Payroll Support Document
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I. Installation
Table of Contents
Click on "I. Installation" from the Main Menu and the following window will appear:
The "General" tab
Click on the "General" tab, and the following window will appear:
- Check Form: Use the drop down to select a check form number specific to your organization. NEMRC support can assist you in this choice.
- Link to General Ledger: Click the option appropriate for linking to the NEMRC General Ledger.
- Entity: This option may appear if you have been set up for cross linking NEMRC modules. The default link is to the same entity number.
- Link to Accounts Payable: Click the option appropriate for linking to the NEMRC Accounts Payable.
- Entity: This option may appear if you have been set up for cross linking NEMRC modules. The default link is to the same entity number.
- Track labor costing: Click the appropriate option if you wish to track labor costing. The system will allow recording user defined codes to report payroll cost grouped by cost code.
- Federal tax ID: Enter your Employer Identification Number (EIN) as provided by the SSA.
- Federal PIN #: You may enter your pin number used for reporting your federal deposits. This will print out on the Federal Deposit Report used for calling in the amounts.
- State tax ID: Enter your assigned State Tax Identification number.
- Check voiding date: Select the date to report to the General Ledger for a check when voided.
- Pre-numbered checks: Check Yes if you have pre-numbered check stock.
- Title to appear on warrant report: Enter the name of the responsible board to appear on the warrant printout.
- Allow editing of employee history info?: Check off yes if you need to overwrite values in employee history. This should be rare. This value will automatically change to no when you leave employee maintenance.
- Default posted leave time rate to 0.00?: Select yes if you track leave time but do not actually book expenses when posting.
- Amount of federal withholding allowance: This is the value provided by the SSA for a single allowance. This value is automatically updated by NEMRC software updates as needed.
- Include reimbursements in net deductions?: Select yes if you are providing 100% net direct deposits. This is most common when reimbursements are processed through payroll.
- Employer pays for some part of health care costs.: If your organization provides health care insurance and pays all or some of the premium then select yes.
- Use New Posting Screen (January 2008):Select "Yes" to have the new options appear in the Main Menu items: 1. Post Payroll, 3. Edit Postings, and 5. After the Fact Payroll.
- Annualizing constants: Enter the values for the pay cycles for reaching the annualized tax table for calculation of withholdings. Each employee has a pay cycle set up in employee maintenance that links to these settings.
- Leave Descriptions: Define up to six leave times for tracking in employee maintenance. Distinct pay types L1, L2, L3, L4, L4, L5 and L6.
- Misc Field Descriptions: Define up to ten miscellaneous field labels to track specific information in employee maintenance.
- OK: Click this button to save changes.
- Cancel: Click this button to not save changes.
The "F-Keys" tab
Click on the "F-Keys" tab, and the following window will appear:
Each of the F Key fields (F5-F12) is linked to the associated F-Key on your keyboard. In other words, when you hit the "F_" key on your keyboard, the text entered for that F-Key will appear.
The "Accounts" tab
Click on the "Accounts" tab, and the following window will appear:
- Automatically disencumber payroll: Select this option to have gross pays, fica/medicare expenses and fringe benefits be disencumbered when paid.
- Are you using one encumbrance account: If the disencumbrance account listed below is the only account on the balance sheet hold the encumbrance value then answer Yes. When you use an account per fund then all accounts must be uniform except the fund digits. This is only valid if you answer yes to #1.
- Are you using one account for each withholding: This is commonly answered yes and all withholdings are posted to the base fund liability accounts.
- Default Net (Checking): Enter the General Ledger reference account that represents the default checking account for employee net pay checks. Commonly this account remains the same for all employees. This can be changed at the employee level but is very uncommon.
- Tax Expense Account: Enter the General ledger reference account for local taxes if needed or the Fica/Medicare expense account.
- Employer Fica: Enter the General ledger reference account for the FICA expense, this can be changed at the employee and pay type level.
- Employer Medi: Enter the General ledger reference account for the FICA expense, this can be changed at the employee and pay type level.
- Due to other Funds: Enter the liability account that represents interfund activities in the General ledger. The best practice is for this account to be both the due to and the due from account and be the asset account below.
- Due from other Funds: Enter the asset account that represents interfund activities in the General ledger. The best practice is for this account to be both the due from and the due to account
- Disencumbrance Account: Enter the liability account that holds the encumbrance balance for all gross pays, Fica/Medicare and Fringe expenses that will be disencumbered. If each fund has an account then they must be uniform except the fund digits in the account.
- OK: Click this button to save the changes.
- Cancel: Click this button to not save the changes.
The "Bank" tab
Click on the "Bank" tab, and the following window will appear:
- Bank Name: Enter the banking institution information that needs to show on your check. The name and location of the servicing branch on most common.
- Owner: Enter the business name to appear on the check. This is commonly the name appearing on the checking account on at the bank.
- ABA: Enter the ABA number of the bank. This prints on the bottom of the check.
- Acct #: Enter the account number at the bank. This prints on the bottom of the check.
- Bank Code: Enter the bank code to appear on the top of check.
- Fed Code: Enter the federal code to appear on the top of the check.
- OK: Click this button to save the changes.
- Cancel: Click this button to not save the changes.
The "Departments" tab
Click on the "Departments" tab, and the following window will appear:
- Code: Enter a user defined code to use in grouping employees by department.
- Name: Enter the name of the department defined.
- Work. Comp.: Enter the default workers compensation code for that department.
- Add Dept: Click this button to add a new department line.
- Delete Dept: Select a line and click this button to delete a department.
- OK: Click this button to save changes.
- Cancel: Click this button to not save changes.
