19781 CMS Payroll for Windows - Church Management Solutions

User's Guide

CMS Payroll for Windows

By Church Management Solutions

Copyright 2000, ParishSOFT L.L.C. and Church Management Solutions. All rights reserved.

Release 1 (May 2000)

CMS Payroll for Windows is a registered trademark of ParishSOFT L.L.C. and Church Management Solutions.

Microsoft is a registered trademark of Microsoft Corporation. Crystal Reports for Windows is a trademark of Crystal Computer Services, Inc.

Church Management Solutions 3300 Bass Lake Road, Suite 304

Brooklyn Center, MN 55429 (763) 566-4212

Technical Support: (800) 247-8044 Fax: (763) 566-2250

E-Mail: [email protected] Web: www.ChurchManagementSolutions.com

Contents •••• i

Contents

Introduction to CMS Payroll for Windows 1 Overview....................................................................................................................................1 Using this Manual ......................................................................................................................1 Contacting Customer Support ....................................................................................................2

Installing Payroll for Windows 3

Frequently Asked Questions 5 How Do I?..................................................................................................................................5

Opening & Exiting CMS Payroll for Windows 9 Opening CMS Payroll ................................................................................................................9 Exiting CMS for Windows ........................................................................................................9

Basic Navigation 11 Basic Navigation Overview .....................................................................................................11 Mouse and Pointer ...................................................................................................................11 Menus.......................................................................................................................................12 Toolbar.....................................................................................................................................13

VCR Direction Buttons..............................................................................................13 Delete Record Button ................................................................................................13 Print Record Button ...................................................................................................13 Calculator Button.......................................................................................................14 Undo Button ..............................................................................................................14

Command Buttons....................................................................................................................14 Add and Delete Buttons ...........................................................................................................16 Dialog Screen Operating Characteristics .................................................................................17

Text Boxes.................................................................................................................17 Check boxes...............................................................................................................17 Option Buttons...........................................................................................................17 Drop-Down List Boxes..............................................................................................18 Look-up Tables..........................................................................................................18 Selection Table Dialogs .............................................................................................18

Keyboard Shortcuts..................................................................................................................19 Menu Bar Shortcuts ...................................................................................................19 Command Button Shortcuts.......................................................................................19

ii •••• CMS Payroll for Windows

Using Online Help 21 Getting Help .............................................................................................................................21 Displaying Online Help............................................................................................................21

Setup Procedures for CMS Payroll 23 Finance System Setup Procedures............................................................................................23

Setting Up Finance Accounts for Payroll...................................................................23 Setting Up Finance Vendors for Payroll ....................................................................24

Payroll System Setup Procedures.............................................................................................24

Payroll Setup 25 Payroll Setup Overview ...........................................................................................................25 Pay Groups Setup.....................................................................................................................26

Defining Pay Groups..................................................................................................26 Deduction and Benefit Setup....................................................................................................27

Viewing and Maintaining Deductions and Benefits ..................................................27 Creating a New Deduction or Benefit Using the Automated Interview.....................29 Deleting a New Deduction/Benefit ............................................................................34

Deduction/Benefit Distributions ..............................................................................................34 Maintaining Deduction/Benefit Distributions............................................................35 Copying Deduction/Benefit Distributions..................................................................36

Tax Tables................................................................................................................................37 Federal Tax Tables.....................................................................................................37 State Tax Tables.........................................................................................................38 Local Tax Tables .......................................................................................................40

Account Maintenance...............................................................................................................42 Employer Information..............................................................................................................43 Pay Items..................................................................................................................................44

Defining Pay Items ....................................................................................................44 Job Category Setup ..................................................................................................................46

Defining Job Categories.............................................................................................46 Custom Field Setup ..................................................................................................................47 Payroll System Options............................................................................................................48

Employee Entry and Maintenance 51 Employee Entry and Maintenance Overview...........................................................................51 Adding and Maintaining Employee Data .................................................................................52 Employees: General Tab ..........................................................................................................53 Employees: Employment & Custom Information Tab.............................................................55 Employees: Tax Data Tab ........................................................................................................56 Employees: Pay Data Tab ........................................................................................................58 Employees: Deductions & Benefits Tab ..................................................................................62 Employees: Quarterly Tab .......................................................................................................64 Employees: Accumulated (YTD) Tab......................................................................................65 Employee: Personal Tab...........................................................................................................66 Employees: Direct Deposit Tab ...............................................................................................68

Contents •••• iii

Deleting an Employee ..............................................................................................................68 Finding an Employee ...............................................................................................................68

Time Card Entry and Payroll Calculation 71 Time Card Entry and Payroll Calculation Overview ...............................................................71 Pay Cycle Checklist .................................................................................................................71 Time Card Entry ......................................................................................................................72 Calculating Payroll...................................................................................................................75

Editing Paychecks 79 Editing Paychecks Overview ...................................................................................................79 Viewing and Maintaining Paycheck Information ....................................................................80 Creating a New Paycheck ........................................................................................................81 Printing a Single Paycheck.......................................................................................................82 Finding a Paycheck ..................................................................................................................82 Deleting a Paycheck.................................................................................................................83

Printing and Recording Payroll Checks 85 Printing and Recording Payroll Checks Overview...................................................................85 Printing Payroll Checks ...........................................................................................................86

Payroll Check Sample – Clergy.................................................................................91 Payroll Check Sample – Staff ....................................................................................92

Recording Manual Payroll Checks...........................................................................................93

Posting CMS Payroll 95 Posting CMS Payroll Overview ...............................................................................................95 Posting Payroll Data.................................................................................................................95

W-2 Forms 97 W-2 Forms Overview...............................................................................................................97 Prepare W-2 Process Checklist ................................................................................................97

End of Period Processes 99 End of Period Processes Overview ..........................................................................................99 End of Month ...........................................................................................................................99 End of Calendar Year.............................................................................................................100 Clear Check History...............................................................................................................102 Clear Personal Time...............................................................................................................104

Direct Deposit Processing 107 Direct Deposit Processing Overview .....................................................................................107 Entering Employer Information for Direct Deposits..............................................................108 Entering Employee Direct Deposit Information ....................................................................109 Processing Employee Prenotes ..............................................................................................110

iv •••• CMS Payroll for Windows

Prenote Employees for National Payment Corporation Processing .........................110 Prenote Employees to Create an ACH File..............................................................113

Processing Direct Deposit Payroll Payments .........................................................................114 NPC Direct Deposit Payroll Payments ....................................................................114 Creating an ACH File for Direct Deposit Payroll Payments....................................118

Direct Deposit Report Samples ..............................................................................................121 Direct Deposit Transmission Report........................................................................121 ACH File Contents Report.......................................................................................122 Direct Deposit Stub..................................................................................................123

Payroll Reports 125 Payroll Reports Overview ......................................................................................................125 Standard Reports ....................................................................................................................126

Pay Cycle Reports....................................................................................................126 Employee Reports....................................................................................................126 End of Period Reports..............................................................................................127 Federal Reports ........................................................................................................127 State Reports ............................................................................................................127 Finance Account Reports .........................................................................................128 Queued Reports........................................................................................................128

Running a Standard Report ....................................................................................................128 Report Selections ...................................................................................................................129

Selection List Buttons ..............................................................................................129 Include Inactive Employees .....................................................................................131 Sort By .....................................................................................................................131 Print Additional Information....................................................................................132 Report Format ..........................................................................................................133 Report Sub-Title ......................................................................................................133 Date Range...............................................................................................................133 Tax Statement Type .................................................................................................134 Accumulations .........................................................................................................134 Federal 941 Report – Interview ...............................................................................135 W-2 Format, 1099 Format .......................................................................................136 Magnetic Media W-2 ...............................................................................................136 Quarter .....................................................................................................................137 Only Employees Subject to State Unemployment ...................................................137

Report Queuing ......................................................................................................................137 Creating Report Queues ...........................................................................................137 Editing Report Queues.............................................................................................139 Deleting a Report Queue..........................................................................................140 Printing a Report Queue...........................................................................................140

Print Instructions ....................................................................................................................141 User Defined Reports, Crystal Reports ..................................................................................142

Payroll Standard Report Samples 143 Sample Reports ......................................................................................................................143

Current Earnings SAMPLE .....................................................................................144 Payroll Summary SAMPLE.....................................................................................145

Contents •••• v

Gross and Taxable Pay SAMPLE (Detail View).....................................................146 Finance Distribution SAMPLE (Summary View) ...................................................147 Finance Distribution SAMPLE (Detail, Single Employee View)............................148 Pay Distribution SAMPLE ......................................................................................149 Detailed Deductions SAMPLE................................................................................150 Retirement Wages SAMPLE ...................................................................................151 Paycheck Register SAMPLE ...................................................................................152 Calculation Log SAMPLE.......................................................................................153 Employee List SAMPLE .........................................................................................154 Directory SAMPLE .................................................................................................155 Employee Record SAMPLE....................................................................................156 Tax Status SAMPLE................................................................................................157 Personal Time SAMPLE .........................................................................................158 Posted Checks SAMPLE .........................................................................................159 Accumulations SAMPLE ........................................................................................160 Retirement Deductions SAMPLE............................................................................161 941 Report SAMPLE (Page 1) ................................................................................162 941 Report SAMPLE (Page 2) ................................................................................163 W-2 Worksheet SAMPLE (Page 1) .........................................................................164 W-2 Worksheet SAMPLE (Page 2) .........................................................................165 W-2 Review SAMPLE (Page 1) ..............................................................................166 W-2 Review SAMPLE (Page 2) ..............................................................................167 Print W-2's SAMPLE ..............................................................................................168 Print 1099s SAMPLE ..............................................................................................169 Federal Unemployment SAMPLE...........................................................................170 State Withholding SAMPLE ...................................................................................171 State Unemployment SAMPLE...............................................................................172 Account List SAMPLE............................................................................................173 Deduction/Benefit Links SAMPLE .........................................................................174

Password Maintenance 175 Password Maintenance Overview ..........................................................................................175 Adding and Defining Passwords............................................................................................175 Renaming a Password ............................................................................................................177 Deleting a Password...............................................................................................................178

Backup and Restore 179 Backup and Restore Overview...............................................................................................179 Backup ...................................................................................................................................179 Restore ...................................................................................................................................180

Utilities 183 CMS File Editor .....................................................................................................................183 CMS Table Repair .................................................................................................................183 Recalculate Gross Amounts ...................................................................................................183

vi •••• CMS Payroll for Windows

System Rundate 185 Changing the System Rundate ...............................................................................................185

Index 187

Introduction to CMS Payroll for Windows •••• 1

Introduction to CMS Payroll for Windows

Overview Welcome to CMS Payroll for Windows, another fine product from Church Management Solutions. You will find this software easy to use, flexible and full of solutions for your every day church administration needs.

CMS Payroll for Windows is designed to provide payroll processing and reporting for churches, schools and other non-profit organizations that employ ten or more employees. You can maintain payroll for salaried, hourly and contract employees and run multiple payroll cycles for each if needed. CMS Payroll for Windows calculates, withholds and reports federal, state and local taxes and other defined deductions. It also calculates and reports employee benefits.

Reports can be printed after each pay cycle, month, quarter, year-end and fiscal year. The reports provide data necessary to complete various forms. W-2's and 1099's can be printed at the end of the calendar year.

To fully utilize the capabilities of CMS Payroll for Windows you should be familiar with basic Windows functions such as: working with documents, directories, screens, menus, dialogs, and the mouse. If you are not familiar with these operations, please refer to your Microsoft Windows User's Guide.

Using this Manual Your CMS Payroll for Windows User's Guide has been designed to help you take full advantage of the features and versatility of the software. Within each category of information, are detailed explanations of features and their use as applied to the practice of sound church management. Graphic replications of screens, as they appear in the program, have been used to provide visual reinforcement for most features.

As an added benefit, you will also find a number of quick reference lists throughout the manual that provide organized reminders for maintenance tasks. (See "Finance System Setup Procedures" on page 23.)

In addition to the information in the manual, there are a variety of help screens available from virtually any location in the program. To get help on a specific field within a screen, just

2 •••• CMS Payroll for Windows

position the cursor at the field and press the F1 function key. You will find an explanation of that particular field along with additional and related reference information.

To fully understand the features and benefits of CMS Payroll for Windows we suggest that you take the time to browse this manual before using the software. Use the Table of Contents and Index to quickly find information and help.

Contacting Customer Support For toll free customer support, call Church Management Solutions at (800) 247-8044.

Installing Payroll for Windows •••• 3

Installing Payroll for Windows

Installation instructions for CMS Payroll for Windows are included with the software as a separate document.

Frequently Asked Questions •••• 5

Frequently Asked Questions

How Do I? Create an advance payroll check?

1. Create a pay group for advance payments (refer to "Pay Groups Setup" on page 26).

2. Change the employee's pay group to the new group (refer to "Employees: Employment & Custom Information Tab" on page 55).

3. Use the Calculate Payroll process to process only the advance payment pay group (refer to "Time Card Entry and Payroll Calculation Overview" on page 71).

4. Print the paychecks and post the payroll (refer to "Printing and Recording Payroll Checks Overview" on page 85, and "Posting CMS Payroll Overview" on page 95).

5. After normal payroll is processed, reset the employee's paygroup back to what it was originally.

Setup payroll for teachers or other staff who are paid by the school year?

Use the following instructions to calculate paychecks for teachers or other school staff, who are paid between September and June only.

1. Setup a new or existing pay group (refer to "Pay Groups Setup" on page 26) such that it’s first pay period represents when the teachers are first paid (i.e. September). Then, if your next month's payroll is January, the current pay period for the pay group is 5. The End of Year has no effect on pay periods. When the last pay period is posted, the next pay period is automatically reset to 1.

2. Change each teacher's pay group to the new group (refer to "Employees: Employment & Custom Information Tab" on page 55). If a teacher receives a monthly check 10 months out of the year, their first and last pay periods should be entered as 1 through 10. (The monthly pay group for employees who receive a monthly paycheck for the entire year is 1 through 12.)


Create a bonus check without withholdings (taxable later)?

1. Enter regular timecards and calculate payroll.

2. In Entry, Edit Paychecks click the New button and create a new check for the employee receiving the bonus (refer to "Creating a New Paycheck" on page 81). Replace the Pay Items with the bonus item. Replace deduction and benefit amounts with $0.00.

3. Print the Payroll Summary report to review all payroll checks.

4. Print the checks and post payroll.

What data must be entered to create a paycheck for a new employee?

The following information must be entered before a paycheck can be calculated for an employee:

1. Employee Name

2. Finance Vendor

3. Pay Group and Pay Periods

4. Calculate Employee checkbox must be checked

5. Tax Data

6. Pay Data

7. Deductions and Benefits as applicable

How can an employee not be included on a given payroll?

1. On the Employee/Custom tab in Employee Entry and Maintenance, uncheck the Calculate Employee checkbox.

OR

1. In the Calculate Payroll Process, check the employee's pay group or all of the pay groups.

2. Click the Employee button and remove the check from the employee's checkbox. (Also see steps 6 and 7 in "Calculating Payroll" on page 75.)

Note: If the employee's paycheck was calculated, you must delete it in the Edit Paychecks process. Open Edit Paychecks, find and display the paycheck then click on the Delete icon to delete the paycheck.

Frequently Asked Questions •••• 7

What do I do if no Federal or State Taxes are being withheld?

1. Open the Tax Data tab in Employee Entry and Maintenance.

2. Verify that the proper checkboxes are checked.

3. Verify that the "Override" amount data fields are blank and not zero (0.00).

What is the best way to enter overtime for hourly employees?

Use one of the following two methods to enter overtime for hourly employees.

Method One – Employee Receives Overtime Occasionally

1. Add a Regular Pay Item in Time Card entry and enter the correct hours and rate.

2. Highlighted the Pay Item and click on the More Info button. Verify that it is being charged to the proper expense account.

Method Two - Employee Receives Overtime Regularly

1. Add a Regular or Overtime Pay Item to the employee's Pay Data tab in Employee Entry and Maintenance.

2. In Time Card entry, enter the overtime hours under the new Pay Item.

Opening & Exiting CMS Payroll for Windows •••• 9

Opening & Exiting CMS Payroll for Windows

Opening CMS Payroll 1. From the Windows Desktop, double click the CMS Fund Accounting icon. The

CMS Security dialog box will display

2. If you are opening CMS Fund Accounting for the first time, enter the default password CMS. Otherwise, type your own password. (For security reasons, the password entry does not display. To view what was typed into the Password field, click the right mouse button.) Click OK.

3. At the opening screen, click the Payroll button to start the application. The main menu bar will display.

Exiting CMS for Windows � Choose Exit from the File menu to exit CMS Payroll for Windows.

Basic Navigation •••• 11

Basic Navigation

Basic Navigation Overview If you are already familiar with working in the Windows environment, you will find CMS intuitive and easy to operate. However there are some commands, such as the look-up button, that are unique to this system. These commands, as well as some of the common Windows operating functions are explained here.

In this chapter:

• Mouse and Pointer

• Menus

• Toolbar

• Command Buttons

• Add and Delete Buttons

• Dialog Screen Operating Characteristics

• Keyboard Shortcuts

Mouse and Pointer Pointer

A mouse is required to operate CMS Payroll for Windows. You can select functions, push buttons, place the cursor in a specific field or use the toolbar shortcuts. Although many mouse actions have keyboard equivalents, you will find that pointing and clicking with the mouse is the best way to navigate through Payroll.

Use the mouse to move the pointer about the screen. The tip of the pointer indicates the exact position of the pointer.


Cursor

The pointer will change into an I-beam cursor when moved inside a text box. Clicking the I-beam will establish a location for typing text.

Hourglass

When CMS pauses to complete a complex task, the pointer will appear as an hourglass. Wait until the pointer returns before starting another activity.

Mouse Actions

Unless otherwise specified (or if you have used the Windows Control Panel to swap the functions of the mouse buttons) use the mouse button to click and double click.

Click Press and release the left mouse button.

Double Click Press and release the left mouse button twice rapidly.

Right Click On a Date field, press and release the right mouse button to view and select from the built-in calendar.

Menus The Menu Bar shows list of available menus. When you click on a menu heading, the menu will drop down to show a list of menu items. To choose from the menu, click on a menu item or use the keyboard shortcut command.

Main Menu Bar

Cascading Menus

In some cases selecting a menu item will cause a cascading menu to appear. Click on an item in the cascading menu to initiate an action.


Toolbar With the toolbar, click an icon to choose a common function. A toolbar displays at the top of entry dialogs.

VCR Direction Buttons The VCR direction buttons help you find the beginning record, next record, previous record and last record.

1. To view the first record, click the first direction button.

2. To view the last record, click the last direction button.

3. To view the next record, click the next direction button.

4. To view the previous record, click the previous direction button.

Delete Record Button

The Delete Record (trash can) button deletes the record that is currently displayed on the screen. More specific information on deleting a record is included with the detail information found in the topic sections.

To delete a record:

1. Click the Delete Record button.

2. Click Yes when the Delete message displays.

Print Record Button

The Print Record button will print a screen print of the displayed dialog. Print outs can be used as guides for entering information.

To print a record:

1. Check that your printer is ready and has paper in the printer.

3. Click the Print Record button located at the top of the screen.

4. Click OK. A Printer Spooler screen will display while the screen is printing. (If you wish, you can CANCEL (abort) the print request.)


Calculator Button

Click the Calculator button to open the Windows calculator.

Undo Button

Click the Undo button to undo the last change made on a dialog.

Command Buttons Command Buttons are found on screens or dialogs and are used to carry out a command or open another dialog. You choose a command button by moving the mouse pointer within the command button and clicking the mouse button.

The following table lists the command buttons in alphabetical order.

Command Button

Location/Function

Click the Add to Queue command button to include a report in a report queue (see "Report Queuing" on page 137).

Click the Calc. command button to open the Windows calculator.

Click the Calculate command button to begin calculating Payroll.

Click the Cancel command button to exit the dialog, ignoring any new selections and leaving the previous selections unchanged.

Click the Clear All command button to remove all check marks (deselect) from all items in a list.

Click the Mark All command button to add check marks (select) to all items in a list.

Click the Close command button to close the current screen. Changes to the current screen are automatically saved.

Click the Copy Distrib command button to copy Distributions from one Gross Pay Account to another.

Click the Copy Table command button to copy information from one state tax table to another state tax table.


Command Button

Location/Function

Click the Delete command button to delete a line or code that is highlighted.

Click the Delete Password command button to delete a selected password in password maintenance.

Click the Delete Queue command button to delete a selected report from the report queue.

Click the Delete Timecard command button to delete a timecard for a selected employee.

Click the Edit Queue command button to delete or sort reports in a selected report queue.

Click the Find command button to locate and search for an account, employee or paycheck.

Click the Help command button to display related help information.

Click the Jump command button to display instructions on how to jump to a specified location in a look-up list.

Click the More Info command button on the All Deductions/Benefit Codes screen to edit or view the default amount, default percent, calculated year limit and pay calculation information for a selected deduction or benefit.

Click the New command button to create a new employee, check, W-2 form, or account.

Click the New D/B Interview command button to open the automated interview program that will guide you through creating a new deduction or benefit.

Click the New Password command button to create a new password in password maintenance.

Click the OK command button to accept your selections and execute the command.

Click the Personal Time command button to enter an employee's used personal time on their time card.


Command Button

Location/Function

Click the Post command button to post payroll.

Click the Process command button to process the Clear Check History or Clear Personal Time request.

Click the Print command button to display or print a report.

Click the Print Queue command button to print the reports in the selected queue.

Click the Rename Password command button to give an existing password a new name.

Click the Reset Timecards command button to reset all timecard entries for all employees.

Add and Delete Buttons The Add and Delete buttons can be used to add or delete items from a list maintained in a dialog. (Note: Password security can restrict access to list maintenance for look-up tables. See "Password Maintenance" on page 175 for detailed instructions about restricting password access.)

The Add command button is used to add a new item to the list. Click the Add command button to place the cursor in the code field of the next available line. You can also use the mouse to position the cursor in the next available line.

The Delete command button is used to delete an item from the list. Place the cursor anywhere in the line to delete and click the Delete command button. A message dialog will display. Click Yes to complete the deletion, or No to cancel the command.


Dialog Screen Operating Characteristics You will encounter a variety of different dialogs. Many dialogs have common operating characteristics, including the use of text boxes, check boxes, option boxes, drop-down list boxes, look-up tables, and selection tables.

Text Boxes Text Boxes are used to type information. Examples include name and address text boxes. Enter information by pressing the Tab key or moving the mouse pointer into the text box and clicking the mouse button. If the text box is empty, an I-beam cursor will display and you can begin typing. If the box contains information, click the mouse again to position the cursor for text entry.

Check boxes Check boxes are used to select an option. To select a check box, click inside the box to add a check. Do the same to remove the check.

Option Buttons Option buttons are used to select only one option from a group of choices. Option buttons are sometimes called radio buttons because like the push buttons on a car radio, when one option button is pushed the others are released. Your choice is marked with a black dot, while the black dot is removed from the previous choice.

Option Buttons

Command Buttons

Check Boxes Text Box

Selection Buttons


Drop-Down List Boxes

Drop-down list boxes are often used when there is insufficient room in the dialog to display all of the choices. Only the current selection is displayed in the drop-down list box.

Arrow

Drop-DownList is open to showa list of choices

Drop DownList Box

Click on the arrow in the box to open the drop-down list box and display a list of choices. Click on the item to make your selection. (If all the choices are not in view, scroll bars are provided.)

Look-up Tables

Look-up Tables are used to display choices from a dialog. Only the current selection is displayed in the box. Click on the button in the box (or enter CTRL + Spacebar on the keyboard) to open a dialog with a list of choices.

Selection Table Dialogs Selection table dialogs consist of two lists. The items (codes, names, etc.) which have not been selected will display in bold in the "Available" list. The items that have been selected will display in bold in the "Selected" list. You can use the buttons located between the lists to add and remove items.

The Add command button selects one item at a time. Click on the item to make your selection and click the Add command button. The item selected will now be displayed (in bold) on the selected list of the dialog.

The Add All command button selects all of the items. Click the Add All command button. All of the items will now be displayed (in bold) on the selected list of the dialog.

The Remove command button will remove one item at a time from the selected list. Click on the item to remove the selection and click the Remove command button. The item will now be deleted from the list.

The Remove All command button removes all of the items from the selected list. Click on the Remove All command button. The selected item list will clear. If you wish, you can begin your selections again.


Keyboard Shortcuts Key combinations can be used as shortcuts for many mouse actions.

Menu Bar Shortcuts Each menu heading has one underlined letter. You can hold down the ALT key and type the letter to view the menu. When a menu is displayed, each command also has one underlined letter. Type the letter when the menu is displayed to execute the command.

Command Button Shortcuts You will find an underlined letter within most command buttons. Hold down the ALT key and type the letter to execute the command button.

Using Online Help •••• 21

Using Online Help

Getting Help Online Help is a quick way to find information. It provides the same information as the printed manual, but with Online Help, you can search for task information and display it on your computer screen.

Refer to the Microsoft Windows User's Guide for a complete explanation of using online Help.

Displaying Online Help There are three ways you can open the online help to find information and instructions on using CMS Payroll for Windows.

1. To get help on a specific field, position the cursor on any field in the screen and press the F1 function key. Help information for that specific field will display.

2. To open the Help contents or index, choose Help from the Help menu. Scroll through the contents or use the index or find feature to find a specific topic. Find allows you to search for a single word or a string of words.

3. Click the Help command button on a dialog to display information pertaining to the dialog.

Setup Procedures for CMS Payroll •••• 23

Setup Procedures for CMS Payroll

Finance System Setup Procedures CMS Payroll for Windows requires that the CMS Finance and Payables system is already installed and functional. It uses accounts from the CMS Finance and Payables system to pay payroll, define payroll expense accounts, define liability accounts for deductions and withholdings, define liability and expense accounts for employee benefits, and to define payroll vendors. Finance accounts are automatically updated each time payroll is processed.

For instructions on setting up finance accounts, refer to the "Account Maintenance" chapter in the CMS Finance and Payables User's Guide.

Setting Up Finance Accounts for Payroll You must set up the following finance accounts for payroll processing. If these accounts already exist, please take some time to identify them. You will need to be familiar with them prior to setting up Payroll.

1. Define/identify the bank account(s) you will use to pay the payroll. These are usually checking accounts.

2. Define/identify the expense accounts used to pay salary gross pay accounts, allowance expense accounts and reimbursement accounts. These accounts must be designated as Payroll Gross Pay Accounts (refer to "Account Maintenance" on page 42).

3. Define/identify the liability accounts that will be used for deductions and withholdings, such as accounts for employee FICA, Federal, and other taxes. Other liability accounts for other voluntary deductions. The system will update these accounts with amounts from the Payroll system that you may pay later to the Federal Government, insurance company, or other vendor.

4. Define/identify the liability accounts that will be used to record employee benefit liabilities. These accounts accumulate amounts to be paid a vendor on behalf of the employee for the specified benefit. You will pay off the liability after payroll is posted.

5. Define/identify the expense accounts that will be used to record employee benefit expenses. The system will automatically update these accounts with the amount of employee benefit.


Setting Up Finance Vendors for Payroll In the CMS Finance and Payables system, set up at least one vendor that will be used to accumulate payroll checks. You can either set up each employee as a vendor or set up a common vendor called Staff or Payroll.

Payroll System Setup Procedures Enter CMS Payroll for Windows system information in the following order:

1. Define Pay Groups (Weekly, Bi-Weekly, Semi-Monthly, Monthly, etc.). Refer to "Pay Groups Setup" on page 26.

2. Define employee deductions and benefits. Refer to "Deduction and Benefit Setup" on page 27.

3. Define deduction and benefit distributions. Refer to "Deduction/Benefit Distributions" on page 34.

4. Install the FICA, Federal and State tax tables that are provided by Church Management Solutions.

5. Enter local tax table information. Refer to "Local Tax Tables" on page 40. If you need assistance, contact the support staff at Church Management Solutions.

6. Enter employee information. Refer to "Adding and Maintaining Employee Data" on page 52.

Payroll Setup •••• 25

Payroll Setup

Payroll Setup Overview You must install and set up CMS Finance for Windows before you can set up CMS Payroll for Windows. If you need assistance, contact the support staff at Church Management Solutions.

In payroll setup, you will define items that affect when and how employees are paid. This includes defining pay groups, deductions, benefits, tax tables, employer information, pay items, job categories and other options.

Payroll setup items must be defined before you can run the Calculate Payroll process.

In this chapter:

• Pay Groups Setup

• Deduction and Benefit Setup

• Deduction/Benefit Distributions

• Tax Tables

• Account Maintenance

• Employer Information

• Pay Items

• Job Category Setup

• Custom Field Setup

• Payroll System Options


Pay Groups Setup Pay groups define a pay period for a group of employees. You can use pay groups to describe pay frequency (Monthly, Semi-Monthly, Weekly, etc.), staff title (Day Care, Pastor, Office Staff, etc.) or whatever else makes sense for your congregation. Use separate pay groups for employees paid from different bank accounts.

Defining Pay Groups 1. From the Options menu, choose Paygroups. The Pay Groups dialog will display.

2. To add a new pay group, click inside the Nbr column of the first available row. Type in a pay group number. All pay group numbers in the code table must be unique. (Note: You need not type the next available number. Each time a new number is added, CMS will re-sort the list numerically.)

3. In the Description text field, enter up to a 40 character Pay Group description.

4. In the Pay Periods Per Year field, type the number of times a paycheck is processed for the Pay Group during a one-year period.

5. In the Current Pay Period field, type the number of pay periods that have already been paid in the current year. Once entered, this field is maintained by the system.

6. In the Previous Pay Date field, type the date of the Pay Group's last payroll. Once entered, this field is maintained by the system.

7. Each time payroll is calculated for the Current Pay Period, the Calculated field changes to Yes. This is a system maintained field, although you can change it by clicking on the drop-down list box and selecting either Yes or No.

8. Each time payroll is posted for the Current Pay Period; the Posted field changes to Yes. This is a system maintained field, although you can change it by clicking on the drop-down list box and selecting either Yes or No.


9. Click:

− Close (ALT + L) to exit and return to the main menu.

− Delete (ALT + D) to delete a selected Pay Group. At the Delete message dialog, click Yes to delete the code or No to cancel the delete request. The Pay Group can not be deleted if there are employees in the pay group.

Deduction and Benefit Setup In Deduction and Benefit Setup, you will define all possible employee deductions and benefits. Each benefit and deduction has a description, identifying category, and tax status. Categories match the categories defined on W-2 forms. When W-2 forms are printed, they will include the category information. The tax status states if the deduction or benefit is subject to Social Security, Medicare, Federal, State and/or Local taxes.

An automated interview program has been created to help you create new deductions and benefits. This interview program includes step-by-step instructions and hints.

Viewing and Maintaining Deductions and Benefits Deduction and benefit information can be viewed and modified in the Deduction and Benefit Setup. To create a new deduction or benefit, see "Creating a New Deduction or Benefit Using the Automated Interview" on page 29.

1. From the Options menu, choose Deduction and Benefit Setup. The All Deduction/Benefit Codes dialog will display.

− Code - code number that is used in other areas of the software to select and

assign the benefit or deduction to an employee. You can use your own numbering system or allow the system to assign code numbers in sequential order. The first ten (1 – 10) deduction and benefit codes are reserved by the system for standard deductions (FICA, Federal Tax, State Tax, etc.).


− Type - establishes that the code is a deduction or a benefit. A deduction withholds (subtracts) an amount from the employee's paycheck or savings plan (401 and 403 plans). A benefit is an amount you are paying on behalf of the employee for a service (insurance) or tax (Social Security).

− Description - up to a 30 character description that describes the deduction or benefit.

− Category - categories are Retirement, Tax Deferred, Retire & Tax and Other. If the category is Retirement, the Pension Plan check box on the employee's W-2 form will be checked. If the category is Tax Deferred, the W-2 Deferred Compensation check box on the employee's W-2 form will be checked. If the category is Retire(ment) and Tax (Deferred), both the Pension Plan and Deferred Compensation check boxes will be marked on the employee's W-2 form. If the category is Other (the default), nothing will be marked on the employee's W-2 form.

− Social Security, Medicare, Federal, State and Local – when checked, the deduction or benefit is subject to the tax. If it is a deduction, the tax will be calculated before the amount is subtracted from the paycheck. If it is a benefit, the benefit will be added to the taxable total.

2. To view the dollar amount or percent assigned to the deduction or benefit, click the More Info button. The More Deduction/Benefit Information dialog will display.

− Default Amount – the Default Amount is the amount automatically entered when this deduction/benefit is selected for an employee. You can change this for an individual employee in Employee Setup (see "Employees: Deductions & Benefits Tab" on page 62). This is an optional entry. You cannot enter both an amount and a percent.

− Default Percent - the Default Percent is the amount automatically entered as the percentage of gross pay when this deduction/benefit is selected for an employee. You can change this for an individual employee in Employee Setup (see "Employees: Deductions & Benefits Tab" on page 62). This is an optional entry. You cannot enter both an amount and a percent.

− Cal(endar) Year Limit – the calendar year limit is the maximum amount allowed for the deduction or benefit during the calendar year.


− Pay Calculation – select Regular and Supplemental Pay, Regular Pay Only or Supplemental Pay Only to determine what pay items apply to the deduction or benefit.

3. Click:

− OK (ALT + O) to save changes, close the dialog and return to the All Deduction/Benefit Codes dialog.

− Cancel (ALT + C) to cancel changes, close the dialog and return to the All Deduction/Benefit Codes dialog.

4. At the All Deduction/Benefit Codes dialog, click:

− Close (ALT + L) to save changes and close the dialog.

− New D/B Interview to create a new deduction or benefit. Refer to "Creating a New Deduction or Benefit Using the Automated Interview."

− Delete (ALT + D) to delete the deduction or benefit. Refer to "Deleting a New Deduction/Benefit" on page 34.

Creating a New Deduction or Benefit Using the Automated Interview To create a new deduction or benefit, you will use the automated interview. The automated interview is a step-by-step process that includes detailed instructions.


2. Click the New D/B Interview button. The New Ded Ben Interview dialog will display.


3. At "What do you want to call the new deduction or benefit?" type in up to a 30 character description of the deduction or benefit.

4. At "Are you creating a deduction or a benefit?" click on the Deduction or Benefit option button. A deduction will subtract and withhold an amount from the employee's paycheck. A benefit is an amount you will be paying on behalf of the employee.

5. At "What code number would you like to use?" type in a code number or allow the system to assign a code number. Code numbers must be assigned to all benefits and deductions. It is used in other areas of the software to select and assign the benefit or deduction to an employee. Deductions and benefits can use the same numbers, but no two deductions can have the same code number and no two benefits can have the same code number. The first ten (1 – 10) Deduction and Benefit codes are reserved by the system for standard deductions (FICA, Federal Tax, State Tax, etc.).

6. Click:

− Next to open the New Ded Ben Interview 2 dialog.

− Close to close the interview without saving the new deduction or benefit.

7. At "Do you wish to define a category for this new Deduction/Benefit?" select the category. Click on the Category drop-down list box and select from the list (Retirement, Tax Deferred, Retire & Tax or Other). If the category is Retirement, the Pension Plan check box on the employee's W-2 form will be checked. If the category is Tax Deferred, the W-2 Deferred Compensation check box on the employee's W-2 form will be checked. If the category is Retire(ment) and Tax (Deferred), both the Pension Plan and Deferred Compensation check boxes will be marked on the employee's W-2 form. If the category is Other (the default), nothing will be marked on the employee's W-2 form.


8. At "Do you wish to use a default amount or percent for this new Deduction/Benefit?" type in a default amount or a default percent. You can change this for an individual employee in Employee Setup (see page 62). This is an optional entry. You cannot enter both an amount and a percent.

9. Click:

− Back to return to the New Ded Ben Interview 1 dialog.



10. At "Do you wish to define a limit for the calendar for this new Deduction/Benefit?" type the maximum amount allowed for the deduction or benefit during a calendar year.

11. At "Is this new Deduction/Benefit subject to taxes?" check the appropriate check boxes (Social Security, Medicare, Federal, State and/or Local). When checked, the deduction of benefit is subject to that tax. If it is a deduction, the tax will be calculated before the amount is subtracted from the paycheck. If it is a benefit, the benefit will be added to the taxable total.

12. Click:





13. At "On what items of pay do you want to calculate this deduction/benefit?" click on the drop-down list box and select Regular and Supplemental Pay, Regular Pay Only or Supplemental Pay Only to determine what pay items apply to the deduction or benefit.

14. At "Who do you want to assign this new deduction/benefit?" select those employees who will receive the deduction or benefit. Click the Mark All button to select all employees in the list. Click the Clear All button to clear all selections. Click on the individual employee check boxes to add or remove a check.

15. Click:




Note: There are two different New Ded Ben Interview 5 dialogs. The one that displays depends on if you are creating a new deduction or a new benefit.


New Ded Ben Interview 5 – Deductions Dialog:

New Ded Ben Interview 5 – Benefits Dialog:

16. At "What account distributions would you like to have the system automatically update for you?" click each liability you want the system to credit with the amount of the deduction or benefit. When you click on the item, it will be highlighted (white background and black text). To de-select the item, click on it again to remove the highlighting.


17. If you are creating a new benefit, select each expense you want the system to debit with the benefit amount.

18. Click:

− Finish to save the new deduction or benefit and close the interview.



− New to open the Accounts dialog and add a new account. Refer to the CMS Finance and Payables User's Guide for instructions.

Deleting a New Deduction/Benefit

The delete function deletes a deduction or benefit. If the deduction or benefit is included in an employee's Calendar Year totals or in Check History, it cannot be deleted.


2. Click on the row that defines the deduction or benefit you want to delete.

3. Click the Delete button. The delete confirmation message will display. Click:

− Yes (ALT + Y) to delete the account.

− No (ALT + N) to cancel the delete request.

Deduction/Benefit Distributions In Deduction/Benefit Account Distributions, you will define expense and liability accounts from the Finance system that will be updated with each payroll posting.


Maintaining Deduction/Benefit Distributions 1. From the Options menu, choose Deduction/Benefit Distributions. The

Deduction/Benefit Account Distributions dialog will display.

2. To select a Gross Pay Expense Account, click the up and/or down arrow buttons to scroll through the accounts that have been defined as Payroll Gross Pay Accounts in Account Maintenance. (Alternately, you can click on the look-up button to the right of the account description to open the Find Account dialog. Once you have found the appropriate account in the list, select it and click the Select button.) Only expense accounts that have been defined as a Payroll Gross Pay Account on the Define tab in Account Maintenance (see page 42) can be selected.

3. Click on the Bank Account To Be Paid From drop-down list box and select from the list. Only accounts that have been defined as bank accounts in Account Maintenance will display in the list. (Alternately, you can click on the look-up button to the right of the bank account description to open the Find Account dialog. Once you have found the appropriate bank account in the list, click on it then click the Select button.)

4. Select a liability account for each deduction account associated with the gross pay expense account. Click in the deduction account's Liability column then click on the Liability look-up list button. Select the appropriate liability account from the list.

5. The message "Change all other account distributions to use the entered bank account?" will display. Click Yes to change all other accounts to the selected bank account. Click No to change only the selected account.

6. Select an expense and liability account for each benefit account associated with the gross pay expense account. Click in the benefit account's Expense column and click


on the Expense look-up table button. Select the appropriate Expense account from the list. Click on the benefit account's Liability column then click on the Liability look-up table button. Select the appropriate liability account from the list.

7. Click:


− Copy Distrib to copy distributions from one gross pay account to another gross pay account (see page 36).

Copying Deduction/Benefit Distributions You can save time setting up deduction/benefit distributions by copying distributions from one gross pay account to another gross pay account. Then, make any necessary changes in the Deduction/Benefit Account Distributions dialog.

1. At the Deduction/Benefit Account Distributions dialog, click the Copy Distrib command button. The Copy Account Distributions dialog will display.

2. Click on the From Gross Pay Account drop-down list box and select the account you want to copy distribution information FROM.

3. Click on the To Gross Pay Account drop-down list box and select the account you want to copy distribution information TO.

4. Click the Copy Distributions button. At the Copy Complete message box, click OK.

5. Click Close (ALT + L) to exit and return to the Deduction/Benefit Account Distributions dialog.


Tax Tables Each year Church Management Solutions will provide updated Federal and State Tax Tables to all registered users. Church Management Solutions does not supply Local Tax Tables. Obtain those from your locality.

Federal Tax Tables 1. From the Options menu, choose Tax Tables, Federal. The Federal Tax Tables

dialog will display.

Federal Tax Table - General

Federal Tax Table - Tables


State Tax Tables 1. From the Options menu, choose Tax Tables, State. The State Tax Tables dialog

will display.

State Tax Table - General

State Tax Table – Standard Deduction


State Tax Table – Percent of Gross

State Tax Table – Percent of Federal Tax


State Tax Table - Tables

Local Tax Tables If you need assistance entering your local tax table into the system, contact the support staff at Church Management Solutions.

1. From the Options menu, choose Tax Tables, Federal. The Federal Tax Tables dialog will display.

Local Tax Table - General


Local Tax Table – Standard Deduction

Local Tax Table – Percent of Gross


Local Tax Table - Tables

Account Maintenance Accounts are set up in the Finance System. For more information, refer to the CMS Finance and Payables User's Guide.

To designate an account as a Payroll Gross Pay Account, find the account in Options, Enter/Edit Accounts and mark the Payroll Gross Pay Account check box. Use the following instructions to define an account as a Payroll Gross Pay Account.

1. From the Options menu, choose Enter/Edit Accounts. The Accounts dialog will display.


2. Click the Find button. The Find Accounts dialog will display. Select a Gross Pay Account.

3. Click on the Payroll Gross Pay Account check box to check the box. To remove the check, click on it again.

Employer Information In Employer Information you will define your organization's tax ID's and employer direct deposit information.

1. From the Options menu, choose Employer Info. The Employer Information dialog will display.

2. Enter employer information in the following fields:

− Name - Type the name of your organization (up to 40 characters).

− Address (2 lines) – Type in up to two lines for the organization 's address (up to 30 characters for each line). The second address line will print beneath the first address line on checks, labels and envelopes.

− City, State and Zip Code – Type the organization's resident city (up to 25 characters), state (2 characters) and zip code (up to 10 characters). You can enter a 5 or 9-digit U.S. zip code, or a Canadian 6-digit postal code. If you enter a 9-digit zip code, CMS will automatically insert the appropriate punctuation (55677-2002).

− Phone - Type the organization's phone number. Type the area code and 7-digit telephone number. CMS will automatically provide the correct punctuation, i.e. (763) 566-4212.


− Phone2 - Type the phone number for the organization's second phone line. Type the area code and 7-digit telephone number. CMS will automatically provide the correct punctuation, i.e. (763) 566-4212.

− Fax – Type the organization's fax number, including the area code and 7-digit telephone number.

− Federal Tax ID - Type the organization's federal tax ID.

− State ID – Type the organization's state tax ID.

3. The Employer Direct Deposit Information is necessary only if you are making direct deposits. Refer to "Direct Deposit Processing Overview" on page 107 for more information.

4. Click Close (ALT + L) to exit and return to the main menu.

Pay Items Pay Items define items that may be included in an employee's pay. For example, your senior pastor may get a housing allowance, book allowance, mileage etc. included in his or her paycheck. Each Pay Item has a description, item Pay Type (Regular Pay, Supplemental Pay, Allowance or Reimbursement) and paycheck selection (First, Second or Third). The paycheck selection defines in which paycheck the Pay Item will be paid.

Defining Pay Items 1. From the Options menu, choose Pay Items. The Pay Items dialog will display.


2. Click the Add button to create a new Pay Item. The Add Pay Item dialog will display.

3. In the Item Description field, type in a descriptive name (up to 20 characters) for the Pay Item. This description will display in look-up table boxes and print on check stubs and reports.

4. From the Item Pay Type drop-down list box, select the appropriate pay type (Regular Pay, Supplemental Pay, Allowance, Reimbursement or EIC Payment). Regular Pay and Supplemental Pay are usually taxable. Allowance, Reimbursement, and EIC Payments pay have no affect on taxes and are not reported on W-2's.

5. From the "On which check each pay period?" drop-down list box, select the paycheck (First, Second or Third) that will include the pay item amount. If Second or Third is selected, the employee will receive two or three checks that pay period. Frequently a second paycheck is issued to pay an employee's authorized mileage or expenses.

6. Click the Default Shortcut Number look-up table button to open the Find Accounts dialog. Click on a Gross Pay Account for the Pay Item and click the Select button to return to the Add Pay Item dialog.

7. Click:

− OK (ALT + O) to finalize and return to the Pay Items dialog.

− Cancel (ALT + C) to cancel an entry and return to the Pay Items dialog.

8. At the Pay Items dialog. Click:


− Add (ALT + A) to add a new Pay Item.

− Delete (ALT + D) to delete a selected Pay Item. At the delete dialog, click Yes to delete or No to cancel the delete request. The Pay Item cannot be deleted if it is currently in use (selected as a pay item for an employee), or it is in Check History. You must first remove it from the employee's file and perform the Clear Check History process (refer to page 102).


Job Category Setup In Job Category Setup you can define your own job code categories (i.e. Administration, Clergy, Teachers, etc.).

Defining Job Categories 1. From the Options menu, choose Job Category Setup. The Job Categories dialog

will display.

2. Click the Add button to open the Add Job Category dialog.

3. In the Job Category text field, type in a descriptive name (up to 30 characters) for the job category.

4. Click:

− OK (ALT + O) to save the new Job Category and return to the Job Categories dialog.

− Cancel (ALT + C) to cancel the entries and return to the Job Categories dialog.


Custom Field Setup The Employee/Custom tab in Employee Entry and Maintenance allows you to enter custom information for each employee. You can use these fields to track information that is not already being tracked by the software.

In Custom Field Setup, you can enter a descriptive name for each custom field. These descriptive names will display the Employee Maintenance screens and applicable reports.

1. From the Options menu, choose Custom Field Setup. The Custom Field Names dialog will display.

2. Position the cursor in the text field and type a descriptive name for each field.

3. Click:

− OK (ALT + O) to save the new custom field descriptors and return to the main menu.

− Cancel (ALT + C) to cancel the entries and return to the main menu.


Payroll System Options 1. From the Options menu, choose Options. The Payroll System Options dialog will

display.

2. Choose whether or not to print the rundate on reports. Click on the Print Rundate on reports check box to check the box. To remove the check, click on it again.

3. Choose whether or not to print the system date and time on reports. Click on the Print System Date & Time on reports check box. To remove the check, click on it again.

4. Choose whether or not to print pay cycle tasks on the Payroll opening menu. Click on the Show Paycycle Tasks check box to check the box. To remove the check, click on it again. When you click on an item in the task list, the dialog for that task will open for you to complete the task. Once a task has been completed for the pay cycle, the color of the task item will turn from blue to gray. All pay cycle tasks in the list will return to the blue color after payroll is posted. (For more information, refer to "Pay Cycle Checklist" on page 71.)


5. Choose whether or not to print the Fiscal Year Accumulations on the Accums tab of the Employee dialog. Click on the Display Fiscal Year Accumulations check box to check the box. To remove the check, click on it again.

6. You can enter a description for up to four personal leave time definitions. Click inside the text box and type in up to a 15-character description. Personal leave time is defined for each employee in Employee Setup, see page 66.

7. Click:

− OK (ALT + O) to save changes and close the dialog.

− Cancel (ALT + C) to cancel changes and close the dialog.

Employee Entry and Maintenance •••• 51

Employee Entry and Maintenance

Employee Entry and Maintenance Overview Employee Entry and Maintenance defines and stores data for each employee. The data is available by selecting the tabs; general (name, address, phone, social security number, etc.), employment, custom (custom data you can define for each employee), tax withholding, pay data, deductions and benefits, quarterly summary, accumulated year-to-date, personal leave and sick time, and direct deposit information for each employee.

The following information must be entered before a paycheck can be calculated for an employee:

1. Employee Name

2. Finance Vendor

3. Pay Group and Pay Periods

4. Calculate Employee checkbox must be checked

5. Tax Data

6. Pay Data

7. Deductions and Benefits as applicable

In this chapter:

• Adding and Maintaining Employee Data

• Deleting an Employee

• Finding an Employee


Adding and Maintaining Employee Data Employee information is organized on a series of nine tabs: General, Emp./Cust, Tax Data, Pay Data, Ded/Ben, Quarterly, Accums and Personal. Eight of these tabs are discussed in this section. The ninth tab, Direct Deposit, is discussed in "Entering Employee Direct Deposit Information" on page 109.

1. From the Entry menu, choose Employees. The Employees dialog will display.

2. To view information for a specific employee, use the direction buttons or use the find function (see "Finding an Employee" on page 68).

3. To add a new employee, click the New command button. The Employees dialog will display with all fields on all tabs cleared.

− Refer to "Employees: General Tab" on page 53 to view, modify, or add employee general information.

− Refer to "Employees: Employment & Custom Information Tab" on page 55 to view, modify, or add employee employment and custom information.

− Refer to "Employees: Tax Data Tab" on page 56 to view, modify, or add employee tax withholding information.

− Refer to "Employees: Pay Data Tab" on page 58 to view, modify, or add employee pay data information.

− Refer to "Employees: Deductions & Benefits Tab" on page 62 to view, modify, or add employee deduction and benefit information.

− Refer to "Employees: Quarterly Tab" on page 64 to view, modify, or add employee quarterly summary information.

− Refer to "Employees: Accumulated (YTD) Tab" on page 65 to view, modify, or add employee accumulated pay, tax withholding and allowance information.

− Refer to "Employee: Personal Tab" on page 66 to view, modify, or add employee personal leave and sick time information.

− Refer to ""Entering Employee Direct Deposit Information" on page 109 to view, modify, or add employee direct deposit information.

4. Click:

− Close (ALT + L) to save the changes and close the dialog.

− Transaction Button to view or print an Employee Record report. Refer to

"Employee Reports" on page 126.


Employees: General Tab Employee general information includes the employee's name, address, phone numbers, email addresses, emergency information and social security number.

Note: Prior to adding employees in the Payroll system, go to the Finance system and either set up each employee as a vendor or set up a common vendor called Staff or Payroll.

1. Refer to "Finding an Employee" on page 68 to find a specific employee, or "Adding and Maintaining Employee Data" on page 52 to create a new employee.

2. On the Employees dialog, click the General tab.

3. Enter employee information in the following fields:

− First Name - Type the employee's first name (up to 20 characters).

− M. I. - Type the employee's middle initial (1 character).

− Last Name - Type the employee's last name (up to 28 characters).

− Address (2 lines) – Type in up to two lines for the employee's address (up to 30 characters for each line). The second address line will print beneath the first address line on checks, labels and envelopes.

− City, State and Zip Code – Type the employee's resident city (up to 25 characters), state (2 characters) and zip code (up to 10 characters). You can enter a 5 or 9-digit U.S. zip code, or a 6-digit Canadian postal code. If you enter a 9-digit zip code, CMS will automatically insert the appropriate punctuation (55677-2002).


− Work E Mail – Type the employee's work email address (up to 40 characters).

− Work Phone and extension - Type the employee's work phone number and extension (up to 4 characters). Type the area code and 7-digit telephone number. CMS will automatically provide the correct punctuation, i.e. (763) 566-4212.

− Work Fax – Type the employee's work fax number, including the area code and 7-digit telephone number.

− Gender – Type 'F' if the employee is female or 'M' if the employee is male.

− Birthdate – Enter up to a 6-digit numeric birth date. Slashes will be inserted after each 2 digits, or when the spacebar is pressed. For example, entry of 122465 will be interpreted by CMS as 12/24/65. Entry of 12465 will not be correctly interpreted as 12/4/65 without depressing the spacebar or typing a "/" after the 4.

− Social Security Number - Enter a nine digit social security number (CMS will automatically insert separators).

− Emergency Name – Enter the name of the person to contact in case of an emergency (up to 30 characters).

− Emergency Phone - Enter the phone number of the emergency contact. Type the area code and 7-digit telephone number. CMS will automatically provide the correct punctuation, i.e. (763) 566-4212.

− Finance Vendor – Click on the look-up table button and select a vendor from the list.

− Home Phone – You are able to enter up to two home telephone numbers for the employee (each up to 18 characters).

− Mobile Phone - Enter the employee's mobile phone number. Type the area code and 7-digit telephone number. CMS will automatically provide the correct punctuation, i.e. (763) 566-4212.

− Pager - Enter the employee's pager number. Type the area code and 7-digit telephone number. CMS will automatically provide the correct punctuation, i.e. (763) 566-4212.

− Home Fax - Type the employee's home fax number, including the area code and 7-digit telephone number. CMS will automatically provide the correct punctuation, i.e. (763) 566-4212.

− Home E-Mail – Type the employee's home email address (up to 40 characters).

4. If you have a scanner, digital camera or photo CD-ROM, you can insert a picture of the employee. Scan or copy the picture into the Windows clipboard. Position the cursor in the picture frame. Press the right button on your mouse. A menu will display. Select Paste from Clipboard to paste the picture inside the frame. To delete the picture, press the right mouse button and select Cut to Clipboard. The picture will display on the on the General tab of the Employee dialog only. It will not print on any reports.


Employees: Employment & Custom Information Tab Employee employment & custom information includes the employee's pay group, 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. For information on defining custom fields, see "Custom Field Setup" on page 47.


2. On the Employees dialog, click the Emp./Cust. tab.


− Paygroup - Click on the look-up table button and select a pay group from the list. For more information on pay groups, see "Pay Groups Setup" on page 26.

− Job Title – Type the employee's job title (up to 40 characters). This is printed on employee reports and time cards.

− Job Category – Click on the Job Category look-up table button and select a category from the list. For more information on job categories, see "Job Category Setup" on page 46.

− Employment Date – Enter the employee's employment date. Slashes will be automatically inserted after each 2 digits, or when the spacebar is pressed. For example, entry of 022400 will be interpreted by CMS as 02/24/00. Entry of 2400 will not be correctly interpreted without depressing the spacebar or typing a "/" after the 2 and the 4.

− Termination Date – Enter the date of the employee's termination.


− Employment Date2 – Employment Date2 is used when an employee who has been terminated begins working again.

− Termination Date2 - Termination Date2 is used to enter a termination date for an employee who has a date in Employment Date2.

− Retirement Number – If retired, type the employee's retirement number (up to 40 characters).

− Last Physical - Enter the date of the employee's last physical.

− Physical Limits - Type in a description of the employee's physical limitations (up to 40 characters).

− Pay Periods – Pay Periods are based on the pay group and will be entered by the system. They can be changed as needed for the employee. However, keep in mind that the number of pay periods will effect how CMS Payroll for Windows calculates taxes. Do not change this range if the employee is to be paid year-round.

− Calculate Employee – The Calculate Employee check box will be checked unless you remove the check by clicking on the check box. When checked, the employee's paycheck will be included in payroll calculations for their pay group.

− Custom Number 1 and 2 – There are two Custom Number fields. Each of these can be used to record up to a 2-digit number for each employee (i.e. employee number or benefit plan number). See page 47 for instructions on giving descriptors to the custom fields.

− Custom Text 1, 2 and 3 - There are three Custom Text fields. Each of these can be used to record information (up to 10 characters) for each employee (i.e. location code or certifications). See page 47 for instructions on giving descriptors to the custom fields.

− Custom Date 1, 2 and 3 - There are three Custom Date fields. Each of these can be used to record dates for each employee (i.e. certification date or retirement date). See page 47 for instructions on giving descriptors to the custom fields.

− Custom Long Text – Use the Custom Long Text field to record custom information of up to 40 characters. See page 47 for instructions on giving descriptors to the custom fields.

Employees: Tax Data Tab Employee tax data defines which taxes will be withheld from the employee's paycheck. It also records their marital status and exemptions.

Each year Church Management Solutions will send a disk containing updated Federal and State Tax Tables to all registered users. Church Management Solutions does not supply Local Tax Tables. Obtain those from your locality.



2. On the Employees dialog, click the Tax Data tab.


− Withhold Social Security Tax – By default, the Withhold Social Security Tax check box will be checked. If Social Security Tax should not be withheld for this employee, click on the check box to remove the check.

− Withhold Medicare Tax – By default, the Withhold Medicare Tax check box will be checked. If Medicare Tax should not be withheld for this employee, click on the check box to remove the check.

− Tax Statement – Click the Tax Statement look-up table button and select which statement should print for the employee, (W-2, 1099 or Neither W-2 or 1099).

− Withhold Federal/State/Local Tax – By default, the Withhold Federal Tax, Withhold State Tax and Withhold Local Tax check boxes will be checked. If the Federal, State or Local tax should not be withheld for this employee, click on the check box to remove the check.

− Marital Status (Federal, State, Local) – Select the Marital Status for the Federal, State and Local tax calculations (Single, Head of Household, Married – Separately/Spouse Unemployed, Married – Separately/Spouse Employed, Married – Jointly/Spouse Unemployed, Married – Jointly/Spouse Employed). Any married status will use federal married tables.

− Exemptions (Federal, State, Local) – Type the number of allowances to be considered in the Federal, State and Local tax calculations.

− Dependents (Federal, State, Local) – Type the number of dependents for the Federal, State and Local taxes. Dependents are considered in the State and Local tax calculations, they are not considered in federal tax calculations.


− Override (Federal, State, Local) – Type the dollar amount that will be deducted for Federal, State and Local taxes. The override amount will be deducted instead of the Federal, State or Local tax calculation. If the dollar amount is $0.00, no taxes will be withheld.

− Extra (Federal, State, Local) – Type the extra dollar amount the employee wants deducted from his/her paycheck for Federal, State or Local taxes. This amount will be ignored if an override amount is entered.

− State (State only) – Click on the drop-down list box and select the employee's resident state. State Tax deductions will be calculated based on the selected state's tax table.

− Percent (State only) – Call Church Management Solutions for instructions if your state allows employees to specify a percent of gross to be withheld.

− Locality (Local only) – Select or enter the applicable local tax as defined in the Local Tax Tables dialog (under Options, Tax Tables, Local Tax).

Employees: Pay Data Tab Employee pay data defines the employee's pay rate, pay period amount or annual pay amount.


2. On the Employees dialog, click the Pay Data tab.

3. To add a pay data line, click on the Pay Description look-up table button. The Pay Items dialog will display.


− Click on the Pay Item Description that describes the type of pay the employee is receiving and click the Select button. (To add, change or delete a Pay Item, refer to "Pay Items" on page 44.) The Employees dialog will return with the selected Pay Description and associated shortcut number and Account Description. More than one pay item can be selected for each employee.

4. Enter the employee's pay rate or wage.

Hourly Rate

− If the employee is being paid by the hour, enter the hourly rate in the Rate field. If they are paid for the same number of hours each pay period, type the number of hours in the Hours/Units field. If the number of hours worked is variable, leave the field at zero. The number of hours entered here can be overridden, refer to "Time Card Entry" on page 72.

− Once the Rate and Hours/Units fields are entered, the system will calculate both the Pay Period Amount and Annual Amount. Pay Period Amount = "Hours/Units" times "Rate."

Annual Pay Amount = "Pay Period Amount" times "number of pay periods per year" (based on Pay Group selected in the Emp/Cust tab). The Annual Pay Amount is a view only field. You cannot enter an amount in this field.

Pay Period Amount/Wage

− If the employee is being paid a specified amount per pay period, type that amount in the Pay Period Amount field.

− Once the Pay Period Amount is entered, the system will calculate the Annual Amount. Annual Pay Amount = Multiply "Pay Period Amount" by "number of pay periods per year" (based on Pay Group selected in the Emp/Cust tab). The Annual Pay Amount is a view only field. You cannot enter an amount in this field.


Percent Distribution for Regular Pay

− If an employee's pay is to be distributed to multiple finance accounts, use the Percent Distribution for Regular Pay feature. For example, 75% of an employee's pay can be distributed to the Custodian Salaries account and 25% distributed to the Staff Salaries account.

− Click on the Percent Distribution for Regular Pay button on the Employees dialog. The Regular Pay Distribution dialog will display.

− Click on the Shortcut look-up table button and select the appropriate account.

− Under the Percent column, enter what percent of the employee's pay should be distributed to this account.

− To delete a selected account from the employee's distribution list, select the account and click the Delete button. At the delete message dialog, click Yes to delete the account or No to cancel the delete request.

− Click OK to save the entries and return to the Employees dialog. Once the percent distribution information has been entered, the Employees dialog will return. Note that the system automatically enters Regular Pay for the Pay Description and [Using % Dist.] for the Account Description. These cannot be changed for percent distribution pay. Follow the instructions under Hourly Rate or Pay Period Amount/Wage to enter the employee's pay rate.


5. To view and/or change on which check in the pay period the pay item will be paid, click the More Info button and open the More Pay Type Information dialog.

− Click on the On which check for each pay period drop-down list box and

select the First, Second or Third pay period. Changing the value to Second or Third will result in a second or third paycheck to be printed for the employee.

− Click on the Pay Item Type drop-down list box and select Regular Pay, Supplemental Pay, Allowance, Reimbursement or EIC Payment. For more information, refer to "Pay Items" on page 44.

− Click OK to save the entries and return to the Employees dialog.

6. To delete a Pay Item from the employee's pay, select it and click the Remove Item button. At the delete message click Yes to delete the Pay Item or No to cancel the delete request.


Employees: Deductions & Benefits Tab Employee deductions & benefits defines which deductions and/or benefits are associated with an employee.


2. On the Employees dialog, click the Ded/Ben. tab.

3. To select a deduction or benefit code, click on the Code look-up button. The All Deduction/Benefit Codes dialog will display.


− Click on the deduction or benefit line and click the Select button to select it for the employee. The Employees dialog will return displaying the selected deduction/benefit code, type and description. (For instructions on using the New D/B Interview, More Info, or Delete command buttons, see "Viewing and Maintaining Deductions and Benefits" on page 27.)

4. Enter the employee's deduction/benefit information.

− Amount or Percent – Type the amount or the percent of the deduction or benefit. The percent will be calculated based on the employee's gross pay. Deductions will be deducted from the employee's paycheck.

− Limit – Type the maximum amount that can be deducted from the employee's paycheck or added to their benefit total during the calendar year.

− Calendar Amount – The Calendar Amount is automatically updated by the system. It displays the accumulated amount for the calendar year.

5. To view or enter the dollar amount calculated for a selected deduction or benefit, click the More Info button. The More Deduction/Benefit Information dialog will display. These amounts are automatically updated when payroll is posted.

− First/Last Payperiod – This is the number of pay periods that will be affected

by the deduction or benefit. To discontinue calculating the deduction or benefit for the employee, change the Last Payperiod to that of the last payroll calculation.

− Last Payment – This is the amount of the deduction or benefit that will be taken from the employee's last pay period paycheck.

− MTD Amount – This is the month-to-date total for the deduction or benefit.

− Q1 – Q4 Amount – These are the quarterly totals for the deduction or benefit.

− Fiscal Amount – This is the total amount of the deduction or benefit for the current fiscal year.

6. To delete a deduction or benefit from the employee's record, select it and click the Remove Item button. At the delete message, click Yes to delete it, or No to cancel the delete request.


Employees: Quarterly Tab Employee quarterly data provides quarterly and calendar year totals for the employee's gross pay, withholding, deduction, net pay, allowance/reimbursement and check amount totals.


2. On the Employees dialog, click the Quarterly tab.

3. The amounts on this screen are automatically updated when payroll is posted.

Note: If you are adding employee payroll records mid-year and entering new Gross Pay amounts, or if you are changing previously calculated Gross Pay amounts, the Gross Amounts Change warning message will display. To recalculate the gross amounts and update system data, call Church Management Solutions and get assistance on running the Recalculate Gross Amounts utility.

4. To view the employee's Quarterly, Last Payment, Month to Date, Calendar and Fiscal to Date gross accumulation totals, click the Gross Accum. button. The Employee Gross Amounts dialog will display. Accumulated amounts are automatically updated when payroll is posted.


Employees: Accumulated (YTD) Tab Employee accumulated data provides Last Payment, Month to Date, Calendar Year and Fiscal to Date totals for the employee's Gross Pay, Withholding, Deduction, Net Pay, Allowance/Reimbursement and Check Amount totals.


2. On the Employees dialog, click the Accums tab.


3. The amounts on this screen are automatically updated when payroll is posted.

Note: If you are adding employee payroll records mid-year and entering new Gross Pay amounts, or if you are changing previously calculated Gross Pay amounts, the Gross Amounts Change warning message will display. To recalculate the gross amounts and update system data, call Church Management Solutions and get assistance on running the Recalculate Gross Amounts utility.

4. To view the employee's Quarterly, Last Payment, Month to Date, Calendar and Fiscal to Date gross accumulation totals, click the Gross Accum. button. The Employee Gross Amounts dialog will display. Accumulated amounts are automatically updated when payroll is posted.

Employee: Personal Tab The Personal tab on the Employee dialog allows you to enter the number of Vacation, Sick, Personal or Family days the employee earns each pay period. It accumulates earned time, records used time and calculates available time. It also allows you to write and store notes regarding the employee.


2. On the Employees dialog, click the Personal tab.


3. Type the number of Vacation, Sick, Personal and Family hours the employee earns per pay period (Earn per Pay Period) or for a calendar year (Total). The Used and Available totals are view only and are updated by the system each time Vacation, Sick, Personal and Family time is used. If more time is used then is available, the total under Available will be highlighted in red and will be shown as a negative number.

4. Enter the following information to record spent Vacation, Sick, Personal or Family time:

− Date - Enter the date the time was used. Slashes will be automatically inserted after each 2 digits, or when the spacebar is pressed. For example, entry of 022400 will be interpreted by CMS as 02/24/00. Entry of 2400 will not be correctly interpreted without depressing the spacebar or typing a "/" after the 2 and the 4.

− Personal Description – Click on the drop-down list box and select Vacation, Sick, Personal or Family.

− Used – Type the number of Vacation, Sick, Personal or Family days used.

5. To delete a recorded Vacation, Sick, Personal or Family time line, select the appropriate line and click the Remove Line button.

6. To enter notes regarding the employee, click inside the Notes text box and begin typing. Normal word processing text editing functions (word wrap, cursor movement, insert and delete) will apply. Once you leave the Personal tab, then return to it, you will notice that only the first few words of what you typed in the notes will display. Click inside of the Notes text box to display all of the notes.


Employees: Direct Deposit Tab Refer to the "Entering Employee Direct Deposit Information" on page 109.

Deleting an Employee

The delete function deletes an employee. Employees who have one or more checks with accumulated amounts greater then zero cannot be deleted.

1. From the Entry menu, choose Employees. The Employees dialog will display.

2. Refer to "Finding an Employee" on page 68 to find the employee who will be deleted.

3. Click the Delete Record button on the toolbar. The delete confirmation message will display.

4. Click:

− Yes (ALT + Y) to delete the employee.


Finding an Employee 1. From the Entry menu, choose Employees. The Employees dialog will display.

2. At the Employees dialog, click the Find button. The Find Employee dialog will display.

3. Employees are listed in alphabetical order by last name. Use the scroll bar to view the list or begin typing the name of the employee to jump to that part of the list. If you begin typing the name, a text box will open at the top of the list. It will display


the characters of the name as you type them. To clear the text box, press the Escape key on your keyboard.

4. To select an employee, choose their name and click the Select button.

5. The Employees dialog will return with the selected employee.

Time Card Entry and Payroll Calculation •••• 71

Time Card Entry and Payroll Calculation

Time Card Entry and Payroll Calculation Overview Before you run the Calculate Payroll process for the first time, you must complete the setup procedures as defined in "Finance System Setup Procedures" on page 23 and "Payroll System Setup Procedures" on page 24, and enter employee data as defined in the "Employee Entry and Maintenance Overview" on page 51.

The "Pay Cycle Checklist" on page 71 defines the tasks that must be performed for each pay cycle.

In this chapter:

• Pay Cycle Checklist

• Time Card Entry

• Calculating Payroll

Pay Cycle Checklist During each pay cycle, there are several tasks you should perform to calculate, print and post payroll. To assist you, the following checklist of pay cycle tasks can be displayed on the CMS Payroll for Windows main menu (refer to "Payroll System Options" on page 48).

1. Change Employees – Make any necessary changes to employee information, especially Pay Data (see "Adding and Maintaining Employee Data" on page 52).

2. Enter Timecards – Enter timecard information, including hours worked and additional pay for the pay period (see "Time Card Entry" on page 72).

3. Calculate Payroll – Perform the Payroll Calculation process (see "Calculating Payroll" on page 75).

4. Payroll Summary – Print the Payroll Summary report (see "Pay Cycle Reports" on page 126 and "Payroll Summary SAMPLE" on page 145). Review payroll information (gross pay, tax withholdings, other voluntary deductions, allowances,


and net pay) for accuracy. Make any necessary changes and perform the Payroll Calculation again.

5. Print Paychecks – Print paychecks (see "Printing Payroll Checks" on page 86, "Recording Manual Payroll Checks" on page 93 and "Direct Deposit Processing Overview" on page 107).

6. Print Reports – Reprint the Payroll Summary Report and all other Pay Cycle Reports. (Note: Use the Print Reports check box in the task list to indicate whether or not you have reprinted the reports.)

7. Backup Data – Backup the system data on diskettes (see "Backup" on page 179).

8. Post Payroll – Perform the Post Payroll process (see "Posting Payroll" on page 95).

Time Card Entry Time card entry allows you to verify and update employee pay information for the current pay period. Pay item, hours, rate and dollar amount are automatically entered based on information input in the Pay Data tab in Employee Entry and Maintenance. All of this information can be overridden here. For each employee, you can also add a new pay line, remove a pay line and record personal time taken (family, personal, sick, vacation).

You can also reset time card information. This will reset all time card entries to the employee's default information as entered in the Pay Data tab of Employee Entry and Maintenance.

1. From the Entry menu, choose Time Cards. The Time Cards dialog will display.


2. The left side of the screen displays employees by selected pay group. If all pay groups are selected, all employee names will be listed. To change the pay group, click on the Paygroups button. The Select Pay Group dialog will display.

3. To select a pay group, click on the appropriate Selected check box. To de-select a pay group, click on the check box to remove the check. Click OK to return to the Time Cards dialog.

4. Click on an employee name to view his or her pay information. To scroll to a specific employee name, use the scroll bar or begin typing the name of the employee to jump to that part of the list. If you begin typing the name, a text box will open at the top of the list. It will display the characters of the name as you type them. To clear the text box, press the Escape key on your keyboard.

5. Once an employee is selected, their name, pay group, job category and job title will be listed along with the pay items to be paid, hours, rate and amount. The hours, rate and amount are automatically entered according to information entered in Employee Entry and Maintenance (see "Employees: Pay Data Tab" on page 58). To override this information, press the Enter key until the cursor is positioned in the field you want to change (Hours, Rate or Amount) and type the new information. If you change the Hours and/or Rate, the Amount will automatically recalculate. If you change the Amount, the Hours and Rate information will be ignored. Use this procedure to make an exception to the employee's pay. Permanent pay changes must be made in the Pay Data tab in Employee Entry and Maintenance.

6. To view the Pay Item's Shortcut Number, Description, Pay Period and Pay Item Type, click the More Info button. The More Time Card Information dialog will display. If necessary, you can change the Pay Item data. For more information refer to "Pay Items" on page 44. Click OK to save any changes and return to the Time Cards dialog. Click Cancel to cancel any changes and return to the Time Cards dialog.


7. To add a new pay line to the employee's time card, click on the next blank line then click the Pay Desc look-up button. At the list, select a Pay Item and click OK. Click inside the hours, rate or amount field and make a change to the entry. If you change the hours and/or rate, the amount will automatically calculate. Use this procedure to make an exception to the employee's pay. Permanent pay changes must be made in the Pay Data tab in Employee Entry and Maintenance.

8. To enter family, personal, sick or vacation time taken by the employee during the pay period, click on the Personal Time command button. The Enter Personal Time Used dialog will display.

9. Position the cursor on the first available line and enter the following information to record used Vacation, Sick, Personal or Family time:

− Date - Enter the date the time was used. Slashes will be automatically inserted after each 2 digits, or when the spacebar is pressed. For example, entry of 022400 will be interpreted by CMS as 02/24/00. Entry of 2400 will not be correctly interpreted without depressing the spacebar or typing a "/" after the 2 and the 4.

− Personal Description – Click on the drop-down list box and select Vacation, Sick, Personal or Family.

− Used – Type the number of Vacation, Sick, Personal or Family days used.


10. To delete a recorded Vacation, Sick, Personal or Family time line, click on the line and click the Delete button.

11. Click OK to save any changes and return to the Time Cards dialog. Click Cancel to cancel any changes and return to the Time Cards dialog.

12. Click:


− Reset All Timecards to reset all timecards for all employees.

− Reset This Timecard to reset the displayed timecard only.

− Delete Timecard to delete a selected time card. The message "Delete all timecard items for this employee?" will display. Click Yes to delete the timecard or No to cancel the delete request.

Calculating Payroll The Calculate Payroll process calculates payroll earnings, taxes, benefits and deductions. It also updates payroll reports and employee pay information in Employee Entry and Maintenance. After calculating payroll, review the Current Earnings and Payroll Summary reports to verify the accuracy of the calculations before printing payroll checks.

The system will calculate an employee's pay if the current pay period is within the employee's first and last pay period definition, and the Calculate Employee check box is checked on the Emp/Cust tab in Employee Entry and Maintenance.

1. From the Process menu, choose Calculate Payroll. The Calculate Payroll dialog will display.

2. To select which pay groups you will be calculating payroll for, click on the Calculate? check box to add or remove a check.


3. The Pay Period From, Pay Period Thru and current pay period (Current Pay P.) dates are listed for each pay group. The pay period from/through dates will print on the payroll check stub.

4. The Check Date defaults to the system run date. This date prints on the payroll check.

5. Click on the Record calculations in log check box to save the calculations in the calculation log. Refer to "Pay Cycle Reports" on page 126.

6. You can calculate payroll for all or some of the employee's in the selected pay groups. Click on the Employees button. The Select Employees to Calculate dialog displays. The list will include all employees associated with the selected pay group.

7. To select all employees in the list, click the Mark All button. To clear all selections, click the Clear All button. Click on the individual employee check boxes to add or remove a check. Click OK to finalize the employee selections and return to the Calculate Payroll dialog. Click Cancel to return to the Calculate Payroll dialog without saving your changes.

8. To select which deductions and benefits will be calculated for the payroll, click the Deductions/Benefits button. The Select Deductions/Benefits dialog will display.


9. Select which taxes, benefits, and deductions you want included in the payroll calculation. Click on each check box to add or remove a check. Click OK to finalize the employee selections and return to the Calculate Payroll dialog. Click Cancel to return to the Calculate Payroll dialog without saving your changes.

10. Click the Calculate button to calculate the payroll. If there are there are existing employee checks that have been processed but not printed, you will get a message asking if you want to replace the existing check with a new check. Click:

− Yes to replace the calculated check for a specified employee.

− Yes to All to replace all existing calculated checks with newly calculated checks.

− No to keep the existing calculated check for a specified employee.

− No to All to keep all existing calculated checks for all employees.

11. The status bar will show the progress of the calculations. When finished, the Calculate Payroll dialog will close.

Editing Paychecks •••• 79

Editing Paychecks

Editing Paychecks Overview After the Calculate Payroll process is run, calculated checks will display in Edit Checks. Here you can view them and make necessary modifications. You can also use Edit Checks to issue single paychecks (i.e. mileage checks, reimbursement checks).

When payroll is calculated, it overrides any changes made in Edit Checks. The Calculate Payroll process allows you to select which employee checks to recalculate. If you must recalculate payroll after making changes in Edit Checks, select only those employees whose paychecks need to be recalculated.

When payroll is posted, the information in Edit Checks is cleared. Changes to posted payroll data must be made in the CMS Finance and Payables system.

In this chapter:

• Viewing and Maintaining Paycheck Information

• Creating a New Paycheck

• Printing a Single Paycheck

• Finding a Paycheck

• Deleting a Paycheck


Viewing and Maintaining Paycheck Information You are allowed to change taxable and non-taxable income in Edit Checks. However, the Edit Checks process will not calculate payroll taxes. If you are making changes to a calculated check or creating a new check that requires payroll taxes to be calculated, the better process is to enter the information in Time Card Entry and run the Calculate Payroll process for the employee.

Check numbers are very important in tracking and issuing paychecks. They are assigned when paychecks are printed. The system will not reprint checks for employees who have check numbers listed on the Edit Checks dialog. The Post Payroll process cannot be run until all paychecks in Edit Checks have been assigned check numbers. You are allowed to add, change or delete a check number in Edit Checks. You can change a check number that was incorrectly assigned. However, once a check number is issued, it cannot be used again. If you do need to use the check number again, delete the incorrect paycheck (see "Deleting a Paycheck" on page 83) then recalculate and reprint the paycheck.

If you printed a series of checks and inadvertently assigned incorrect check numbers, delete the check numbers in Edit Checks (if they will be needed again), then reprint the checks. If you will not need the incorrectly assigned check numbers, you can re-run the Calculate Payroll process to overwrite the existing paychecks, then reprint the checks.

1. From the Entry menu, choose Edit Paychecks. The Edit Checks dialog will display.

2. The last paychecks calculated will display. To find a paycheck for a specific employee, use the direction buttons or use the find function (see "Finding a Paycheck" on page 82).


3. Paychecks must have a Check Number before they can be posted. When checks are printed, their assigned check numbers will display in this field. If the check number is incorrect, position the cursor in the field and type the correct check number.

4. The Check Date is carried over from Payroll Calculation. If date is incorrect, position the cursor in the field and type the correct date.

5. To change the Hours, Rate, Pay Item Amount or Deduction/Benefit Amount, click inside the field and type the new number or dollar amount.

6. To remove a pay item from the paycheck, highlight the item and click the Remove Item button. A delete confirmation message will display. Click:

− Yes (ALT + Y) to remove the item from the paycheck.


7. To remove a deduction or benefit from the paycheck, highlight the item and click the Remove Code button. If you are attempting to delete an item with a code of 10 or lower, you will get a "Cannot Delete" message. These codes have been reserved by the system for standard deductions (FICA, Federal Tax, State Tax, etc.). Otherwise, a delete confirmation message will display. Click:

− Yes (ALT + Y) to remove the code from the paycheck.


8. Click Close (ALT + L) to save the changes and close the dialog.

Creating a New Paycheck The Edit Checks process creates a check for the employee using the default data from Employee Setup (see "Employees: Pay Data Tab" on page 58). It is important to note that the Edit Checks process does not calculate or deduct any payroll taxes. If you are creating a new check that requires payroll taxes to be calculated, enter the information in Time Card Entry then run the Calculate Payroll process for the employee.

1. At the Edit Checks dialog, click the New command button. The Find Employee dialog will display. If necessary, refer to "Finding an Employee" on page 68 for instructions on selecting an employee.

2. The Edit Checks dialog will return with the employee's default pay data information.

3. Make any necessary changes to the data and click the OK button (refer to "Viewing and Maintaining Paycheck Information" on page 80), or click the Cancel New Check button to cancel the new paycheck.

4. Click Close (ALT + L) to save the changes and close the dialog.


Printing a Single Paycheck 1. At the Edit Checks dialog, either find the paycheck you want to pay (see "Finding a

Paycheck" on page 82), or create a new paycheck (see "Creating a New Paycheck" on page 81).

2. Once the paycheck that is to be paid is displayed on the screen, click the Print Check button. The Print Single Payroll Check will display.

3. The upper left corner gives the name and balance of the bank account the payroll will be deducted from. To change the bank account, click on the Bank Account look-up table button and select a different bank account from the list.

4. At the Check Message text box type a one-line message that will be printed on the stub of each check. This is optional.

5. Click the Next button. The Print Pay Checks dialog will display with the paycheck total.

6. The remaining instructions are the same as those referenced in "Printing Payroll Checks" on page 86. Begin at step 9.

Finding a Paycheck 1. At the Edit Checks dialog, click the Find button. The Find Paycheck dialog will

display.


2. Click on the last name of the employee and click the Select button. The Edit Checks dialog will return with the selected paycheck.

Deleting a Paycheck

The delete function is used to delete a selected paycheck from the payroll. Deleted paychecks will not be posted and therefore will not be recorded in payroll reports and employee records. Checks that have already been posted cannot be deleted.

1. From the Entry menu, choose Edit Checks. The Edit Checks dialog will display.

2. Refer to "Finding a Paycheck" on page 82 to find the paycheck that will be deleted.

3. Click the Delete Record button on the toolbar. The delete paycheck confirmation message will display. Click:

− Yes (ALT + Y) to delete the paycheck.


Printing and Recording Payroll Checks •••• 85

Printing and Recording Payroll Checks

Printing and Recording Payroll Checks Overview CMS Payroll allows you to print payroll checks on pre-printed check forms, record and assign check numbers to hand-written checks and record direct deposits. Use the following steps to process paychecks.

1. Calculate payroll (see "Time Card Entry and Payroll Calculation Overview" on page 71).

2. Go to Edit Checks (see "Viewing and Maintaining Paycheck Information" on page 80) and verify that the payroll information is correct.

3. Print the paychecks (see "Printing Payroll Checks" on page 86, "Recording Manual Payroll Checks" on page 93 and "Direct Deposit Processing Overview" on page 107.

4. Verify that the checks printed correctly. If necessary, make corrections in Edit Checks and reprint the checks (see "Viewing and Maintaining Paycheck Information" on page 80).

5. Backup the payroll data (see "Backup" on page 179).

6. Post the payroll data to create monthly, quarterly and yearly records for each employee; and post expense and liability distributions to the CMS Finance and Payables System (see "Posting Payroll" on page 95).

In this chapter:

• Printing Payroll Checks

• Recording Manual Payroll Checks


Printing Payroll Checks Payroll checks can be printed on single-sheet or continuous feed 8.5" by 11" forms. The single-sheet forms have a 3.5" stub on the top and bottom with the check in the middle. This check will fit in a #9 window envelope for mailing. Recommended suppliers of single-sheet forms are:

Supplier Form # Window Envelope Safeguard Business Forms (952) 890-9036

SF4001 SGCF-2083

Deluxe Printers (800)328-0304

81013 91508

Note: You can also print a single payroll check in Edit Checks. Refer to "Printing a Single Paycheck" on page 82.

1. From the Process menu, choose Paychecks. The Payroll Checks dialog will display.

2. At Payment Method, select the Print Checks option button.

3. The upper left corner gives the name and balance of the bank account the payroll will be deducted from. To change the bank account, click on the Bank Account look-up table button and select a different bank account from the list.


4. Select each pay group you will print payroll checks for against the selected bank account. To select all pay groups in the list, click the Mark All button. To clear all selections, click the Clear All button. Click on the Selected check box to add or remove a check for a single pay group.

5. To select which employees you want to print paychecks for, click on the Select Checks button. The Select Checks to Pay dialog displays. The list will include all employees who have a check calculated for the current pay period and are associated with the selected pay group.

6. To select all employees in the list, click the Mark All button. To clear all selections, click the Clear All button. Click on the individual employee check boxes to add or remove a check. Click OK to finalize the employee selections and return to the Payroll Checks dialog. Click Cancel to return to the Payroll Checks dialog without saving your changes.

7. At the Check Message text box type a one-line message that will be printed on the stub of each check. This is optional.

8. Click the Next button. The Print Pay Checks dialog will display with the total of the selected paychecks.


9. To view or change the check form type, click the Change/Edit or Print Sample button. The Change/Edit Check Form dialog will display.

− At change the printer or print to the screen, make the appropriate selections in

the Print to: options. (For instructions refer to "Print Instructions" on page 141.)


− At Check Form, click on the Laser option button if you are using single sheet check forms. Select the Dot Matrix option button if you are using continuous feed check forms and printing on a dot matrix printer.

− To change the print position of the Date and $Amount, Written Amount and Employee Address, click on the appropriate option button. Changes to the print positions will move data 1 or 2 lines up or down from the Standard Location. To determine the standard location of the lines, print a sample check.

− Click OK to save the changes and return to the Print Pay Checks dialog. Click Cancel to cancel any changes and return to the Print Pay Checks dialog.

10. Click the Print button to print the selected paychecks. A Printing Records message box will display the print status of the checks. Click the Cancel Printing button to stop printing. When the checks are done printing the Print Checks dialog will display.

11. Remove the checks from the printer and verify that they printed correctly.

− If all of the checks printed correctly, click on the Checks Correct option button. Click the Next button. The Assign Check Numbers dialog will display.

− If the checks did not print correctly, click on the Checks Incorrect option button. Return to the Payroll Checks dialog and print them again.

− If some of the check printed correctly and some didn't, click on the Partially Correct option button. Click the Next button. At the Assign Check Numbers dialog, leave the check number blank for those employee's whose paycheck you will reprocess.


12. In the first Check Number field, type the check number for the first paycheck and press the Tab key to auto-fill the remaining check number fields with consecutive numbers. If some of the checks printed incorrectly, delete the check number for the appropriate employee(s).

13. Click the Finish button. If any of the checks were not assigned a check number, the Unassigned Check Found message dialog will display. Click Yes to continue without assigning the missing checks or No to return and assign the check number.


Payroll Check Sample – Clergy


Payroll Check Sample – Staff


Recording Manual Payroll Checks Use the following instructions to record payroll payment and assign check numbers without printing checks.


2. At Payment Method, select the Manual Checks option button.

3. To enter the Check Message and select the Bank Account, Pay Groups and Employees, follow steps 3 through 7 in "Printing Payroll Checks" on page 86.

4. Click the Next button. The Create Checks dialog will display with the total of the selected paychecks and the Check Date. The Check Date is carried over from Payroll Calculation. If necessary, you can change the Check Date.


5. Click the Next button. The Assign Check Numbers dialog will display. At the Assign Check Numbers dialog, leave the check number blank for those employee's whose paycheck you will reprocess.

6. Type the check number for each employee's paycheck, or type the check number for the first paycheck and press the Tab key to auto-fill the remaining check number fields with consecutive numbers.

7. Click the Finish button. If any of the checks were not assigned a check number, the Unassigned Check Found message dialog will display. Click Yes to continue without assigning the missing checks or No to return and assign the check number.

Posting CMS Payroll •••• 95

Posting CMS Payroll

Posting CMS Payroll Overview The Posting Payroll procedure posts all payroll data to the Employees: Quarterly Tab and Employees: Accumulated (YTD) Tab totals in the CMS Payroll System. It also posts the data to the CMS Finance and Payables System. Paychecks cannot be edited once payroll is posted.

In this chapter:

• Posting Payroll Data

Posting Payroll Data 1. From the Process menu, choose Post Payroll. The Backup Confirmation dialog will

display. If you have not already backed up your data, do so now (see "Backup" on page 179). If you have backed up your data, click the Continue button. The Post Payroll dialog will display.

2. Click on the Post? check box to insert a check and select each pay group you want to post. To de-select a pay group, click on the check box to remove the check.

3. Click on the Perform transfer of payroll data to Financial System check box to insert a check. If you do not want the payroll data transferred to the Financial


System, click on the check box to remove the check. (For example, you not want to transfer data to the Financial System if you're re-posting after restoring payroll data.)

4. Click the Post command button. The system will verify that all required information is available before completing the posting procedure. If there are any errors, a detailed message will display and you will have to make the necessary corrections before completing the post.

5. When the post is complete, data in Edit Paychecks, Timecards and Pay Cycle reports is cleared.

W-2 Forms •••• 97

W-2 Forms

W-2 Forms Overview Each year, Church Management Solutions will send procedures for preparing, editing and creating W-2 forms.

Prepare W-2 Process Checklist The Prepare W-2 process must be run before the End of Calendar Year process. Once it is complete, you can print the W-2s.

Perform the following steps after the last payroll has been posted for the year.

1. Print the W-2 Worksheet Report under Federal Reports. Review the list of deductions and benefits to determine if they should be reported in a box on the W-2.

2. Perform the Prepare W-2 process. Use the setup button to get the system to report a deduction or benefit amount in a box on the W-2. The Process button will create the information for printing W-2s. After this step is performed, you can run the End of Calendar Year process.

3. Print the W-2 Review Report under Federal Reports to make sure the information for the W-2 is correct.

4. If necessary, you may make changes and adjustments to the W-2s before printing in Entry, Edit W-2s.

5. Print the actual W-2 information on W-2 forms (Reports, Federal Reports, and Print W-2s). Alternately you can use the Magnetic Media menu selection to create a file to be sent to the Social Security Administration.

End of Period Processes •••• 99

End of Period Processes

End of Period Processes Overview The End of Period process resets accumulated amounts for employees so the system can correctly track employee amounts for the next month, fiscal year or calendar year. Run the End of Period processes in the following order:

1. Backup your data before beginning the End of Period processes.

2. Perform the Process W-2 process before the End of Calendar Year.

3. Perform the End of Period processes.

In this chapter:

• End of Month

• End of Calendar Year

• Clear Check History

• Clear Personal Time

End of Month The End of Month process posts monthly payroll data for each employee. Before processing End of Month, it is suggested that you print the following End of Period Reports to verify that all of the month's payroll transactions have been entered correctly.

�� Posted Checks – Print the Posted Checks report using the current month for the check date range.

�� Accumulations – Print the Accumulations report using the Month to Date selection.

�� Retirement Deductions – Print the Retirement Deductions report using the Month to Date selection. In the last month of the fiscal year, run end of year instead of End of Month.

Note: In the last month of the calendar year, run End of Year instead of End of Month.


1. From the Process menu, choose End of Period, End of Month.

2. The Backup Confirmation dialog will display. If you do not have a current backup of data, click Backup to begin the backup procedures. Refer to "Backup" on page 179 for data backup instructions. If you already have a current backup, click Continue to display the End of Month dialog.

3. Select the pay groups you want to include in the End of Month process. Click on the Process check box to add or remove a check.

4. Click the Process command button to process End of Month. A confirmation message will display. Click Yes to process End of Month. Click No to cancel the process.

End of Calendar Year The End of Calendar Year process advances the system to the next fiscal year. Run the last payroll for the calendar year (or fiscal year if different than the calendar year) before running this process. All payroll totals will be reset to zero.

Before running the End of Calendar Year process, it is suggested that you print the following End of Period Reports to verify that all of the year's payroll transactions have been entered correctly.

�� Posted Checks – Print the Posted Checks report using the calendar year beginning and ending dates or, if your fiscal year is different than the calendar year

�� Accumulations – Print the Accumulations report using the Calendar Year to Date option, or use the Fiscal Year to Date option if the fiscal year is different from the calendar year.

�� Retirement Deductions - Print the Retirement Deductions report using the Calendar Year to Date option, or use the Fiscal Year to Date option if the fiscal year is different from the calendar year.


End of Calendar Year Checklist Print the End of Year Checklist report in your Payroll system. Click on Reports, End of Period Reports, End of Year Checklist.


Running End of Calendar Year 1. From the Process menu, choose End of Period, End of Calendar Year.

2. The Backup Confirmation dialog will display. If you do not have a current backup of data, click Backup to begin the backup procedures. (Refer to "Backup" on page 179 for data backup instructions.) If you already have a current backup, click Continue to display the End of Year dialog.

3. Select the pay groups you want to include in the End of Year process. Click on the Process? check box to add or remove a check.

4. Click the Process command button to process End of Year. A confirmation message will display. Click Yes to process End of Month. Click No to cancel the process.

Clear Check History The Clear Check History process removes posted check information. It can be run before or after you run the end of calendar year.

1. From the Process menu, choose Clear Check History.

2. The Backup Confirmation dialog will display. If you do not have a current backup of data, click Backup to begin the backup procedures. (Refer to "Backup" on page 179 for data backup instructions.) If you already have a current backup, click Continue to display the Clear Check History dialog.


3. Select the pay groups you want to include in the Clear Check History process. Click the Process check box to add or remove a check.

4. To select which employees you want included in the Clear Check History process, click on the Employees button. The Select Employees dialog displays. The list will include all employees associated with the selected pay group.

5. To select all employees in the list, click the Mark All button. To clear all selections, click the Clear All button. Click on the individual employee check boxes to add or remove a check. Click OK to finalize the employee selections and return to the Clear Check History dialog. Click Cancel to return to the Clear Check History dialog without saving your changes.


6. Specify the date range for which you want check history cleared. Enter the beginning date range in the From field and the ending date range in the Thru field. Enter up to a 6-digit numeric date. Slashes will be inserted after each 2 digits, or when the spacebar is pressed. For example, entry of 122400 will be interpreted by CMS as 12/24/00. Entry of 12400 will not be correctly interpreted as 12/4/00 without depressing the spacebar or typing a "/" after the 4.

Note: If your fiscal year is different than a calendar year, you may want to report posted checks on a fiscal year basis. To do this, clear the check history using an ending date range that is the day before the beginning of your fiscal year.

7. Click the Process command button to process Clear Check History. A confirmation message will display. Click Yes to process. Click No to cancel the process.

Clear Personal Time The Clear Personal Time process clears the personal time date information on the Personal tab in Employee Entry and Maintenance and on the Personal Time report. It retains the balance of personal time that is available.

1. From the Process menu, choose Clear Personal Time.

2. The Backup Confirmation dialog will display. If you do not have a current backup of data, click Backup to begin the backup procedures. (Refer to "Backup" on page 179 for data backup instructions.) If you already have a current backup, click Continue to display the Clear Personal Time dialog.

3. Select the pay groups you want to include in the Clear Personal Time process. Click on the Process check box to add or remove a check.


4. To select which employees you want included in the Clear Personal Time process, click on the Employees button. The Select Employees dialog displays. The list will include all employees associated with the selected pay group.

5. To select all employees in the list, click the Mark All button. To clear all selections, click the Clear All button. Click on the individual employee check boxes to add or remove a check. Click OK to finalize the employee selections and return to the Clear Personal Time dialog. Click Cancel to return to the Clear Personal Time dialog without saving your changes.

6. Specify the date range during which you want personal time data cleared. Enter the beginning date range in the From field and the ending date range in the Thru field. Enter up to a 6-digit numeric date. Slashes will be inserted after each 2 digits, or when the spacebar is pressed. For example, entry of 122400 will be interpreted by CMS as 12/24/00. Entry of 12400 will not be correctly interpreted as 12/4/00 without depressing the spacebar or typing a "/" after the 4.

7. Click the Process command button to process Clear Personal Time. A confirmation message will display. Click Yes to process. Click No to cancel the process.

Direct Deposit Processing •••• 107

Direct Deposit Processing

Direct Deposit Processing Overview To set up the CMS Payroll system for direct deposit payments, you must:

1. Enter your organization's bank account and direct deposit service provider's information in Options, Employer Information.

2. Collect and enter employee account and ABA routing information in the Dir. Dep. tab of Employee Entry and Maintenance.

3. Create and submit a prenote direct deposit file to your direct deposit service provider at least 10 business days before the first payment will be made to the employee.

4. After the calculation of a payroll, you may create the direct deposit file that can be sent to your service provider in Process, Paychecks.

5. A report of the direct deposit file may be printed.

6. Electronic payment numbers are assigned to each employee's direct deposit 'check'.

7. Direct deposit receipts or 'advices' may be printed and issued to employees.

Once the system has been set up properly, there are two ways you can prepare the data for the direct deposit. The first method prepares an electronic file that can be transmitted to the National Payment Corporation (NPC). The second method creates a standard ACH (Automated Clearing House) formatted file that can be saved to a disk or emailed to your ACH service bank. Both methods allow you to print a report containing the direct deposit information. If your ACH service bank has provided you with the necessary software, you can print the report, then enter the appropriate data into the software for transmission to the service bank.

In this chapter:

• Entering Employer Information for Direct Deposits

• Entering Employee Direct Deposit Information

• Processing Employee Prenotes

• Processing Direct Deposit Payroll Payments

• Direct Deposit Report Samples


Entering Employer Information for Direct Deposits The employer's direct deposit information is entered in the Employer Information dialog.

1. From the Options menu, choose Employer Info. The Employer Information dialog will display.

2. Refer to "Employer Information" on page 43 for instructions on entering employer information for the top half of the dialog.

3. At NPC Account, type the account number given to you by the National Payment Corporation (NPC). NPC accounts only.

4. At Encode Word, type the security encoded word given to you by the NPC. NPC accounts only.

5. At Password, type the password you use to access the NPC account. NPC accounts only.

6. At Immediate Destination, type the name of the service or institution that will be performing the direct deposit funds transfer.

7. At Destination Routing Number, type the ABA routing number of the service or institution who will be performing the direct deposit funds transfer.

8. At Origin (Bank), type the name of your bank.

9. At Account Number, type the bank account number from which funds will be distributed.

10. At Bank Routing Number, type the routing information as provided by your bank.


11. At Account Type, click on the drop-down list box and select whether the account is a Checking or Savings account.

12. Click Close (ALT + L) to exit and return to the main menu.

Entering Employee Direct Deposit Information The Direct Deposit tab of Employee Entry and Maintenance records information necessary to direct deposit an employee's paycheck. Direct deposit can be set up for a maximum of four bank accounts per employee.

You must prenote an employee at least 10 days prior to their first direct deposit (see "Processing Employee Prenotes" on page 110). The prenote process provides your ACH service bank with the receiving employee's bank information. It any changes are made to the employee's bank account information, it must be prenoted again.

The employee must provide you with their bank account number and their bank's routing number in order for you to enter the necessary direct deposit information. This is most easily accomplished by obtaining a voided check from the employee.

1. Refer to "Adding and Maintaining Employee Data" on page 52 to find a specific employee or create a new employee.

2. On the Employees dialog, click the Dir. Dep tab.

3. At Direct Deposit Participation, click the None option button if the employee's check will not be included in the direct deposit. Click the National Payment Corporation or the ACH File option button to indicate which ACH service bank is used to direct deposit the employee's check.


4. At Distribute To Accounts By, click the Percent option button if you will be distributing a percentage of the paycheck amount to each bank account. Click the Amount option button if you will be distributing an amount of the paycheck to each bank account. The last bank account in the list will receive any remaining balances due to rounding percentages or inadequate amounts.

5. Click inside the Bank Accounts, Account Number field and type the number of the employee's bank account.

6. Click inside the Bank Accounts, Bank Routing Nbr field and type the 9-digit bank routing number.

7. Click the Bank Accounts, Account Type drop-down list box and select whether the account is a Savings or Checking account.

8. Add the Pay Item to the Pay Data tab of Employee Entry and Maintenance for each participating employee. Leave the hours, rate, and pay period amount blank. This will blank out the same information on the employee's timecard.

9. The Bank Accounts, Prenote Date is a view only field. It is the date the employee's bank account information was submitted to the Prenote Employee process.

10. To delete an employee's direct deposit account, click on the account line and click the Remove Item command button. At the delete message, click Yes to delete the direct deposit bank account, or click No to cancel the delete request.

Processing Employee Prenotes You must prenote an employee at least 10 days prior to their first direct deposit. The prenote process provides your ACH service bank with employee information from the Direct Deposit tab of Employee Entry and Maintenance. This information is verified for accuracy with the employee's receiving bank prior to allowing funds to be electronically transferred.

If an employee changes bank accounts, the prenote process must be completed with the new bank account information.

Prenote Employees for National Payment Corporation Processing 1. From the Process menu, choose Prenote Employees. The Backup Confirmation

dialog will display. If you have not already backed up your data, do so now (see "Backup" on page 179). If you have backed up your data, click the Continue button. The Prenotify Employees dialog will display.


2. Click the National Payment Corporation option button.

3. To select all names in the list, click the Mark All button. To clear all name selections, click the Clear All button. Click on the individual item check boxes to add or remove a check from a name.

4. Click OK.

5. A message stating that modem settings are needed will display. Click OK. The Transmission Manager dialog will display.


6. If this is the first time you are using the NPC prenote procedure, click the Set Up button to open the Hardware Configuration dialog.

7. Enter NPC’s phone number and other configuration information for your computer’s modem. Please call National Payment Corporation at (800) 284-0113 for assistance with this information. Click Save or Cancel to return to the Transmission Manager dialog.

8. Click the Transmit button. The Files for Transmission dialog will display.

9. Click Transmit to send the prenote information to NPC for payment. Once the transmission is complete, click the Quit button.


Prenote Employees to Create an ACH File 1. From the Process menu, choose Prenote Employees. The Backup Confirmation

dialog will display. If you have not already backed up your data, do so now (see "Backup" on page 179). If you have backed up your data, click the Continue button. The Prenotify Employees dialog will display.

2. Click the ACH option button.

3. To select all names in the list, click the Mark All button. To clear all name selections, click the Clear All button. Click on the individual item check boxes to add or remove a check from a name.

4. Click OK. The Destination of ACH File dialog will display.

5. In the Output to text box, type the destination and name of the file that will contain the prenote information, i.e. A:\PRENOTE.ACH.

6. Before you output to the file, you can get a printed copy of the prenote information or view the prenote information on the screen. Click the Report button. The ACH File Contents Report dialog will display.


7. Click the Screen option button to view the report on the screen; or click the Printer option button to print the report on the printer. Click the Print button. If you are printing to the screen, close the report screen to return to the Destination of ACH File dialog. (Refer to "ACH File Contents Report" on page 122 to see a sample of the report.)

8. Click the Output button to create the prenote file. Once the file has been saved, a message dialog will display indicating the output was successful. Click the OK button.

Processing Direct Deposit Payroll Payments

NPC Direct Deposit Payroll Payments Use the following instructions to prepare an electronic file for NPC direct deposit. This process initiates software provided by the National Payment Corporation. Their software must be installed prior to running this procedure.



2. At Payment Method, select the NPC Direct Deposit option button.


4. Click the Next button. The Prepare for Direct Deposit dialog will display. If necessary, change the Effective Date. This is the date the funds will be released to the employee's receiving banks.

5. Click the Next button. The Transmit Direct Deposit dialog will display.

6. Before you output to the file, you can print or view the transmission report. Click the Direct Deposit Transmission Report button. The Direct Deposit Transmission Report dialog will display.

7. Click the Screen option button to view the report on the screen; or click the Printer option button to print the report on the printer. Click the Print button. If you are


printing to the screen, close the report screen to return to the Transmit Direct Deposit dialog. (Refer to "Direct Deposit Transmission Report" on page 121 to see a sample of the report.)

8. Click the TRANSMIT! Button. The Transmission Manager dialog displays.

9. Click the Transmit button. The Files for Transmission dialog displays with the amount of the direct deposit.

10. Click the Transmit button. A message indicating that the file is being transmitted to National Payment Corporation will display. When the transmission is complete, a message will display. Click OK to return to the Transmission Manager dialog.


11. Click the Quit button. The Assign Electronic Numbers dialog will display.

12. Once the Direct Deposit Stubs have been printed, the Destination of ACH File dialog will return. Click Finish to exit.

13. Click the Next button. The Print Employee Direct Deposit Receipts dialog will display.

14. You can now print the Direct Deposit Stubs or ‘Advices’ that can be issued to employees. Click the Screen option button to view the Direct Deposit Stubs on the screen; or click the Printer option button to them on the printer. Click the Print button. (Refer to "Direct Deposit Stub" on page 123 to see a sample of the report.)

15. Once the Direct Deposit Stubs have been printed, the Transmit Direct Deposit dialog will return. Click Finish to exit.


Creating an ACH File for Direct Deposit Payroll Payments Use the following instructions to create an ACH electronic file containing direct deposit information. This file can be sent to your ACH service bank or printed so you can enter the information in the software your ACH bank provides.


2. At Payment Method, select the ACH File option button.


4. Click the Next button. The Prepare for Direct Deposit dialog will display. If necessary, change the Effective Date. This is the date the funds will be released to the employee's receiving banks.


5. Click the Next button. The Destination of ACH File dialog will display.

6. In the Output to text box, type the destination and name of the file that will contain the prenote information, i.e. A:\PRENOTE.ACH.

7. Before you output to the file, you can get a printed copy of the prenote information or view the prenote information on the screen. Click the Report button. The ACH File Contents Report dialog will display.

8. Click the Screen option button to view the report on the screen; or click the Printer option button to print the report on the printer. Click the Print button. If you are printing to the screen, close the report screen to return to the Destination of ACH File dialog. (Refer to "ACH File Contents Report" on page 122 to see a sample of the report.)

9. Click the Output button to create the prenote file. Once the file has been saved, a message dialog will display indicating the output was successful. Click OK to return to the Destination of ACH File dialog.

10. Click the Next button. The Assign Electronic Numbers dialog will display. This dialog displays the default electronic reference numbers (year and batch number of the transmission with a three-digit sequential).


11. Click the Next button. The Print Employee Direct Deposit Receipts dialog will display.

12. You can now print the Direct Deposit Stubs or ‘Advices’ that can be issued to employees. Click the Screen option button to view the Direct Deposit Stubs on the screen; or click the Printer option button to them on the printer. Click the Print button. (Refer to "Direct Deposit Stub" on page 123 to see a sample of the report.)

13. Once the Direct Deposit Stubs have been printed, the Destination of ACH File dialog will return. Click Finish to exit.


Direct Deposit Report Samples

Direct Deposit Transmission Report


ACH File Contents Report


Direct Deposit Stub

Payroll Reports •••• 125

Payroll Reports

Payroll Reports Overview CMS Payroll provides a variety of Pay Cycle, Employee, End of Period, Federal, State and Finance Account reports. Each report offers selections that enable you to customize the report to your needs. To make running multiple reports more convenient, a feature for queuing reports is also provided.

In this chapter:

• Standard Reports

• Running a Standard Report

• Report Selections

• Report Queuing

• Print Instructions

• User Defined Reports, Crystal Reports


Standard Reports Following are the CMS Payroll standard reports. Each are listed under the Reports menu.

Pay Cycle Reports Print the following reports before the pay cycle has been posted. The CMS Payroll reports provide the data required for the various forms that need to be completed. W-2's and 1099's are printed at the end of the calendar year.

Current Earnings Provides a list of timecard information for the current pay cycle. Includes hours or units entered, rate and total gross pay for both hourly and salary paid employees.

Payroll Summary Lists summary employee paycheck information including gross pay, tax withholdings, other voluntary deductions, allowances and net pay. The detail format prints the detail of gross pay and other deductions. It is suggested you review this report before checks are printed, then print another copy after printing checks to print check numbers.

Gross and Taxable Pay Provides detail on the calculation of gross amounts for Social Security, Medicare, Federal, State and Local Wage amounts.

Finance Distribution The Summary format provides information that the current payroll will transfer to the Finance and Payables accounts. The Detail format provides very detailed information for each employee’s distributed amount to accounts.

Pay Distribution Prints for each payroll finance account, a list of employee amounts for the pay cycle.

Detailed Deductions Prints a list of pay cycle deductions and benefits and each employee’s deduction or benefit amount.

Retirement Wages Provides a list of current pay cycle retirement deduction and benefit amounts for each employee. Prints deductions and benefits that are Retirement or Retire and Tax Deferred categories.

Paycheck Register Prints a list of paychecks for the pay cycle. Print this after checks have been printed to print check numbers.

Calculation Log Prints detailed information about the last calculation. Must check Record Calculations in Log.

Employee Reports These reports can be run at any time.

Employee List Prints a list of employees with or without work phone numbers.

Directory Prints a directory of employees with or without home phone number.


Employee Record Prints detail of employee's pay data, tax data, deductions, benefits and accumulations.

Tax Status Provide a list of employees with their Federal Tax information.

Personal Time Prints detail of used and available employee personal time (Vacation, Sick, etc.).

End of Period Reports Run each of the following reports before month-end, quarter-end, calendar year-end and fiscal year-end.

Posted Checks Prints detail of paychecks for posted pay periods. You may choose the range of check dates for the report.

Accumulations Provides accumulated employee totals for Gross Pay, Allowances, Social Security withheld, Federal withheld, State withheld, Local and Other withheld.

Retirement Deductions Provides a list of employee deduction and benefit amounts accumulated for Retirement or Retire and Tax Deferred deductions and benefits.

Federal Reports Refer to the W-2 Manual Supplement that is sent out each year by Church Management Solutions for more information and W-2 processing instructions.

941 Report Prints information that can be used to prepare the Federal 941 form.

W-2 Worksheet In preparation for W-2 reporting, prints a list of deductions and benefits for review. Use it to determine if a deduction or benefit amount should be reported on the W-2 for employees.

W-2 Review Prints W-2 box amounts for each employee to review prior to W-2 printing and after the Prepare W-2 Process has been run.

Print W-2's Prints employee W-2 amounts on preprinted forms. Laser printer formats available only.

Magnetic Media W-2 Creates a W2REPORT file for submission to the Social Security Administration.

Print 1099s Prints 1099 for those employees for 1099 Tax Statement Type.

Federal Unemployment Reports FICA and FUTA wages for a selected quarter.

State Reports State Withholding Separates state withholdings for each pay cycle. Print this report

before posting a pay cycle.

State Unemployment Prints State Gross and Wage amounts for a selected quarter.


Finance Account Reports These reports can be run at any time.

Account List Prints a list of Finance and Payables accounts.

Deduction/Benefit Links

Provides a list of Gross Pay Payroll accounts and their associated deduction and benefit account distributions setup.

Queued Reports Queued Reports are a convenience you can use to print a series of related reports at one time. A report is added to a queue through a procedure opened when the Add to Queue button is selected on the report dialog. For instructions on defining and printing a report queue, refer to "Report Queuing" on page 137.

Running a Standard Report Be sure your printer is on-line and ready.

1. Choose the report category from the Reports menu then select the report from the cascading menu. The report dialog will display.

2. Refer to "Report Selections" on page 129 for instructions on selecting Accounts, Date Ranges, Print Information, Print Instructions, Report Format, Report Title, Report Sub-Title, Report Options/Selections, Sort Options, Sort and Subtotal Options, and Vendor Selections.

3. Refer to "Report Queuing" on page 137 for instructions on adding a report to a queue.

4. Refer to "Print Instructions" on page 141 to print the report. Click Cancel to exit the Selection dialog without running the report.


Report Selections After you choose a report from the report menu, a report dialog will display with options relating to the report. Each of the options, and instructions for choosing them, will be described in this section.

SAMPLE Selection Dialog – Posted Checks Report

Selection List Buttons

Depending on the report, you will use the selection buttons to define the report codes (Paygroups, Employees, Deductions/Benefits). By selecting the codes for the report, you can define what prints on the report.

The selection buttons that display on the report dialog depend on the report being run. Notice that All or Some displays on each button. The default for all selection buttons is All (all selections). Some will display on the selection button if only some of the selection codes are selected. To see the selected codes, click on the selection button and view the list.

To Select Codes – Check Boxes Most selection code dialogs use check boxes to make selections. The Account List, Finance Account report uses Add/Remove buttons (see page 130).

1. At the report selection dialog, click on the selection button (Paygroups, Employees, Deductions/Benefits).


2. The selection code dialog will display.

SAMPLE Selection Code Listing - Select Employees

3. To select all items in the list, click the Mark All button. To clear all selections, click the Clear All button. Click on the individual item check boxes to add or remove a check.

4. The Deductions/Benefits button on the Detailed Deductions/Benefits report also provides check boxes for Withhold Social Security, Withhold Medicare, Withhold Federal, Withhold State and Withhold Local. When checked, that tax will be withheld from the employee paychecks.

5. Click OK to finalize code selections and return to the report dialog. Click Cancel to return to the report dialog without saving the changes.

To Select Codes – Add/Remove Buttons The Account List, Finance Account report uses add and remove buttons to select codes.

1. At the report selection dialog, click on the selection button (Funds, Class, Program, Sub-Program, etc.)

2. The selection code dialog will display.


SAMPLE Selection Code Listing - Select Funds

3. The dialog consists of a list of codes. Selected codes will display in bold under "Selected." Codes that have not been selected will display in bold under "Available." Use the buttons located between the columns to add and remove the codes. See "Selection Table Dialogs" on page 18 for more information.

4. Click on the Include Inactive History Accounts check box to print accounts that are inactive. Accounts are given an inactive status in Account Entry.

5. Click OK to finalize code selections and return to the report dialog. Click Cancel to return to the report dialog without saving the changes.

Include Inactive Employees

��Click on the check box to include inactive employees in the Employee Directory report. Inactive employees are those who have a Termination Date entered in the Emp/Cust tab of Employee Entry.

Sort By

��The Sort By option allows you to select the primary sort for the report. Click on the item to make the selection.


Print Additional Information

The print additional information check boxes allow you to customize the report information you want to print.

��Click on one or more Print Additional Info check boxes to print the additional information. A check mark will display. To remove the check, click the check box again.

Payroll Summary Report:

− Print YTD Totals – Select to print employee year-to-date totals on the report.

Payroll Summary and End of Period Reports:

− Print Ded/Ben Detail - Select to print deduction and benefit detail by employee on the report.

Employee List Report:

− Work Phone – Select to print the employee's work phone number on the report.

− Work Phone Extension – Select to print the employee's work phone extension on the report.

Employee Directory Report:

− Home Phone/Email – Select to print the employee's phone number and email address on the report.

Tax Status Report:

− Employee Address - Select to print the employee's address on the report.

Finance Account List Report:

− Print Shortcuts – Select to print the shortcut account codes on the report.

− Print Account Codes – Select to print the account codes on the report.

Retirement Deductions Report:

Select only one of the following for the Retirement Deductions report. Each selection provides information by employee.

− Month to Date – Select to print employee retirement deductions for the current month-to-date.

− First Quarter - Select to print employee retirement deductions for the first quarter.

− Second Quarter - Select to print employee retirement deductions for the second quarter.

− Third Quarter - Select to print employee retirement deductions for the third quarter.


− Fourth Quarter - Select to print employee retirement deductions for the fourth quarter.

− Fiscal Year to Date - Select to print fiscal year-to-date employee retirement deductions.

− Calendar Year to Date – Select to print calendar year-to-date employee retirement deductions.

Report Format

��Click the Summary option button to get a summary report or the Detail option button to get a breakdown of the report information.

Finance Distributions Report:

− Summary – lists Gross Pay, Social Security Gross, Medicare Gross, Federal Gross, State Gross and Local Gross totals by employee.

− Detail – provides summary report information along with a breakdown of the employee's non-taxable benefits.

Gross Pay Report:

− Summary – lists Gross Pay, Social Security Gross, Medicare Gross, Federal Gross, State Gross and Local Gross totals by employee.

− Detail – provides summary report information along with a breakdown of the employee's non-taxable benefits.

Report Sub-Title

The Report Sub-Title provides for a second title line on the report.

� Position the cursor in the text box and type in up to an 80 character alpha/numeric sub-title. It will print below the title of the report.

Date Range The Date Range (Personal Time Report) and Check Date Range (Posted Check Report) options allow you to get report information within a selected date range.

� Enter the beginning date range in the From field and the ending date range in the Thru field. Enter the dates using either of the following methods:

− Point at the Date field and press and release the right mouse button. The built-in calendar will display. Select the correct date from the calendar.


− Enter up to a 6-digit numeric date. Slashes will be inserted after each 2 digits, or when the spacebar is pressed. For example, entry of 122400 will be interpreted by CMS as 12/24/00. Entry of 12400 will not be correctly interpreted as 12/4/00 without depressing the spacebar or typing a "/" after the 4.

Tax Statement Type

The Accumulations report gives you the option of printing tax withholding information for all employees, for only those employees who get a W-2 form or for only those employees who get a 1099 form.

� Click on the Tax Statement Type drop-down list box and select All Tax Statements, W-2 Employees Only or 1099 Employees Only.

Accumulations

The Accumulations report gives you the option of printing employee tax withholding information for their last paycheck or accumulated month-to-date, first quarter, second quarter, third quarter, fourth quarter, fiscal year to date or calendar year to date.

��Click on one of the Accumulations option buttons to make your selection.


Federal 941 Report – Interview Use the Federal 941 report to view and print an employee's 941 Information for the first, second, third or fourth quarter.

1. Click on one of the option buttons to select for which quarter you want 941 information.

2. Click the Next button to open the 941 Information dialog.

3. Refer to "Print Instructions" on page 141 to print the 941 Report.


4. Position the cursor in the text box and type in up to an 80 character alpha/numeric sub-title. It will print below the title of the report.

5. The employee's quarterly wages and tax totals are displayed on the right half of the 941 Information dialog. This information is obtained from the Employee/Quarterly tab in Employee Entry and Maintenance. The monthly summary information located on the bottom of the dialog, represents totals from the checks posted during the quarter. To change any of these totals for the printed report, position the cursor in the text box and type the correct amount.

Note: The above instructions allow you to make temporary changes to the employee's 941 information for purposes of printing the 941 report. To make the changes permanent, enter them in the Employee/Quarterly tab in Employee Entry and Maintenance.

6. Click the Print button to begin printing the report. The total Federal and FICA taxes deducted for posted checks (line 17d) should equal the accumulated Net Taxes on line 13. If it does not, a warning will display. At the warning, click Yes to continue printing the report or No to cancel the print request. If there is a discrepancy, refer to the Gross Accumulations information in Employee Entry and Maintenance to determine the reason.

W-2 Format, 1099 Format

��Click on the Single Sheet (laser) option button if you are using single sheet W-2 or 1099 forms. Select the Continuous (dot matrix) option button if you are using continuous feed W-2 or 1099 forms and printing on a dot matrix printer.

Magnetic Media W-2

The Magnetic Media W-2 report allows you to save W-2 information to an output file (floppy disk, zip drive, etc.).


1. In File Destination text field, type the designated drive and file name.

2. If a 3rd party withheld income, type that amount into the Income Tax Withheld by 3rd Party Payer field. For more information on this process, refer to the procedures for preparing, editing and creating W-2 forms that Church Management Solutions will send each year.

Quarter

The Federal Unemployment Tax and State Unemployment Tax reports allow to you to print data for a selected quarter.

��Select the First, Second, Third or Fourth quarter option button.

Only Employees Subject to State Unemployment

The State Unemployment Tax report allows you to report on only those employees who are subject to State Unemployment.

��Click on the check box to check the box and select the option. To remove the check, click on it again.

Report Queuing

Creating Report Queues

Reports can be queued and printed as a group. The Add to Queue button is located on many of the report dialogs. Use it to add the selected report to a report queue.

1. At the report dialog, click the Add to Queue button to open the Add Report to Queue dialog.


2. To create a new queue, click the New Queue button. The Add Queue dialog will display. In the Queue Name text box, type the name of the new queue report grouping. Click OK to save it and return to the Add Report to Queue dialog. Click Cancel to cancel the new entry.

3. To add a report to an existing queue, highlight the queue name and click the Select button.


Editing Report Queues Queued Reports are a convenience you can use to print a series of related reports at one time. More than one queue (or group) can be defined. For instructions on creating a new report queue or adding a report to a queue, refer to "Creating Report Queues" on page 137.

A descriptive name can be created for each queue. One or more reports can be queued together for reporting purposes.

1. Choose Queued Reports from the Reports menu. The Report Queuing dialog will display.

2. To edit a report queue, highlight the report queue name and click the Edit Queue button. At the "Edit Print Queue" confirmation message, click Yes to continue the edit request, or No to return to the Report Queuing dialog. The Edit Report Queue dialog will display.


3. To delete a report from the queue, highlight the report name and click the Delete Report button. Click Yes or No at the confirm message.

4. To change the sort order of the report list, position the cursor in the Report # column and change the number for each report. Click the Sort Reports button to re-sort the list.

5. Click the Close button to return to the Report Queuing dialog.

Deleting a Report Queue 1. Highlight the report queue name and click the Delete Queue button.

2. At the "Delete Print Queue" confirmation message, click Yes to continue the delete request, or No to return to the Report Queuing dialog.

Printing a Report Queue 1. Highlight the report queue name and click the Print Queue button.

2. Refer to "Print Instructions" on page 141 for printing instructions.


Print Instructions

You will see Print to on all selection dialogs. CMS Payroll offers you three print options: printing to the screen, printing to the default printer, or printing to a different printer.

To Print to the Printer 1. Note that your current printer is displayed as the printer selection. Click on the Print

To: printer option button.

2. To change the printer, click the Change Printer button. The Printers dialog from the Windows Control Panel will display. (The Printers dialog is also accessible from the Windows

Program Manager. For more information on installing and configuring

a printer, see your Windows manual.) To change the default printer, click on the appropriate printer and right click. At the menu select Set as Default. Select Exit from the File menu to close the Printers dialog.

3. Make the other selection choices on the report dialog and click Print to print the

report.


To Display the Report on the Screen 1. At the report dialog, click on the Print To: Screen option button. (This is the

default selection.)

2. Make the other selection choices on the report dialog and click Print to view the report on the screen.

3. Once the report is displayed, use the tools on the speed bar to scroll through the report, view the entire page, or to print the report.

Displays the first page of the report.

Displays the previous page of the report.

1 of 1+ The page numbers 1 of 1+ appear at the top. 1+ indicates there is more than one page to the report.

Displays the next page of the report.

Displays the last page of the report.

Stops the report processing.

Click on the printer icon to print the report to the printer.

Allows export of the report to a file (i.e. character-separated values, comma-separated values (CSV), Excel, HTML, Lotus 1-2-3, Text, Record Styles, Word).

Click on the drop-down list box to select the zoom control of the displayed report.

4. Click the close button in the upper right hand corner to close the screen.

User Defined Reports, Crystal Reports The powerful Crystal Reports report generator is an optional feature of CMS Payroll. Crystal Reports is purchased separately and comes with a complete user reference manual. With Crystal Reports you can develop specific reports from the large base of information stored within CMS Payroll. From simple modifications to existing reports, to creating entirely new reports, you'll find Crystal Reports to be a powerful tool.

Payroll Standard Report Samples •••• 143

Payroll Standard Report Samples

Sample Reports The following report samples are given in this chapter:

Pay Cycle Reports − Current

Earnings − Payroll

Summary − Gross and

Taxable Pay − Finance

Distribution − Pay Distribution

− Detailed Deductions

− Retirement Wages

− Paycheck Register

− Calculation Log

Employee Reports − Employee List − Directory − Employee Record

− Tax Status − Personal Time

End of Period Reports − Posted Checks − Accumulations

− Retirement Deductions

Federal Reports − 941 Report − W-2 Worksheet − W-2 Review − Print W-2's

− Magnetic Media W-2 − Print 1099s − Federal Unemployment

State Reports − State Withholding − State Unemployment

Finance Account Reports − Account List − Deduction/Benefit Links

Crystal Reports Users: You can copy the report files and modify then using Crystal Reports. The file name for each report is given with the report sample.


Current Earnings SAMPLE

$CUREARN.RPT (name order)

$CUREARP.RPT (pay group order)


Payroll Summary SAMPLE

$PAYSUMND.RPT (name order, detail)

$PAYSUMNS.RPT (name order, summary)

$PAYSUMPD.RPT (pay group order, detail)

$PAYSUMPS.RPT (pay group order, summary)


Gross and Taxable Pay SAMPLE (Detail View)

$GRPAYD.RPT (detail)

$GRPAYS.RPT (summary)


Finance Distribution SAMPLE (Summary View)

$FDISTS.RPT (summary)


Finance Distribution SAMPLE (Detail, Single Employee View)

$FDISTD.RPT (detail)


Pay Distribution SAMPLE

$PAYDIST.RPT


Detailed Deductions SAMPLE

$DETDB.RPT


Retirement Wages SAMPLE

$RETDED.RPT


Paycheck Register SAMPLE

$PCHKREG.RPT


Calculation Log SAMPLE

$CALCLOG.RPT


Employee List SAMPLE

$EMPLIST.RPT


Directory SAMPLE

$EMPDIR.RPT


Employee Record SAMPLE

$EMPREC.RPT


Tax Status SAMPLE

$TAXSTN.RPT (name order)

$TAXSTP.RPT (pay group order)


Personal Time SAMPLE

$PERTIMN.RPT (name order)

$PERTIMP.RPT (pay group order)


Posted Checks SAMPLE

$PSTCKND.RPT (name order, detail)

$PSTCKNS.RPT (name order, summary)

$PSTCKPD.RPT (pay group order, detail)

$PSTCKPS.RPT (pay group order, summary)


Accumulations SAMPLE

$ACUM*.RPT (P = pay group order)


Retirement Deductions SAMPLE

$RETDED.RPT


941 Report SAMPLE (Page 1)

$941.RPT


941 Report SAMPLE (Page 2)


W-2 Worksheet SAMPLE (Page 1)

$W2WKSHT.RPT


W-2 Worksheet SAMPLE (Page 2)


W-2 Review SAMPLE (Page 1)

$W2RVIEW.RPT


W-2 Review SAMPLE (Page 2)

$---*.RPT

$---*.RPT


Print W-2's SAMPLE

$W2LASER.RPT


Print 1099s SAMPLE

$P1099L.RPT


Federal Unemployment SAMPLE

$FEDUN.RPT


State Withholding SAMPLE

$STATED.RPT


State Unemployment SAMPLE

$STATEUN.RPT


Account List SAMPLE

$ACCTACD.RPT $ACCTCD2.RPT $ACCTDES.RPT $ACCTSHR.RPT


Deduction/Benefit Links SAMPLE

$FINLINK.RPT

Password Maintenance •••• 175

Password Maintenance

Password Maintenance Overview You can add and define passwords for the Payroll system.

In this chapter:

• Adding and Defining Passwords

• Renaming a Password

• Deleting a Password

Adding and Defining Passwords 1. Choose Passwords from the File Menu. The Passwords dialog displays.


2. Click the New Password button. The New Password dialog will display.

3. Type the new password in the New Password field. The password can be up to 10 characters in length. CMS will assume all capital letters for the password, regardless of how the password is entered.

4. Click OK. A dialog will ask if the password is correct. Click Yes. The new password is now entered into CMS.

5. To assign access status to the password, click the Password drop-down list box and select the appropriate password. (If the list is longer than the size of the box, scroll bars are provided for you to view the complete list.) The password will display in the Password box.

6. The default status of the new password allows access to the Finance & Payables module and to all listed functions. Select the access status by clicking Yes or No for each of the following:

Backup Access Allow or deny access to the Backup data command.

Restore Access Allow or deny access to the Restore data command.

Utility Access Allow or deny access to the Utility functions.

Password Access Allow or deny access to Password Maintenance. You must allow at least one password to have access to Password Maintenance. (CMS will not allow you to change or delete the only password with Password Maintenance access.)

Upgrade Access Allow or deny access to the Upgrade function.

7. Click the Advanced button to view the Advanced Access dialog.

Password Maintenance •••• 177

8. The Advance Access dialog lists the functions the password can access within the Payroll module. Use the scroll bars provided to view the entire list. Click the drop-down list box and select FULL (full access), READ (read only access) or NONE (no access).

9. After completing the necessary changes, click OK to return to the Passwords dialog.

10. Click:

− Close (ALT + L) to save and close the dialog.

− New Password to create another new password.

− Rename Password to rename an existing password.

− Delete Password to delete a password.

Renaming a Password You can rename a password. The renamed password will assume the same access conditions that were previously defined for the old password.

1. From the Passwords dialog, click the Rename Password button to display the Rename Password dialog.


2. Click the Old Password drop-down list box. Select the password to change.

3. Type the new password in the Rename to field.

4. Click the OK button. A dialog will ask if the new password is correct. Click Yes or No.

Deleting a Password CMS will not allow you to delete the only password in CMS. You must have at least one password in CMS and at least one password with access to Password Maintenance.

1. From the Passwords dialog, click the Delete Password button to display the Rename Password dialog.

2. Click the Password drop-down list box. Select the password to delete.

3. Click the OK button. At the confirm dialog, click Yes to delete the password or No to cancel.

Backup and Restore •••• 179

Backup and Restore

Backup and Restore Overview The Backup function saves to disk all user information and all reports, including user defined reports. We encourage you to backup the CMS Finance and Payables and CMS Payroll software periodically to insure information security. You will also be prompted to backup prior to certain processes. Backups can be completed to diskettes, ZIP drive disks or other recordable media.

The restore process will restore previously backed up information including all user information data and all reports, including user defined reports. You can use the restore process to recover information if files have been corrupted or inadvertently changed.

In this chapter:

• Backup

• Restore

Backup 1. Choose Backup (CTRL + B) from the File menu. If you are in the Payroll module, a

dialog will display indicating that you must exit the module in order to backup. Click Yes to exit Payroll. The Backup dialog will display.

2. Click the To Disk Drive drop-down list box and select the appropriate backup drive or type the appropriate disk drive letter.


3. Click OK. The DynaZIP ZIP Request box displays.

4. Insert a diskette or other recordable media into the appropriate disk drive. Click OK to begin the backup process. Any files on the disk will be overwritten with new information. If the backup files are too large to fit on a single diskette, you will be prompted to insert additional diskettes until the backup process is complete.

Restore 1. Choose Restore from the File menu. If you are in the Payroll module, a dialog

advises that you must exit the module in order to continue the restore process. Click Yes to exit Payroll.

2. Click the appropriate diskette drive (A or B) option button.

3. Click the Finance and Payroll Data option button to backup both finance and payroll data. Click the Finance Data Only option button to backup only finance data. Click the Payroll Data Only option button to backup only payroll data.

4. Click OK. A message will display stating that a backup (B4REST.ZIP) of the selected data will first be made and saved on the hard drive. Click OK to begin the backup. Once the backup is complete, the restore process will proceed.

Backup and Restore •••• 181

5. The Insert Diskette message dialog will prompt you to continue with the restore process. Click Yes.

6. Insert the diskette or other recordable media into the appropriate disk drive. If the backup files were written on more that one diskette, insert the LAST DISK FIRST. Click Yes to begin the restore process. You will be prompted to insert the first disk and then additional diskettes until the backup process is complete.

Utilities •••• 183

Utilities

CMS File Editor Use this facility only at the direction of Church Management Solutions support staff.

CMS Table Repair Use this facility only at the direction of Church Management Solutions support staff.

Recalculate Gross Amounts Use this facility only at the direction of Church Management Solutions support staff.

System Rundate •••• 185

System Rundate

Changing the System Rundate The rundate is used as the default date for check dates and report dates.

1. Choose Rundate from the File menu. The Rundate dialog displays.

2. At the Rundate text box, type the correct rundate. Click the OK button.

Index •••• 187

Index

A

ACH File 118 Add All button 18 Add button 18 Add Button 16 Add to Queue 137, 139

B

Backup 176, 179 Overview 179

Bonus Check 6, 7

C

Calculating Payroll 75 Calculator Button 14 Check boxes 17 Check History

Clearing 102 CMS File Editor 183 Command Button Shortcuts 19 Command Buttons 14 Creating a New Paycheck 81 Crystal Reports 142 Custom Field Setup 47

D

Deduction and Benefit Setup 27 Creating 29 Deleting 34 Maintaining 27 Viewing 27

Deduction/Benefit Distributions Setup 34

Copying 36 Maintaining 35

Defining a Password 175 Delete Button 16

Delete Record Button 13 Deleting a Password 178 Deleting a Paycheck 83 Direct Deposit Processing

ACH Direct Deposits 114 ACH File 118 ACH Files 110, 113 Employee Information 109 Employee Prenotes 110 Employer Information 108 NPC Direct Deposits 114 NPC Processing 110 Overview 107

Direct Deposit Reports ACH File Contents Report 122 Direct Deposit Transmission

Report 121 Direct Deposit Stub

ACH File Contents Report 123 Display a Report 142 Drop-Down List Boxes 18

E

Editing Paychecks Creating a Paycheck 81 Deleting a Paycheck 83 Finding a Paycheck 82 Overview 79 Printing a Single Paycheck 82 Viewing and Maintaining 80

Employee Entry and Maintenance 51 Accums Tab 65 Adding and Maintaining 52 Ded/Ben Tab 62 Deleting 68 Direct Deposit Tab 68 Emp/Cust Tab 55 Finding 68 General Tab 53 Overview 51 Pay Data Tab 58 Personal Tab 66 Quarterly Tab 64 Tax Data Tab 56

Employee Reports 126 Directory 126 Employee List 126 Employee Record 127 Personal Time 127 Tax Status 127

Employer Information 43 End of Calendar Year 100

Checklist 101


Running 102 End of Month 99 End of Period Processes

Overview 99 End of Period Reports 127

Accumulations 127 Posted Checks 127 Print W-2's 127 Retirement Deductions 127

Exiting CMS for Windows 9

F

Federal Reports 941 Report 127 Federal Unemployment 127 Magnetic Media W-2 127 Print 1099s 127 W-2 Review 127 W-2 Worksheet 127

Federal Reports Reports 127 Finance Account Reports 128

Account List 128 Deduction/Benefit Links 128

Finding a Paycheck 82

J

Job Category Setup 46 Defining 46

K

Keyboard Shortcuts 19

L

Look-up Tables 18

M

Menu Bar Shortcuts 19 Menus

Menus 12

N

Navigating Techniques 11 Menus 12 Mouse and Pointer 11 Toolbar 13

O

Online Help 21 Displaying' 21

Opening CMS for Windows 9 Option Buttons 17

P

Password Maintenance 175 Defining a New Password 175 Deleting a Password 178 Renaming a Password 177

Pay Cycle Check List 71 Pay Cycle Reports 126

Calculation Log Report 126 Current Earnings 126 Detailed Deductions 126 Finance Distribution 126 Gross and Taxable Pay 126 Pay Distribution 126 Paycheck Register 126 Payroll Summary 126 Retirement Wages 126

Pay Groups 26 Defining 26

Pay Items 44 Defining 44

Payroll Calculation Overview 71

Payroll Reports Print 1099s 127

Payroll Setup Deduction/Benefit Distributions 34 Deductions and Benefits 27 Pay Groups 26

Payroll Setup Procedures 25 Payroll System Options 48 Personal Time

Clearing 104 Posting Payroll Data 95

Overview 95 Print Options 141

Displaying a Report 142 Printing a Report 141

Print Record Button 13 Print to 141 Print to the Printer 141 Printing a Single Paycheck 82 Printing Payroll Checks 86

Overview 85 Processing Employee Prenotes 110

Index •••• 189

Q

Queued Reports 128 Add to Queue 137 Deleting Report Queues 140 Editing Report Queues 139 Printing Report Queues 140

R

Recalculate Year 183 Recording Manual Payroll Checks

93 Overview 85

Remove All button 18 Remove button 18 Renaming a Password 177 Report Queues 139

Creating 137 Deleting 140 Printing 140

Report Samples 143 941 Report 162, 163 Account List 173 Accumulations 160 Calculation Log 153 Current Earnings 144 Deduction/Benefit Links 174 Detailed Deductions 150 Directory 155 Employee List 154 Employee Record 156 Federal Unemployment 170 Finance Distribution 147, 148 Gross and Taxable Pay 146 Pay Distribution 149 Paycheck Register 152 Payroll Summary 145 Personal Time 158 Posted Checks 159 Print 1099s 169 Print W-2's 168 Retirement Deductions 161 Retirement Wages 151 State Unemployment 172 State Withholding 171 Tax Status 157 W-2 Review 166, 167 W-2 Worksheet 164, 165

Report Selections 1099 Format 136 Accumulations 134 Date Range 133 Employees Subject to State

Unemployment 137

Federal 941 Report – Interview 135

Include Inactive Employees 131 Magnetic Media W-2 136 Print Additional Information 132 Quarter 137 Report Format 133 Report Sub-Title 133 Selection List Buttons 129 Sort By 131 Tax Statement Type 134 W-2 Format 136

Reports 941 Report 127 Account List 128 Accumulations 127 Calculation Log Report 126 Current Earnings 126 Deduction/Benefit Links 128 Detailed Deductions 126 Directory 126 Employee List 126 Employee Record 127 Employee Reports 126 End of Period Reports 127 Federal Reports Reports 127 Federal Unemployment 127 Finance Account Reports 128 Finance Distribution 126 Gross and Taxable Pay 126 Magnetic Media W-2 127 Overview 125 Pay Cycle Reports 126 Pay Distribution 126 Paycheck Register 126 Payroll Summary 126 Personal Time 127 Posted Checks 127 Print W-2's 127 Queued 128 Report Selections 129 Retirement Deductions 127 Retirement Wages 126 Running 128 Samples 143, 144, 145, 146, 147,

148, 149, 150, 151, 152, 153, 154, 155, 156, 157, 158, 159, 160, 161, 162, 163, 164, 165, 166, 167, 168, 169, 170, 171, 172, 173, 174

State Reports 127 State Unemployment 127 State Withholding 127 Tax Status 127 W-2 Review 127


W-2 Worksheet 127 Restore 180

Backup 176 Overview 179

S

State Reports 127 State Unemployment 127 State Withholding 127

System Rundate 185 System Setup Procedures 23

Finance Accounts 23 Finance System 23 Finance Vendors 24 Payroll System 24

T

Table Repair 183 Tax Tables 37

Federal Tax Tables 37 Local Tax Tables 40 State Tax Tables 38

Text Boxes 17 Time Card Entry 72

Overview 71 Toolbar 13

VCR Direction Buttons 13

U

Undo Button 14 User Defined Reports 142 Utilities

CMS File Editor 183 Recalculate Gross Amounts 183 Table Repair 183

W

W-2 Forms Magnetic Media W-2 127, 136 Overview 97 Print W-2's 127 Process Checklist 97 W-2 Format 136 W-2 Review 127 W-2 Worksheet 127

19781 CMS Payroll for Windows - Church Management Solutions

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