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PAY MASTER H-2A PAYROLL SYSTEMSTATE, COUNTY AND CITY WITHHOLDING TAX

Version 39h

This Payroll program will track Salaried, Hourly, Piecework and H-2a Employee’s pay in aWeekly payroll cycle.. The Payroll program will track Work Pay and 6 categories of AdjustedPay. The adjusted pay categories are Overtime Pay, Sick Pay, Vacation Pay, Minimum Wage, H-2a Travel, and H-2a Meals pay. All Pay is totaled as Taxable Pay. The Payroll program alsoincludes tracking pay by workman’s compensation insurance codes and then calculating thepremiums based on the total amount for each code. Any overtime wages are tracked and may beexcluded from work comp premiums due. The Program will also track 401k deductions forselected or all employees. Data and reports on Alien Id number, Alien expiration date and allrequired WPS training data are maintained within this program.

Each employee may have as many as 7 different individual pay rates for work units during eachpay period. Example; A worker picking Oranges may be paid a different per box rate each workperiod during a pay period. On Monday you may pay employee “A” $0.95 cents per box or unitand on Tuesday you can pay employee “A” $0.90 per box or unit. You can set different rates onthe same days for each of your employees.) The check stub will show the Rate and Number ofUnits (boxes) and the amount paid at this rate. You can use up to 7 different rates per employeeper pay period. See sample Check and Stub. This manual covers Pay39h version which includesH2a workers.

Distributed by BNX Company16248 Killearn Lane

Springhill., Fl 34610 Telephone 727-857-7310Copyright © BNX Company 1999-2015

All Rights Reserved Telephone 727-857-7310St Petersburg, FL 727-202-7210

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H2a employees are foreign workers with a work permit to do agricultural harvesting, etc. Theywork on a "contract" basis, are not subject to payroll taxes, social security taxes, Medicare taxesor federal WH taxes. H2a employees are not required to have an assigned US social security IDnumber but may have such a number, State Withholding Taxes may or may not be required.

If any H2a Employee does not furnish a valid social security number, then for reporting purposesyou should enter 000-00-0000 as the social security number. This will prevent AccuWage fromreporting errors with your W-2 Mag Media report.

According to Publication 51, H2a Employers are not required to be covered and the employer isnot required to pay Federal Unemployment taxes., however both Federal and Stateunemployment reports are setup to include or exclude H2a employees. This will cover anyfuture changes in reporting.

H2a employees do receive a "W2" from the Employer with Earnings in Box 1 of the W_2 form.These employees are also reported in the W-2 mag media report. The employer must pay H2aemployees a minimum Wage that may be different from the national or state minimum wage.The employer must also guarantee the employee a minimum numbers of hours work per week.

Example; A Service Worker such as a Food Server may be paid a minimum wage per hour anda share of tips for each day of the week, during a weekly pay period. On Monday you may paythe server employee “A” at a pay rate of total tips divided by the number of customers served,num unit = number customers served. and on Tuesday you can pay employee “A” at a pay rateof total tips divided by the number of customers served, num unit = number customers served,and so on throughout the week. You can set different rates on the same days for each of youremployees.) The check stub will show the Rate and Number of Units (customers served) and theamount paid at this rate. You can use up to 7 different rates per employee per pay period.

A manufacturing company can pay production employees a base wage and a fee for each productunit completed.

A sales man can be paid a base hourly wage and a commission for each sale completed.

941 employees should be assigned to crew number 1 through crew number 10. 943 employeesare assigned to crews #11 through Crew number 899. Crew numbers 900 through 999 arereserved for contract (1099) persons or companies. The report section will generate manystandard reports on a selective criteria basis. Custom reports are available on request.

All payroll records are kept on a calendar year basis. You may enter dates in the MMDDYYformat and the program will translate the last 2 digits (102911 or 1029112) either to 10/ 29/2011or 10/ 29/ 2012. This method will speed up the process of inputting data.

The program makes use of Hot Keys to assist in speeding up data entry. When a Menu Item Hasa Letter underlined you may select that option by pressing the Alt Key and while holding thiskey down, pressing the Underlined Letter. Example On the main desktop you will see M in theMaintenance selection underlined. By pressing ALT + M the drop menu for maintenanceoptions will appear. You may use the Arrow Keys (Up, Down, Left & Right) to move on themenu options.

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In various screens you will notice the Control Buttons have a letter in their title underlined. Bypressing Alt Key + the underlined letter, you accomplish the same as moving the mouse cursor tothat key and press the left mouse button.

You may of course use the mouse altogether, however this requires that you take a hand from thekeyboard and that will slow data input greatly.

This version of Payroll, has added “Look up and Select “, pop up screens used to aid in selectionof options during adding OR Editing data. This feature can increase the speed and accurate datainput. In order for this feature to work correctly, the master files used, must be maintained. Theaccess to this maintenance is located under Main Menu Selection “Maintenance“.

Of course you may still enter data by typing in the control numbers or data in the appropriatescreen and textbox.

Examples of the “Look up and Select” pop up screens are shown on the following pages.

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Examples of the “Look up and Select” pop up screens.

Example of “Look up and Select” pop up screens for Employee ID, Workman’s CompId Code and other data.

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If you choose to use the “Look up and Select “ pop up screens, you may use either the “Tab”then Enter key or the ”Mouse” to activate the screens and make selections at“Maintenance/Employee Data Maintenance/ Add Employee” and “Process/Add PayrollTransactions To File”.

If you use the Mouse, left click on the control button and the look up and select screen will open.Then click on the selection you desire, the data will be highlighted. Next click on “Close” buttonand the pop up screen will close and the regular screen will appear with the selected data.This method must be used in the Menu Selection “Maintenance/Employee DataMaintenance/Edit Employee Mater Data”, which has multiple edit screens.

Data entry will be faster under selections “Maintenance/Employee Data Maintenance/ AddEmployee” and “Process/Add Payroll Transactions To File” using the “Tab” key to advance tothe control button and then press the “Enter” key to activate the pop up screen. When the popup screen opens, use the “Down” arrow key or the “Page Down/Up“ keys to move to yourselection. When the desired selection is highlighted, use the “Tab” key to advance to the “Close”button and press enter, the pop up screen will close and the regular screen will appear with theselected data.

The “Tab” and press enter can NOT be used in the Menu Selection “Maintenance/EmployeeData Maintenance/Edit Employee Mater Data”, which has multiple edit screens. As show aboveyou must use the ‘Mouse” in that menu selection.

In the event you do not choose to use the “Look up and Select” ” pop up screens you maycontinue to move to the data entry box and type in the control data.

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BACK UP AND ARCHIVE PROGRAM AND DATA

With the large storage space in all modern computers, there is no longer any reason to be caughtwithout a current copy of your valuable program and data. We strongly recommend that youuse the ability to select a menu option and make a copy of the Program And Data To Any ValidDisk and Folder. This will take less than one minuet of your time and may save hours of work.

As shown above the Default location is to copy the program and data to your C, (main computerhard drive), into the Archive folder and place the copy into a sub folder “Pay39” and Then intoa folder holding this copy of the program and data that you can name. example “Pay2012” OR“bu041012” which is the date of the backup OR “WIP”, which means “work in progress”.

By changing the Drive Letter, you can copy the program and data to any external storage device,such as a memory stick, thumb drive OR a USB external drive. This will allow you to store thisvaluable information off site. This action will protect you from fire or theft. With any BNXCompany software you may operate the program directly from the external storage unit ortransfer the program and data to any computer that operates with Windows operating system.

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BASIC PROGRAM SETUP

Basic information must be supplied through the maintenance menus in order to take fulladvantage of the many features of the program. Please enter the following data.

COMPANY MAINTENANCE

Company information: The Company Name and the Federal ID Number are permanentlyembedded in the program and cannot be changed. Pay Adjust 1 and 4 can not be changed. Donot change code “S” or “V”, however the title can be changed. All other data may be changed asnecessary.

Caution! When entering Comp Code numbers and descriptions, be careful to place only1(one) space between the number and the title.

To Edit or Change any data in this record, use the Tab Key to move over and down to the desiredfield and the type over the current data with new information. With the Mouse or Tab Key moveto the Update Button and either Left Click the mouse or press enter. This will record the changesto the file.

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FEDERAL TAX TABLE

The Federal Income Tax tables are from Internal Revenue Service Publication “E”. The SocialSecurity, and Medicare tax rates and limits are also from the same source as the tax tables. Thestate set its on State Unemployment Tax Rate. The Futa Tax Rate is from Publication “E”. TheFuta and Suta Rates should be input as decimals. In some years the withholding table is six (6)rows, place row 6 data in rows 7 and 8 in order to calculate the correct withholding tax.

This completes the Required Setup of Company, Federal Tax and State Tax information. Youare now ready to Enter Employee Information.

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STATE TAX TABLES

State Tax Data must be obtained from your state taxing agency. Many states have not only astate income tax, but also may allow a county and a city to levy income tax.

Pay Master 39 provides for two additional tax tables to cover County and City income taxwithholding from employee’s pay. The tax tables are the same as above, with different labels.

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COUNTY AND CITY TAX TABLES

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ADD EMPLOYEE

The payroll system will assign the employee id number. Next enter the payroll cycle for thisemployee. After entering the new employee’s name, address and telephone number as shownabove, you should enter the social security number and then press the “Check Duplicate SocialSecurity Number” button to see if any other employee has been assigned this number. In theevent that the employee has been entered as a 1099 Contractor or if you are using a 900 seriescrew number to print reimbursement checks for an employee, then a duplicate number is normal.However no two different employees should have the same social security number.

If you do not have all applicable data or you enter data in error, any data can be added orcorrected in the following Edit or Delete Employee Screens.

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EDIT EMPLOYEE MASTER RECORDS

These screens allow access to each employee master data file for editing purposes. Be verycareful in making changes. The system uses this data and you must be sure that the changesmade are correct. The system has no way of knowing if the changes made are correct or not. Tomake changes, simply replace the data in the desired field and then use the Update button toupdate the master files.

If marital status is NOT “S” or “M” (single or married) then NO federal withholding tax will becalculated or withheld. In other words a “E” for Exempt will prevent any federal withholdingtax from being withheld. Of course, if the crew number is 900 or above (1099 contractor,) thenno federal withholding tax will be withheld.

401K must be marked “Y” for yes in order for W2 reporting, paper or magnetic media, to becorrect.

This screen is provided for editing Alien number and expiration date as well as all WPS (WorkerProtection) data required for State and Federal Reports.

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EDIT EMPLOYEE PAY DATA 1

These screens provide access to each employee master data file for editing purposes. Be verycareful in making changes. All data after Crew Num is updated by the system and should rarelyis edited.

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EDIT EMPLOYEE PAY DATA 2

The QTR1 Pay through QTR4 Pay is updated from the “Earnings By Quarter, Post And Report”selection under Main Menu “Payroll Operating Reports”. When this option is run this screenwill agree with the report generated.

The Futa and Suta Pay is updated when you print the “Quarterly Unemployment Report ANDplace a “Y” in the Clear Data Files field. The QTD Taxable Pay is updated to Futa and SutaPay and the Qtd Taxable Pay is set to Blank . The Qtd Taxable pay then accumulates pay untilthe next report is printed and data files cleared. For the Quarterly Unemployment Reports (Paperand Magmedia) to work, edit an employee, that employee must have a number in “”Num WksWk Qtr” and the Amount in Futa Pay must not, at present, be $7000 . Suta pay must not be atpresent $8000 and there must be an amount in the “QTD Taxable Pay“ field. The Futa and theSuta taxable pay limits are set in the Tax Table Maintenance Screen.

If you pay for Vacation hours and Sick hours, you should enter the hours allowed. Example; 40hours would be equal to 1 work week vacation or sick time. The system will deduct the hoursthat you pay in each category. The amount in these fields and on the reports for vacation andsick hours will be the balance of hours due for the employee. This option requires that paytransactions in “Add Pay” module be “S” or “V”. The pay for this transaction will show up in“Adjusted Pay” in “PAY DATA 1”. There is also a “O” Overtime and “M” Minimum Wagecategory and these amounts are also reported in “Adjusted Pay” field as well as in theADJUSTED PAY Screen. The system uses this data and you must be sure that the changesmade are correct. The system has no way of knowing if the changes made are correct or not. Tomake changes, simply replace the data in the desired field and then use the Update button toupdate the master files.

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EDIT EMPLOYEE PAY ADJUST DATA

This screen is provided for editing Pay and Hours in the 4 categories in Pay Adjust

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WEEKLY PAYROLL ROUTINE

Each employee may have as many as 7 different individual pay rates for work units during eachpay period. Example; A worker picking Oranges may be paid a different per box rate each workperiod during a pay period. On Monday you may pay employee “A” $0.95 cents per box and onTuesday you can pay employee “A” $0.90 per box. You can set different rates on the same daysfor each of your employees.) The check stub will show the Rate and Number of Units (boxes)and the amount paid at this rate. You can use up to 10 different rates per employee per payperiod. See sample Check and Stub.

Example; A Service Worker such as a Food Server may be paid a minimum wage per hour anda share of tips for each day of the week during a weekly pay period. On Monday you may paythe server employee “A” at a pay rate of total tips divided by the number of customers served,num unit = number of customers served, and on Tuesday you can pay employee “A” at a payrate of total tips divided by the number of customers served, num unit = number customersserved, and so on throughout the week. You can set different rates on the same days for each ofyour employees.) The check stub will show the Rate and Number of Units (customers served)and the amount paid at this rate. You can use up to 7 different rates per employee per payperiod. See sample Check and Stub.

A manufacturing company can pay production employees a base wage and a fee for each productunit completed.

A sales man can be paid a base hourly wage and a commission for each sale completed.

Before starting a new payroll period, you should archive (go to System/Copy Program and Datato Archive Directory,) using a file name of “bummddyy,” mmddyy is month, day and year ofback up.

First, enter all NEW employees and complete their basic payroll data. You cannot enter paydata for an employee not in the master file. Be sure to assign each employee a crew number.

The payroll program provides a Crew Sheet, which can be customized to suit your company’sneeds, to aid in providing information needed to add pay transactions.

Second, go to Main Menu “Process” select “Add Payroll Transactions To File” and enter payrollinformation from crew sheets or other work sheets. It may be necessary to enter two or morepayroll elements (entries) if the employee is being paid different rates for different work units. Itmay also be necessary to enter two or more payroll elements (entries) if the employee is beingpaid for Overtime, Sick, Vacation or Minimum Wage Pay, or is working under two or morework comp codes. You may make up to 7 different pay rates and a many pay elements (entries)as needed for each employee during a pay week.

Third, Preview/Print the reports as indicated on the following page.

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Print the Minimum Wage Report to determine if any employee requires a pay adjustment to meetminimum wage requirements. This report will only show the employees who do not meetminimum wage requirements wage, and will need to have an adjustment to pay to compensate.Proceed as follows to make minimum wage adjustments.

Go to “Process/Add Payroll Transaction to File” and enter a payroll element.

Change “Pay Code” from “R” to “M” for minimum wage adjusts. Enter “Pay Rate” using the“Min Wage Adjust” amount from the report.Enter “Number of Units” using the Num Hrs Worked amount from the report. Enter the“Number Hours” using “Num Hrs Worked” from the report. In other words the “Num Of Units”and the “Num Hrs Worked” are the same.

Fourth, Print/Preview Current Work Comp reports to determine that the work comp records arein balance. Any out of balance record will be marked by two (2) X’s on the extreme right side ofthe row for the employee. Correct any errors before proceeding. Next print a check register toshow the payroll information that will be printed on the checks. If this information is correct,then you are ready to print checks.

Fifth, after printing checks and any additional reports on current pay data you are to update themaster files. (Be sure to “Print Crew List” for use in preparing next weeks payroll beforeupdating files.) The update process will write this payroll information to the employee’s payrollhistory file. This process will also move all current pay information to the year to date fields inthe employee master files.. This is all accomplished by the “Update Current Payroll To Ytd andHistory” option under main menu option “Process.”. This completes the basic weekly payrollroutine.

Since the payroll program operates on a “Crew” plus employee basis, you may want to prepareand print payroll checks by each crew. You can, of course, prepare and print all payroll checks

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at one time if you have a small number of crews; however, this can become unwieldy if you havea large number of crews.

ADD EMPLOYEE PAYROLL DATA

This screen is located under Master Menu Option “Process”. Each element (or transaction) ofthe current payroll will be entered separately. If an employee works under 2 Workman’s CompCode, you would enter the first pay transaction for the number of units or hours and the correctpay rate, under the first comp code. Next make another entry for the number of hours or unitsand correct pay rate, under the second workman’s comp code. The program will add thesetransactions together and calculates the correct taxes on the total pay due. You may have up to 7pay rates per work unit, for each employee in each weekly payroll period.

If the Employee’s records have been setup for the employee to have a recurring deduction forLoan or Insurance, (deduction numbers 2 and 3). The amounts will show automatically. You canalso set up a recurring deduction for 401k retirement plan.

If automatic deductions have not been setup or if the amounts are different this pay period, youcan override any amount by entering them at this time.

Hours or Units should use the decimal format. (Example 7 ¼ hours is input as 7.25 hours and 15¾ units is input as 15.75 units) This is necessary for the proper calculation of pay.

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PRINT CHECK REGISTER

This selection will print the check register for the selected crew or crews. Enter the first checknumber to be used for this crew or crews and also enter the crew numbers to be printed. Youmay preview the report and, if correct, print a hard copy for your files.

PRINT CHECKS

We are now ready to print checks.

Please enter the payroll check date, start week, and week ending dates, to be typed on the check.Examples, for March 8, 2012, enter 03082012 with any spaces or dashes between numbers thenWeek Start Date 030112, Week End Date 030812. Next, enter the first check number for thisprinting. Enter the crew number of the employee’s to receive checks in this printing. All checksare shown on the screen before printing.

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PRINT CREW LIST

A crew sheet is printed to be used by the crew leader to report next weeks payroll information foreach crew. You should print a page of blanks for the crew leader to use for new employees.

By using this form to input pay data on each employee, it will assist in keeping the payroll dataorganized and accurate.

UPDATE MASTER FILES

This option completes the payroll cycle. This option will update all employees included in thispayroll period, master files and payroll history records. A payroll date is required.

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Report Notes:

The Payroll Deposit report is derived from the payroll history file fields. The detail report willshow each employee in the report and the above data from the history master file. The summaryreport will show the actual amount of Medicare Tax, Social Security Tax and FederalWithholding Taxes withheld from the employee’s pay. There will be a small difference in theamounts for Medicare and Social Security Taxes and the totals shown on the official depositreport sheet due to rounding of many small individual pay calculations and the calculation of one(1) lump sum of all pay in the report. The Employer Medicare and Social Security amount isshown on a separate line. There is a space on the official report form to show the roundingvariance. The report can span any time frame that the user decides on. This is usually not longerthen monthly and may be every 3 working days after a pay period. Reports can be reprinted forany past time span.

Unemployment Reports: This data is derived from master file fields UtaxPay and StUtaxPay.These fields are updated at the end of each pay period and are cleared after the final report isprinted. The tax is calculated using the rates from the Federal Tax Screen. For inputting thisdata on the Internet, you may want to use the option “Reports/Payroll Operating Reports/Earnings By Qtr Update and Report. If all the data needed is the Employee’s Total QuarterlyEarnings, use this report. The report list order can be selected by Employee ID Number,Alphabetically by Name or, in Social Security Number order.

Workman’s Compensation Insurance Report: This report will use data from the master file datafields, YtdWkCompPay1, YtdWkCompPay2, YtdWkCompPay3, YtdWkCompPay5,YtdWkCompPay6, YtdWkCompPay7 and YtdWkCompPay8. You may set upYtdWkCompPay8 to be used for owners or any other pay excluded from these insurancepremiums. The fields are cleared of all data after the final report is printed and are ready to beginthe next report period.

The W-2 forms and the W-2 Magmedia Reports will show the calculated amount of Medicareand Social Security Taxes based on the Medicare and Social Security annual wages. The taxrates used are from the Federal Tax Screen. Federal Withholding Taxes will come from the totalpay minus 401k deduction as shown on payroll checks. The calculated results using the tax tablefrom Circular E as shown on the Federal Tax Screen. Annual Federal Withholding wages (andthe calculations of taxes) will be net of any 401k or other retirement deductions. The retirementamount will be posted to the correct area in these reports.

Any Pay Adjust amounts will show in the Vacation/Sick Pay Reports or the Minimum WageAdjustment report\ or in the Detail option from Payroll History..

WPS and I-9 Reports are located on the third report menu selection.

The retirement deductions (401-k) status report (Employee Retirement Report) is located onMain Menu “Payroll Operating Reports” . This will show the current deduction amount set up inthe employee file and the total deductions to date of this report. These amounts are shown underMain Menu “Maintenance”, selection , “Employee Data Screen 1”, “Cur 401k Deduct “ and“YTD 401k Amt”

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END OF YEAR PROCESSING

The program provides for user end of year processing by menu selected options. Under mainmenu option “FILES,” you will begin by saving a copy of the current year to the archivedirectory. We suggest those clients using the payroll program for a single company name thearchive payroll “Pay_2012” for your current year 2012 payroll. Clients that have payrolls formultiple companies could use file names such as “Pay1_12” and Pay2_12” for their first payrollsand follow with additional payrolls as needed. You may also want to select “Backup Programand Data To Any disk.” Label the memory stick, disk or disk drive, and place in a safe placefor possible future use.

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Next you will need to decide if you will want to save your employee data from this year for thenext year’s operation. You may either save all employees or only those you have received apaycheck in the last quarter. If you elect to save the employees paid in the last quarter, youshould go to Main Menu Option “Reports”, selection “Payroll Operating Reports” sub option“Earnings By Quarter, Update And Report”, and run this option. This will post any check paidin the last (4th) quarter to the employee master files. Now you may return to Main Menu“FILES”, option “Save Employee Records For New Year” and run this option with “Q = SaveAll With Pay In Last Quarter”. You will now begin the New Year with all employees whoreceived a check in the last quarter. The employees will have the same employee number as theyhad in the past year. You may change this number at anytime BEFORE you record your firstpayroll in the New Year. After any Employee Id Number changes, you should Select and runfrom the Files menu options “Sort Employee File By Emp Id Number”.

Make any necessary changes to the resulting employee’s data to reflect correct records for thefirst pay check in the New Year.

You should go to Main Menu and select “Maintenance” option “Edit Federal Tax Tables” andmake any adjustment call for in the screen. The correct tax table information is from IRSPublication 15. This can be downloaded from their site on the Internet. You should havereceived a copy of Pub 15 in the mail.

Your next step after performing any maintenance on your employees will be to go to Main Menu“Maintenance” option “Company Maintenance” and correct any data necessary for the new year.Pay attention to “Last Emp Num”. Change this number as needed and update file.

You should now be ready to begin a new year of operation. Good Luck!

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PAYROLL F A Q(Frequently Asked Questions)

The questions and answers below are intended for the beginner, intermediate and experienced(but overworked) payroll person. Some questions and answers will apply only to certain versionsof the payroll.

Question: How do I add a new employee?

Answer: From the payroll desktop, select “Maintenance/ Add New Employee” option. The“Add New Employee Screen” will open and an employee Id number will be assigned bythe payroll system. Using the Tab Key, move from data field to data field and type in allavailable data on the new employee. Now activate the “Add” control button either byusing the Hot Key combo of Alt + A, or use the mouse to move to the “Add” button andclick the left mouse button. Any missing data may be added in the three (3) maintenancescreens.

Question: How do I Change information in an employee’s master records.

Answer: From the payroll desktop, select, “Maintenance” and one of the 3 maintenancescreens. (‘Edit Employee Data Screen 1”, “Edit Employee Data Screen 2” or “EditEmployee WPS/I-9 Data”) Using the Tab Key, advance the cursor to the field that youwish to change the data. Type in the new data and move to the next field that you wish tochange. Continue until you have made all changes. Now activate the “Update” controlbutton either by using the Hot Key combo of Alt + U or use the mouse to move to the“Update” button and click the left mouse button. Your changes will now be recorded inthe employee’s master file.

If you later find you have an error in the data, you may change the information at anytime in the future and as often as necessary. BE VERY CAREFUL THAT THE DATACHANGES ARE CORRECT. THE PROGRAM HAS NO WAY OF KNOWINGABOUT THE VALIDITY OF THE DATA YOU CHANGE.

Question: I accidentally deleted an employee. How do I get them back?

Answer: Once an employee’s master record is deleted, that record is gone! However we canreconstruct the employee’s records. First, from the payroll desktop, Select “Maintenance/Add New Employee” option and add a new employee with the same name and other dataat the employee deleted. When the employee’s new record is added, you should note thenew employee Id number assigned by the payroll system. After adding the employee,you should go to “Edit Employee Data Screen 1” and change the employee ID number tothe number the employee held before you deleted the record. Activate the “Update”control button either by using the Hot Key combo of Alt + U or use the mouse to move tothe “Update” button and click the left mouse button.

From the payroll desktop, select “File/ Sort Employee Master File By Emp ID Number”.This will place the employee’s records back into the location as the old (deleted) record

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occupied. Changing the assigned employee ID number to the original number isnecessary to reinstate a connection between the Payroll History file and the EmployeeMaster file.

Now print the employee’s detail payroll history report by selecting from the payrolldesktop, “Reports/Payroll Operating Reports/Payroll History”. With the data from thishistory report you should now Change the information in the employee’s master recordsas described in the answer to; .Question: How do I Change information in an employee’smaster records. Some data will have to be obtained from other sources to totally updateall 3 employee edit screens.

Question: At times during the season we pay our fruit pickers different rates per box on differentdays and in different groves during a pay week. How many different rates may I use?

Answer: You may use 7 different rates for each employee during a pay period (week). Thismeans that if you have 100 employees to pay, you could have 700 different pay rates.For the “Unit Rate” on the check stub to be displayed correctly, each rate must be in aminimum of 1 cent increments. In other words you can pay 95 cents per unit (box) or 96cents per unit (box) but not 95 ½ cents per unit (box). The payroll program assumes thatyou may pay harvesting employees at the end of any day and that payment will be in U.S.dollars and cents.

Question: One of our hourly employees works in our shop as a mechanic 3 days per week andworks as a driver, at a different rate, two day per week. How do I make out hispaycheck?

Answer: Here we have two different rates of pay and two different Workman’s CompensationInsurance rates that will apply to this employee. There will be two “Payroll Transaction”involved in this paycheck. From the payroll desktop, select “Maintenance/ Add PayrollTransaction to File” option. Find the employee and proceed as follows. If we assume an8 hour workday, then we will first enter the following payroll transaction. Advance thecursor to the button “Comp Ctl Code” and activate the button by pressing enter or leftclick the mouse, a Pop Up screen will display the 8 work comp codes. Tab to the inputfield and make sure that the control code for “Mechanic” (a number from 1 to 8) is in thisfield. Next proceed to input the “Pay Rate”, “Number of Units” (24 hours), “Number ofHours “ (24) and any deductions to pay that are applicable to this paycheck. Add thistransaction and “Update” the master record.

We are now ready to input the next “Payroll Transaction” for this employee’s paycheck.Repeat the above procedure and change the “Comp Ctl Code” to the control code for“Driver” (a number from 1 to 8), the “Pay Rate” for these hours and “Number of Units”(16 hours) and the Number of Hours (16) and any additional deductions for this paycheck. Add this transaction and then “Update” the master record. The employeespaycheck stub will show what his pay is for each pay transaction. The master recordswill show what the pay was under the different Workman’s Compensation Codes and thereport will correctly calculate the Employer’s workman’s compensation insurancepremium payments.

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Question: Our accountant wants us to assign each employee to a payroll department and submit areport on the total payroll amount charged to each department each payroll period.

Answer: Payroll 39 does not have departments:Payroll version 59 will track payroll amounts in twelve (12) current and year to datedepartments. You may split a payroll check between up to 12 departments or simplyplace the total pay into one department. You would use the same method as assigningamounts to Workman’s Compensation Codes. There are three (3) different reportsshowing detail current department payroll data, year to date detailed department payrolldata and a combined current and year to date department payroll totals.

Payroll version 79 allows custom tracking of both current and year to date payrollamounts and work units in twelve (12) departments with data. You may also request acustom method to track both current and year to date payroll amounts, work units andwork hours in six (6) departments. As in version 74, you would use the same method asassigning amounts to Workman’s Compensation Codes. .

Question: How can I know if all piece work employees have earned the minimum hourly wagefor the current pay period?

Answer: From the payroll desktop, select option. “Process/Minimum Wage Adjust List” andPreview/Print the report. If any employee is not being paid minimum wage, his /hername and pay data will be on the report. If no names are on the report then all employeeswill be paid minimum wage or more. To correct employees who appear on the report seepage 11 of this manual.

Question: How can I tell if the charges to workman’s compensation codes are correct?

Answer: From the payroll desktop, select option “Process/Current Work Comp Report” andPreview/Print the report. If the employee’s total pay amount is equal to the sum of allcurrent work comp codes amounts, then that employee’s pay is in balance. If theemployee’s pay is out of balance, (the total pay amount in NOT equal to the sum of allcurrent work comp codes amounts) then XX will be printed on the far right of that line ofthe report. You should return and check that employee’s pay. You may want to redo thepayroll-input process for this employee.

Question: At a Work Comp Insurance Company Audit is there a report that will help inanswering any questions of the auditor.

Answer: Yes, at the Menu Option “Payroll History Reports/Wk Comp Report from Pay History”there is the following report which can be selected by Employee Number, Crew Rangeand Date Range..

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Question: How can I redo or correct employees pay check data?

Answer: You will need to clear ALL current payroll data from the first two (2) employeemaintenance screens. If you use the Tab Key to move down and through the form, youwill see, as the cursor moves into a field, the data in that field will be highlighted. If youpress the space bar the data will be removed and when you activate the “Update” controlbutton, the record will be updated with previous data removed. After clearing all currentdata from the first two (2) employee maintenance screens you may now select main menuoption “Process/Add Pay Transaction To File” and enter the pay information in the usualmanor.

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Question: In “Edit Employee Data Screen 2” there are no dollar amounts in “QTR1 Pay “,“QTR2 Pay “, “QTR3 Pay “ or “QTR4 Pay “,fields. Why is this and what do I do tocorrect it?

Answer: The dollar amounts for theses fields are placed there from the Payroll History whenyou run the “Earnings By Quarter, Update And Report” option from the payroll desktop,“Reports/Payroll Operating Reports/Earnings By Quarter, Update And Report.” ThisOption should be run at the end of each month or anytime you need a Earnings ByQuarter Report.

Question: I did not clear data files after printing the Quarterly Unemployment Report, now Ihave more than one quarter’s data in the files. How do I fix this problem?

Answer: If for any reason you did not clear your data files after the last quarter report, you canuse the following procedure to regenerate the quarterly reports.

Step 1: Use “Payroll Operating Reports\Employee Quarter Earnings Report” and atoption, “Set Unemployment Tax Pay To Zero (Y/N)” insert a Y. Press “Preview/Print”

Step 2: Use “Reports\Payroll Operating Reports\Employe’s Totals Only Earnings Report”with date range of 1st quarter (010110 to 033110), and Set Number of Weeks Worked AndQTD Pay to “Y”. Run this option.

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Step 3: Under “Reports\Federal\State Reports\Quarterly Unemployment Report”, printreport and then set “Clear Data Files (Y/N) to “Y” and run again to preview print.Step 4: Repeat Steps 2 and 3 with correct date range in step 2 for subsequent quarters.Example, quarter 2(040111 to 063111), quarter 3 (070111 to 093111) and quarter 4 (100111to 123111), this will bring data up to date.

Final Step: Repeat Step 2 and 3 with dates the first day of the month following the last report tothe current date, this will bring the data up to date.

Reports must be generated in sequence per above

For inputting this data on the Internet, you may want to use the option “Reports/PayrollOperating Reports/ Earnings By Qtr Update and Report. (If all the data needed is in theEmployee’s Total Quarterly Earnings use this report.)

The report list order can be selected by Employee ID Number, Alphabetically by Name or inSocial Security Number order.

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Question: Some Employees request that additional Federal Withholding Tax dollars be withhold eachpay period and some 1099 contractors require a percentage of Federal Withholding Tax bewithheld from their pay. How do I handle this problem?

Answer: There is a Special Fed Withholding tax that will be either a percent of wages or a fixedamount per payroll period. This tax will be added to the regular Fed WH Tax for reporting. In Currentand Year To Date employee records, this amount will be a part of the regular Federal With Holding Taxamount.

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A flag for Special Fed Withholding Tax (Y/N) and the Amount in either a percentage or a wholenumber, will be set in the “Edit Employee” menu selection , on page 1 of the employee record.If the amount is set to less than 1.00 it will be calculated as a percent of current earnings. If theamount is equal to or greater than 1.00 it will be considered a flat amount of additional FederalWithholding Tax for the tax period and will be added into the regular withholding tax applied tothat payroll period. The amount of special tax withholding will be shown on Tab 2 forinformation only.

This flag and dollar amounts will be applicable to all payroll employees or contractors. If thisapplies to a 1099 contractor, the amount will be shown in Box 4 of the 1099 form. The 1099reporting module has already been modified for H2a employees reclassified to 1099 by a changein Crew number to above 900.

Since the special Fed Withholding Tax amount is added to the Pay Period Federal WithholdingTax amount, it will appear in the Tax Deposit report and be reported on W-2 and 1099 forms.

Revised:, July 15, 2014