Employee Maintenance

See Also

Use Employee Maintenance to create and maintain detailed records for each employee.  This option provides several tabs that allow  setup, maintenance, and inquires about employees.  To set up a new employee, select the New Employee button.  The Details button allows the employee information to be kept up-to-date.  The Pay History button displays the employees’ benefit accrual, check listing, federal tax, state tax, and local tax information.

WARNING:	Because of the complexity of the Payroll calculations and their dependence on information in the employee records, it is important that all employee records be complete and correct before attempting to process any Payroll that relies on them.

WHERE:	This can be located under the Main Menu - Employee Maintenance.

Click on the tabs below for more information.


Employee Number

See Also

Enter the employee number representing the employee you want to add or update.  The first two-digits of the employee number must be a valid department number.

WHERE:	This field is found in Employee Maintenance - New Employee button.  This field is also found in Employee Maintenance - Details button and Employee Maintenance - Pay History button and the Payroll Processing - Data Entry button.


Employee Last Name

Enter the employee's last name.

WHERE:	This field is found in Employee Maintenance - Details button - General tab and Employee Maintenance - New Employee button.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


Employee First Name

Enter the employee's first name.

WHERE:	This field is found in Employee Maintenance - Details button - General tab and Employee Maintenance - New Employee button.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


Employee General

The general tab is found under the Details button.  It is used to enter the employee’s address, social security number, marital status, hire information, emergency information, etc. See below for details of this screen.

WHERE:	This can be located under Employee Maintenance - Details button.  You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Address 1

Enter the employee’s street address.

WHERE:	This can be located under Employee Maintenance - Details button - General tab.  You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Address 2

Enter the employee’s apartment number, post office box number, etc.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Social Security Number

Enter the employee’s social security number.

WHERE:	This can be located under Employee Maintenance - Details button - General tab  and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Title

Enter the employee’s job title.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Race

Select the appropriate race for the employee from the following: American Indian/Alaskan Native, Black, White, Hispanic, Asian/Pacific Islander.  This is required for companies that file the Employer Equal Opportunity Report (EEO report). The race descriptions are mirrored to correspond with the EEO report.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Phone Number

Enter the employee's phone number (area code first, then number).

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Hire Date Comment

Use this field to enter comments regarding the hire date of the employee.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Prior Termination Date

Enter the employee’s prior date of termination.  When an employee is rehired, the termination date should be placed in the prior termination date box.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Emergency Phone Number

Employee Emergency Contact’s Phone Number

Enter the phone number of the emergency contact for this employee.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Emergency Contact

Employee Emergency Contact Person

Enter the person to contact in an emergency involving this employee.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Department Number

The employee department number is the two-digit number entered before the employee number.

Example:  Lucy Brown is in department 4 and her employee number is 12.

Employee	040000012 	Lucy Brown


Employee Wages

The Wages tab is used to enter employee pay cycle, pay rates, and tax filing status information.

The labor code, department, pay rate 1, and pay rate 2 box (located in the upper right hand side of the screen) allows assignment of  pay rates for each department and also pay rates for a labor code within the department, if desired.  If changes are made to these fields, they automatically take affect (in other words, the Accept and Cancel buttons have no effect).  The earnings code setup in Company maintenance - More Info button determine which pay rate will be used for each earnings code.  Assign a labor code to an Earnings code on the earning tab if the corresponding labor codes pay rate will be the most common pay rate for that earning.

NOTE:  The labor code on the left will be used in connection with the employee (primary labor code) and will automatically be applied to Earnings codes if there is no quarter-to-date or year-to-date information shown on the earnings tab.  The labor code on the right is used strictly to setup different pay rates for a particular department.

WHERE:	This can be located under Employee Maintenance - Details button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Labor Code

Select a primary labor code for this employee (labor code on top upper left-hand side of the screen).  This code will be affiliated with the employee.  This is required for companies that file the Employer Equal Opportunity Report (EEO report). The listing of labor code descriptions are mirrored to correspond with the EEO report.  This code will be the employee’s primary labor code.

Select the labor code on the right upper hand side of the screen for labor codes that are associated with the specified department.  Multiple labor codes are available for each department.  This labor code is only used for determining various pay rates for each labor code pay rate for a department.

Choose the dropdown button to list all labor codes (the “F4” key can be used to drop down the labor code options instead of using the mouse).

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Primary State

Enter the state tax code representing the state in which this employee will be paying taxes, or accept the default value established at the “Default State Tax Code” option in Payroll Options.  Choose the dropdown button to list all state codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Primary Local

Enter the tax code for the local jurisdiction in which this employee will be paying taxes, or accept the default value established at the “Default Local Tax Code” option in Payroll Options.  Choose the dropdown button to list all local codes for the tax code selected at the Primary State field (the “F4” key can be used to drop down the options instead of using the mouse). This field is only available if the “Local Tax Reporting” option in Payroll Options is selected.

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Pay Method

Pay Method

Select “Salaried” if this employee is paid a fixed salary.  Select “Hourly” if this employee is paid an hourly rate.

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Benefit Schedule Code

Enter a benefit schedule code to define how benefits will be accrued for this employee.  If the benefit code is changed, the annual limits for all three benefit types will be reset.  Choose the dropdown button to list all benefit schedule codes (the “F4” key can be used to drop down the options instead of using the mouse).  These are setup in company maintenance.

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Auto Pay Hours

Enter the number of hours normally worked during the pay cycle for this employee.  When the Automatic Payment feature is used in payroll data entry, this amount will be applied to the earning code selected.

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Pay Rate 1

Enter the rate of pay.  For hourly employees, enter the regular hourly rate.  For salaried employees, enter the amount of the check per pay period.  All Earnings codes based on Pay Rate 1 use this pay rate (check Company Maintenance – More Info button – Earnings tab to see how each earning code is set up).

WHERE:	This field can be located under Employee Maintenance - Details button - Wages tab and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Pay Rate 2

Enter the rate of pay.  For hourly employees, enter the regular hourly rate.  For salaried employees, enter the amount of the check per pay period.  All earnings codes based on Pay Rate 2 use this pay rate (check Company Maintenance – More Info button – Earnings tab to see how each earning code is set up).  Most earnings codes are based on Pay Rate 1, so this field is rarely used.

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee State Unemployment Insurance

Enter the state code representing the state for which State Unemployment Insurance taxes are to be calculated and paid.  The state selected is determined by the employer and based on state tax laws.  This field is also used to calculate SDI and employee SUI, if applicable.  Choose the dropdown button to list all state codes (the “F4” key can be used to drop down the options instead of using the mouse).  If this field is left blank, the state where earnings are recorded during data entry is used to calculate and pay State Unemployment Insurance and State Disability Insurance.

For example, assume an employee has state tax withholding in state AA and state unemployment is to be paid in state BB.  Enter BB should be entered at the SUI State field for this employee to calculate SDI and/or employer/employee SUI.

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Filing Status

This tab displays tax status information.  The tax status information for a specific employee must be defined separately for federal, state, and local (if applicable) tax jurisdictions.  Employee records are to be maintained when W4’s are submitted.

NOTE:	The Local column is only available if the “Local Tax Reporting” check box is selected in Company Maintenance – Set Up button - Payroll Options.

WHERE:	This tab can be located under the Employee Maintenance - Details button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee State Code

Enter the state tax code.  Choose the dropdown button to list all state tax codes (the “F4” key can be used to drop down the options instead of using the mouse).  Multiple states may be set up for each employee.  The state that will be used for each pay period will be the primary state selected the Wages tab.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Local Code

Enter the local tax code representing the local tax jurisdiction for which the filing status information is being entered.  Choose the dropdown button to list all local tax codes (the “F4” key can be used to drop down the options instead of using the mouse).

Before entering the local tax code, enter the state tax code at the State field representing the state in which the local jurisdiction exists.  The state tax code must be on file for this employee before the local tax code within that state can be entered.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Filing Status Code

Enter the filing status for this employee.  Choose the dropdown button to list all filing status codes for this tax jurisdiction (the “F4” key can be used to drop down the options instead of using the mouse). Some common filing status codes are listed below.

Married

Single

Married Filing Joint

Married Filing Separate

Head of Household

All

No Exemption

Each state will have the options that are available for that state.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Workers' Compensation Code

Employee Workers’ Compensation Code

Enter the workers' compensation code for the selected state tax jurisdiction.  Choose the dropdown button to list all workers' compensation codes for this state (the “F4” key can be used to drop down the options instead of using the mouse).  This field does not apply to federal or local tax jurisdictions.

These codes are set up at the company level (Company Maintenance – Benefits button – Workers’ Comp tab).

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Number of Dependent Exemptions

Enter the number of dependent exemptions claimed for the federal, state, and local tax jurisdictions.  This field is only available if the selected tax jurisdiction allows dependent exemptions.  This field is to be maintained whenever a W4 is filed.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab and Employee Maintenance - New Employee button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Number of Personal Exemptions

Enter the number of personal exemptions claimed for the state and local tax jurisdictions.  This field is only available if the selected tax jurisdiction allows personal exemptions. This field is to be maintained whenever a W4 is filed.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Override Withholding Tax Calculation

The Override W/H Tax Calc field allows you to override the normal tax calculation.  If the employee requires a different tax calculation, select an option from the following list:

Percentage -	The withholding tax is to be calculated as a percentage of the gross wages

(percentage amount set in the Override Amount field).

Amount -	The withholding tax derived from the tax table is to be adjusted by adding the

amount in the Override Amount field.

Fixed - 	The withholding tax is to be a fixed amount equal to the amount entered in the

Override Amount field.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Override Amount or Percentage

Employee Override Tax Amount or Percentage

The Override Amount field is only available if a selection is made at the “Override Withholding Tax Calculation” field.  If Fixed is selected at the Override Withholding Tax Calculation field, enter the withholding tax amount for each paycheck.  If Percentage is selected, enter the percentage rate to be applied.  If Amount is selected, enter the amount to be added to or subtracted from the

calculated withholding tax amount.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Renumber Employee

Renumbering assigns a new employee number to any employee currently in the employee payroll.  Assigning a new number or department number automatically changes all associated employee records and history files. Employee numbers cannot be duplicated.

You will not be able to change an employee number while payroll data entry is in progress.

NOTE	If a Pre-Note has already been sent or approved for this employee before renumbering another Pre-Note must be sent for all bank accounts for this employee before processing direct deposits.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Federal Tax Summary

The employee’s accrued quarter-to-date and year-to-date federal taxes from each paycheck are displayed on this screen.  No changes are allowed to this information.

WHERE:	This tab can be located under the Employee Maintenance - Pay History button.


Employee State Tax Summary

This tab displays a quarter-to-date and year-to-date summary of the wages subject to taxes and the tax amounts withheld for the specified employee.  The quarter-to-date and year-to-date wages and tax deduction information is for display purposes only and cannot be changed.

WHERE:	This tab can be located under the Employee Maintenance - Pay History button.


Employee Local Tax Summary

This tab displays a quarter-to-date and year-to-date summary of the wages subject to taxes and the tax amounts withheld for the specified employee.  Local tax codes must be defined on the Employee Wages tab before the codes are accessible in the Local Tax Summary tab.  The quarter-to-date and year-to-date wages and tax deduction information is for display purposes only and cannot be changed.

WHERE:	This tab can be located under the Employee Maintenance - Pay History button.


Number of Days Worked

The quarter-to-date and year-to-date totals representing the number of days worked by this employee.  The information contained in these fields is for display only and is adjusted automatically as each payroll is processed.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab and State Tax Sum tab.


Number of Weeks Worked

Figures represent quarter-to-date and year-to-date totals for the number of weeks worked by this employee.  The information contained in these fields is adjusted automatically as each payroll is processed and is a display item only.

NOTE	Some states have established a minimum earnings amount, below which the Weeks Worked field is not updated (for example, California and Pennsylvania).

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab and State Tax Sum tab.


Number of Hours Worked

Figures represent quarter-to-date and year-to-date totals for the number of hours worked by this employee.  The information contained in these fields is adjusted automatically as each payroll is processed and is a display item only.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab and State Tax Sum tab.


State Tax Code

State Code

Enter a state tax code to display tax summary information for that state.  Choose the dropdown button to list all state tax codes for the current employee (the “F4” key can be used to drop down the options instead of using the mouse).  (See State Code List)

WHERE:	This field is located under the Employee Maintenance - Pay History button - State Tax Sum tab.


Pension Plan Accrual

The total year-to-date deductions withheld from this employee for qualified pension plans (for example, 401(k)).  The information contained in this field is adjusted automatically as each payroll is processed and is a display item only.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Cafeteria Plan Accrual

The total year-to-date deductions withheld from this employee for qualified cafeteria plans.  The information contained in this field is adjusted automatically as each payroll is processed and is a display item only.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Allocated Tips Accrual

The amount of year-to-date tip allocations calculated for this employee. The information contained in this field is adjusted automatically as each payroll is processed and is a display item only.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Non-Qualified Plan Accrual

The amount of distributions paid to employees from a nonqualified deferred compensation plan. This amount should be included as wages on the W-2.  The information contained in this field must be manually entered prior to printing W-2's for year-end.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Employee Benefit Accrual

Choose the Vacation, Sick, or Third Benefit button to display information for that particular benefit.  The information that displays includes Hours Accrued, Carry-Over, Hours Used, Available, Annual Limit, Accrual Rate, and Accrual Method.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Employee Hours Used

The number of hours used to date for the benefit type.  This field is updated automatically as earnings for the benefit are processed for this employee.  The available hours are recalculated and displayed in the Available field every time this

field is changed.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Employee Number of Hours Available

The number of hours available for the benefit type.  This amount is calculated by subtracting the number of Hours Used from the Hours Accrued or Annual Limit, then adding the number of Carry-Over hours from the previous year.  This field is for display purposes only and cannot be changed.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Employee Annual Limit

The Annual Limit is the Hours Per Year established for employees in Benefit Schedule Maintenance.  A different annual limit may be entered.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Employee Accrual Method

The accrual method is obtained from Benefit and Earnings Accruals.  This field is for display purposes only and can be viewed by selecting.  The “Vacation”, “Sick”, and “3rd Benefit” buttons.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Employee Accrual Rate

The accrual rate is obtained from Benefit and Earnings Accruals.  This field is for display purposes only.  It can only be visible by depressing the “Vacation”, “Sick”, and “3rd Benefit” buttons.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


State Code List

State Tax Codes

AL	Alabama	LA	Louisiana	OK	Oklahoma
AK	Alaska	ME	Maine	OR	Oregon
AZ	Arizona	MD	Maryland	PA	Pennsylvania
AR	Arkansas	MA	Massachusetts	PR	Puerto Rico
CA	California	MI	Michigan	RI	Rhode Island
CO	Colorado	MN	Minnesota	SC	South Carolina
CT	Connecticut	MS	Mississippi	SC	South Dakota
DE	Delaware	MO	Missouri	TN	Tennessee
DC	District of Columbia	MT	Montana	TX	Texas
FL	Florida	NE	Nebraska	UT	Utah
GA	Georgia	NV	Nevada	VI	Virginia
HA	Hawaii	NH	New Hampshire	VT	Vermont
ID	Idaho	NJ	New Jersey	WA	Washington
IL	Illinois	NM	New Mexico	WV	West Virginia
IN	Indiana	NY	New York	WI	Wisconsin
IA	Iowa	NO	North Carolina	WY	Wyoming
KA	Kansas	ND	North Dakota
KT	Kentucky	OH	Ohio


Establishments

Company Establishments

The establishment setup can be found under the Setup button.  Establishments are set up at the company level.


Establishment Code Number

The Code Number can be up to a three-digit number for each establishment.

Examples:  1, 10, or 101


Establishment Name

The names of the establishments for the company can be selected to view detailed information. None may be added at this time, unless  BAC is contacted to set one up.  Examples:  Rita’s Restaurant, Carolea’s Coffee Shop, Greta’s Gift Shop, Barney’s Bar.

WHERE:	This screen may be found under Company Maintenance - Set Up tab.


Establishment Address

This field is the main address for the establishment.

WHERE:	This screen may be found under Company Maintenance – Set Up button – Establishments tab.


Establishment Type

The type of establishment is shown here.  The main purpose of having establishments is for divisions of your company that have tipped employees.  Examples:  Restaurant, Bar, Gift Shop.

WHERE:	This screen may be found under Company Maintenance – Set Up button - Establishments tab.


Establishment Tipped

This field will be checked if the establishment receives tips.

WHERE:	This screen may be found under Company Maintenance – Set Up button - Establishments tab.


Establishment Tip Allocation Method

Enter the tip allocation method from the following:

Hours Worked Method

Gross Receipts Method

Good-Faith Agreement

WHERE:	This screen may be found under Company Maintenance – Set Up button - Establishments tab.


Good-Faith Agreement

A written agreement between the employer and at least two-thirds of the members of each occupational category of the establishment’s tipped employees (waiters and waitresses, busboys, maitre d’s) when the agreement is adopted.  The agreement must:

1)	Provide for an allocation of the difference between total Tips reported and 8% of gross receipts among tipped employees which approximates the actual distribution of tip income among the employees;

2)	be effective with the first day of a payroll period which begins after the date of adoption, but no later than the following January 1;

3)	be adopted when there are employees in each occupational category who would be affected by the agreement; and

4)	allow for revocation by a written agreement adopted by at least two-thirds of the employees in occupational categories affected by the agreement when it is revoked.  The revocation is effective only at the beginning of a payroll period.

WHERE:	This screen may be found under Company Maintenance – Set Up button - Establishment tab.


Employee Marital Status

Select Married, Single, Divorced, or Widowed.

WHERE:	This field is located under the Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Total Gross Wages

The quarter-to-date and year-to-date wages are display items only and may not be changed.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab, State Tax Sum tab, and Local Tax Sum tab.


Employee Wages Subject to Employee FICA Tax

The quarter-to-date and year-to-date wages subject to employee FICA withholding taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Employee Wages Subject to Company FICA

The quarter-to-date and year-to-date wages subject to employer FICA withholding taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Employee Withholding Tax

The quarter-to-date and year-to-date wages subject to withholding taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab, State Tax Sum tab, and Local Tax Sum tab.


Employee Medicare Withholding Tax

The quarter-to-date and year-to-date wages subject to employee medicare withholding taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Company Medicare Tax

Company Medicare Withholding Tax

The quarter-to-date and year-to-date wages subject to company medicare withholding taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Unemployment Tax

The quarter-to-date and year-to-date wages subject to unemployment taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab, State Tax Sum tab, and Local Tax Sum tab.


Employee Tips Reported Totals

The quarter-to-date and year-to-date total tips reported.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab, State Tax Sum tab, and Local Tax Sum tab.


Total Tips Deemed

Employee quarter-to-date and year-to-date total tips which the employer pays to compensate for minimum wage requirements

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab, State Tax Sum tab, and Local Tax Sum tab.


Withholding Tax

Employee quarter-to-date and year-to-date withholding taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab, State Tax Sum tab, and Local Tax Sum tab.


Employee FICA Withholding Tax

The quarter-to-date and year-to-date total employee FICA withholding taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Employee Medicare Withholding Tax

The quarter-to-date and year-to-date employee medicare withholding tax.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Employee Earned Income Credit

The quarter-to-date and year-to-date earned income credit.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Employee Subject To SDI Tax

Employee state quarter-to-date and year-to-date wages subject to disability insurance tax.

WHERE:	This field is located under the Employee Maintenance - Pay History button - State Tax Sum tab.


Employee Wages Subject to SUI Tax

Employee quarter-to-date and year-to-date wages subject to state unemployment insurance tax.

WHERE:	This field is located under the Employee Maintenance - Pay History button - State Tax Sum tab.


Employee State Unemployment Insurance

Employee quarter-to-date and year-to-date state unemployment insurance tax.

WHERE:	This field is located under the Employee Maintenance - Pay History button - State Tax Sum tab.


Employee SDI Tax

Employee State Disability Insurance

Employee state quarter-to-date and year-to-date disability insurance tax.

WHERE:	This field is located under the Employee Maintenance - Pay History button - State Tax Sum tab.


Employee LDI Tax

The quarter-to-date and year-to-date local disability insurance tax.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Local Tax Sum tab.


Employee Other Local Taxes

Employee Other Local Tax

The quarter-to-date and year-to-date other local taxes which may apply for particular city taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Local Tax Sum tab.


Employee Wages Subject to LDI

The quarter-to-date and year-to-date wages subject to local disability insurance tax.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Local Tax Sum tab.


Dependents' Maintenance

Employee Dependent Maintenance

All the information relating to dependents is located on this tab.  The COBRA information is accessible only if the employee is terminated and on a benefit plan.

WHERE:	This can be located under Employee Maintenance - Details button. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Code Number

The two-digit code number used for each employee’s dependent.  Here a common way to number the dependents:

	00=	Spouse
	01=	Child 1
	02=	Child 2
	03=	Child 3 (and so on).

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Name

Enter the first, middle, and last name of the dependent.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent SSN

Enter the dependent’s social security number.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Date of Marriage

The employee’s date of marriage.  This field only applies if the dependent’s relation is Spouse.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent's Sex

Dependent’s Sex

Male or female.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent's Address

Dependent Address

Enter the dependent’s address if it is different from the employee’s address.  The employee’s address automatically defaults.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Birth Date

The dependent’s date of birth.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Phone Number

The phone number where the dependent can be reached.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent's Coverage Date

Dependent’s Coverage Date

The dependent’s initial date of insurance coverage.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Relation

Dependent’s Relation

Dependent’s relationship to the employee.  It is limited to spouse, child, domestic partner, or domestic partner’s child.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Life Insurance Primary Beneficiary Relation

Primary, Contingent, or None. This field is only relative if employee has a life insurance plan.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Retirement Plan Primary Beneficiary Relation

Primary, Contingent, or None. This field is only relative if employee has a retirement plan.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Day After LOC

Day after loss of coverage (employee's loss of coverage date).  This is a COBRA related field only.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent COBRA Coverage End Date

End date of dependent insurance under COBRA coverage.  This is a calculated field which may not be adjusted.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


COBRA PROCESS

If SYBEN has been set up to administer COBRA, then these events will apply.  The SYBEN Administrator will be brought to the COBRA tab (only for employees that have enrolled on a welfare benefit plan) when a change is made for an employee’s status, a termination date, or an employee’s full or part time status that applies to COBRA eligibility.  At the COBRA tab a Qualifying Event will default from the employee change made (this can be changed, if needed).  The dates will be calculated, but may be changed if needed.   Here are the reports that can be printed:

Qualifying Event Notice-	This is to be mailed to the employee
Spouse Qualifying Event Notice-	This is to be mailed to the spouse of the employee
HIPAA Certificate-	This is to be mailed to the employee
COBRA Change Form-	This is to be completed by the employer and then faxed to BAC
Carrier Change Forms-	This is to be completed by employer and mailed to each carrier

BAC will then complete the COBRA process and maintain the regulations.

WHERE:	This can be located under Employee Maintenance - Details button - COBRA tab.


Social Security Disability Participant

Check this box if the dependent has social security disability insurance.  They will then be able to increase the COBRA coverage up to 36 months.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent COBRA Comment

Dependent Comment

Enter a comment relating to the dependent, if desired.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Deduction Code Maintenance

Enter voluntary deduction information (for example, insurance, credit union, and contributions) in employee records.  The option exists to select some deductions for an employee for only a specified pay period.  This deduction information is based on the codes setup on the Deductions tab under More Info button and is used to calculate automatic deductions during Payroll processing. Employee quarter-to-date and year-to-date deduction totals for each Deduction Code can also be viewed.

WHERE:	This can be located under Employee Maintenance - Details button – Deductions tab.  You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Rate/Amount

Enter the rate/amount of this deduction.  This amount can be changed during payroll data entry.  This field displays as deduction rate, percent, or hours based on the entry in the calculation method field on Employee Maintenance - More Info button  - Deductions tab for this Deduction Code.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Goal

The maximum amount which can be deducted for the year.  Enter the deduction goal amount which, when met or exceeded, causes this deduction to be terminated.  An example of a deduction with a goal amount is a salary advance being paid back using payroll deductions.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Automatic Deduction

Select the automatic check box if this deduction is to be applied automatically when using the automatic payment feature.  In payroll data entry there will be a prompt asking if automatic deductions should be applied when this box is checked and the pay frequency is checked for the payroll that is being entered.  Clear the check box if this deduction is to be applied manually during payroll data entry.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Months

The deduction month fields are maintained automatically as payroll processing is performed.  These fields can be accessed to enter accrued amounts for each month's deductions if payroll is not installed at the beginning of the quarter.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


YTD Deduction

The deduction year-to-date field is maintained automatically as payroll processing is performed. This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in setup.

WHERE:	Located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Calcualtion Method

Calculation Method

The calculation method assigned to the current Deduction Code displays to the right of the deduction balance field.  The calculation method can only be changed through Deduction Code maintenance.  The following are the available calculation methods:

Amount, Percent of Gross Wages, Based on Regular Hours Worked, Based on Total Hours

Worked, Percentage of Net Wages, and Equal to Earnings Code(s).

WHERE:	Located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Frequency

Set to the pay period(s) of the month this deduction is to be withdrawn from the employee’s check.  The defaults for each deduction is found in Company Maintenance - More Info button - Deductions tab.  The frequency of deductions for each deduction can be altered to meet each employee’s specifications.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Display Area

This section displays each deduction for the current employee.  Selecting an individual deduction allows modification to be made in the upper region.  Deductions can be deleted by using the “Delete Deduction” button. Deductions with year-to-date or quarter-to-date information may not be deleted.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Code

A two-digit number representing the earnings type selected.  Click the dropdown menu to list all Earnings codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Code Description

The definition of the two-digit Earnings Code selected.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Fixed Amount

If fixed amount is selected as the method of entry, this fixed dollar amount is automatically assigned to the Earnings Code.  When the Earnings Code is entered during payroll data entry, this amount is displayed.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Goal Amount

The maximum amount which can be earned for the year for this Earnings Code, if applicable.  An example of earning with a goal amount may be a $5000 bonus amount to be given to an employee over an extended amount of pay periods.  In pay data entry you will be prompted when this amount is to be exceeded.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Type

Select the type of earnings for this Earnings Code from the following:

	Regular	Miscellaneous
	Overtime	Taxable Tips
	Vacation Pay	Excluded from Tip Calculation
	Sick Pay	Fringe
	Benefit	Allocated Tips
After earnings have been posted for an Earnings Code, this field cannot be changed until year-end processing has been completed.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Frequency

Set to the pay period(s) of the month this earning is to be applied to the employee’s check. This section defaults from the More Info button - Earnings tab, but can be altered.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Taxable Tips Earnings Type

This earnings type is used for earnings associated with tip reporting.

 WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Excluded from Tip Calculation

This earnings type is used for earnings associated with tip reporting.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Allocated Tips Earnings Type

This earnings type is used for earnings associated with tip reporting.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Fringe Type of Earnings

Fringe Earnings Type

This earnings type fringe is used to specify non-cash fringe benefits.  When an Earnings Code with a Fringe earnings type is entered during payroll data entry, an offsetting line with a FB Deduction Code is created automatically to deduct the line amount from the net check amount.  The fringe benefit information displays in the box labeled "Benefits included in Box 1" of  W-2 Forms.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


QTD Earnings

The earnings quarter-to-date field is maintained automatically as payroll processing is performed. This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in the setup.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


YTD Earnings

The earnings year-to-date field is maintained automatically as payroll processing is performed. This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in setup.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Balance

The earnings balance field represents the amount contained in the earnings goal field less the total earnings to date.  This field is for display purposes only and cannot be changed.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Tracking Earnings Goal

The earnings goal amount is tracked by either hours or wages.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Display

This section displays each earning once an employee earning is selected and accepted.  Selecting an individual earning allows modifications to be made in the upper region.  Earnings can be deleted by using the “Delete Earning” button.  Earnings with year-to-date or quarter-to-date information may not be deleted.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Workers' Compensation Code

Earnings Workers’ Compensation Code

An Earnings Code is subject to workers' compensation.  If the “Subject to Workers' Compensation” check box is selected in the More Info button - Earnings tab.  The default workers' compensation code, for use during payroll data entry, can be set from the Details button -  Earnings tab.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Months

The earnings month fields are maintained automatically as payroll processing is performed.  If you are not installing payroll at the beginning of the year, you can access these fields to enter accrued amounts for each month's earnings.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Defaults

State, Local, and Labor code will default from the Employee Details button - Wages tab.  The Department will default from the Employee Number.  These fields can be changed to meet the needs of each Earnings Code.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Account Type

Select Checking to deposit to a checking account.  Select Savings to deposit to a savings account.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Account Description

Enter a description of the bank account.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Routing/Transit Number

Routing Transit Number

Enter the routing transit number to be used for the bank account.  This number can be found on the bottom of an employee’s check.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Distribution Method

Select Percent of Net Wages to distribute the net pay using a percentage of the net wages.  Select Percent of Gross to distribute the net pay using a percentage of the gross wages.  Select Fixed Amount to distribute the net pay using a fixed amount.

Percentage of Net Wages is calculated as gross wages less taxes less voluntary deductions.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Pre-Note Sent

This will be updated from BAC. Yes, relates that a Pre-Note was sent to this bank account for this employee. No, relates a Pre-Note was not sent.  Approved, relates if a Pre-Note was approved.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Pre-Note Date

The date that the Pre-Note was sent or approved. This field is updated by BAC.

NOTE	The date must be entered in the format of MM/DD/YY, or an error will be displayed.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


YTD Deposited

This field is only available if Pre-Note was sent and  “Approved”.  This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in setup.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Direct Deposit Display Area

This area displays the employee direct deposit accounts.  Selecting an individual account allows modifications to be made in the upper region.  They can be deleted by using the “Delete Account” button.  The “Move Up” and “Move Down” buttons can be used to adjust the order of the accounts.  The order from top to bottom is the order in which the check is withdrawn and deposited.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Ownership Percent

The employee’s ownership percentage in the company.

WHERE:	This can be located under the Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Estimated Annual Salary

The employee’s estimated annual salary for the year.

WHERE:	This can be located under the Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Highly Compensated

An employee who is:

a 5% owner of the employer at any time during the current or preceding

plan year

-or-

for the preceding plan year the employee had compensation in excess of

$80,000 and the employee was also in the “top-paid group”

(generally constituting the top 20%)

EXCLUDE THE FOLLOWING EMPLOYEES TO DETERMINE WHO IS THE TOP 20% OF ALL EMPLOYEES:

Those who have not completed 6 months of service

Those who normally work less than 17½ hours per week

Those who normally do not work more than 6 months during any year

Those who have not attained 21 years of age

Union employees who are covered by a collective bargaining agreement (this

only applies if at least 90% of all employees are union employees covered by a

collective bargaining agreement, and the plan being tested covers only non-

union employees.)

WHERE:	This can be located under the Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Key Employee

An employee who within the last five years was one of the following:

An officer earning over $65,000

Greater than a 5% owner

A 1% owner with $150,000 in compensation

An employee who is one of the top 10 owners of the employer

and who earns over $30,000

A spouse, child, parent or grandparent of an owner described in any

of the above three items

WHERE:	This can be located under the Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Benefit Accruals and Earnings

Displayed information includes quarter-to-date and year-to-date earnings, by Earnings Code, and a record of vacation, sick leave and benefit hours.  This information is updated automatically when payroll is processed and is based the benefit schedule assigned to the employee.  Earnings information is for display purposes only and cannot be changed.

NOTE	If a third benefit type (other than vacation and sick leave) is not defined in 3rd Benefit Option tab under the Setup button, the third benefit line does not display.

Choose the Vacation, Sick, or 3rd benefit button to display information for that particular benefit.

WHERE:	This can be located under Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Payroll Data Entry

Use the Data Entry button to enter all earnings and deduction information needed for the current payroll cycle.   The Pay Cycle screen allows input of parameters for the payroll (Pay Cycle, Check Issue Date, Earning/Deduction Period, Number of Weeks, and Number of Days).  Use the Automatic Pay feature or click “OK” to enter the employees’ information individually.   Once all the information is entered, exit payroll data entry and click the Reports button, select the Pre-Audit report. This report will need to be reviewed before sending the payroll.  Payroll should be sent when everything looks correct.  Once checks are received, payroll data may be received (The Check Register and Employer Summary Report are sent along with the checks).  Lastly, any desired reports may be fun from the report menu (Reports button).

WHERE:	This can be located under Payroll Processing - Data Entry button.


Employee Check History

This tab displays a list of payroll checks and related information for a particular employee. Select this tab for a quick display of an employee's check history without printing a payroll history report. The information provided by this option is for display purposes only and cannot be changed.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Pay Cycle Entry

Pay Cycle

Select a pay cycle for this Payroll cycle from the following: Weekly, Bi-Weekly, Monthly, or Semi-Monthly.  Bi-Weekly is the initial default.

The Automatic Payment feature will only pay employees with the corresponding pay cycle.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Automatic Earnings

Select the auto earnings check box for automatic application of earnings.  Earnings with a matching deduction/earnings period are applied to each employee processed using the automatic pay entry.

In payroll data entry, if employees have automatic earnings and/or deductions, you will be asked before each check’s entry to apply them to the employee’s check.  You will have the option of Both, None, Apply Earnings, Apply Deductions.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Auto Pay Standard Earnings Code 1

This field displays the standard Earnings Code selected on the Pay Cycle screen.  The field is for display purposes only and can only be changed using the Pay Cycle screen.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Pay Data Entry Main Screen

This screen allows entry of payment information for all employees.  You can enter changes and/or additions to those employees selected for automatic payment. The number of Days and Weeks may be altered for each employee.  This tab is primarily for display only.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Bank Code (Pay Data Entry Main Screen)

The bank code used for the previous check entry displays and can be changed. Choose the dropdown button to list all bank codes (the “F4” key can be used to drop down the options instead of using the mouse).  This field is available only if “No” is selected at the “Print Check” field.  If “Yes” or “Printed” is selected at the “Print Check” field, this field is maintained automatically by the system when the checks are processed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Check Date (Pay Data Entry Main Screen)

Enter the check date for this manual check.  This field is available only if “No” is selected at the “Print Check” field.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Earnings Pay Data Entry

Use the Earnings tab to select earnings information and adjust details for any check entered.  Choose the “OK” button to accept the data for that earning code.  Choose the “Undo” button to cancel changes for a newly selected earning code.  Choose the “Delete Earning” button to delete a line for this entry.

Choose the Earnings tab from the Employee Details button to view employee earning information (for example, insurance, credit union, and contributions). You can also review employee quarter-to-date or year-to-date earnings totals for each Earnings Code.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Pay Data Earnings Code

Enter an Earnings Code.  Choose the dropdown button to list all codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Pay Data State Code

Earnings Pay Data State Code

Enter a state tax code.  Choose the dropdown button to list all state tax codes (the “F4” key can be used to drop down the options instead of using the mouse). The default is the “Primary State” field on the Wages tab tab in Employee Maintenance.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Pay Data Local Code

Earnings Pay Data Local Code

Enter a local tax code.  Choose the dropdown button to list all local tax codes (the “F4” key can be used to drop down the options instead of using the mouse).  This field is used for earnings-type entries, and is available only if the “Local Tax Reporting” check box is selected on the Payroll Options tab.  The default is the employee's primary local tax code selected on the Wages tab in Employee Maintenance.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Pay Data Department Code

Earnings Pay Data Department Code

Enter a department number.  The department will default from the Earnings tab in Employee Maintenance or the employee number.  Choose the dropdown button to list all department codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Earnings Pay Data Amount

Enter the amount of the earnings you want to apply.  If the earning is based on hours, the hours and rate are extended automatically. The standard rate amount, if any, appears for earnings not based on hours.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Earnings Labor Code

Enter a labor code.  Choose the dropdown button to list all labor codes (the “F4” key can be used to drop down the options instead of using the mouse). The default is the primary labor code assigned to this employee on the Wages tab in Employee Maintenance.  The other labor code is used with the pay rates only.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Earnings Workers' Compensation Code

Earnings Workers’ Compensation Code

Enter a workers’ compensation code.  Choose the dropdown button to list all workers' compensation codes (the “F4” key can be used to drop down the options instead of using the mouse).  If a workers' compensation code is selected for an Earnings Code not subject to workers' compensation, a message appears allowing you to override the setting for this Earnings Code.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Earnings Rate

Enter the rate to use with this Earnings code.  The default rate is defined by the Earnings Code and with the departmental employee rates established on the Wages tab.  This field is available only for codes using rates (fixed amounts do not require a rate entry).

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Earnings Hours

Enter the hours to use with this Earnings Code.  Earnings codes can have default hours, as described in Earning Code Maintenance.  This field is available only for those Earnings Codes using hours.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Pay Data Deductions Code

Enter a Deduction Code.  Choose the dropdown button to list all codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Payroll Processing - Data Entry button - Deductions Entry tab.


Deductions Pay Data Amount

Enter the amount of the deductions you want to apply.   If the deduction is based on hours, the hours and rate are extended automatically. The standard rate amount, if any, appears for deductions not based on hours.

WHERE:	This can be located under Payroll Processing - Data Entry button - Deductions Entry tab.


Deductions Rate

Enter the rate to use with this Deduction code. This field is available only for codes using rates (fixed amounts do not require a rate entry).

WHERE:	This can be located under Payroll Processing - Data Entry button - Deductions Entry tab.


Deductions Pay Data Entry

Use the Deductions tab in Employee Maintenance - Details button- Deductions tab to adjust details for any check not yet printed. Choose the “OK” button to accept the data for that Deduction Code.  Choose the “Undo” button to cancel changes for a Deduction Code.  Choose the “Delete Deduction” button to delete a line for this entry.

WHERE:	This can be located under Payroll Processing - Data Entry button - Deductions Entry tab.


Employee Wages Subject To Other Local Taxes

Employee local quarter-to-date and year-to-date wages subject to city, school, and municipality taxes.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Local Tax Sum tab.


Employee Carry Over

The total number of hours carried over from the previous year for this benefit.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Pay Cycle Number of Hours and Weeks

These numbers default from the “Pay Cycle” field on this screen.  These fields can be adjusted.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Employee Change of Address Date

Enter the date that this employee incurred a change in their previous address.

NOTE	The date must be entered in the format of MM/DD/YY, with slashes included in the entry of the date.  An error will appear if it is not entered in this format.


Employee Date of Address Change

Employee Change of Address Date

Enter the date that this employee incurred a change in their previous address.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this format an error will appear.  The “/” is the key to data entry in this field.


Employee Status

Select the employee status from the following:  Active, Terminated, Deceased, FMLA, Leave Of Absence, Non Active (Not Eligible For COBRA), Lay Off.

When a status change relates to a COBRA event (Terminated, Deceased, FMLA, Leave Of Absence, or Lay Off), this employee is brought to the COBRA tab.  A termination date must be completed if an employee is terminated or deceased before going to the COBRA tab.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Officer of Corporation

Officer of the Corporation

Check this box if the employee is an officer of the corporation.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Branch Code

Enter the employee branch code, if applicable.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Class Code

Enter the employee class code, if applicable.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Unit Code

Enter the employee unit code, if applicable.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Life Insurance Primary Beneficiary

Enter the name of the life insurance primary beneficiary (e.g. the name of the spouse).

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Pension Plan Secondary Beneficiary

Enter the name of the pension plan secondary beneficiaries (e.g. the names of the children).  These fields may not need to be completed.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


New State Button

Allows selection of a new state for an employee to file under.  Multiple states may be added for each employee.  The primary state located on the Wages tab will be the state used for payroll taxes.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


New Local Button

Allows selection of a new locality for an employee to file under.  This location must, however, be setup at the Company level.  Multiple local codes may be used for each employee.  The primary local on the Wages tab will be used for taxes in payroll.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction State Code

The deduction state code will default the “Primary State” field on the Wages tab for this employee and can be adjusted using the dropdown button.

WHERE:	This can be located under Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Local Code

The deduction local city code will default the Primary Local field on the Wages tab for this employee and can be adjusted using the dropdown button.  This can be adjusted to fit the desired deduction.

WHERE:	This can be located under Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings State Code

The earnings state code will default the “Primary State” field on the Wages tab for this employee and can be adjusted using the dropdown button.  This can be adjusted to fit the desired earning.

WHERE:	This can be located under Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Local Code

The employee’s local code will default the Primary Local field on the Wages tab.  This can be adjusted for each earning. A different local city can be selected from those setup at the Company level to compliment the state (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Department Code

The employee’s department code will default the Employee Number field.  This can be adjusted for each earning.  A different department can be selected from those setup at the Company level in Department Maintenance (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Delete Button

An employee earning code may be deleted by pressing this button.

WHERE:	This can be located under Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Direct Deposit Account Number

Enter the employee’s bank account number to receive direct deposit earnings.

WHERE:	This can be located under Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Sick Accrual Button

Click this button to view the “Accrual Method” and “Available Date” for this type of benefit.  Only selected individuals may view this.

WHERE:	This can be located under Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Earnings Accrual Display

The individual Earnings Code’s quarter-to-date hours, quarter-to-date earnings, year-to-date hours, and year-to-date earnings accruals are displayed in this area.

WHERE:	This can be located under Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Employee Data Screens

Employee Pay History Screens

All of these screens are for display purposes only and may not be changed.  Employee benefit accruals, earnings accruals, check history, federal tax summary, state tax summary, and local tax summary detailed information may be viewed.

WHERE:	This can be located under Employee Maintenance - Pay History button.

Choose a tab below for more information.


Employee Check Date

The date of the check.  This field cannot be altered.  Check dates are displayed in this area for each check the employee received for the year.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Employee Gross Wages

This field displays the gross wages for each check.  The gross wages may not be altered. The year-to-date gross wages total for all checks is also displayed on this screen.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Employee Federal Withholding Tax

This field displays the federal withholding tax for each check.  The federal withholding tax may not be altered.  The federal withholding tax year-to-date total for all checks is also displayed on this screen.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Employee FICA Withholding Tax

This field displays the FICA withholding tax for each check.  The FICA withholding tax may not be altered.  The year-to-date FICA withholding tax total for all checks is also displayed on this screen.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Employee Other Tax

This field displays the other tax withholding for each check.  The other tax withholding may not be altered.  The other tax withholding year-to-date total for all checks is also displayed on this screen.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Employee Other Deductions

This field displays the other deductions for each check.  The other deductions may not be altered.  The other deductions year-to-date total for all checks is also displayed on this screen.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Employee Check Amount

This field displays the net amount for each check.  The net total amount may not be altered.  The net total amount year-to-date net total for all is also displayed on this screen.  The check amount for direct deposits will not be shown here.  The direct deposit checks will have a check number beginning with the letter “D”.

WHERE:	This can be located under Employee Maintenance - Pay History button - Checks tab.


Payroll Data Entry Check Entry Number

The ”Check Entry Number” field allows more than one check for an employee in the same pay cycle.  The first entry for an employee is 1 unless overridden by the user.  Enter 2 for the employee's second check, 3 for the third, etc.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Employee Number

Choose from the dropdown list of individuals to select the desired employee (the “F4” key can be used to drop down the options instead of using the mouse).  The name will appear in the indented area next to the selected employee number.  If the tabs are not enabled for use, enter a check entry number.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Days Worked

The “Days Worked” field defaults from the Pay Cycle screen but may be changed for each individual.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Weeks Worked

The “Weeks Worked” field defaults from the Pay Cycle screen but may be changed for each individual.  It is recommended to adjust these amounts per employee if your benefit accruals are specific to days and weeks worked.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Pay Method

The “Pay Method” field defaults from Employee Maintenance - Details button - Wages tab.  This field cannot be changed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Pay Cycle

The “Pay Cycle” field defaults from Employee Maintenance - Details button - Wages tab.  This field cannot be changed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Print Checks

The “Print Checks” check box defaults from the Pay Cycle screen.  This field may be changed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Direct Deposit

The “Direct Deposit” check box defaults from the Pay Cycle screen and may be changed.  This field cannot be unchecked if the “Print Check” field is set to “No”.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Hours

The “Hours” field cannot be altered after the payroll is complete.   The total amount of hours worked for this check will be displayed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Earnings

The “Earnings” field will display the employee’s total amount of earnings for this check of this payroll.   The total amount of earnings, before taxes and direct deposit amounts, for this check will be displayed.  This amount may be adjusted on the earnings tab by adding, deleting, and/or adjusting the each earning.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Data Entry Net Check Amount

The “Pre-Tax Net Amount” field displays the check amount before taxes and direct deposit amounts have been withdrawn.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Auto Earnings Code 1

The standard Earnings Code selected on the Pay Cycle window is displayed and cannot be changed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Auto Earnings Code 2

A second Earnings Code may be entered to be automatically paid to the selected range of employees.  Earnings codes with Fringe types cannot be entered for automatic payment.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


3rd Benefit Option Button

3rd Benefit Option Accrual Button

Click this button to view the “Accrual Method” and “Available Date” for this type of benefit.  This may be viewed only by selected individuals.

WHERE:	This can be located under Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Payroll Data Entry Check Number

The “Check #” field is enabled if  “Print Checks” is “No”.   Enter the check number of the check printed for this employee.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Employee Check Number

Each individual check number is posted on this page.  These fields may not be adjusted.  Those checks that have been direct deposited will have a number that begins with the letter “D”.

WHERE:	This field is found in Employee Maintenance - Pay History button - Checks tab.


Check Amount

Enter the check amount.  If a direct deposit stub number is entered at the “Check Number” field, a zero displays in the “Check Amount” field, and this field is unavailable for entry.  This field is available only if “No” is selected at the “Print Check” field.  If “Yes” or “Printed” is selected at the “Print Check” field, this field is maintained automatically by the system when the checks are processed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Deduction Hours

Enter the hours to use with this Deduction Code.  Deduction codes can have default hours, as described in Deduction Code Maintenance.  This field is available only for those Deduction Codes using hours.

WHERE:	This can be located under Payroll Processing - Data Entry button - Main tab.


Payroll Earnings Hours

Enter the hours for this Earnings Code.  Earnings codes can have default hours, as described in Earnings Code Maintenance.  This field is available only for those Earnings Codes using hours.   Any of the information relating to the employee’s earning code may be adjusted.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Earnings Code Description

The description of the Earnings Code is displayed in this field.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Payroll Earnings Labor Code

Enter a labor code. Choose the dropdown button to list all labor codes (the “F4” key can be used to drop down the options instead of using the mouse).  The default is the primary labor code assigned to this employee in Employee Maintenance – Details - Wages tab.  Different pay rates may be applied to a department by using a labor code along with the department.

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Payroll Deductions Data Entry

Click the OK button to accept the data for a line.  Click the Undo button to cancel changes for a line. Click the “Delete Deduction” button to delete a line for this entry.

WHERE:	This can be located under Payroll Processing - Data Entry button.


Employee Wages

This tab is used to enter employee pay cycles, pay rates, and tax filing status information.


Employee Filing Status

This tab displays tax status information.  The tax status information for a specific employee must be defined separately for federal, state, and local (if applicable) tax jurisdictions.  The “Primary State” and “Primary Local” fields from the Wages tab will be used for taxes in payroll.


Employee Check History

This tab is used to display a list of payroll checks and related information for a particular employee. Choose this tab for a quick display of an employee's check history without printing a payroll history report. Direct deposit checks will have a check number that begins with the letter “D” and the check amount will be zero.  The information provided by this option is for display purposes only and cannot be changed.


Auto Pay Labor Distribution Code

Enter a labor distribution code to select only those employees who are assigned this code, or select the “All “ check box to include all labor distribution codes.  Choose the dropdown button to list all labor distribution codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Payroll Processing - Payroll History button - Pay Cycle form.


Deduction State Code

The employee’s state code will default from the “Primary State” field on the Wages tab tab.  This can be adjusted for each deduction.

WHERE:	This can be located under Payroll Processing - Data Entry button - Deductions tab.


Federal Tax Summary Tab

The employee’s quarter-to-date and year-to-date wages and federal tax deduction information from each pay check are displayed on this tab.  Information is for display purposes only and cannot be changed.


Employee Middle Name

Enter the employee’s full middle name.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Hire Date

Enter the employee’s date of hire.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee General Tab

The general tab is used to enter employee address, social security number, marital status, hire information, emergency information, etc.


Earnings Goal Amount

The maximum amount which can be earned for the year for this Earnings Code.  Enter the earnings goal amount and when met or exceeded will cause a warning message to appear.  An example of earning with a goal amount may be a $5000 bonus amount to be given to an employee over an extended amount of pay periods.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Type

The type of earnings for this Earnings Code is set up in Company Maintenance from the following choices:

	Regular	Miscellaneous
	Overtime	Taxable Tips
	Vacation Pay	Excluded from Tip Calculation
	Sick Pay	Fringe
	Benefit	Allocated Tips
WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Frequency

Choose the frequency for this earning.  This section defaults from the More Info button under the Earnings tab, but can be altered.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Taxable Tips Earnings Type

This earnings type is used for earnings associated with tip reporting.

 WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Excluded from Tip Calculation

This earnings type is used for earnings associated with tip reporting.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Allocated Tips Earnings Type

This earnings type is used for earnings associated with tip reporting.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Fringe Type of Earnings

Fringe Earnings Type

This earnings type is used to specify non-cash fringe benefits.  When an Earnings Code with a Fringe earnings type is entered during payroll data entry, an offsetting line with a FB Deduction Code is created automatically to deduct the line amount from the net check amount.  The fringe benefit information displays in the box labeled "Benefits included in Box 1" of  W-2 Forms.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


QTD Earnings

The earnings quarter-to-date field is maintained automatically after the payroll processing is performed. This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in setup.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


YTD Earnings

The earnings year-to-date field is maintained automatically as payroll processing is performed. This field may vary depending when you started on SYBEN and if your company’s year-to-date information was included in your setup.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Balance

The earnings balance field represents the amount contained in the earnings goal field less the total earnings to date.  This field is for display purposes only and cannot be changed.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Tracking Earnings Goal

The earnings goal amount is either tracked by hours or wages.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab.  You can also get to this screen by holding down your  “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Display

This section displays each employee’s quarter-to-date and year-to-date earnings.  The earnings can be deleted by using the “Delete Earning” button if there isn’t any quarter-to-date and year-to-date amounts.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Workers' Compensation Code

Earnings Workers’ Compensation Code

The selected Earnings Code is subject to workers' compensation if the “Subject to Workers' Compensation” check box is selected in the More Info button under the Earnings tab.  During payroll data entry, the default workers' compensation code from the Details button under the Earnings tab will appear, but can be changed.  Clear the check box to have the workers' compensation code not default from the employee earnings tab for the Earnings Code.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Months

The earnings month fields are maintained automatically as payroll processing is performed.  If payroll is not installed at the beginning of the year, this data may not include some prior amounts.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Earnings Defaults

Primary State, Primary Local, and Primary Labor codes will default from the Details button under the Wages tab.  The Department will default from the Employee Number.  These fields can be changed for each earning code.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Direct Deposit Maintenance

Direct Deposit Maintenance Tab

Employee’s bank accounts for direct deposit are setup on this tab.  This information is not needed unless an employee has chosen to use direct deposit.  This tab is visible when the check box on the General tab is selected for an employee.


Employee Earnings Code Maintenance Tab

This tab is used to enter the earnings information for each employee, including automatic earnings for the earnings being applied in this manner.  By using the automatic earning field the earning code entry may be automatically applied for each payroll processing, which will save valuable data entry time. Employee quarter-to-date or year-to-date earnings totals for each Earnings Code can also be reviewed. Each Earnings Code is detailed only once, (example:  Regular earnings in Department 10 and Regular earnings in Department 20 will be combined) but this information may be generated through a report.  All Earnings Code must be set up for the company before being entered on this screen.


Employee Deduction Code Maintenance Tab

This tab is used to enter the deduction information for each employee.  By using the automatic deduction field the Deduction Code may be automatically applied for each deduction in payroll data entry, which will save valuable data entry time. Employee quarter-to-date or year-to-date deduction totals for each Deduction Code can also be reviewed.  All Deduction Codes must be set up for the company before being entered on this screen.


Employee Dependent Maintenance Tab

This tab is used to enter the dependent information for each employee.  This tab would be used mainly for those employees who have Health, Dental, Life, or other insurance coverage through the company.  It is also important to have this information for COBRA.


Employee Tax Summary Tab

Employee Local Tax Summary

The employee’s quarter-to-date and year-to-date wages and local tax deduction information from each pay check are accrued during payroll processing and displayed on this tab.  The information is for display purposes only and cannot be changed.


Auto Pay Labor Distribution Code

Enter a labor distribution code to select only those employees who are assigned this code, or select the All check box to include all labor distribution codes.  Choose the dropdown button to list all labor distribution codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Automatic Deduction

Select the automatic check box if this deduction is to be applied automatically in pay data entry.  Clear the check box if this deduction should not be applied. Select the pay periods this deduction is to be automatically withdrawn (Example:  A 401(k) deduction should be withdrawn every pay period).

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Automatic Deductions

The Auto Deductions check box is to be selected when automatic deductions are to be withdrawn for the Auto Pay feature.  Clear the check box to manually enter each deduction during payroll data entry.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Deductions/Earnings Period

Select the Deduction/Earnings period number (1 through 5).  This number should reflect which pay period of the month payroll is being entered.  The deduction/earnings period is matched with the periods specified for each Deduction and Earnings Code at the “Frequency of Deduction” field in Employee Maintenance – Details – Deductions tab and “Frequency of Earnings” field in the Employee Maintenance – Details – Earnings tab.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Deduction Rate/Amount

Enter the rate/amount of this deduction.  This amount can be changed during payroll data entry.  This field displays as deduction rate, percent, or hours based on the entry in the calculation method field for this Deduction Code on the Deductions tab in the More Info button.


Earnings Code

Enter the Earnings Code representing the default earnings.  This field is only used with the Automatic Pay feature.  The regular Earnings Code (“01”) default.  Choose the dropdown button to list all Earnings Codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Check Issue Date

Enter the date the check will be issued on. This date cannot be adjusted on individual checks, unless the check is a manual check.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Deduction Balance

The deduction balance field represents the amount contained in the deduction goal field less the total deductions to date.  This field is for display purposes only and cannot be changed.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


QTD Deduction

The deduction quarter-to-date field is maintained automatically as payroll processing is performed. This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in the setup.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Type

The deduction type assigned to the current Deduction Code can be one of the following: Standard Deduction, Pension Plan, Cafeteria Plan, and Employer Contribution.  This field is for display purposes only and cannot be changed.

NOTE:  The types for each deduction can be referenced in Company Maintenance - More Info button - Deductions tab.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Hours Accrued

Thus field displays the number of hours accrued for the year for a particular benefit type.  This field is updated automatically as earnings are processed for this employee.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Dependent Care Plan Accrual

The amount of dependent care contributions paid year-to-date.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Fringe Benefit Accrual

The Fringe Benefit field is used to display year-to-date fringe benefit amounts (all earnings entered with the earnings type “Fringe”) received by the current employee and reported as taxable income (for example, chauffeur services, or personal use of a company car). This field is for display purposes only and cannot be changed.

WHERE:	This field is located under the Employee Maintenance - Pay History button - Federal Tax Sum tab.


Employee Earned Income Credit

Enter Single for employees who are single or married with one spouse filing for Earned Income Credit.  Select Married for a married employee with both spouses filing “EIC” certificates.  Choose the dropdown button to list all filing status codes available for the “EIC” calculation (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Review Comment

Employee Review Comment

Use this comment field to enter a comment regarding the employee’s review.  Feel free to use the comment areas for any comment related to the employee.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Termination Comment

Use this comment field to enter a comment regarding the termination of the employee. Feel free to use the comment areas for any comment related to the employee.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Termination Date

Termination Date

In payroll data entry, a warning is displayed if a terminated employee is about to be paid.  There is also a report “Terminated Employees w/Checks” which shows all employees who received a check and have a termination date.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Rehire Date

Rehire Date

Enter the employee’s date of rehire.  The termination date should be moved to the prior term date location on this tab after this date is entered.  This will ensure the employee records are being kept up-to-date.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee E-Mail Address

Enter the employee’s e-mail address.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Sex

Enter male or female for this employee.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee City

Enter the employee’s city of residence.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Review Date

Enter the employee’s review date.  The comment boxes can be used for any additional information regarding this employee and their review.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee State

Enter the employee’s state abbreviation code.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Type

The deduction type assigned to the current Deduction Code can be one of the following: Standard Deduction, Pension Plan, Cafeteria Plan, and Employer Contribution.  This field is for display purposes only and cannot be changed.

NOTE:  These are displayed in Company Maintenance - More Info button - Deductions tab.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


YTD Deduction

The deduction year-to-date field is maintained automatically as payroll processing is performed.  This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in setup.


Deduction Balance

The deduction balance field represents the amount contained in the deduction goal field less the total deductions to date.  This field is for display purposes only and cannot be changed.


Deduction Goal

The maximum amount that can be deducted for the year.  Enter the deduction goal amount which, when met or exceeded, causes this deduction to be terminated.  An example of a deduction with a goal amount is a salary advance being paid back using payroll deductions.


Auto Pay Earnings Code 2

Earnings Code 2

A second Earnings Code may be chose to be applied to each employee selected.  Fringe type earnings codes cannot be entered for automatic payment.


Earnings Code

A two-digit number representing an earning to maintain.  Choose the dropdown button to list all Earnings Codes (the “F4” key can be used to drop down the options instead of using the mouse).


Earnings Code Description

The definition of the two-digit Earnings Code selected.


Fixed Amount

If fixed amount is selected at the method of entry field, enter the fixed dollar amount assigned to this Earnings Code.  When this Earnings Code is entered during payroll data entry, this amount is displayed, and can be changed.  If add amount to rate is selected at the method of entry field, enter the amount by which the employee's pay rate is to be adjusted.


Deduction Calculation Method

The calculation method assigned to the current Deduction Code displays to the right of the deduction balance field.  The calculation method can only be changed by BAC.  Below are the available calculation methods:

Amount, Percent of Gross Wages, Based on Regular Hours Worked, Based on Total Hours

Worked, Percentage of Net Wages, and Equal to Earnings Code(s).


Deduction Frequency

This section defaults from the Company Maintenance - More Info button - Deductions tab, but can be changed.


Deduction Display Area

Once an employee deduction has been set up, it will be displayed in this area.  The deductions can be deleted by using the “Delete Deduction” button, if there is not any quarter-to-date and year-to-date information.


Payroll Earnings Rate

Enter the rate (pay rate) for this earning.  The default rate is first defined by the Earnings Code, whether Pay Rate 1 or Pay Rate 2 is used (see Company Maintenance – More Info button – Earnings tab).  The rate then defaults form the employee department, labor, and pay rate set up the earning (See Employee Maintenance – Details button – Wages tab and Earnings tab).  This field is available only for codes using rates (for example, fixed amounts do not require a rate entry).

WHERE:	This can be located under Payroll Processing - Data Entry button - Earnings Entry tab.


Payroll Deductions Local Code

Enter a local tax code.  Choose the dropdown button to list all local tax codes (the “F4” key can be used to drop down the options instead of using the mouse).  This field is available only if the “Local Tax Reporting” check box is selected in Payroll Options.  The default is the employee's primary local tax code selected in the Employee Maintenance - Details button under the Wages tab.

WHERE:	This can be located under Payroll Processing - Data Entry button - Deductions Entry tab.


Factor Regular Earnings For Salaried Employees

Factor Regular Earnings Code for Salaried Employees

This check box appears if you enter a number of hours at the Hours 1 field which differs from the hours displayed in the “Standard Hours for this Payroll Cycle” field.  Select the “Factor Regular Earnings for Salaried Employees” check box to calculate salaried employees' earnings by dividing their pay rate by their autopay hours (see Employee Maintenance – Details button – Wages tab), and then multiplying the resulting hourly rate by the override number of hours entered in the “Hours 1” field.  For example, salaried employee earnings can be factored to separate regular earnings from vacation earnings.

Clear the check box to pay salaried employees their regular salary amount for this pay cycle, regardless of the override hours entered.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Payroll Deductions Description

This field displays the selected description of the Deduction Code.

WHERE:	This can be located under Payroll Processing - Data Entry button - Deductions Entry tab.


Auto Pay Hours 2

This number is used to calculate earnings for the second Earnings Code for this pay cycle.  If autopay hours are not are specified for an employee, hours will be based on your entry at the “Standard Hours for this Payroll Cycle” field.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Auto Pay Hours 1

This number is used to calculate earnings for this Earnings Code.  If autopay hours are not are specified for an employee, hours will be based on your entry at the “Standard Hours for this Payroll Cycle” field.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


COBRA Maintenance Tab

This tab is available if an employee on a benefit plan  that has a change in status that relates to COBRA, has a termination date, or when an employee full-time/part-time status changes that relates to a benefit plan. The information on this tab is calculated according to the qualifying event.   Change any necessary information for an employee’s COBRA enrollment.  There is a printer icon button that will print out the COBRA forms that are necessary for COBRA enrollment.


Employee "OK" & "UNDO" Buttons

Employee “OK” and “UNDO” Buttons

The “OK” button is used to add a Deduction and/or Earning Code entry for each employee.  The “UNDO” button is used to clear a Deduction and/or Earning Code entry.

WHERE:	These buttons can be located under the Employee Maintenance - Details button - Deductions tab or the Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Code Number

A two-digit number representing the deduction to maintain.  Choose the dropdown button to list all Deduction Codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Payroll Data Entry Display Area

Payroll Data Entry Display

This area shows the earnings or deductions to take out of this check.  An entry may be deleted by using the delete deduction or delete earning button.  Any desired earnings or deduction not displayed in this area must be added through the fields located above the display area.

WHERE:	This can be located under the Payroll Processing - Data Entry button on the Earnings Entry or Deductions Entry tab.


Pay Cycle Direct Deposit

Select the direct deposit check box to process direct deposit transactions for direct deposit participants.  Clear the check box to not process direct deposit transactions.  The direct deposit check box is only available if the “Direct Deposit” check box is selected and the “Require Direct Deposit” check box is selected in Company Maintenance – Set Up button  - Payroll Options tab.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Auto Pay Standard Hours

The standard number of hours for the pay cycle selected on the Pay Cycle screen.  This field is for display purposes only and cannot be changed.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Auto Pay Employee Range

Enter a range of employee numbers or select the All check box to include all employee numbers.  Choose the dropdown button to list all employee numbers (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Print Checks

Select the Print Checks check box to have BAC print checks.

WHERE:	This can be located under Payroll Processing - Data Entry button - Pay Cycle form.


Employee City

Enter the employee’s city.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Review Date

Enter the employee’s review date.

NOTE	The date must be entered in the format of MM/DD/YY.  If it is not entered in this

format an error will appear.  The “/” is the key to data entry in this field.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Auto Pay Hourly Employees

Select the “Pay Hourly Employees” check box to pay salaried employees automatically.   Clear the check box to pay hourly employees using the payroll data entry.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Ownership Percent

The employee’s ownership percentage in the company.


Estimated Annual Salary

Enter the employee’s estimated annual salary.  This amount may be used in benefit plan discrimination testing.


Employee Status

Choose the employee status from the following:

Active, Terminated, Deceased, FMLA, Leave Of Absence, Non Active (Not Eligible For COBRA), or Lay Off.


Key Employee

An employee who within the last five years was one of the following:

An officer earning over $65,000

Greater than a 5% owner

A 1% owner with $150,000 in compensation

An employee who is one of the top 10 owners of the employer,

and who earns over $30,000

A spouse, child, parent, or grandparent of an owner described in any

of the above four items


Life Insurance Beneficiary

Enter the Life Insurance Primary and Secondary Beneficiaries.


Pension Plan Beneficiaries

Enter the Pension Insurance Primary and Secondary Beneficiaries.


Beneficiary Relation

Select the relation of the beneficiary to the employee from the following:  Spouse, Child, Parent, or Other.


Branch Code

Enter the employee’s branch code name, if applicable.


Officer of Corporation

Check if the employee is an officer of the corporation.  This may be used in benefit plan discrimination testing.


Class Code

Enter the employee’s class code name, if applicable.


Unit

Unit Code

Enter the employee’s unit code name, if applicable.


Accept and Cancel Buttons

Accept and Cancel/Delete Buttons

In the Employee Maintenance Forms, click the Accept button to save the data currently being entered or updated.  The Accept button in Payroll Data Entry will save the data recorded for the employee for this particular check entry.  Once the Accept button is clicked, the information is permanently updated.

In the Employee Maintenance Forms, click the Cancel button to undo the data currently being entered or updated.

In the Employee Maintenance Forms the Delete button will remove the entire entry from the employee’s file after displaying a confirmation message.

The Delete button in Payroll Data Entry will delete the check entry.  The Cancel button will restore data to its original state.


Dependent Code Number

The two-digit code number used for each employee’s dependent.  Here is a common way to number the dependents:

	00=	Spouse
	01=	Child 1
	02=	Child 2
	03=	Child 3 (and so on).


Dependent Name

Enter the first, middle, and last name of the dependent.


Highly Compensated Employee

An employee who is:

A 5% owner of the employer at any time during the current or preceding plan year

For the preceding plan year the employee had compensation in excess of $80,000

The employee was also in the “top-paid group” (generally constituting the top 20%)

EXCLUDE THE FOLLOWING EMPLOYEES TO DETERMINE WHO IS THE TOP 20% OF ALL EMPLOYEES:

Those who have not completed 6 months of service, those who normally work less than 17½ hours per week, those who normally do not work more than 6 months during any year, those who have not attained 21 years of age, or union employees who are covered by a collective bargaining agreement (this only applies if at least 90% of all employees are union employees covered by a collective bargaining agreement, and the plan being tested covers only non-union employees).


Dependent Address

Enter the dependent’s address if it is different from the employee’s address.  The employee’s address automatically defaults.


Dependent SSN

Enter the dependent’s social security number.


Dependent Marriage Date

Enter the marriage date of the dependent to the employee.  This field only applies to a dependent who has a spouse relationship and may remain blank for other dependents.


Life Insurance Beneficiary

Select Primary, Contingent, or Other for the dependent’s relationship to the employee as a beneficiary for the life insurance plan.  Disregard this field if a life insurance plan is not in effect for this employee.


Pension Plan Beneficiary

Select Primary, Contingent, or Other for the dependent’s relationship to the employee as a beneficiary for the pension plan.  Disregard this field if a pension plan is not in effect for this employee.


Dependent Relation

Choose the dependent’s relation to the employee from spouse, child, domestic partner, or domestic partner's child.


Dependent Check Box

Check this box if the employee claims this person as a dependent on his or her tax return.


Dependent Sex

Enter the gender of the dependent (male or female).


Dependent Birth Date

Enter the date of birth for this dependent.


Dependent Initial Date of Coverage

Enter the first date of plan coverage for this dependent.


Dependent Phone Number

Enter the dependent’s phone number.  This is an optional field.


Dependent LOC Date

This field reflects the employee’s COBRA eligibility date.  This field is view only.


Dependent SS Months

Dependent Social Security Disability

Check this box if the dependent is on social security disability.  Eleven months is the standard (maximum) months given.  This amount may be changed if needed.


Dependent Coverage End Date

This is the ending date of COBRA Coverage.  This field defaults from the employee’s COBRA coverage end date, but may be changed.  The field will automatically update on social security disability and is changed.


Dependent Medicare Paticipant

Medicare Participant

Check if the dependent is a medicare participant.  If this box is checked, the dependent will not be eligible for COBRA.


COBRA Letters and Notices

COBRA Notices and Letters

On the COBRA tab there is a button to print the following required reports:

COBRA Initial Notice-	This is the first letter an employee on a welfare benefit plan will receive to inform them of the COBRA option that will be available.  This is given to the employee with the welfare benefit plan enrollment forms.  SYBEN will print out this letter at the time an enrollment form is generated.
Qualifying Event Notice-	This letter explains to the individual why they are eligible for COBRA and what they are able to continue coverage on.  This is to be mailed to the employee.
Spouse Qualifying Event Notice-	This letter explains to the individual why they are eligible for COBRA and what they are able to continue coverage on.  This is to be mailed to the spouse of the employee.
HIPAA Certificate-	This is given to the employee once they are eligible for COBRA.  This will show proof of prior coverage.  This is to be mailed to the employee at the time of COBRA eligibility.
COBRA Status Change Form-	This form gathers the necessary information required for BAC to administer COBRA.  This is to be completed by employer and then faxed to BAC.
Carrier Change Forms-	Each carrier form will be printed once an employee is eligible for COBRA.  This is to be completed by the employer and mailed to each carrier.


SYBEN Introduction

SYBEN allows entry of employee data in order to process a company’s payroll.  The main purpose of the software is to collect payroll data and help in administering benefit plans.  Once the payroll data is collected, this data is sent to Benefits Administration Company (BAC).  At BAC, the data is processed and monitored so regulations are maintained.  The information is then sent to the company in paper form, as well as updating the SYBEN system, depending on which services SYBEN is providing.  A variety of helpful reports may be generated once payroll data is received from BAC.


Company Setup

Company Maintenance

These screens are completed by Benefits Administration Company with information obtained from the company through the implementation guide.  The Company Screens are intended for display purposes only. The Setup button, More Info button, Departments button, and Benefits button are located in this section.  The Departments button will allow changes and additions of new departments.  If there are changes or additions to this information, please contact BAC at (800) 536-0125.


Employee General Tab Setup

New Employee Setup

To update employees go to the Employee Maintenance - Details button.  New employees must be entered through the New Employee button under Employee Maintenance.  This form requires the minimum information required to pay an employee.

Before setting up a new employee, check to see if they previously worked at the company and renumber them accordingly, if necessary, and then enter their rehire date and move their termination date to the prior termination date.

It is recommended that the next number provided should be used for an employee.  To enter a new employee you are to select the department for the employee.  Then enter the employee number (the employee number is the 2-digit department number followed by 7-digits).  You will be prompted if information has been missed for the new employee.  Once you have completed the new employee form, you will be brought to the employee details section to enter more information regarding this employee.

This tab has the following defaults:

State = the company’s state address

Marital Status = Married

Sex = Male

Race = Caucasian

This information should be changed if not correct.


Employee Setup

Employee Setup is located under Employee Maintenance - Details.  There are nine tabs which are employee specific for running payroll.  The General, Dependents, Wages, Filing Status, Deductions, and Earnings tabs are always visible.  The Direct Deposit tab will be visible only if the company setup has made direct deposit available and direct deposit is checked on the General tab.  The COBRA tab will only be visible if an employee is terminated and on a benefit plan.  The Benefits tab will be enabled only if the employee has been posted through the Eligibility report as notified for a benefit plan.


Employee Dependents Setup Tab

This tab allows entry of the dependents of the employee.  The dependent information is quite helpful when an employee has benefit coverage for his or her dependents.  This information is critical for COBRA maintenance.  This information is not necessary otherwise.  It is recommended that you use Dependent code “00” for the spouse and “01”, “02”, etc. for children.  The benefit plan information is only available through the “Dependent Details” button, which is only accessible by checking the “This Person is a Dependent.”


Employee Wages Setup Tab

The wages tab should have the following fields completed: Pay Rate 1, Pay Cycle, and Pay Method. The Pay Cycle will default from the company’s setup information.  The Pay Method will default to hourly.  The employee needs to be set to part time if applicable.  The Auto Hours will default according to the pay cycle chosen, but may be changed.  This tab is necessary to complete for payroll purposes.  Changes to the left side of the screen need to be accepted or cancelled.  The information on the right side of the screen is automatically updated when changes are made.  There can be multiple pay rates for each employee.  If an employee has more than one pay rate for the same department, apply the according labor code for the department and adjust the pay rate.


Employee Filing Status Setup Tab

This tab must be reviewed for each employee.  The filing status is set up when a new employee entered, so unless this information needs to be corrected these fields can remain unchanged.  The number of dependents should be how many the employee claims.  The override withholding tax calculation can be altered to:  none, use percentage, add amount, or use fixed amount.  The access to the various fields depends on the state’s tax calculation process.  The local filing status will appear only if “Local Tax Reporting” check box is checked in company maintenance and/or the state has local taxes.


Employee Deductions Setup Tab

Employee Deductions Tab

The Deductions tab is used to setup deductions for each employee.  This tab is also used for viewing an employee’s quarter-to-date and year-to-date deduction information.  It is important to set up the deductions for each employee.  The auto deduction feature will be a time saver in payroll data entry, so use this feature whenever possible. Each deduction is selected from the Deduction Code drop down box listing.

Once a deduction is chosen, the criteria which applies to this employee’s deduction is displayed.  The calculation method, deduction type, and quarter-to-date fields may not be changed.  The deduction frequency defaults from Company Maintenance – More Info button – Deductions tab.  Adjustments to an existing deduction can only be made in the upper section of the form.  The lower section has an arrow which points to the deduction currently selected.  The deduction frequency will only matter when using the Automatic Pay feature and the automatic deduction feature.  Use the “OK” and “UNDO” buttons when entering a new deduction or changing an existing deductions information.  The delete deduction button should be used when a deduction needs to be deleted (only a deduction without year to date and quarter to date information may be deleted).

NOTE:	 For benefit plan deductions to occur in payroll, it is important the following steps are followed:

1.	Run the enrollment form for each benefit plan

2.	Post the employees to the notification table

3.	Post the employees as “Accepted” or “Declined” for each benefit according to their enrollment forms

(Employee Maintenance – Details button – Benfits tab)

4.	Set up the employee for the corresponding plan, check the automatic check box, and assign the proper payroll period(s) to have withdrawn (Employee Maintenance – Details button – Deduction tab)


Employee Earnings Setup Tab

Employee Earnings Tab

The Earnings tab should be complete for payroll processing purposes.  The automatic earning feature will save data entry time for employees who are not salary and have static hours.  The frequency of earnings will be applied when using the Automatic Pay feature and automatic earnings feature in payroll.  The frequency will default from the company earnings screen. Use the “OK” and “UNDO” buttons when entering a new earning.  The delete earning button should be used when an earning needs to be deleted (only an earning without year to date and quarter to date information may be deleted).


Employee Direct Deposit Setup

Employee Direct Deposit Setup Tab

The direct deposit tab will only apply to company’s which have direct deposit initialized at the company level.  This tab is then enabled by checking the direct deposit check box on the General tab in Employee Maintenance - Details button.  The employee bank information is required for each direct deposit account.  This information is then verified by Benefits Administration Company’s communication with the bank, which takes 10 business days (may vary among each bank).  The account will need to be approved in order for the direct deposit feature to work in payroll.  The prenote sent should always be “No” for the initial setup.  This field will change after the data is received from BAC.  Once the employee’s prenote sent is changed to “Accepted” by BAC the employee will have money deposited into their account.

NOTE:	The Direct Deposit tab will no longer appear if the direct deposit box is unchecked in Employee Maintenance, but the information will still exist for that employee.


Employee COBRA Setup Tab

This tab is only accessible when an employee that has a change in status that relates to COBRA, has a termination date, or when an employee full-time/part-time status changes that relates to a benefit plan. The information on this tab is calculated according to the qualifying event.   Change any necessary information for an employee’s COBRA enrollment.  There is a printer icon button that will print out the COBRA forms that are necessary for COBRA enrollment.


Payroll Data Entry Processing

Payroll Data Entry General Procedure

Selecting the Data Entry button under Payroll Processing will display the payroll data entry screens.  The first screen is the pay cycle screen for the pay period guidelines.  From this form, the auto pay screen and/or the employee payroll entry screen may be activated. Once payroll data entry has been completed, the Pre-Audit report should be run.  This report will show each employee’s check with the before tax earning and deduction amounts.  This should be closely examined by the appropriate individual before sending the payroll data.  To send the data to BAC, make sure you are connected to the internet.  Next, send the payroll data by clicking on the Send Payroll Data button, and entering the transfer data password.  A form will display showing the status of the data transfer (Phase III will take the longest out of the four phases).  If the cancel button is selected, it may take about 30 seconds for this to register. This screen will display when the payroll data has been successful.  The amount of time for transfer may vary with the size of the company and the speed of the connection.  When checks are received, the payroll data may be retrieved.  Click on the Receive Payroll Data button.  A form will display showing the status of the data process.

Once payroll has been sent, access is restricted for employee maintenance, and payroll data entry.  Reports can be run if they do not require information from the processed payroll.  If there are any questions or concerns, to contact BAC at (800) 536-0125.


Pay Cycle Data Entry Screen

The Pay Cycle Pop Up Screen is the first step to payroll processing.  The pay cycle will default automatically from the Company Setup.  The check date should default according to the last pay period and the pay cycle chose, however, it maybe overwritten if necessary. The deduction/earning period is the pay period number of the month (this will relate to the Automatic Pay feature and automatic earning features).  The days worked and weeks worked will default from the pay cycle.  These may be manually changed to accommodate your payroll needs.  The standard Earnings Code field applies to the Automatic Pay feature and application of automatic earnings and deductions in data entry.  The auto deductions and auto earnings check boxes relate to the Automatic Pay feature only.  During each employee’s new check entry, a message box will prompt whether or not automatic earnings, automatic deductions, both, or none want to be applied (if they are setup the employee).  Check the Direct Deposit check box if there are employees who use this feature.  The Print Checks is to be checked if there are employees who will have a paper check.  The Manual Taxes check box does not apply to this version so they can be left the way they are.  Choose the Auto Pay button to automatically pay employees.  The clear button will erase all payroll entries made for the entire pay cycle for this current processing.  Click “OK” to proceed to post each employee’s payroll data.  Only one pay cycle type (Weekly, Bi-Weekly, etc.) can be sent at a time to BAC.


Auto Pay Payroll Processing

Use this feature in payroll data entry to prepare standard payroll information based on the information contained in the employee screens.  This information can be prepared for all employees, or just a range of employees.  This feature is used mainly for salaried employees and hourly employees with a set number of hours each pay cycle.


Employee Check History

Employee Check History Tab

This tab shows each check printed, for the employee selected, during the range of dates from beginning date to ending date.  This screen is updated after each payroll processing has been received back from Benefits Administration Company.


Employee Pay History Maintenance

The Pay History Screens are located under Employee Maintenance, Pay History. Employee benefit accruals, earnings accruals, check history, federal tax summary, state tax summary, and local tax summary information is shown in detail.  All of these tabs are view only and may not be altered.


Employee Benefits Accrual/Earnings Tab

This tab shows the benefit accruals which relate to vacation, sick, and the 3rd benefit option.  The corresponding button to the right of the benefit year-to-date accruals shows the same information plus the accrual rate, accrual method, and available date.  The year-to-date earnings are displayed at the bottom of the screen.


Employee Federal Tax Summary Tab

The employee’s quarter-to-date and year-to-date federal taxes from each pay check are accrued here.  No changes can be made, for viewing is only allowed.  Choose the Delete button to remove the tax record from the file.  The Delete option is only available if there is no data on file for the tax code entered and neither the primary nor primary local code was entered for the current employee.


Employee State Tax Summary Tab

Employee State Tax Summary

The employee’s quarter-to-date and year-to-date state taxes from each pay check are accrued here.  No changes can be made, for viewing is only allowed.  Choose the Delete button to remove the tax record from the file.  The Delete option is only available if there is no data on file for the tax code entered and neither the primary nor primary local code was entered for the current employee.


Employee Local Tax Summary Tab

The employee’s quarter-to-date and year-to-date local taxes from each pay check are accrued here.  No changes can be made, for viewing is only allowed.  Choose the Delete button to remove the tax record from the file.  The Delete option is only available if there is no data on file for the tax code entered and neither the primary nor primary local code was entered for the current employee.


Employee Payroll Data Entry Processing

Payroll Data Entry Main Screens

Data entry for each individual employee.  Begin by selecting an employee from the drop down list or typing either their employee name, employee number, or employee social security number.  Next, choose the check entry number which corresponds to what check this is for this employee, such as 1st, 2nd, 3rd, etc.  Then, automatic earnings and/or deductions may be applied, if the employee has them setup in employee maintenance.  Additional information, earnings, and deductions may be entered on the Main, Earnings, and Deductions Entry tabs, respectively.  The List Checks button shows you the employees and their check entry numbers which have been entered for the payroll so far.  The Pay Cycle button reopens the pay cycle pop up screen.  The Accept and Cancel buttons relate to the entire employee’s check.


Payroll Processing File Submission

Once the Verification/Changes and Pre-Audit Report have been reviewed; the file is ready to be sent to Benefits Administration Company.  Once connected to the internet, click the Send Payroll Data button and enter the password.   Click yes to erase all the payroll data entry and send the file.  A form will appear displaying the status of the connection process (Phase III will take the longest).  If the connection has been lost, you will be notified.  Once the payroll has been completed the form will display the message at the top in blue.


Payroll Processing File Retrieval

Once checks are received, the Payroll Processing File is ready for retrieval.  Connect to the internet.  Click on the Receive Pay Data button will retrieve the file.  A screen will display the status of receiving the payroll data.  If the file is not yet available, a message will be displayed in blue at the top.   When the data has been retrieved successfully the form will display this message.


Exempt

Exempt Filing Status

If an employee is exempt from taxes, set the Dependent Exemption to “0”, Override W/H Tax Calc to “Use Fixed Amount”, and Override Amount to “0”.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab.


List Employee By Name/Number/SSN

Employees can be listed by employee name, employee number, or employee social security number in Employee Details, Employee Pay History, and Payroll Data Entry by clicking on the selection desired in the “List Employees By” section on these screens.

WHERE:	This can be located under Employee Maintenance - Details button, Employee Maintenance - Pay History button, and Payroll Processing - Data Entry button.


Employee Zip Code

Enter the employee’s nine-digit zip code.


Employee Date of Birth

Enter the employee’s date of birth.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Next Employee Number

Select this button to see the next available employee number for the department selected.

WHERE:	This can be located under Employee Maintenance - New Employee button.


Exempt Filing Status

When an employee is exempt you will want to place the Dependent Exemption to “0”, Override W/H Tax Calc to “Use Fixed Amount”, and Override Amount to “0”.

WHERE:	This can be located under Employee Maintenance - Details button - Filing Status tab.


Employee Pay Cycle

Select a code from the following list to indicate this employee's pay cycle.

	Pay Cycle	Number Pay Periods Per Year	Standard Number Hrs Per Pay Cycle
	Weekly	52	40.00
	Bi-Weekly	26	80.00
	Semi-Monthly	24	86.67
	Monthly	12	173.33

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Department Number

Employee Department Number

Select the department for this employee.  The employee number will also include this number as the first two digits. Various department types can be viewed using the dropdown arrow (the “F4” key can be used to drop down the options instead of using the mouse).  New departments may be added in company maintenance under the Departments button.  Renumbering an employee in Employee Maintenance - Details button - General tab allows an employee’s department to be changed.

WHERE:	This field can be found under the Employee Maintenance - New Employee button .


New Employee Form

A new employee must be setup through this form.  Necessary information includes the department, employee number (the department number is the first two digits), first name, last name, hire date, birth date, pay rate 1, federal filing status, federal number of exemptions, state filing status, state number of exemptions, and local filing status information (if applicable). A new employee cannot be added until the necessary information for payroll is entered.  It is recommended to use the next number provided for setting up an employee.

Once the proper information has been entered, clicking “OK” will open the employee details screen in employee maintenance.  Information can then be added or changed, such as address information, marital status, or direct deposit information.

WHERE:	This form is located under Employee Maintenance - New Employee button.


Company Setup Screen

This screen includes five separate tabs that relate to general company maintenance.  The first tab is the General tab, which includes basic company information, such as the company address and phone number.  The second tab is the Payroll Options tab, which displays some of the payroll parameters.  On this tab you are able to adjust the field “List Dept By” to either Numeric code or Name.   The third tab is the Direct Deposit tab and will determine if the company has a direct deposit option for payroll. The fourth tab, labeled Establishments is required when a business has tipped employees, otherwise it is for informational purposes only.  The last tab is the State and Local Identification Numbers for tax reporting information.

Which services a company has through SYBEN will determine which tabs need to be completed (this is determined at the time SYBEN is implemented).


Company More Information Screen

Company More Info Button

This button displays general information regarding the company setup.  There are five tabs included on this screen.  The first tab,   Payroll Info, states the pay cycle corresponding items.  The Earnings tab is second and displays all the Earnings Codes available along with their detailed setup information.  The Deductions tab is third and displays all the Deduction Codes available along with their detailed setup information.  The fourth tab, Bank tab, displays the company bank account(s) information.  The last tab is the Labor tab, which displays the labor codes setup for the company.  Standard labor codes are included in SYBEN that mirror the Employer Equal Opportunity requirements.  Contact BAC if additions or deletions to the list would be desired.

Which services a company has through SYBEN will determine which tabs need to be completed (this is determined by the time SYBEN is installed).


Company Department Setup

Company Departments Setup

This is the only company level screen that is not view only.  Additional departments may be created and the hours required per week to meet full time status may have adjustments.  Departments may not be deleted.


Company Benefits Screen

This screen has four tabs.  The first tab, Eligibility, displays benefit plan information and criteria.  The next tab, Benefit Accrual, shows how vacation and sick accruals are setup (if applicable).  The third tab, 3rd Benefit Option, shows a third type of benefit accrual that can be used along with the vacation and sick (example “Personal”).  Workers’ Compensation is the last tab, which will display the workers’ compensation codes that have been set up for the company.

The services the company has through SYBEN determined which tabs were necessary to complete at time of installation.


Reports Menu

Report Menu

SYBEN features various reports which may be printed several times in various styles.  The reports in SYBEN include the following:

Verification/Changes, Pre-Audit, Enrollment Forms, Eligibility (Not Notified), Previously Eligible (Declined), Blank Enrollment Forms, Employees, Employee Labels, Full Time Eligibility, Employee Listing, Hire/Birth Date Listing, New Hires, Terminated Employees, Average Hours, Age 64-65 Medicare Notice, Check History, Master Control, Payroll Register, Payroll Summary, Workers’ Compensation, Earnings Detail, Earnings Summary, Deduction Detail, Deduction Summary, Benefits Accruals, Terminated Employees with Checks, Active Employees without Checks, Employer Equal Opportunity, Payroll Time Sheets, W4 Form, and I9 Form.

Each of these reports may be viewed and printed.  Most reports have date range and employee range options.  Sorting options are also available.  Once a report is chosen and ran, the options chosen for that report will remain the same until the Report Menu is exited.


Verification/Changes Report

This report will show changes made in Employee Maintenance since the last payroll received from Benefits Administration Company. This report is automatically sorted by employee number.  The Verification/Changes Report will be helpful verifying and in catching data entry errors new employees by showing what was previously in SYBEN and what it has been changed to.  This report must be reviewed before payroll may be sent to BAC.


Pre-Audit Report

The Pre-Audit report should be run each pay period once payroll data entry is complete.  This report displays the employee check information, before tax calculation, which is entered through payroll data entry.  It is very important the earnings and deductions are verified so employee pay checks do not encounter errors.   The Pre-Audit report may be sorted by employee name or employee number. This report must be printed before payroll may be sent to BAC.  The last page of this report is to be faxed or emailed to BAC.


Eligibility Report

The Eligibility, not Notified report has a selection which must occur before previewing or printing.  This report will display employees who need to be sent enrollment forms for benefit plans.  First, select a specific range of employees, or all employees, either by employee number or name from the Selection Criteria tab (all employees by default).  A benefit type and plan must be selected on the Other Selection Criteria tab.  On this same tab, select the number of days from the current date, or enter a specific date, to view which employees are eligible at that time for the specified plan.  Lastly, the Sort Options tab allows sorting the report by employee name or employee number (employee number by default).  This report will act as a nice check list for when employee enrollment forms have or have not been turned in.

NOTE:  The first time this report is run, a selection of “0” days may be desired to set the date of eligibility to the current date.  This report then will then show all employees who should have been offered eligibility in the past for the various benefit plans.  “Yes” should be selected to add these employees to the notification table and a copy of the report should be kept.


Previously Eligible Employees Report

Previously Eligible Employees

This report shows employees who declined a particular benefit, but are still eligible for that benefit plan.  Employees may want to enroll on the next entry date for a benefit plan.  For example, a 401(k) plan may have entry dates of January 1st and July 1st and an employee declined for January 1st, but accepts enrollment for July 1st.

To accurately maintain employee records an employee accepting or declining enrollment should be entered on the Benefits tab in Employee Maintenance  - Details button when enrollment forms are received.


Full Time Eligibility

Full Time Eligibility Report

The Full Time Eligibility Report shows full time employees who are not meeting their hour requirement to receive full time benefits.  This report will also show part time employees who are meeting the full time hour requirement and should be offered full time benefits, if eligible.

For this report, you may select a specific range of employees or all employees, either by employee number or name from the Selection Criteria tab (all employees by default).  On the Other Selection Criteria tab, select the pay frequency (Bi-Weekly by default) and the payroll range (latest check – number of weeks/months = beginning check date).  The include current payroll option will include the payroll which has not yet been received from BAC. Lastly, the Sort Options tab allows sorting the report by employee name or employee number, which defaults to employee number. This report may be printed at any time.


Employee Listing Report

This report will display detailed information on each employee from employee maintenance.  On the Selection Criteria tab, select a specific range of employees or all employees, either by employee number or name (all employees by default), while also selecting the status desired from active, all, or terminated (all will default). Lastly, the Sort Options tab allows sorting the report by employee name or employee number, which defaults to employee number.

This report may be printed at any time.


Enrollment Forms

The Enrollment forms have a selection that must occur before previewing or printing.  This report will display employees who need to be sent enrollment forms for benefit plans.  First, select a specific range of employees, or all employees, either by employee number or name from the Selection Criteria tab (all employees by default).  A benefit type and plan must be selected on the Other Selection Criteria tab.  Only one type of form may be printed at a time.  On this same tab, select the number of days from the current date, or enter a specific date, to view which employees are eligible at that time for the specified plan (effective date).  Lastly, the Sort Options tab allows sorting the report by employee name or employee number (employee number by default).  Qualifying employees can be added to the notification table when the report is finished.  If “Yes” is selected, the company is responsible for have giving the employees these enrollment forms.  If “No” is selected, these employees will be shown on future eligibility reports for this plan.


Hire/Birth Date Listing Report

Hire Date and Birth Date Listing Report

This report will show hire dates, birth dates, and rehire dates for employees. On the Selection Criteria tab, select a specific range of employees or all employees, either by employee number or name (all employees by default), while also selecting the status desired from active, all, or terminated (all will default).  You also may select the status desired from active, all, or terminated (all will default). All hire dates are included by selecting the “ALL” option or a hire date range may be selected.  Lastly, the Sort Options tab allows you to sort the report by employee name or employee number (defaults to employee number).

This report may be printed at any time.


Age 64-65 Medicare Notice

Those employees that are age 64 and 65 will only be printed when this report is selected.  This report is a notice letter to employees on information offered by the government for medicare plan options.


Check History Report

This report will show a detailed listing of the check information for each employee by department. On the Selection Criteria tab, select a specific range of employees or all employees, either by employee number or name (all employees by default), while also selecting the status desired from active, all, or terminated (all will default).  The check issue date range must be chose by either the “ALL” check box or entering a specific date range.  Lastly, the Sort Options tab allows sorting the report by employee name or employee number (employee number by default).

It is recommended to print and keep this report after the payroll has been received.


Master Control Report

This report shows year-to-date and quarter-to-date information for all employees.  This report can be sorted by employee number or employee name.  This report will give you the option to print each employee per page or printing multiple employees on each page.

It is recommended to print and keep this report after the payroll has been received.


Payroll Register Report

This report will display the check information for the specified check date range (similar to the Pre-Audit Report, but tax information applies). On the Selection Criteria tab, select a specific range of employees or all employees, either by employee number or name (all employees by default), while also selecting the status desired from active, all, or terminated (all will default).  The check issue date range must be chose by either the “ALL” check box or entering a specific date range.  Lastly, the Sort Options tab allows sorting the report by employee name or employee number (employee number by default).

It is recommended to print and keep this report for the current pay period only after receiving payroll data. This report may be printed at any time for multiple pay periods.


Payroll Summary Report

This report shows employee check information totals for a specified check date range for each employee, department, and company wide.  Enter the check issue date range desired or select the all check box on the Selection Criteria tab.  The Sort Options tab allows sorting the report by employee name or employee number (employee number by default).

It is recommended to print and keep this report for the current pay period only after receiving payroll data.  This report may be printed at any time for multiple pay periods.


Benefits Accruals Report

This report will display the year-to-date benefit accrual status for each employee.  On the Selection Criteria tab, enter the hire date range desired, or select the all check box and check which benefit accruals and employee status to view  (all will default). Lastly, the Sort Options tab allows sorting the report by employee name or employee number, which defaults to employee number.

NOTE:  This report will only work if benefit accruals are performed through SYBEN.


Earnings Detail and Summary Register

These reports will display earnings information for each employee specific to the selected earnings types chosen.  The detail report will break out each check and the summary report will combine all check amounts together.  On the Selection Criteria tab, select a specific range of employees or all employees, either by employee number or name (all employees by default).  The check issue date range must be chose by either the “ALL” check box or entering a specific date range.  On the Other Selection Criteria tab, choose which earnings to print or preview. This report can be sorted by employee number or employee name on the Sort Options tab (employee number will default).

These reports are useful for departments that are interested in only certain types of earnings.


Deduction Detail and Summary Register

This report will display the deduction information for each employee specific to which deductions you choose. The detail report will break out each check and the summary report will combine all check amounts together.  On the Selection Criteria tab, select a specific range of employees or all employees, either by employee number or name (all employees by default).  You will also want to enter the check issue date range you desire or select the all check box.   On the Other Selection Criteria tab, you will want to choose which you would like to print or preview.  You have the option to sort by employee number or employee name on the Sort Options tab (employee number will default).

These reports are handy for those departments that are interested in only certain types of deductions.


Terminated Employees with Checks

Terminated Employees With Checks Report

This report shows employees with a termination date who received a check in the current pay period.  It is recommended to print this report when printing the Pre-Audit Report.


Active Employees Without Checks Report

This report shows employees with an active employee status who did not receive a pay check for the current pay period.  This report will also display the automatic deductions of these employees.  It is recommended to print and keep this report when printing the Pre-Audit Report.  This report is useful for the next pay period if employees will need to double up on deductions due to the missed check is useful.


Employer Equal Opportunity Report

This report will show the number of employees for the EEO specified job categories by sex and race.   This report will help calculate the totals when submitting this report is required.

NOTE:	This report may not be properly setup for the company to use, so check with the payroll administrator for the company before using this report.  This report’s accuracy is dependent on maintaining each employee’s sex, race, and primary labor code.


Automatic Earning Setup

Automatic Earnings Setup

This feature should be used when an employee has an Earnings Code that is static each pay period.  Under Employee Maintenance - Details button - Earnings tab select the earning to be performed each pay period, check the automatic check box , and the pay periods this earning is to be automatically applied. The amount to be applied needs to be filled in as well.  Once these steps are done correctly, a message box will appear in payroll data entry for this employee allowing automatic earnings to be applied.


Automatic Deductions Setup

This feature should be used when an employee has a Deduction Code that is static each pay period.  Under Employee Maintenance - Details button - Deductions tab select the deduction to be performed each pay period, check the automatic check box, and the pay periods this deduction is to be automatically applied. The amount needs to be filled in as well (unless this is a group insurance benefit plan where this amount is calculated in SYBEN).  For a benefit plan deduction, a benefit plan type should be selected, allowing SYBEN to maintain the criteria for this benefit plan (eligibility and rates).  Once these steps are done correctly, a message will appear in payroll data entry for this employee allowing automatic deductions to be applied.


One Time Deductions/Earnings

If earnings or deductions never have a consistent payroll pattern, they should be entered individually in payroll data entry for each employee.  If an earning or deduction is being entered continuously, consider making it automatic and applying specific pay periods.


Employee Benefit Plan Eligibility Maintenance

Employee Benefits Tab

The Employee Benefits tab will be enabled once the enrollment forms have been ran and posted.  If an employee’s benefit tab has grayed out fields, then it is not enabled.  This means that this employee is not yet eligible for any benefits or the enrollment forms have not been ran and posted.  When an enrollment form is received, you will want to adjust this tab accordingly.  It is important to maintain these records for company knowledge as well as report accuracy.

WHERE:	This can be located under Employee Maintenance - Details button - Benefits tab.


Earnings Codes

The following is a listing of the Earnings Codes which are available (there may be slight differences from client to client due to changes/additions which may have been made):

01	Regular		69	Long Term Dis
02	Charged Tips		72	Meals
05	Tips Reported		74	Miscellaneous
06	Tip Differential		77	Overtime
10	Adjustment		79	Personal
20	Medical Care Disbursement		80	Portage
21	Dependent Care Disbursement		82	Salary
26	Individual Insurance Disbursement		83	Retro Pay
27	Cancer Insurance Disbursement		84	Room Service Tips
28	Ambulance Insurance Disbursement		86	Sales Bonus
40	Auto Allowance		87	Sales Draw
42	Commissions		88	Sick
44	Banquet Gratitude		89	Severance Pay
45	Bereav Earn		90	Training Tips
46	Bonus		91	Time Off Bank
50	Doubletime		92	Training Tips
55	FMLA		93	Transport
60	Holiday		95	Vacation Hours
63	Incentive		96	Vacation Salary
66	Jury		TA	Tips Allocated
			TE	Tips Earned


Pay Rate Multiplier

Enter the number by which the pay rate is multiplied to arrive at the earnings amount.  An entry of 1.00 has no effect on the pay rate (i.e. regular earnings), an entry of 1.50 multiplies the pay rate plus one half of the pay rate (for example, overtime pay) and an entry of  2.00 doubles the pay rate (for example, double overtime pay).  The default rate will display according to what has been set up in Company Maintenance – More Info button – Earnings tab.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Codes

The following is a standard listing of the Deduction Codes which are available (slight differences may occur from client to client due to changes/additions which may have been made):

01	Tips Reported	33	After Tax Insurance	87	Uniforms
02	Charged Tips	45	Cash Advance	88	Union Dues
04	401(k)	46	Child Care Voucher	89	United Way
05	401(k) Match	47	Child Support	90	Union Initiation
06	401(k) %	48	Child Support 2	2A	MedR Match
08	SERP %	50	Credit Union	2B	DpdCr Match
10	401(k) Loan	52	Employee Debt	2C	GrpMedI Match
20	Medical Reimbursement Plan	54	Event	2D	GrpDntlI Match
21	Dependent Care Plan	59	Garnishment 1	2E	LTDisbI Match
22	Group Medical Insurance Plan	60	Garnishment 2	2F	LifeI Match
23	Group Dental Insurance Plan	61	Gross Sales	2G	IndvlI Match
24	Long Term Disability Insurance Plan	64	Laundry	2H	CancerI Match
25	Life Insurance Plan	67	Meals	2I	AmblncI Match
26	Individual Insurance Plan	69	Miscellaneous	2J	STDisbI Match
27	Cancer Insurance Plan	79	Savings Bond	2K	AD&DI Match
28	Ambulance Insurance Plan	83	Travel and Expenses Report	2L	AfterTxI Match
29	Short Term Disability Insurance Plan	84	Time Off Bank	FB	No Cash Fringe Benefit
30	AD&D Insurance	85	Transport


Deduction Code Description

The name which describes the two-digit Deduction Code.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Percentage/Amount

Enter the percentage or fixed amount to be distributed to the bank account.

WHERE:	This can be located under the Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Medicade Participant

Medicaid Participant

Check if the dependent is a medicaid participant.  If this box is checked, the dependent will not be eligible for COBRA.

WHERE:	This can be located under Employee Maintenance - Details button - Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Months

The deduction month fields are maintained automatically as payroll processing is performed.  These fields can be accessed to enter accrued amounts for each month's deductions if payroll is not installed at the beginning of the quarter.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Pay Rate Multiplier

Enter the number by which the pay rate is multiplied to arrive at the earnings amount.  An entry of 1.00 has no effect on the pay rate (for example, regular earnings), and an entry of  2.00 doubles the pay rate (for example, double overtime pay). The default rate will display according to what has been set up in Company Maintenance – More Info button – Earnings tab.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction Description

The name describing the two-digit Deduction Code.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Auto Pay Salaried Employees

Select the “Pay Salaried Employees” check box to pay salaried employees automatically.   Clear the check box to pay salaried employees using the payroll data entry.

WHERE:	This can be located under Payroll Processing - Data Entry button - Auto Pay form.


Vacation Accrual Button

Click this button to view the “Accrual Method” and “Available Date” for this type of benefit.

WHERE:	This can be located under Employee Maintenance - Pay History button - Benefits Accrual/Earnings tab.


Direct Deposit Maintenance

Employee’s bank accounts for direct deposit are setup on this tab.  This information is not needed unless an employee has chosen to use direct deposit.

WHERE:	This can be located under Employee Maintenance - Details button - Direct Deposit tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Life Insurance Secondary Beneficiary

Enter the name of the life insurance secondary beneficiaries (e.g. the name of the spouse).  This field is optional.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Pension Plan Primary Beneficiary

Enter the name of the pension plan primary beneficiary (e.g. the name of the spouse).  This field is optional.

WHERE:	This can be located under Employee Maintenance - Details button - General tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Benefit Status

Select from Accepted, Declined, or No Response for each employee benefit plan’s benefit status according to their enrollment form.

WHERE:	This can be located under Employee Maintenance - Details button - Benefits tab.


Deduction Code Number

Deduction Code

A two-digit number representing the deduction type to maintain.  Choose the dropdown button to list all Deduction Codes (the “F4” key can be used to drop down the options instead of using the mouse).

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Benefit Response Date

The employee response date is entered when the employee enrollment form has been received (it should be the current date or when the form was signed).

WHERE:	This can be located under Employee Maintenance - Details button - Benefits tab.


Employee Benefit Coverage Type

Select the type of coverage that applies.

WHERE:	This can be located under Employee Maintenance - Details button - Benefits tab.


Employee Notification Date

The employee notification date is the date which the enrollment form was printed.   This date can not be changed.

WHERE:	This can be located under Employee Maintenance - Details button - Benefits tab.


Employee Benefit Type

Select the type of benefit that applies.

WHERE:	This can be located under Employee Maintenance - Details button - Benefits tab.


Employee Wages Tab

Employee Wages Setup Tab

The wages tab should have the following fields completed:  Filing Status for State (Local, if applies), Pay Rate 1, Pay Cycle, and Pay Method. The Pay Cycle will default from the company’s setup information.  The Pay Method will default to hourly.  You will want to adjust the employee to part time if applicable.  The Auto Hours will default according to the pay cycle chosen, but may be overwritten. For payroll purposes, this tab is necessary to complete.  When changes are made to the left side of the screen, you will need to accept or cancel these changes upon leaving the tab.  The information on the right side of the screen is automatically updated when changes are made.  There can be multiple pay rates for each employee.  If an employee has more than one pay rate for the same department, you will want to apply the according labor code for the department and adjust the pay rate.


Employee Benefit Plan Tab

Employee Benefits Tab

The employee benefits tab will be enabled once the enrollment forms have been ran and posted.  If an employee’s benefit tab has grayed out fields, then it is not enabled.  This means that this employee is not yet eligible for any benefits or the enrollment forms have not been ran and posted.  When an enrollment form is received, you will want to adjust this tab accordingly.  It is important to maintain these records for company knowledge as well as report accuracy.


Auto Pay Button

Use this feature in payroll data entry to prepare standard payroll information for employees that have consistent payroll information (typically salaried employees).  This information can be prepared for all employees or just a range of employees.  An auto pay is to be performed first in payroll before entering check information.

WHERE:	This can be located under Payroll Processing - Payroll History button - Pay Cycle form.


This Person Is A Dependent

Check this box if the employee claims this dependent as a dependent.

WHERE:	This can be located under Employee Maintenance - Details button – Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Benefit Plan Coverage

When a dependent is on a benefit the benefit plan type and the plan it is under are chosen.  Next it is necessary to check the check box which states “Covered on this Plan”.  This should be repeated for each benefit type and plan.  This area is only visible if the check box for “Claimed as a Dependent“ is checked.  The Dependent Details button contains a screen with these options.

WHERE:	This can be located under Employee Maintenance - Details button – Dependents tab – Dependent Details. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Dependent Full-Time Student

Check this box if the dependent attends post secondary school and is a full-time student.

WHERE:	This can be located under Employee Maintenance - Details button – Dependents tab – Dependent Details. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Full-Time/Part-Time Status

Choose “Full-Time” if the employee is a full-time employee.  Choose “Part-Time” if the employee is a part-time employee.  When an employee changes this status; they may be brought to the COBRA tab if a benefit plan will be affected.

WHERE:	This can be located under Employee Maintenance - Details button - Wages tab.  You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Deduction/Earning Benefit Plan

Choose the benefit plan that applies to the Deduction or Earnings Code selected.  This is very important, for eligibility and Deduction/Earning amounts will not be accurate if a plan is not selected, for Deduction/Earnings codes that pertain to benefit plans.

WHERE:	This can be located under the Employee Maintenance - Details button - Deductions tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Primary Qualified Beneficiary Relationship

Enter the relation of the dependent to the primary qualified beneficiary.  This should match the relation already stated on the form.  This relation may differ from the available choices in the relation dropdown.  For pension plans, this relation will be the one used, if not blank.

WHERE:	This can be located under Employee Maintenance - Details button – Dependents tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


Employee Automatic Earning

Select the automatic check box if this earning is to be applied automatically.  In payroll data entry there will be a prompt asking if automatic earnings should be applied for each employee that has this box checked and the pay frequency corresponds to the one selected on the pay cycle screen.  Clear the check box if this deduction is to be applied manually during payroll data entry.

WHERE:	This can be located under the Employee Maintenance - Details button - Earnings tab. You can also get to this screen by holding down your “alt” key and pressing “D” (whenever there is an underlined letter, you may use this letter, accompanied by the “alt” key, to simulate clicking and it is just as if you clicked it with the mouse).


COBRA Event

Select the event that applies from the following:  Termination, Retirement, Dependent Loses Eligibility, Death, FMLA, Leave of Absence, Unpaid Leave of Absence, Reduction In Hours, Divorce/Separation, and Lay Off.

WHERE:	This field is found in Employee Maintenance - Details button - COBRA tab.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


COBRA Qualifying Event Date

The last day worked for the selected employee.  The termination date is usually the same as this date, so this date is filled in.  This date may be changed if necessary.

WHERE:	This field is found in Employee Maintenance - Details button - COBRA tab.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


COBRA Eligibility Date

This field is the first day after loss of coverage for the selected employee.  This date is calculated according to the COBRA qualifying event date.  This date may be changed if necessary.

WHERE:	This field is found in Employee Maintenance - Details button - COBRA tab.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


COBRA Coverage End Date

This is the date COBRA coverage will end. This date is calculated according to the COBRA qualifying event date.  This date may be changed if necessary.

WHERE:	This field is found in Employee Maintenance - Details button - COBRA tab.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


Medicare Participant

Check if the dependent is a medicare participant.  If this box is checked, the dependent will not be eligible for COBRA.

WHERE:	This field is found in Employee Maintenance - Details button - COBRA tab.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


Social Security Disability

Check this box if the employee is on social security disability.

WHERE:	This field is found in Employee Maintenance - Details button - COBRA tab.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


COBRA Extended Months

Number of additional months for Social Security Disability.

WHERE:	This field is found in Employee Maintenance - Details button - COBRA tab.  It may be viewed in the employee number lookups (the “F4” key can be used to drop down the options instead of using the mouse).


QTD Deductions

The deduction quarter-to-date field is maintained automatically as payroll processing is performed. This field may vary depending on when SYBEN was started and if the company’s year-to-date information was included in the setup.


Employee State Tax Summary Tab

The employee’s quarter-to-date and year-to-date wages and state tax deduction information from each pay check are accrued here.  No changes can be made, for viewing is only allowed.


Compacting Database

Compact Database Feature

From the computer desktop there is an icon for compacting the database.  By double-clicking the icon the database will compact.  It is recommended after each payroll to do this.


Hours Per Week Required To Equal Full Time

The number of hours per week that is specified for an employee to be considered full time.  This should be the number of hours that qualifies an employee to be full time for the company benefit plans, if applicable.


Report Toolbar

This toolbar includes print, preview, and save as.  If this toolbar is not visible, go to View, Toolbars and select Report in the listing.  The save as feature is not available for those that have Microsoft Access 2000.


Check Detail Deductions

The Deductions button will display the deductions for the specified check range selected on this tab in a detailed format.

WHERE:	This field is found in Employee Maintenance – Pay History button - Checks tab.


Check Detail Gross Wages

The Deductions button will display a breakdown of the gross wages for the specified check range selected on this tab.

WHERE:	This field is found in Employee Maintenance – Pay History button - Checks tab.


Check Detail Hours

The Deductions button will display a breakdown of the hours for the specified check range selected on this tab.

WHERE:	This field is found in Employee Maintenance – Pay History button - Checks tab.


Import File Feature

The import file relates to a time clock file. This feature should be used if the company payroll is monitored by a time clock and the time clock can generate a data file.  A screen will appear to locate where the time clock file is located.

WHERE:	This can be located under Payroll Processing - Data Entry button – Import File button.


Enrollment Forms

Enrollment forms will be produced for those employees who need to sign up for benefit plans.  First, select a specific range of employees, or all employees, either by employee number or name from the Selection Criteria tab (all employees by default).  A benefit type and plan must be selected on the Other Selection Criteria tab (Only one type of benefit plan enrollment form may be printed at a time). On this same tab, select the number of days from the current date, or enter a specific date, to view which employees are eligible at that time for the specified plan.  Lastly, the Sort Options tab allows sorting the forms by employee name or employee number (employee number by default). Qualifying employees can be added to the notification table after the forms have been previewed or printed.  If  “Yes” is selected, the company is responsible for giving the employees their enrollment forms and keeping a copy of the report for its records (You will be asked one more time to verify that you indeed want to update the employees).  If  “No” is selected, these employees will be shown on future eligibility reports.

NOTE:  The first time this report is run, a selection of  “0” days may be desired to set the date of eligibility to the current date.  This report then will then show all employees who should have been offered eligibility in the past for the various benefit plans.  “Yes” should be selected to add these employees to the notification table and a copy of the report should be kept.


Employee Report

Select this report to print a listing of employees showing their name, employee number, and department.   An employee range and employee status may be selected for the report.  An employee’s pay rate may also be displayed if the check box “Show Employee’s Pay Rate” is checked on the Selection Criteria tab.  This report can also be sorted by employee name or employee number.


Payroll Time Sheets

Select this item from the report menu to have the payroll manager(s) record the employees’ earnings and deductions.   Select the correct employee range for the time sheets to print by department.


Payroll Summary Report

This report will display the check information for the specified check date range for each department and a report total. On the Selection Criteria tab, select a specific range of employees or all employees, either by employee number or name (all employees by default).  The check issue date range must be chose by either the “ALL” check box or entering a specific date range.

It is recommended to print and keep this report for the current pay period only after receiving payroll data. This report may be printed at any time for multiple pay periods.


Employee Labels

This report allows you to print address labels (Type:  Avery #5160).  On the Selection Criteria tab, choose the option of employee status from all, active, or terminated.  On the Sort Options tab, sort the report by employee name or employee number (defaults to employee number).


New Hires Report

This report shows employee’s name, address, department, title, social security number, birth date, hire date, and rehire date (if applicable). A message box will prompt to sort the report by hire date or by employee department and employee name.


Average Hours Report

This report shows each employees’ average hours.  On the Selection Criteria tab, select the range of employees or all employees, either by employee number or employee name.  On the Other Selection Criteria tab, select the pay frequency and the payroll range (latest check number – number of weeks/months = beginning check date).  The “include current payroll” option includes the payroll which has not yet been received from BAC.  Lastly, on the Sort Options tab, sort the report by employee number or employee name (defaults to employee number).  This report may be printed at any time.


Blank Enrollment Forms

This report allows the generation of blank enrollment forms.  This is useful if an employee has misplaced their original enrollment form.  One type of enrollment form may be printed at each time.


Save As Report Feature

The save as report feature is used to save the report to a text, excel, or rich text format.  This file can then be used in a variety of software applications for your company use.

NOTE:  This feature is not available to those that have Microsoft Access 2000.


COBRA - Qualifying Event

COBRA – Qualifying Event

A qualifying event is one of the following:  Termination/Reduction in Hours, Divorce/Separation, Death, Dependent Loses Eligibility, FMLA Leave of Absence, Loss of Coverage.  If the employee’s qualifying event is not listed, it is considered a termination.  This event causes an employee to lose coverage under the group welfare benefit plans.


Payroll Process

Follow the following steps when performing payroll.

1.	Go to the Details button in Employee Maintenance and make any changes that are necessary (This can be done prior or during payroll).  An employee number may not be changed once payroll data entry is in progress.
2.	Go to the Data Entry button in Payroll Processing and begin payroll data entry. It is recommended to perform the auto pay feature first (salaried employees).  Next enter the employees that have fluctuating hours (hourly employees).  Lastly enter any additional earnings or deductions to those employees that apply.
3.	Go to the Report Menu.  Here it is required to print the Verification/Changes report and Pre-Audit report.  Look over the Verification/Changes report to insure that the employee specific information is right.  Verify that the entries on Pre-Audit report are correct.  Make any corrections that are necessary.  Once the Pre-Audit report is correct and the Verification/Changes report is accurate, fax the Pre-Audit totals (last) page to BAC (Attention:  Payroll).  Here are some other reports that are recommended to print: Terminated Employees With Checks and Active Employees Without Checks.
4.	Connect to the internet.
5.	Select the Send Payroll Data button in Payroll Processing.
6.	When payroll checks are physically received or it has been 48 hours, your payroll shall be ready to receive.  Select the Receive Payroll Data button in Payroll Processing.
7.	Go to the Report Menu.  Here print those reports that are desired. Recommended reports include:  Master Control, Payroll Register Detail, Payroll Register Summary, and Check History.


Dependent Comment

Enter a comment relating to the dependent, if desired.


Manual Check Process

Perform the following steps when a manual check is to be generated.

1.	Contact BAC to receive the tax amounts to be withdrawn from the check.

1.	Produce a manual check from the check stock at your site.

1.	Make a copy of this check and store this copy with the payroll data entry sheets for the next pay period.

1.	During you next payroll enter this check as a separate check (use a check entry number that has not been used for the employee for this pay period).

1.	On the Main tab in pay data entry make sure to adjust the check accordingly for the following items:

-      The print checks is to be set to No.

-	The bank is to be selected

-	The check number, check date, and check amount is to be entered


W4 Form

This is a blank filling status form that may be printed at any time.   Just click on the W4 Form button on the report menu.


I9 Form

This form is for Immigration and Naturalization Services to verify that employees have United States citizenship or are legal to work in the US.  Just click on the I9 Form button on the report menu to print out a blank form.


Enrollment Process

To enroll an employee on a benefit plan, just follow these following steps:

STEP 1

1.	Go to the Miscellaneous, Reports button.
2.	Select the Eligibility, Not Notified Report.  Select the range of employees, benefit plans, and eligibility date.  This will give you a listing of those employees that are eligible according to your selections.  Keep this report for you files to use as a check list when your enrollment forms are received.
3.	Select the Enrollment Forms report.  Select the range of employees, benefit plan, and eligibility date.  This will print the enrollment forms for the range selected.  Each benefit plan enrollment form must be printed separately for each benefit plan coverage.  When the report has completed you will be prompted twice to verify that these employees have been notified for enrollment.  You will select Yes if you are giving these employees the enrollment forms just printed.  Otherwise, by clicking No, these employees will show up on future reports for this benefit plan.

STEP 2

1.	Once you have received the enrollment form back from an employee, you will update this employees information.  Go to Employee Maintenance, Details button, Benefits tab.
2.	Select the corresponding employee.  On the benefits tab select the benefit type and the coverage type that the enrollment form applies.  The notification date is the date the enrollment form was printed in SYBEN.  Select the status from Accepted, Declined, or No Response.  Enter the date the employee signed the form (or the current date) in the response date.
3.	Go to the Deductions tab.  Here select the appropriate Deduction Code for the benefit plan (#22 for Group Medical Insurance).  Fill in the rate, if not a group insurance plan, from the enrollment form.  Check the automatic check box, select the benefit plan, and verify the frequency of deductions are checked correctly, and click OK.
4.	Disregard the message received telling you that you did not fill in a rate and zero will be applied if your deduction is a group insurance benefit.  The group insurance amounts are calculated in SYBEN.
5.	Go to the Dependents tab if the employee has dependents to be enrolled on the plan (this primarily relates to group insurance plans).  Skip this STEP 3 section if dependents are not on the employee’s benefit plan.
6.	Add a dependent by using a 2-digit code (00 for spouse, 01 for child, 02 for child, etc.).  Enter the required information and check this person is a dependent check box.  Click the Dependent Details button.  Here you will select the benefit type covered under your plan type and check the covered on plan check box for each benefit plan the dependent is included on.

STEP 3

1.	When performing your next payrolls, SYBEN will monitor when each employee is to have their benefit plan deductions withdrawn from each check.  As long as the automatic deductions are applied.

Once the steps have been performed, they will only need maintenance from this point (as with all employee maintenance items).


Work Compensation Report

This report will display each employee’s gross, regular, overtime, bonus, and commission earnings by department and work compensation code.  Department totals and report totals will appear on the report.  Contact BAC to set up workers’ compensation codes for your company, if SYBEN does not have your company’s workers’ compensation codes.