 17 on the W-2.

g) Deduction Local - Enter the total amount of Local Taxes withheld from the employee’s check. Box 19 on the W-2.

h) User Defined Deductions/Benefits– If you have set up additional Deductions or Benefits (see page 23) and added them to the employee (see page 42) they are also listed on the Start-Up Deduction/Benefit display. Enter the totals for each additional Deduction/Benefit for the employee.

2. Click Submit to save your changes.

OPTIONAL SETUP 75


Job Category You can create job categories such as Administration, Clergy, and Maintenance and associate each employee with those job categories to allow for easy reporting on Accumulations and Taxable Pay & Withheld.

Creating Job Categories


2. Click Job Category.

3. Type a unique Description for the job category.

4. Click Submit.

Job Categories that you enter into your system are available from the Quick Find lookup and from any Job Category lookup available on your Employee entry display.

Deleting Job Categories To delete a Job Category:

1. Locate the job in the Quick Find list.

2. Click Find Item.


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Personal Time The Payroll system tracks user defined categories of Personal Time for each employee, such as:

• Family

• Personal

• Sick

• Vacation

You can enter time earned and time used within each category defined, and these totals are reflected on your employees’ pay item details.

Setting Up Personal Time You can customize the concepts for Personal Time


2. Click Personal Time.

3. Type a unique Description for the personal time.

4. Click Submit.

Personal Time that you enter into your system is available from the Quick Find lookup and on the Employee entry display.

Deleting Personal Time To delete a Personal Time code, locate it in the Quick Find list, click Find Item, and click the Delete button.

Recording Personal Time Click the Personal tab to enter the number of paid time off, such as Vacation, Sick, Personal, or Family, days the employee Earns Per Payroll or for a lump sum time for year. The system accumulates earned time, records used time, and calculates available time. It also lets you write and store notes for each line item.

Personal time can either be recorded in hours or days for time earned and used. You can choose which you prefer, just keep consistent between your employees.

You can record Personal Time in one of two concepts:

• Employee earns personal time each pay period

• Employee receives lump sum personal time at the beginning of the year

OPTIONAL SETUP 77


If Employee earns Personal Time each Pay Period 1. If the Employee earns a fixed number of

hours or days each time a Payroll is processed, select the Earn Per Payroll checkbox.

The Amount Per Payroll field is visible after the checkbox is selected.

2. Enter the number of hours or days of personal time to be earned per pay cycle.

The Earned, Used and Available times remains at zero until a payroll is processed.


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If Employee earns Personal Time as a Lump Sum amount at the beginning of the year 1. Do not select the Earn per Payroll

checkbox.

2. In the Date, Activity, Amount and Notes fields, enter the desire information.


The Earned, Used and Available times are automatically updated. Limit Enter the maximum number of personal time hours or days that the employee can earn within a given calendar year. Earned, Used and Available The system calculates the values in these read-only fields automatically as hours or days are entered manually as earned or used personal time on this page.

Deleting a Personal Time Line Item

Click to remove any earned or used personal time line items from an employee’s record.

Recording Personal Time

If using Earned Per Payroll, the system automatically inserts the Line Item for the Date and Amount Earned on the Employee’s Personal Tab for each pay cycle.

1. To record additionally earned or used personal time, select the applicable Personal Time category.

2. Enter the Date.

3. Select Earn or Used from the Activity lookup.

4. Enter the number of hours or days in the Amount field.

5. Record a Note if desired.


Note

To add more line items to an employee’s personal time record, click the More Lines link, located in the lower-left. See page 72 for details.

OPTIONAL SETUP 79


End-of-Year Personal Time Processing Some churches allow their Employee’s Personal Time to carry forward each year and accumulate; while other churches want to reset their employees’ personal time to a fixed number of hours. You can also choose to clear the activity that you entered on the employee’s Personal tab. ParishSOFT Payroll helps you process personal time at the end of the year for your employees. You can choose to:

• Clear out all activity and retain available time as new earned.

• Completely clear out all used and earned activity.

• Clear all activity and apply a fixed number of hours as available.

• Retain all activity but adjust available time to a fixed number of hours as new available time.

You can select on a date range, pay groups, and individual employees and run the process multiple times for differing pay groups or employees (for example, if hourly personal time should be handled differently than salary personal time).


2. Click Personal Time.

3. Click the down arrow at Quick Find and choose the Personal Time code you’d like to process, click Find Item.

4. Select the desired processing option from the Processing Options list. See page 80 for Processing Option definitions.

5. Specify a date range in the Date Range of Activity to Process fields.

6. Select a pay group from the Paygroups

list, if necessary.

7. Select employees from the Employees list, if necessary.

8. Click Submit to process. 9.

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Clear out all activity and retain available time as new earned Use this option if you want to clear out the activity that you entered on the Employee’s Personal tab, recording earned and used by date, but keep the available time as new earned. You can choose to limit the maximum to a fixed number of hours.

Completely clear all used and earned activity. Zero available. Use this option if you want to start from scratch year to year! This clears out all earned and used activity and set the available time to zero.

This option is generally used when the Earn Per Payroll option is selected on the employee’s Personal tab.

Clear out activity and apply a fixed number of hours as new hours available Use this option if you want to clear out the earned and used activity for each employee and reset the employee’s available time to a fixed number of hours.

This option is generally used when the Earn Per Payroll option is not selected on the employee’s Personal tab.

Retain all activity but adjust available time to a fixed number of hours as the new available time Use this option if you prefer to keep all earned and used activity on the Employee’s Personal tab but reset the employee’s available time to a fixed number of hours.

This option is generally used when the Earn Per Payroll option is not selected on the employee’s Personal tab.

Available Time

Earn Per Payroll Option

Earned and Used Activity

OPTIONAL SETUP 81


PreNote Employees For churches who upload the ACH file for direct deposits to a banking organization, you must prenote an employee at least 10 days prior to her first direct deposit and any time you make a change to the employee’s account information.

To prenote an employee, you must create a prenote file. This file contains all information in a standard Direct Deposit ACH file except for the amount to pay. The prenote file ensures that the employer’s and employee’s bank account and routing numbers are accurate and entered correctly.

The PreNote file is a test electronic funds transfer that is sent through the ACH network to the employee’s bank account. If any information in the file is incorrect, the bank will contact you.

Creating a PreNote File 1. Click the Setup button.

2. Click PreNote Employees.

3. Select a pay group, if necessary.

4. Select the Employees you want to include in the PreNote file.

5. Click the Create File button.

6. Save your file as a .txt file by clicking the Save button .

Note

The open and save options vary depending on the browser.

Sending a PreNote File Before your church begins electronic funds transfers, the bank often requires that you send a test file, called a PreNote file. See “Creating a PreNote File” for instructions on creating this file.

Follow your bank’s instructions for uploading the file.

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Local Tax Setup

Certain employees may have a local payroll tax obligation. This section shows you how to set up local tax withholding.


2. Click Local Tax Setup.

3. Type the Locality for the job category.

4. Enter a value in the Calendar Year Withheld Limit field.

After the employee reaches the Calendar Year Withheld Limit, the system automatically suspends future withholdings for the calendar year.

5. Enter the Percentage of Gross Pay.

6. Click Submit.

Local taxes that you create are available for selection from the Local Tax lookup on the employee’s Tax Data tab.

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END OF YEAR REPORTING

84


W-2/W-3 You can print W-2’s and W-3’s directly from ParishSOFT Payroll for each of your employees. W-2’s and W-3’s can be printed either on W-2/W-3 preprinted forms or on IRS approved blank paper. You can purchase the forms at www.ParishSoftForms.com (you can find a link to this website at the top of the Forms page).

W-2 information is stored in the W-2/W-3 Report window allowing for quick and easy reprinting of lost W-2’s for the year.

You must complete each of the following steps to properly process W-2’s each year.

1. Setup W-2’s (see page 85)

2. Reprocess W-2’s/Edit Employee’s W-2 Information/ (see page 89)

3. Print W-2 Review Report (see page 90)

4. Print W-2’s (see page 90)

5. Electronic Filing W-2’s (see page 101 )

Employer – ParishSOFT Responsibilities It is each employer's responsibility to determine which payments to employees are taxable and which deductions and benefits are assigned to the categories required on the W-2 statements. Each deduction and benefit you have should be reviewed for the tax consequences and proper reporting on the W-2 forms. The Payroll system prints W-2 and W-3 statements. It does not print any other statements you may be required to prepare. ParishSOFT support personnel are not licensed accountants, tax consultants, or law advisors. Please contact qualified parties for detailed or specialized tax or law information. ParishSOFT shall have no

liability or responsibility to purchaser or any other person or entity with respect to any liability, loss, or damage caused or alleged to be caused directly or indirectly by this software, including but not limited to any interruption of service, loss of business or anticipatory profits, or consequential damages resulting from the use of this software. ParishSOFT is not liable for any IRS penalties for which you may be assessed. This document explains what data the Payroll program requires to print W-2 and W-3 statements and explains what steps you should take to prepare for the printing of W-2 and W-3 statements in your ParishSOFT Payroll system. This Payroll User’s Guide for W-2 and W-3 Tax Statement assumes you are using the ParishSOFT Payroll System to print W-2 and W-3 Statements and using the tax forms available at www.ParishSoftForms.com. The information in this manual is based on current instructions in The Department of Treasury, Internal Revenue Service document "Instructions for Forms W-2 and W-2P", which is updated each calendar year, for filling out the W-2 and W-3 Forms and is subject to change as tax laws and procedures change.



END OF YEAR REPORTING 85


W-2 Setup Before printing W-2s, you must designate the deductions and benefits that print in Boxes 10-14 on the W-2. Complete the following:

1. Click Forms and choose Setup W-2 under Optional Setup.

2. Select the appropriate box where you want the pre-tax deductions and/or benefits to appear from the W-2 Box from the lookup window. See pages 86 and 87 for more information.

3. Enter the appropriate code in the W-2 Code field.

Note

On the W-2 form, codes are not valid for Box 11. If you select Box 11 for a deduction or benefit, the system disables the corresponding W-2 Code field.

4. You can report non-taxable pay items in Box 14 of the W-2. Select the checkbox at Print in W-2 Box 14 for the non-taxable pay items you want to report in Box 14 (for example, Housing Allowance).

5. Enter the three-digit code you want to print in Box 14 in W-2 Box 14 Code (for example, HOU). See page 88 for more information.


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Box 10 Dependent Care

If you have a benefit for dependent care which falls under IRS §129, enter the code on this window. Normally, only benefit codes are entered on this window.

In the case where a Cafeteria Plan is being run as a deduction, dependent care deduction codes can be entered in this window, so the system can print the calendar year amount in Box 10 on the W-2 for participating employees.

Be sure the amount of dependent care over $5,000 is also included in Box 1, 3, and 5 of the W-2.

Alternately, if only reporting a few employees, you can directly enter the amount to be reported in Box 10 on the Edit W-2 window after preparing the W-2s (see Edit W-2 on page 89).

Box 11 Non-Qualified Plans

This window allows you to enter benefit codes you used to accumulate amounts of non-qualified deferred compensation benefits.

Note that this procedure is intended for an Eligible §457(b) and fully employer vested Non-Qualified Deferred Compensation plans only. If you have a plan that is not either of the above, contact a qualified tax accountant for assistance for filing a proper W-2 report. Be sure the amount of the benefit is also included in Box 1 of the W-2.

Alternately, if only reporting a few employees, you may directly enter the amount to be reported in Box 11 on the Edit W-2 window after preparing the W-2s (See Edit W-2 on page 89).



Box 12 403(b), Taxable Life Insurance, or other codes

Report life insurance benefit costs for over $50,000 in coverage and deferred compensation deductions on this window.

Use the follow codes for reporting amounts in Box 12.

Code Description Additional

C

Taxable benefit of group term-life insurance over $50,000. The Calendar Year amount for the code on the Ded/Ben tab on the Employee window for the employee must be the cost of the coverage over $50,000.

Be sure the amount is added to the Taxable Wages in Boxes 1, 3, and 5 (See Edit W-2 on page 89).

D Non-taxable elective salary deferrals to a 401(k) or SIMPLE 401(k) retirement plan.

E

Non-taxable elective salary deferrals to a 403(b) retirement plan. This amount of deferred compensation is not included in Box 1.

F

Non-taxable elective salary deferrals to a 408(k)(6) SEP retirement plan. This amount of deferred compensation is not included in Box 1.

G

Non-taxable elective salary deferrals and non-elective employer contributions to a 457(b) retirement plan. This amount of deferred compensation is not included in Box 1.

H

Non-taxable elective salary deferrals to a 501(c)(18)(D) tax-exempt plan. This amount of deferred compensation is not included in Box 1.

R

Used to report employer contributions to a Medical Savings Account (MSA) benefit code. The effect of this kind of deduction varies from plan to plan. Depending on the specific plan you have, this same amount may need to be also included in Boxes 1 and/or 3, and/or 5, and/or 16 on the W-2.

Edit these amounts on the Edit W-2 window (See Edit W-2 on page 89).

88


Code Description Additional

S

Non-taxable salary deferral to a 408(p) SIMPLE retirement plan. This amount of deferred compensation is not included in Box 1.

T

Employer paid adoption benefits. This amount is not included in Box 1 wages. You must use IRS Form 8839 to calculate the taxable and non-taxable portion of these adoption benefits.

Like code R above, the reporting of this benefit as wages varies from plan to plan. If needed, edit the wage amounts on the Edit W-2 window (see page 89).

AA After-tax contributions to a Roth 401(k) retirement plan.

BB After-tax contributions to a Roth 403(b) retirement plan.

CC

Report the employee’s amount of HIRE exempt wages for 2010. Use the Edit W-2 window to enter the code and wage amount.

DD

Report the aggregate cost of the applicable employer-sponsored health insurance coverage (optional in 2010 and 2011, mandatory in 2012).

If only reporting a few employees, you may directly enter the codes and amounts to be reported in Box 12 on the Edit W-2 window after preparing the W-2s (See Edit W-2 on page 89).

Box 14 Allowances

Box 14 on the W-2 is for your own use to report information to employees. The Social Security Administration and the IRS ignore this box. The calendar year amounts of the codes, deductions or benefits you enter on this window are printed in Box 14 of the W-2 statement. A three-letter code may be printed to denote the printed amount.

Also, if only reporting a few employees, you can directly enter the codes and amounts to be reported in Box 14 on the Edit W-2 window after preparing the W-2s (See Edit W-2 on page 89).



Reprocessing/Editing an Employee’s W-2 Information 1. Click Forms and choose Edit

Employee’s W-2 Information under W-2 Setup and Edit.

2. Select the Calendar Year from the lookup and click Show Year.

3. To insert that year’s information, click the Reprocess All button. This gathers the information entered in the system for that year and refresh the display.

4. If you need to manually adjust an Employee’s W-2, select the Employee’s name from the list on the left.

5. Click into any field to make manual adjustments to the W-2 if needed (for

example, adjust for Taxable Life Insurance over $50,000). You cannot enter information into fields that are grayed out; see “Entering Employer Information” on page 17 and “Tax Data Tab” on page 36 to adjust if needed.

6. Click Reprocess to save your changes.

You must click the Reprocess All button to refresh the W-2 information before making any manual changes to the W-2. If you click the Reprocess All button after making manual changes, the system replaces the W-2 back to its original data and you will lose your manually entered changes.

90


W-2 Boxes – where is the information located in ParishSOFT Payroll?

Box Name Where in ParishSOFT Payroll?

A Employee’s Social Security Number

Employees > Tax Data Tab

B Employer EIN Setup > Employer Info > Federal Tax ID C Employer Name & Address Setup > Employer Info D Control Number Assigned by the system E Employee Name Employees > General Tab F Employee’s Address Employees > General Tab

Suff. Employee’s Suffix (Jr., Sr., etc.)

Employees > General Tab

1 Wages, tips, other compensation

Employees > Accums Tab > Federal Tax Gross in Calendar Year column

2 Federal Income Tax Employees > Accums Tab > Federal Tax Withheld in Calendar Year Column

3 Social Security Wages Employees > Accums Tab > Social Security Tax Gross in Calendar Year column

4 Social Security Withheld Employees > Accums Tab > Social Security Tax Withheld in Calendar Year column

5 Medicare Wages Employees > Accums Tab > Medicare Tax Gross in Calendar Year column

6 Medicare Withheld Employees > Accums Tab > Medicare Tax Withheld in Calendar Year column

7 Social Security Tips Not available in ParishSOFT Payroll; may be edited

on Edit Employee’s W-2 Information display.

8 Allocated Tips Not available in ParishSOFT Payroll; may be edited


9 Advance EIC Payment Not available in ParishSOFT Payroll; may be edited


10 Dependent Care Setup > Setup W-2’s 11 Nonqualified Plans Setup > Setup W-2’s

12 403(b), Taxable Life Insurance, other

Setup > Setup W-2’s



Box Name Where in ParishSOFT Payroll?

13

Statutory Employee Retirement Plan Third Party Sick

Not available in ParishSOFT Payroll; can be edited on Edit Employee’s W-2 Information display. If employee has a deduction or benefits that has a category of “Retirement” or “Retire and Tax Deferred”. Not available in ParishSOFT Payroll; may be edited on Edit Employee’s W-2 Information display

14 Other Setup > Setup W-2’s 15 State Employees > Tax Data Tab > Applicable State 15 Employer’s State ID Setup > Employer Info > State ID

16 State Wages, tips, etc. Employees > Accums Tab > State Tax Gross in Calendar Year column

17 State Income Tax Employees > Accums Tab > State Tax Withheld in Calendar Year column

18 Local Wages, tips, etc. Employees > Accums Tab > Local Tax Gross in Calendar Year column

19 Local Income Tax Employees > Accums Tab > Local Tax Withheld in Calendar Year column

20 Locality Name Employees > Tax Data Tab > Locality

92


Printing a W-2 Review Report Before printing the W-2’s, ParishSOFT recommends that you print the W-2 Review report to examine the information that prints on the W-2’s.

1. Click Forms > W-2’s/W-3.

2. Select the Calendar Year from the lookup. The system will default to the current calendar year.

3. Select Paygroups as needed. The default is to include all pay groups.

4. Select Employees as needed. The default is to include all Employees.

5. Choose W-2 Review from the Form Name options.

6. Click Preview Report.

Review this report for accuracy. If you find that you need to make changes to an Employee’s W-2, see page 89. If the W-2 Review report looks accurate, you can continue with printing your W-2’s.



Print W-2’s/W-3’s After you set up W-2’s, Reprocess/Edit Employee’s W-2 Information, and examine the W-2 Review Report, you can print the W-2’s.

You can print W-2s on pre-printed or perforated blank forms. You can obtain forms at www.ParishSoftForms.com.

Note

If you must file more than 249 employee W-2s, you must file them electronically (see page 100).

1. Click Forms > W-2’s/W-3.

2. Select the Calendar Year from the lookup. The system defaults to the current calendar year.

3. Select Paygroups as needed. The default is to include all Paygroups.


5. Choose the appropriate W-2/W-3 form from the Form Name options (see page 94 for W-2 Form Examples).


7. Load your printer with the W-2 forms and print just the first W-2 page to your printer. If you need to make any form adjustments, you can do so on the W-2/W-3 Report Selection Display.

Note

Adjustments are made in 1/100 of inch increments. To move ¼ inch, enter 25, to move ½ inch, enter 50, to move 1 inch enter 100.

8. After you have the W-2’ forms lined up correctly with your printer, print the remaining W-2’s to your printer.

The IRS produces new W-2/W-3 forms each year. The forms are typically not available until the last few months of the calendar year. If you are attempting to print a W-2 mid-year in the current year and receive an error message, the forms may not be available from the IRS.


94


W-2/W-3 Examples W-2 Copy A, 2-Up Blank Paper (Employer’s Social Security Administration Copy)



W-2 Copy D, 2-Up Blank Paper (Employer’s Copy)

96


W-2 Copy 1, 2-Up Blank Paper (Employer’s State, City, Local Copy)



W-2 Employee Copies B&C, 4-Up Blank Paper (Employee’s Copy)

98


W-2 2-Up Pre-Printed (Preprinted forms available at www.ParishSoftForms.com)



W-3 Blank Paper

100


W-3 Preprinted (Printed on preprinted forms found at www.ParishSoftForms.com)



W-2 Electronic Filing After you have Setup W-2’s, Reprocessed/Edit Employee’s W-2 Information, and have examined the W-2 Review Report, you can now choose to file your W-2’s Electronically (charges apply).

Note

If you must file more than 249 employee W-2’s, you must file them electronically. Some States also require electronic filing, check with your State for their filing requirements.

1. Click Forms > W-2

Electronic Filing.

2. Select the Calendar Year from the lookup. The system defaults to the current calendar year.

3. Select Paygroups as needed. The default is to include all Paygroups.


5. Click Transmit W-2’s; you are re-directed to the Nelco/ParishSOFT Electronic Filing page.

6. Click Filing Information at the top and review the information About your Data, Filing Instructions, and Pricing Information. Charges reflected in the W-2 Service box are per employee.

7. Click Dashboard. If this is your first year filing electronic W-2’s in ParishSOFT Payroll, click the Create Account link and create an account for your church.

Note

If you create an account, enter the Username and Password and skip to step 11.

8. Enter and confirm your email address and password and click Step 2.

Note

Passwords must be between 8 and 30 characters.

9. Enter the required information on the User Information window, including your Name, Company/Church Name, Address and Phone information.

102


10. Click Step 3.

11. Confirm the User Information entered and click Yes, I want to start filling out forms.

12. In the Services group, select from the e-filing offerings, and note the options selected next to each employee’s name:

• Package 1 includes Federal and State E-filing and will print and mail each employee their W-2. The church will only have to print the Employer’s copy for their records from ParishSOFT Payroll.

• Package 2 includes Federal E-filing and will print and mail each employee their W-2. The church will have to submit to the State on paper and print only the Employer’s copy for their records from ParishSOFT Payroll.

• Federal E-filing includes only E-filing to the Federal Government. The church will have to submit to the State on Paper and print and distribute the Employee’s W-2 and print the Employer’s copy for their records.

• State Filing includes only E-filing to the State. The church will have to submit to the Federal Government on Paper and print and distribute the Employee’s W-2 and print the Employer’s copy for their records.

• Recipient Mailing includes only the employee’s W-2’s printed and mailed to each employee. The church will have to submit to the Federal and State on Paper and print the Employer’s copy for their records.

13. Select the Employees by clicking the checkbox next to the affected Employees.

14. Click Next.



15. In the CHECKOUT window, you print a summary or detail report for your records. To do this, click the Summary Report or Detail Report button

16. You can also choose to remove an employee you selected in error.

17. Review the total charges and click Next.

18. Enter the credit card information, and then click Next.

19. Review the credit card information provided and edit the cart if needed. Click the checkbox at the Affidavit and click Confirm and Submit.

20. You will receive an order confirmation with a batch number. Record the batch number for your records.

21. Click the View Status and Reports button to review the status of the filing.

22. Click the Print Forms button to print, view or save the Employer’s copies and any additional State, City, or Local W-2’s that need to be provided to employees.

23. Click the Print Receipt button to print a receipt of the applicable W-2 filing charges for your records.

24. Click the X in the upper right corner to exit this window.

25. Return to Payroll > Forms > W-2 Electronic Filing and click the Check Status button periodically over the next day or two to verify that your electronic filing was accepted or to find out if there were problems you need to address.

104


{Intentionally Blank}

105


REPORTS

106


Reports The ParishSOFT Accounting Payroll system offers a complete selection of standard reports. You can also memorize and save reports.

To view your standard and memorized reports, click on the Payroll tab and click the Reports icon.

The system saves your Standard Report formatting and sort selections, so when you run those reports in the future, your preferences are already selected for you.

Reports are organized into the following categories. Click any category heading to view and select reports.

Paycycle Current Earnings

Payroll Summary

Taxable Wages

Ledger Distribution

Pay Distribution

Detailed Deductions

Retirement Wages

Paycheck Register

Paycheck Stub

Deduction Benefit – Employee Detail

Employee Blank Timecards

Employee Directory

Employee Record

Tax Status

Personal Time

Employee Pay Status

End of Period Accumulations

Taxable Pay and Withheld

Deduction/Benefit Accumulations

Retirement Accumulations

REPORTS 107


Federal Federal Unemployment

Federal Tax Remittance

State and Local State Unemployment

State Accumulations

Local Accumulations

108


Report Options This section describes the options you can select to configure reports.

Date Selections

Standard report selections default to the current fiscal month and year. But you can choose to print reports in Payroll for any time frame needed.

Review the Payroll Dashboard, or the current fiscal month located under the Log Out button in the upper right corner of the display for your current fiscal month and year.

End of Period reports have the following date range selection availability.

You can select from:

• Month to Date

• First Quarter

• Second Quarter

• Third Quarter

• Fourth Quarter

• Fiscal Year to Date

• Calendar Year to Date

Some reports are based on a “Period Ending” concept. You can select any fiscal month and year to report on.

Pay Group Selections

In most reports, you can make a selection on a pay group, choosing to print a report for a single, multiple or all pay groups in the system. The default selection is to include all pay groups.

Selected items turn from white to blue. To select multiple items, hold down the Ctrl key on the keyboard and click the items you’d like to select.

To clear the selections, click the X in the upper right corner of the box.

Employee Selections

In many reports, you can make a selection on specific Employees, choosing to print a report for a single, multiple or all Employees in the system. The default selection is to include all Employees.

Selected items turn from white to blue. To select multiple items, hold down the Ctrl key on the keyboard and click the items you’d like to select.

To clear the selections, click the X in the upper right corner of the box.

REPORTS 109


Tax Statement Type Options

Two End of Period reports, Accumulations and Taxable Pay and Withheld, allow you to print the report for W-2 employees only, no statement employees only, or all employees.

Click the down arrow in the Tax Statement Type dropdown list to view a list of report

options. Then, select the option you want to apply.

Sort Options

Many reports allow you to choose how you would like your report to be sorted and sub-totaled.

Click the down arrow in the Sort report data by dropdown list. Select the data you want to sort the report on.

Report Format

The Ledger Distribution report allows you to print the report either in Summary or Detail. If you choose to print the report in Summary, you see only the totals based on the Group Sections you previously selected. If you choose to print the report in Detail, you see each individual account listed on your Chart of Accounts.

Report Sub-Title

You can choose to add a subtitle to your reports.

110


Memorized Report Groups Any Payroll report groups that your church staff has memorized display in this area.

Memorized reports are unique to each church—the examples shown below are from a demonstration church database and will not be available in your system.

REPORTS 111


Memorize a Report Group Use the Memorize feature to save your report with any special selections and/or filters that you have applied.

To memorize a report, complete the following:

1. Select your report and apply any special selections or filters.

2. Click the Memorize Report button.

3. Type a name for your report and select a Group from Existing Group lookup table. If you have not previously created a new Group, click into the Enter New Group Name and enter the name of the Memorized Report Group.

4. Click the Memorize Report button.

Your report is available from the Memorized Reports menu, located on the right side of the Reports page.

Memorized reports can be modified and saved or deleted.

112


Print a Memorized Report Group After you have Memorized the various reports needed into Report Groups, you can quickly edit and print them as needed.

1. Click Reports and select the Memorized Report Group to print.

A listing of all reports in the Memorized Report Group displays.

2. Click Preview All Reports to view and print all reports in the Memorized Report Grouping.

3. Click Rename Group if you would like to change the name of the Memorized Report Group.

4. To edit the selections on any report in the Memorized Report Group, click the report name and make any edits to the selections as needed.

REPORTS 113


Exporting Reports All reports can be exported from ParishSOFT Accounting into various report types. The exported reports can then be viewed, edited and emailed as needed.

Select the report you would like to export and make any selections as needed, then click Preview Report.

Click the down arrow button in the Format list in the upper right corner to select the format of the export.

• PDF – Portable Data File - Defaults to Adobe Reader (report may not be edited in PDF format)

• XLS – Defaults to Microsoft Excel

• RTF – Rich Text Format - Defaults to Microsoft Word

• MHT – MIME HTML - Defaults to Microsoft Internet Explorer

• Text – Defaults to Notepad

• CSV – Comma Separated Value - Defaults to Microsoft Excel

• Image – Defaults to PNG Image reader

To export directly to your hard drive, click the button. You are prompted to select where you would like to save the file on your local computer.

To export the report and open it in the default application, click the button. The report opens in the file type’s default application.

114


941 Forms At the end of each Quarter, you must print a 941 and submit to the Federal Government with a payment for any taxes due.

Setting Up Employer Information First time users of Ledger & Payables must set up their Employer Information prior to printing the 941 (see “Entering Employer Information” on page 17).

Printing 941 Forms 1. Click Forms > 941.

2. Select the Calendar Year from the lookup table (system defaults to the current calendar year).

3. Select the appropriate quarter from First Quarter, Second Quarter, Third Quarter or Fourth Quarter.

4. If needed, select any paygroups (system defaults to All Paygroups).

5. Choose 941 Blank Paper or Schedule B (941) Blank Paper from Form Name.


7. You are given the opportunity to edit the information to print on the 941. If you edit the form, keep in mind the following:

• If you adjust any number in a box on the form, the system does not recalculate values.

• If you adjust any number in a box on the form, you must make the same adjustment to all related values.

• The form 941 data page enables you to edit both the 941 and Schedule B forms. If you need to make changes to both forms, you must complete the process twice – specifically for the area that each form addresses –

because changes to Schedule b are not recalculated in the 941 form (and vice versa). For example, suppose that you change the amount of a tax liability for a month in the Schedule B’s data area, you must also reflect that change by editing the Month total on Form 941 (line 17).

• If you need detailed information and specific instructions on completing the 941, go to www.irs.gov.

8. Click Submit to print the 941 or Schedule B.

http://www.irs.gov/

115


ADMINISTRATOR TASKS

116


Managing Users Administrators can create new user accounts, reset passwords, and deactivate user accounts. You can choose to have as many people access your ParishSOFT Accounting System as you would like, and you can have multiple people listed as a Church Administrator. Church Administrators have complete access to everything in your system. Church Users’ access is controlled by permissions. So you can determine which areas and features they can and cannot access.

Adding a New User 1. Click the Church Manager tab.

2. Click the Add a User button.

3. In the respective fields, enter the username and password. In the Confirm Password field, re-enter the password.

Note

Passwords must be between 8 and 12 characters and contain at least one letter and one number.

4. If you would like the user to determine his or her own password, select the Force Password Change checkbox.

Note

The system will prompt the individual for a new password the first time he or she logs in.

5. In the respective fields, enter the user’s first and last name.

6. Enter the user’s email address. Email Address.

ParishSOFT uses that email address to contact each user when updates and system maintenance tasks are scheduled.

7. Select the user’s role (for example, Church User or Church Administrator) from the Role dropdown list.

8. Leave the Active box selected if you want to immediately activate the user’s account. Otherwise, select the checkbox to prevent immediate activation.

9. Click Submit.

ADMINISTRATOR TASKS 117


Resetting a User’s Password Administrators can reset passwords for other users.

1. Click the Church Manager tab.

2. Click the Go button to view the user account.

3. Click Reset Password.

4. The system displays a system generated password. Give this password to the user.

5. Click Submit.

6. The next time the user logs in to the system using the generated password, he or she is asked to reset the password.

Deactivating a User Account To prevent a user from logging into the system, complete the following:

1. Click Users to display the Login User list.

2. Locate the user whose account you want to deactivate. Then, click the Go button to display the user’s account details.

3. Deselect the Active checkbox.

4. Click Submit.

The status of the user’s account on the Login User List now shows as “False” in the Active column. False status means that the account is deactivated. All active accounts show “True” in this column.

118


Permissions Those listed as Church Administrators have complete access to everything in the ParishSOFT Accounting system, and there is no concept of Permissions. It is recommended that you limit the number of Church Administrators to just a few people within your organization. The Payroll system’s Permissions settings allow administrators to control which Parish Users can perform certain tasks or access certain information. For example, you may allow a specific staff member to enter timecards and personal time but prevent that same user from printing checks. Administrators click the Permissions icon to manage privileges for users with the Church User login type. Use the checkboxes to grant or remove access to any of the ParishSOFT Accounting modules, as well as any Read, Write or Delete privileges to the following specific functions within the payroll system.

1. Select the Church Manager tab. Then, click Permissions.

2. Click the down arrow in the Quick Find list and select the Church User that you whose permissions you want to edit.

3. You can choose whether or not to show the Ledger and Payables and/or Payroll tab when the user logs into ParishSOFT Accounting. If you want the tab for a module to visible, make sure that the show checkbox to the right of the module’s name is selected.

Note

The show checkbox must be selected if you select any of the individual elements within a module. For example, in the Payroll module if you select Read for Paychecks, you must make sure that you also select the show checkbox for Payroll.

Note

To enable a Church User to log in, you must select show for at least one of the modules. If neither tab is set to show, the user cannot log in.

For individual elements, you can assign Read, Allow/Write, and Delete permissions by selecting the desired checkboxes.

• Read permission allows the user to view information.

• Allow/Write permission allows the user to add new or change existing data pertaining to the element.

• Delete permission allows the user to remove data pertaining to the element.

4. Select the checkboxes to assign the desired permissions for each element in the module.


ADMINISTRATOR TASKS

119


Audit ParishSOFT Accounting offers a complete Audit trail of your system, including the ability to filter for the specific item in which you are inquiring.

1. From the Church Manager tab, click Audit.

The items are listed in chronological order. You can view 100 records at one time.

2. Select the Manager (user name), Area and/or Audit Date range of the items you would like to review and click the Search button.

3. To obtain additional information about the transaction, click the Expand button to the right of the entry. Click Collapse to hide the details on the display.

4. To create a printed copy of the Audit, click the Preview Report button.

Expand button

120


{Intentionally Blank}

121


INDEX

122


1099 Vendor Setup, 34 403(b), 23 About this Manual, 9 Absence

Personal Time Management, 76 Account Distributions, 26

Copy, 27 Edit, 28 Expense Accounts, 26 Fix Errors, 56 Gross Pay Expense Accounts, 26 Liablity Accounts, 26 Payroll Requirement, 56 Quick Find, 28

Accumulations Allowance, 45 Federal Tax Gross Wages, 45 Federal Tax Withheld, 45 Gross Pay, 45 Local Tax Gross Wages, 45 Local Tax Withheld, 45 Medicare Gross Wages, 45 Medicare Withheld, 45 Net Pay, 45 Other Deductions, 45 Social Security Gross Wages, 45 Social Security Withheld, 45 State Tax Gross Wages, 45 State Tax Withheld, 45

ACH File Create, 66

ACH Information, 17, 18 Administrator

Add New User, 116 Audit, 119 Deactivate User Account, 117 Permissions, 118 Reset Password, 117

Allowance Accumulations, 45 Allowances, 37, 38, 39 Audit, 119 Benefits, 23

Add New, 23 Code Number, 24 Delete, 25

Delete from Employee, 42 Description, 24 Edit, 23, 25 Quick Find, 25 Subject to Tax, 24 Template, 23 Type, 24 W-2 Category, 24

Calculate, 56 Fix Errors, 56

Change a Check Number, 63 Check Layout, 29 Check Stock

Where to purchase?, 29 Checks

Change a Check Number, 63 Church Responsibility, 84 Clergy Salary, 27 Close Payroll, 69

Check Number Assignment Requirement, 65

Dashboard Graph, 14 Wage Totals, 14

Dashboard View, 14 Data Conversion, 8 Deduction

Add New, 23 Deduction/Benefit

Add More Lines, 42 Amount, 42 Current Year, 42 Delete, 42 Edit Paycheck Line Items, 60 Elective, 42 Limit, 42 Prior Year, 42

Deductions, 23 Code Number, 24 Delete, 25 Delete from Employee, 42 Description, 24 Edit, 23, 25 Quick Find, 25 Subject to Tax, 24

INDEX 123


Template, 23 Type, 24 W2 Category, 24

Default Check Sequence, 21 Delete Paycheck, 61 Direct Deposit

Account Type, 49 ACH setup, 17 Add More Lines, 49 Amount or Percentage, 49 Bank Account Number, 49 Create ACH file, 66 Delete, 49 Direct Deposit Participation, 48 Distribute to Accounts by, 49 Employee Setup, 49 Percentage or Amount, 49 Plain Paper Allowed, 68 Prenote Date, 49 Print Receipts, 66, 68 Remittance Advices, 66 Routing Number, 49 Unlimited Number of Accounts, 49

Edit Employee's W-2 Information, 89 Edit Paycheck, 60

Calculate Process Overrides Edits, 60 Edit Timecards, 55 Email

ParishSOFT, 2 Emergency Contact, 34 Employee

Active, 35 Add New, 34 Address, 34 Allowances, 37, 38, 39 Annual Amount, 40 Applicable State, 37 Birthdate, 34 Custom Date, 36 Custom Long Text, 36 Custom Number, 36 Custom Text, 36 Deceased, 36 Dependents, 37 Emergency Contact, 34

Employment & Custom Information, 35

Employment Date, 35 Extra, 38, 39 Federal Tax, 38 First, Middle, Last Name, 34 Gender, 34 Hours/Units, 40 Job Category, 35 Job Title, 35 Last Physical, 36 Local Tax, 38 Marital Status, 37, 38, 39 Multi-Account Distribution, 41 Override, 38, 39 Pay Group, 39 Pay Period Amount, 40 Phone Numbers, 34 Physical Limitations, 36 Record Payroll Totals for New Users,

72 Reports, 106 Retirement Number, 36 Salary Expense Account, 40 Social Security Tax, 36 State Tax, 37 State Unemployment, 38 Suffix, 34 Termination Date, 36

Employee 1099 Vendors, 34 Employee Information, 34 Employee Record

Accumulations Tab, 45 Deductions/Benefits Tab, 42 Direct Deposit Tab, 48 Employment/Custom Tab, 35 General Tab, 34 Pay Data Tab, 39 Paycheck History Tab, 50 Personal Tab, 46 Tax Data Tab, 36

Employees Icon, 14 Employer Information, 17

941, 114 Address and Address 2 fields, 18 Bank Account Number, 18

124


Batch Number, 18 Contact Information, 18 Federal Tax ID field, 18 Immediate Destination field, 18 Immediate Destination Name field, 18 Immediate Origin field, 18 Local Tax ID, 18 Originating DFI, 18 State Tax ID, 18

Employer Name field, 18 Employer Responsibility, 84 End of Year Processing

Personal Time, 79 W-2, 84

Errors Fix Issues Found in Payroll

Calculation, 56 Exporting Reports, 113 Extra Tax Withholding, 38, 39 Federal Tax

Gross Accumulations, 45 Tax ID Number, 17 Tax ID Number field, 18 Withheld Accumulations, 45 Withhold, 38

Flowchart of Payroll Setup, 16 Garnishment, 23 Gross Pay Account, 27, 28

For Pay Item, 21 Gross Pay Accumulations, 45 Health Care Benefits, adding, 43 Insurance, 23 Introduction, 8 Job Category

Delete, 75 Quick Find, 75 Set up, 75

Job Title, 35 Ledger & Payables

integration with, 8 Setup Required Prior to Payroll

Processing, 16 Local Tax

Find, Select, 82 Gross Accumulations, 45 Tax ID Number, 17, 18

Withheld Accumulations, 45 Withhold, 38

Log In, 11 Log Out, 11 Manage Deductions and Benefits, 23 Marital Status (state, federal, and local), 37, 38, 39 Medicare

Gross Accumulations, 45 Withheld Accumulations, 45

Memorized Report Group, 110, 111 Monthly

Pay Group Setup, 19 More Lines, 41, 42, 48, 49, 78 Navigation, 13 Net Pay Accumulations, 45 Next Step of Payroll Process, 14 Other Deductions Accumulations, 45 Override Tax Withholding, 38, 39 Parish Administrator

Privileges, 8 rights versus Parish User, 8

Parish User Privileges, 8 Parishsoft Responsibility, 84 Pay Data

Add More Lines, 41 Delete a Line Item, 41 Pay Group, 39

Pay Frequency, 19 Pay Group

Delete, 20 Description, 20 Edit, 20 Pay Group Number, 20 Pay Periods Per Year, 20 Quick Find, 20

Pay Groups Select During Payroll Processing, 54 Setup, 19

Pay Item, 21 Check Sequence, 55 Default Check Sequence, 21 Default Gross Pay Account, 21 Delete, 22 Delete on Timecard, 56 Description, 21

INDEX 125


Edit, 22 Pay Item Type Field, 21 Quick Find, 22 Taxable and Non-Taxable, 21

Pay Periods Per Year, 19 Paycheck

Delete, 61 Printing, 63 Void, 62

Paychecks Beginning Check Number, 65 Check Numbers, 65 History, 50 No Checks Printed, 64 Number Restrictions, 65 Pop Up Blocker, 64 Printed Correctly, 64 Some Printed Correctly, 64

Paychecks Tab Amount, 50 Cleared, 50 Date, 50 Display Year, 50 Number, 50 Voided, 50

Payroll Requirements, 56

Payroll Check Layout, 29 Customize, 29

Payroll Process ACH Receipts, 66 Calculate, 56 Check Numbers, 65 Check Sequence Defaults, 55 Close Payroll, 69 Closed Payroll Requirement, 54 Delete Deduction/Benefit, 60 Delete Paycheck, 61 Delete Timecard, 56 Delete Timecard Item, 56 Direct Deposit ACH File, 66 Edit Deduction/Benefit, 60 Edit Existing, 53 Edit Paychecks, 60 Edit Wages, 60 New, 53

Overview, 52 Paygroup Selection, 54 Personal Time Accrual, removing, 53 Pop Up Blocker, 64 Print Checks, 63 Problems Printing Paychecks, 64 Requirements, 56 Reset Timecards, 56 Review, 59 Save ACH File, 67 Select Employees, 54 Timecard Entry, 55 Void a Paycheck, 62

Payroll Process Icon, 14 Payroll Process Steps

#1 Setup Payroll, 53 #2 Select Employees, 54 #3 Edit Timecards, 55 #4 Calculate Payroll, 56 #5 Review, 59 #6 Edit Paychecks, 60 #7 Print Checks, 63 #8 ACH File, 66 #9 Close Payroll, 69

Permissions, 118 for ParishSOFT Accounting, 118

Personal Time Accrual, removing, 53 Accruals, Viewing by Year, 46 Add, 48, 78 Amount per Payroll, 47 Delete, 48, 76, 78 Earned, 47 Earned as Lump Sum, 78 Earns per Payroll, 77 End of Year Processing, 79 Entry, 76 Limits, 47, 78 Management, 76 Quick Find, 76 Record, 48, 76 Set up, 76

Personal Time Processing Options, 80 Phone numbers

for ParishSOFT, 2 Pop Up Blocker, 64

126


Prenote Employees, 81 Print Checks, 63 Print W-2 Review, 92 Print W-2's, 94 Privilege Levels, 8

Tabs Visible to your Log in, 13 Process W-2's, 89 Quick Find

Account Distributions, 28 Deductions/Benefits, 25 Job Category, 75 Pay Group, 20 Pay Item, 22 Personal Time, 76

Reporting, 8 Reports, 106

Date Selections, 108 Employee, 106 Employee Selections, 108 End of Period, 106 Exporting Reports, 113 Memorize, 111 Memorized Report Group, 110 Options, 108 Paycycle, 106 Paygroup Selections, 108 Report Format, 109 Report Sub-Title, 109 Sorting and Grouping, 109 State and Local, 107

Review Payroll, 59 Salary Expense Account, 21 Security

Add New User, 116 Audit, 119 Deactivate User, 117 Log In, 11 Log Out, 11 Permission settings, 118 Permissions, 118 Reset Password, 117

Semi-Monthly Pay Group Setup, 19

Set Up Payroll Process, 53 Setup

Account Distributions, 26

ACH Information, 18 ACH Prenotification, 81 Employer Address, 18 Employer Information, 17 Employer Name, 18 Federal Tax ID, 18 Flowchart for New Users, 16 Job Category, 75 Local Tax ID, 18 Pay Groups, 19 Pay Items, 21 Personal Time, 76 Prenote Employees, 81 Start Up Employee Totals, 72 State Tax ID, 18 W-2, 85

Social Security Gross Accumulations, 45 Recommended format for employee

name, 34 Withheld Accumulations, 45 Withhold Tax from Employee Pay, 36

Start Up Employee Totals, 72 Enter Employee Deductions/Benefits,

74 Enter Employee Gross Wages, 73

State Tax Gross Accumulations, 45 Tax ID Number, 17 Withheld Accumulations, 45 Withhold, 37

State tax ID fields, 18 State Unemployment, 38 Subject to Tax

Deductions/Benefits, 24 Support

phone and email information, 2 Support Links, 10 Tax Data Data Fields, 36 Tax tables

auto-updated, 8 Technical support, 2 Timecard

Delete, 56 Delete Pay Item, 56 Edit Wages, 60

INDEX 127


Entry, 55 Reset, 56

Training, 10 User Checklist, 9 Users

Add New User, 116 Deactivate, 117 Permission Settings, 118 Permissions, 118 Reset Password, 117

Void a Paycheck, 62 W-2, 84

Box 10 Definition, 86 Box 11 Definition, 86 Box 12 Code Descriptions, 87 Box 12 Definition, 87 Box 14 Definition, 88 Deceased Employee Status, 36 Deduction/Benefit Box

Designation, 85 Edit Employee W-2 Information, 89

Examples, 94, 95, 96, 97, 98 Print, 93, 101 Process W-2, 89 Reprocess W-2, 89 Review, 92 Setup, 85 Where is the information located?, 90

W-2 Category Field Definition, 24 Other, Retirement, Tax Deferred, 24

W-2 Electronic Filing, 101 W-3, 84

Examples, 99, 100 Print, 93, 101 Review, 92 Setup, 85

Wages Edit Line Items on Paycheck, 60

Weekly Pay Group Setup, 19

payroll - church management solutions · 2 . pub117—2018—february. parishsoft accounting...

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