In this session we will discuss LGC’s Zortec Payroll System. Topics include mass changes to pay and deductions, deduction scheduling, the Tennessee New Hire Report and lesser known reports and reporting employer sponsored health insurance.
From the File Maintenance Utilities menu, select Mass Pay Rate Increase.
The below screen will display: Warning: Use caution when running this option. There is no report that is produced. When the screen is completed, employee information is updated based on the information entered on the runtime screen. There is no ‘undo’ option!
The below screen will display: • Payrolls: This field is used if you have multiple payrolls defined. You can select which payrolls you only want the increase to apply. Leave blank if you want all payrolls to be included. • Locations: This field is used only if you want the increase to apply to certain locations and not to all locations. Leave blank if it will apply to all locations.
If the increase only needs to be run for a certain employee number range use the “Beg Emp #” and “End Emp #” fields to specify the range. • If the increase applies to all employees, based on other selection criteria, leave the “Beg Emp #” field blank and enter all 9’s in the “End Emp #” field. • Something must be in the “End Emp #” field for the utility to run.
Statuses: If the increase only needs to be run for certain employee statuses, enter the status. • Shifts: Use the Shifts field to further limit employees that the increase applies to. • Freqs: If the increase only applies to employees in certain frequencies, enter the frequency code. • Full/Part: Use the Full/Part field if the increase only applies to one group or the other. Leave blank if full and part time employees will receive the increase.
Note: If the increase will apply to all employees in the following categories, leave the fields blank. • Groups: If the increase only applies to employees in a specific group enter the group code. • Pay Types: If the increase only applies to employees under certain pay types, enter the pay types. • Misc Codes: Enter the misc codes for the employees who will receive the increase.
Enter “A” if you are doing a dollar amount increase. Enter “P” if you are doing a percent increase. • “Base Salary” fields - These fields pertain to salaried employees. In the first text box you will enter the A or P. In the second text box you will enter the amount or percent increase. • “Hourly Rate” fields - These fields pertain to hourly employees. In the first text box you will enter the A or P. In the second text box you will enter the amount or percent increase. • “#of decimal positions” field - This field is used to specify the number of decimals you wish to show on screen 3 of the payroll master record. The default is 4.
We are doing… 3% increase for the salary employees 3.5% increase for the hourly employees
The salaried employee AFTER running the utility: Original Base Salary 1,563.05 X 1.03 increase = 1,609.94 new Base Salary.
The hourly employee AFTER running the utility: Original Hourly Rate 18.76 X 1.035 increase = 19.42 new Hourly Rate.
When you need to do a mass change of deduction amounts there is a utility that can make it easier and less time consuming…
We will use the utility to change the amount of deduction code 042 from the current amount of $79.68 to the new deduction amount of $125.32. Below is a screen print of the employee deduction screen before running the utility…
From the File Maintenance Utilities menu, select Change Amounts on Deductions.
Use the Payroll Numbers, Group and Status fields to specify the selection criteria that this change applies to. In the example we are running the utility for payroll 1 for all Active employees…
Deduction to Change is 042 Zero All Employees is used if you want to change the deduction amount to 0.00 for all selected employees who have the deduction. Number of Times and Times Taken can be set if you use those fields on deductions. Frequencies can be used as well.
We are changing the from the Old Amount of $79.68 to the New Amount of $125.32. You can include up to 10 different Old and New Amounts to change in one run of the utility…
You will receive an “Are you sure” prompt before the utility begins. Verify that the runtime screen is filled out completely and answer Y to the question if you are ready to continue…
After the utility is run you will see the results on screen 5-deductions of the employee’s records. This new deduction amount will apply on the next payroll process.
Did you know… By user, you can secure the SSN as well as the employee number. Having the ability to secure both is helpful when your system is set where the SSN is the employee number.
Security can be set for one or both of the fields, and is by user in order to allow flexibility for ones who do need to see the social security number.
When viewing employee list the system displays the employee number and social security number with the security format as set up on the user’s profile.
When you pull up an employee the employee number and social security number are also displayed with the security format as set up on the user’s profile.
Another helpful security feature when printing reports is the “Include SSN” question. By default it is set to “N”, but can be changed at runtime.
(If your employee number is the social security you will still see the SSN in the employee number column, unless the secure fields are set on the user’s profile.) When the Include SSN is left as N the social security number column remains blank.
Scheduling deductions allows you to preset which deductions will be taken during payroll process.
Select option Deduction Codes. You can Create, Update, Inquire or Print a listing of deductions.
Enter the code you want to assign to the deduction in the “Schedule” field. You will update each deduction that will be included in this schedule. The “Schedule” is a one character, alpha-numeric field.
Here is another example. This deduction is set up on a different schedule than the previous deduction. You can set up a total of 10 schedules per deduction. How do you determine the schedule?
If you run payroll bi-weekly, you might have schedule 1 for the first payroll of the month. Schedule 2 for the second payroll of the month. Schedule 3 for months with three payrolls, where only taxes and court ordered deductions are taken.
When setting up the payroll, you will enter deduction schedule. This code links back to the deductions, and lets system know which deductions to include in the payroll. You can enter up to 10 schedules during payroll process. It does the “Y” and “N” for you!!
Here is another example with schedule “3”. Only the deductions with a schedule of “3” default with the “Y”. NOTE: The default “Y” and “N” can be overwritten in Payroll Setup. If you do NOT want to include a schedule, all the deductions will default to “N”.
Leave Report From the Payroll main menu, select Payroll Information, Leave Report.
Sample Leave Report This is very similar to the Leave Update Report under Period End.
Leave Liability Report From the Payroll main menu, select Payroll Information, Leave Liability Report.
Sample Leave Liability Report This report is very useful for your auditors and should be run the end of the fiscal year.