REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 001 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ==============================Employee Screen A================================ Name..(01): ____________________ ____________________ ____________________ First Middle Last Address #1..(02): ______________________________ Address #2..(03): ______________________________ City/St/Zip.(04): ______________________________ Phone.: (______)______-________ Social Sec..(06): _______________ Sex.(07): F M Marital Status.(08): S M H (Circle One) (Circle One) Birthdate...(09): ___/___/___ Hire.(10): ___/___/___ Senority(11): ___/___/___ <CR>=Hire Probation End.(12): ___/___/___ Status.(13): <CR> Termination..(14): ___/___/___ (Optional) Employee Expenditure Account.(15): ____ (blank) ______ FUND ACCT JOB NOTE! If Employee's earnings will be distributed to multiple accounts, <CR> through these fields. Category......(16): 00=NOT USED FI=FIELD ----------------------(Circle One)------------------------- Norm Pay Prd..(17): DP=DIRECTOR'S PAY OM=OFFICE MAINTENANCE RP=REGULAR PAY SP=SPECIAL PAYROLL* ----------------------(Circle One)------------------------- Dist Code.....(18): Enter <CR> Prim Earnings.(19): DP=DIRECTOR'S PAY HR=HOURLY PAY OM=Inactivated 03/05/97 PT=PART TIME RS=REGULAR SALARY RT=RETIREMENT SP=SPECIAL PAYROLL ----------------------(Circle One)------------------------- Allowed Earn..(20): <CR> \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 002 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ==============================Employee Screen B================================ Accrual codes.(02): ---------(Circle Applicable Accrual Codes Below)----------- V0=VACATION (16+ YEARS) AL=ADMIN LEAVE LW=LEAVE W/O PAY S1=SICK LEAVE - PART TIME SL=SICK LEAVE V3=VACATION - SICK LEAVE -------------------------------------------------------------------------------- Auto Payroll..(03): Enter <CR> UNLESS Hourly Employee with same hours every payroll -- then enter 'Y', <CR>. Rate..........(06): _______________ ANNUAL rate for salaried employees Hourly rate for all others. Taxes/Benes...(08): ------(Verify Tax/Benefit Codes Displayed OnScreen)-------- 01=FEDERAL INCOME TAX 02=FICA 03=STATE INCOME TAX 04=SDI 08=EMPLOYEE PERS 09=EMPLOYER PERS 10=MEDICARE 11=MEDICAL INSURANCE 18=RETIREMENT 20=WORKERS' COMP ==============================Employee Screen C================================ Tax/Benefit # Exempt Table Id..(04): (Circle One Below) -------------------------- -------- --------------------------------------------- 01=FEDERAL INCOME TAX ________ ***=DISABLE FEDERAL INCOME TAX USM=FEDERAL INCOME TAX - MARRIED 2005 USS=FEDERAL INCOME TAX - SINGLE (2005) Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ -------------------------- -------- --------------------------------------------- 02=FICA ***=DISABLE FICA 000=FICA (2005) R00=FICA EMPLOYER REIMBURSED 2005 Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 003 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ Tax/Benefit # Exempt Table Id..(04): (Circle One Below) -------------------------- -------- --------------------------------------------- 03=STATE INCOME TAX ________ ***=DISABLE STATE INCOME TAX CAH=CALIFORNIA INCOME TAX - HEAD/HSHLD(2005) CAM=CALIFORNIA INCOME TAX - MARRIED (2005) CAS=CALIFORNIA INCOME TAX - SINGLE (2005) Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ -------------------------- -------- --------------------------------------------- 04=SDI ***=DISABLE SDI 000=STATE DISABILITY INSURANCE Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ -------------------------- -------- --------------------------------------------- 08=EMPLOYEE PERS ***=DISABLE EMPLOYEE PERS 000=EMPLOYEE PERS 001=Employer Reimburse Employee Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ Lower Gross.(09): <CR> -------------------------- -------- --------------------------------------------- 09=EMPLOYER PERS ***=DISABLE EMPLOYER PERS 000=Inactivated 02/15/A6 Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ -------------------------- -------- --------------------------------------------- 10=MEDICARE ***=DISABLE MEDICARE (FICA) 000=MEDICARE 2005 R00=MEDICARE EMPLOYER REIMBURSED 2005 Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 004 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ Tax/Benefit # Exempt Table Id..(04): (Circle One Below) -------------------------- -------- --------------------------------------------- 11=MEDICAL INSURANCE ***=DISABLE MEDICAL INSURANCE 000=MEDICAL INSURANCE Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ Lower Gross.(09): <CR> -------------------------- -------- --------------------------------------------- 18=RETIREMENT ***=DISABLE RETIREMENT 000=RETIREMENT Forced $..(05): _______________ % ______ Addit'l $.(06): _______________ % ______ Lower Gross.(09): <CR> -------------------------- -------- --------------------------------------------- 20=WORKERS' COMP 7520=WATERWORKS OPERATION 7580=SANITARY OPERATION 8742=DIRECTORS 8810=CLERICAL \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 005 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ==============================Employee Screen M================================ Employee Individual Report Requirements Executive State Unemployment Quarterly Wage/Weeks Worked Report.(01): Y N (Circle One) Circle "Y" if you want this employee included on the report Circle "N" if you don't want him/her included Statutory Employee....(02): Y N --See Below-- If "Statutory Employee" should be checked on W2, circle Y. Normally, statutory employees have FICA, but not FIT withheld. If you have any doubt, contact your tax practicioner. Annual Wage Reporting.(03): 2=W2 (If "W2", you're done with this screen) R=1099R (For Retirees-Complete Below) 1099R, Block 7 Distr Code.: --Circle One Below-- 1 Early (premature) distribution, no known exception 2 Early (premature) distribution exception applies 3 Disability 4 Death 5 Prohibited Transaction 6 Section 1035 Exchange 7 Normal Distribution 8 Excess Contr + earnings/excess deferrals taxable in 1991 9 PS 58 costs P Excess contr + earnings/excess deferrals taxable in 1990 A Qualifies for 5-year/10-year averaging B Qualifies for death benefit exclusion C Qualifies for A and B D Excess contr + earnings/excess deferrals taxable in 1989 IRA/SEP Block on 1099R....: Y N --See Below-- Circle "Y" if this block should be x'ed on the 1099R. \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 006 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ==============================Employee Screen K================================ California PERS Coverage Group....(01): 70001 --------------------(Circle One)---------------------- Pay Code....(02): Enter <CR> Wk Sched Code.: Enter <CR> Pay Rate.: Enter <CR> ---------- ---------- ---------- Unit Code...(03): ______ Enter the 3 digit unit code from your PERS Listing Contr Rate..(04): ______ Enter the 4 digit Member Contr Rate from your PERS listing (for this employee). Employee Addit'l..(05): ________________________ Contr Code: ____ Enter the additional employee contributions and applicable contribution code. Employer Addit'l..(06): ________________________ Contr Code: ____ Enter the additional employer contributions and applicable contribution code. \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 007 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ==============================Employee Screen D================================ Code/Description Amount.(02) Percent.(04) Ck/Sav/Other Acct Id..(03) ----------------------- ------------ ------------ ----------------------------- 99=NET PAY DEDUCTION 100.0 C S O __________________ <F1> A2=AFLAC AFTER TAXES ____________ ____________ C S O __________________ <F1> AF=AFLAC BEFORE TAXES ____________ ____________ C S O __________________ <F1> CU=CREDIT UNION ____________ ____________ C S O __________________ <F1> DF=DEFFERED COMP ____________ ____________ C S O __________________ <F1> EF=CREDIT UNION ____________ ____________ C S O __________________ <F1> GA=GARNISHMENTS ____________ ____________ C S O __________________ <F1> IN=INSURANCE DEDUCTION ____________ ____________ C S O __________________ <F1> MC=MISCELLANEOUS DEDUCT ____________ ____________ C S O __________________ <F1> MD=MISCELLANEOUS DEDUCT ____________ ____________ C S O __________________ <F1> MS=MISCELLANEOUS DEDUCT ____________ ____________ C S O __________________ <F1> OD=OVERAGE DEDUCTION ____________ ____________ C S O __________________ <F1> PD=PER DIEM DEDUCTION ____________ ____________ C S O __________________ <F1> UA=UNIFORM ALLOWANCE 100.0 C S O __________________ <F1> ZZ=Direct Deposit** 100.0 C S O __________________ <F1> NOTES: Ck/Sav/Other Acct Id.(03): Enter the type and account number for the employee's account with the organization for which the deduction is being drawn. If it's a bank or credit union deduction, circle 'C' or 'S' for checking or savings, respectively. If the deduction goes to something other than a savings or checking account, circle 'O'. If it's not a savings or checking account, you do not need to enter an account number. In any case you should not <CR> after the account number field, but <F1>. This allows you to proceed directly to the bottom of the screen. \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 008 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ===============Employee Screen B (Flat Rates & Retro Earnings)================= Auto Pr Code/Description Payroll.(06): Rate...(06): Period Hrs.(07): ------------------------------ ------------- ---------------- ---------------- CO=COST OF LIVING Y N ________________ ________________ <CR>= .10 DF=DEFFERED COMP Y N ________________ ________________ <CR>= 1.00 DP=DIRECTOR'S PAY Y N ________________ ________________ <CR>= 1.00 OM=Inactivated 03/05/97 Y N ________________ ________________ <CR>= 1.00 OV=Inactivated 03/05/97 Y N ________________ ________________ <CR>= .01 PD=PER DIEM Y N ________________ ________________ <CR>= 140.00 PG=PAGER Y N ________________ ________________ <CR>= 1.00 RO=RETROACTIVE OVERTIME <CR> ________________ ________________ <CR>= 1.00 RP=RETROACTIVE PAY <CR> ________________ ________________ <CR>= 1.00 UA=UNIFORM ALLOWANCE Y N ________________ ________________ <CR>= 1.00 \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 009 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ==============================Employee Screen E================================ For employees with FIXED distributions to multiple accounts. Use this page for employees who's earnings are distributed to more than one account. Fixed distributions are generally set by percentages. They DO NOT vary from payroll to payroll. Account ID EC No Operaton Amount FUND ACCT JOB ---- ---- --------- --------------- --------------------------- <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ 1. Distribute PRIMARY Earnings for this employee first (Use the code you circled on page 1, line (19). 2. Use the (X)fer option to copy the distribution to all similarly charged earnings. To do this, type X, <CR> while the cursor is under the EC column (far left-hand side of screen). You will see this: ** TRANSFER UTILITY ** Source Earnings Code...: __ <-Enter the earnings code used above 3. You will see the following prompt: Destination Earning(s).: __ <CR> to complete distribution of other applicable earnings. Note that some earnings codes will be distributed may not apply to this employee. That's okay. These distributions will only apply if the earnings code is actually used. \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 010 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ =========================Employee Screen E (Cont'd)============================ For employees with FIXED overtime distributions to multiple accounts. NOTE: If OVERTIME is charged similar to other earnings, SKIP this section. Account ID EC No Operaton Amount FUND ACCT JOB ---- ---- --------- --------------- --------------------------- <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ <CR> % $ H ---- ---- --------- --------------- ------ ----------- ------ 1. Distribute an OVERTIME earnings for this employee. 2. Use the (X)fer option to copy the distribution to all other overtime type earnings. To do this, type X, <CR> while the cursor is under the EC column (far left-hand side of screen). You will see this: ** TRANSFER UTILITY ** Source Earnings Code...: __ <-Enter the earnings code used above 3. You will see the following prompt: Destination Earning(s).: __ 4. <CR> to complete distribution of other overtime type earnings. Note that some earnings codes will be distributed may not apply to this employee. That's okay. These distributions will only apply if the earnings code is actually used. \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 011 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ =========================Employee Screen E (Cont'd)============================ For employees whoes earnings distributions vary from payroll to payroll and whoes actual working hours EQUAL standard hours per payroll. (Weekly & Bi-Weekly Payrolls) Account ID EC No Operaton Amount FUND ACCT JOB ---- ---- --------- --------------- --------------------------- <CR> H 0 <CR> <CR> <CR> ---- ---- --------- --------------- ------ ----------- ------ ^ Employee's PRIMARY earnings code ONLY. Use the code you circled on page 1, Line (19). After you've entered the line into the employee's screen E as shown above, use the (X)fer option to set up distributions for other types of earnings. You will see this: ** TRANSFER UTILITY ** Source Earnings Code...: __ <-Enter the earnings code used above 3. You will see the following options: +-Select Distribution Types for Similarly Charged Earnings Codes--------+ | | | 1 Same as primary earnings distr entered during active payroll | | 2 Same as primary earnings code (above) | | 3 Manual for hourly & flat rate earnings | | 4 Automatically establish ALL default distributions | | END | | Help (?) | | Add Help (+?) | +-----------------------------------------------------------------------+ Option 1: Other earnings, charged to same expense element, will be distributed in the same manner as the distribution entered for the employee's primary earnings. This way, different distributions entered during different payroll runs can be used as the "Master Distribution" Option 2: Other earnings, charged to same expense element, will be distributed as designated in screen E (always). This sets up the screen E distribution. Option 3: Other earnings, regardless of expense element, will be set up in screen E so that the operator must always enter the correct distribution during each payroll run (while entering each employee's earnings). Option 4: The software will automatically set up default distributions for all earnings codes as follows: -Hourly earnings are assigned operation H and account distributions must be entered manually for each employee, each payroll. -Flat Rate earnings are assigned operation $ and account \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 012 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ distributions must be entered manually for each employee, each payroll. -Accrual (Vacation/Sickleave) earnings are assigned distribution "**". This means accrual earnings will be distributed in thesame way the employee's primary earnings were distributed for the active payroll. \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 013 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ =========================Employee Screen E (Cont'd)============================ For employees whoes earnings distributions vary from payroll to payroll and whoes actual working hours normally DON'T EQUAL standard hours per payroll. (Monthly & Semi-Monthly Payrolls) Account ID EC No Operaton Amount FUND ACCT JOB ---- ---- --------- --------------- --------------------------- <CR> P 0 <CR> <CR> <CR> ---- ---- --------- --------------- ------ ----------- ------ ^ Employee's PRIMARY earnings code ONLY. Use the code you circled on page 1, Line (19). After you've entered the line into the employee's screen E as shown above, use the (X)fer option to set up distributions for other types of earnings. You will see this: ** TRANSFER UTILITY ** Source Earnings Code...: __ <-Enter the earnings code used above 3. You will see the following option: Create Defaults for All Earnings.: _ <- Answer "Y" or "N." If you answer "Y" above, the software will automatically set up default distributions for all earnings codes as follows: -Hourly earnings are assigned operation H and account distributions must be entered manually for each employee, each payroll. -Flat Rate earnings are assigned operation $ and account distributions must be entered manually for each employee, each payroll. -Accrual (Vacation/Sickleave) earnings are assigned distribution "*P". The software totals all hours entered against the employee's primary earnings code, then adds all hours being taken for vacation, Sickleave and other accruals. Total base earnings are divided by total hours for the true hourly rate. Using this rate for primary and accrual earnings assures more equitable distributions. \n REPORT.: Jun 10 09 Wednesday CITY OF MOMSOFTWARE PAGE: 014 RUN....: Jun 10 09 Time: 14:55 EMPLOYEE DATA ENTRY WORKSHEET ID #: SP-WS Run By.: CWS Personnel CTL.: MOM ------------------------------------------------------------------------------------------------------------------------------------ ===========Employee Screen B (Enter Flat Rates-NOTES for page 008)============= NOTES: There are three kinds of flat rates: 1. The first flat rate pays the same dollar amount every time it's paid. This is common for uniform allowances. Here are a couple of examples of this kind of rate: Auto Pr Code/Description Payroll.(06): Rate...(06): Period Hrs.(07): ------------------------------ ------------- ---------------- ---------------- UA Uniform Allowance N 120.00 1.00 E1 Educational Incentive Y 62.00 1.00 2. Another flat rate is based on the employee's participation in specific events. In other words, the flat rate is the same for each event, but the number of events CAN (not necessarily WILL) vary from payroll to payroll. Some examples include board members who recieve $100.00 per meeting or fire fighters who are paid $30.00 per fire drill. Here's how these would be entered: Auto Pr Code/Description Payroll.(06): Rate...(06): Period Hrs.(07): ------------------------------ ------------- ---------------- ---------------- BM Board Meeting(s) N 100.00 2.00 FD Fire Drill(s) N 30.00 2.00 Note that the Pr Period Hrs.(07) has a 2.00. This prompts the operator to input the actual number of events during the time entry session of an actual payroll run. 3. The third flat rate is not based on an employee's participation in specific events, nor does it result in the employee being paid the same dollar amount each time it's paid. Expense Reimbursement is a good example. Here's how you'd enter this kind of flat rate: Auto Pr Code/Description Payroll.(06): Rate...(06): Period Hrs.(07): ------------------------------ ------------- ---------------- ---------------- EX Expense Reimbursement N 1.00 1.00 Note that both the rate and the hours are 1.00. This prompts the operator to input the actual dollar amount to be paid during the time entry session of an actual payroll. \n