Payroll - Caselle

1 Caselle Clarity Payroll User Guide Commitment TO COMMUNITY Learn how to use Clarity applications, where to find tools, how to fill in reports, and set up forms ii Table Of Contents Getting started .. 1 Getting Started .. 1 Help and Support .. 5 6 Employees .. 6 Calculate Rate Changes .. 15 Delete Inactive Employees .. 16 Employee Compensation Report .. 17 Employee Inquiry .. 18 Employee List .. 19 Pay Schedules .. 20 Payroll History .. 23 Payroll Prelist Worksheet .. 24 Benefits .. 27 Benefits Register Detail .. 27 Benefits Register Summary .. 28 Calculate Benefit Amounts .. 28 Enter Benefit Adjustments .. 29 Third Party Sick Pay .. 30 Workers Compensation List .. 31 Workers Compensation Report .. 32 Calculations .. 36 Calculation Formulas.

2 36 Calculation Glossary .. 38 Calculation Tables .. 39 Calculations .. 41 Calculations Examples .. 43 Direct deposit .. 46 Activate ACH Prenotification .. 46 Create ACH File .. 46 Federal reports .. 49 940 Report .. 49 945 Report .. 49 FUTA Report .. 50 GL reports .. 52 Update General Ledger .. 52 Leave time .. 56 Adjust leave carryover hours .. 56 Table Of Contents iii Calculate Leave Time .. 57 Enter Leave Time Adjustments .. 58 Leave Rates .. 60 Leave Register .. 65 Leave Report .. 65 Update Leave Levels .. 66 Organization .. 68 Departments .. 68 Organization .. 69 Pay Codes .. 77 Troubleshooting .. 92 Pay Schedules .. 94 States .. 97 Update Project Accounting .. 100 Pay checks .. 102 Change Check Issue 102 Check Register.

3 102 Enter Manual Checks .. 103 Enter Payroll Checks .. 108 Enter Supplemental Checks .. 113 Enter Termination Checks .. 116 Modify Payroll Checks .. 118 Pay by Exception Report .. 121 Payroll Checks .. 121 Void Payroll Checks .. 127 Pay 129 Add pay codes to employees .. 129 Pay Code Transaction Report .. 129 Pay Codes .. 132 Troubleshooting .. 147 Retirement .. 150 State Retirement Report .. 150 State reports .. 154 State Combined Report .. 154 State Combined Wage List .. 155 State Retirement Report .. 157 States .. 160 SUTA Report .. 163 SUTA Wage List .. 164 Clarity Payroll iv SUTA Worksite Report .. 165 SWT Report .. 166 Time 169 Import Hours from Timekeeping .. 169 Timesheets .. 170 Transmittals .. 171 Calculate Transmittal Amounts.

4 171 Create Transmittal Invoices .. 171 Enter Transmittal Adjustments .. 173 Transmittal Checks .. 174 Transmittal Inquiry .. 176 Transmittal Register .. 177 Void Transmittal Checks/Invoices .. 178 Transactions .. 180 Close Pay Period .. 180 Close Year-end .. 182 Delete Payroll History .. 182 Payroll Register Detail .. 183 Payroll Register Pay Code Summary .. 184 Payroll Register Single-line Summary .. 185 W2 and 1099 Reporting .. 186 1099 Recipients .. 186 Checkout 1099 194 Checkout W-2 Employees .. 195 Convert Year-end Tax Information .. 196 Create Electronic W-2 197 EFTPS Report .. 198 Electronic File Formats .. 199 Employee Tax Summary .. 203 W-2s .. 203 Glossary .. 206 Index .. 207 1 Getting started Getting Started This application records requests for maintenance when the maintenance will not be billed to a specific customer.

5 Maintenance Orders will track the time and resources needed to complete a maintenance order and follow the progress of the maintenance order from creation to completion. Note: Except for Organization, which should be set up first, the remaining tables can be set up in any order. Just click on the link to go to the instructions. Step 1: Set up Organization Use Organization to set up the organization s name and address, default options, and interfaced applications. Do 1. Open Clarity Payroll > Organization > Organization. 2. Set up the organization information and options. Use the sections in this help topic to complete each field. 3. Click Save (Ctrl+S). Step 2: Set up States Use States to store the two-character state codes for the states that you will use in the Payroll application.

6 You will need a state code for the minimum premium and workers compensation. Do 1. Open Clarity Payroll > Organization > States. 2. Click New (Ctrl+N). 3. Fill in the options on the State and Workers Compensation tab. 4. Click Save (Ctrl+S). Step 3: Set up Calculation Formulas Use Calculation Formulas to set up a new formula, edit an existing formula, or delete an old formula. All formulas used in the Payroll program are stored in this table. Then, you can use the calculation formula to set up the options in the Calculations table. When a routine uses a calculation the calculation will look up the corresponding calculation formula, calculation table, and pay code type. Examples of formulas that are commonly used in the Payroll application: Federal Withholding, Federal Earned Income Credit, State Withholding.

7 Do 1. Open Clarity Payroll > Organization > Calculation Formulas. 2. Click New (Ctrl+N). 3. Fill in the formula properties. Clarity Payroll 2 4. Click Save (Ctrl+S). Step 4: Set up Calculation Tables A calculation table stores the rate table that the Payroll application will use to calculate amounts. The Federal Withholding Rates for Single and Married, as well as the State Withholding Rates for Single and Married, are stored in separate calculation tables. Do 1. Open Clarity Payroll > Organization > Calculation Tables. 2. Click New (Ctrl+N). 3. Fill in the calculation table name. 4. Click Add a New Rate. Now, fill in the limits, tax amount, and tax rate for each level in the rate. 5. Click Save (Ctrl+S). Step 5: Set up Calculations A calculation uses a formula to determine an amount, percentage, or number.

8 Use Calculations to set up the formulas that you will use in the Payroll application to calculate state, federal, and earned income credits. The calculation associates the calculation formula, calculation table, and pay code type. Usually, these calculations will be set up for you when you purchased the Payroll application. Then, you only need to select the state and pay code to use the appropriate calculation. If you need assistance, please call customer service. In Version , : The Local and State tables stored the rates for calculating local and state taxes. In Clarity , the Calculation table replaces the rate tables found in the State and Local tables. Do 1. Open Clarity Payroll > Organization > Calculations. 2. Click New (Ctrl+N).

9 3. Fill in the calculation name. 4. Next, enter the calculation formula, table, and pay code type. 5. Click Save (Ctrl+S). Step 6: Set up Departments A Department groups together personnel and action codes. When a user selects a department only the employees that are tied to the department will be displayed in the Employee drop-down list. Use Departments to record the names of the departments in the organization. Note: Payroll Department Codes that have been selected in the Payroll program can only be used to create and view transactions in the Payroll program. Payroll Department Codes are set up in the Payroll Department view, however, other programs that interface with the Payroll program will have access to the Payroll Department Codes.

10 Do 1. Open Clarity Payroll > Organization > Departments. Getting started 3 2. Click New (Ctrl+N). 3. What do you want to do? I want to select a department from the master department list. Use the Department drop-down list to select a department name. I want to add a new department to Payroll > Departments. Use this option to only make the department code available in the Payroll application. Use the Department field to enter a department name. Next, enter the department's description and abbreviated description. I want to add a new department to the master department list. Use this option to make the department code available in every Caselle Clarity application. Use Clarity System Management > Master Records > Departments. Then, click New and fill in the form.