1.  Emp No

2.  Name

28 alphanumeric characters.

The employee name may be entered in the format First, Middle, Last or Last, First, Middle.  If the latter format is used, the check printing program and the W‑2 forms program will print the name in the format First, Middle, Last anyway, provided that there is a comma after the last name and before the first.  But if the former format is used, the Alphabetical Employee printout will print in alphabetical order by the first name, not last.  For this reason the latter format is recommended.

3.  Street

28 alphanumeric characters.

4.  City 

20 alphanumeric characters.

5.  State

2 alphanumeric characters.

This should be the usual postal code for the employee's state.  It is recommended that this also be used for the State Tax code in field 23 below.

6.  Zip Cd

10 alphanumeric characters.

7.  Soc Sec No

9 numeric digits (999‑99‑9999).

Enter the social security number as digits only.  The system will insert the hyphens in the appropriate places.

The social security number may not be all zeros.  If the employee currently has no social security number, enter a dummy number, such as all 9's, and change this as soon as the employee receives a valid number.

8.  Birth Dt

A date in the standard date format. 

9.  Marital

1 alphabetic character.

Valid values are:

S   =  Single

M   =  Married

H   =  Head‑of‑Household

This field determines which Federal Tax Table to use in calcu­lating Federal Withholding Tax during the Calculate Payroll applica­tion.  See Calculate Payroll application for details.

10.  Hire Dt

A date in the standard date format.

This is the date that the employee was originally hired.

11.  Lst Raise

A date in the standard date format.

This is the date of the employee's last raise.

12.  Review Dt

A date in the standard date format.

This is the date of the employee's last review.

13.  Term Dt

A date in the standard date format.

The package will consider the employee terminated if and only if this date is non‑zero.

14.  Emp Type

1 alphabetic character.

Valid values are:

H   =  Hourly

S   =  Salaried

N   =  Non‑Employee

An hourly employee is always paid at an hourly rate.  The regular pay for a salaried employee is taken to be his salary. 

Emp Type (continued)

If the employee is marked as a non‑employee, the package will not allow a regular payroll transaction to be entered for him or her. Remuneration for a non‑employee may only be entered through the Manual Transaction Processing application.  The package will not print a check for this individual and no taxes will be calculated for him or her.  The Non‑Employee Compensation Report may be printed on request showing all remuneration paid year‑to‑date for all non‑employees.

15.  Pay Freq

1 alphabetic character.

The Payroll package will handle the following pay frequencies:

D   =  Daily (also called Miscellaneous by the IRS)

W  =  Weekly

B   =  Bi‑weekly

S   =  Semi‑monthly

M   =  Monthly

Q   =  Quarterly

During the Time Transaction Processing application you will be asked for which employee pay fre­quencies you wish to enter transactions.  You may request any combination of the allowed fre­quencies at this time.

16.  Home Dept

4 alphanumeric characters.

The employee's home department number must be entered.  It cannot be blank.  It is used as a key in various payroll reports to give a breakdown of wages and deductions, etc. by department.  Changes to the department number are not allowed if time transactions are on file for the employee.

17.  W Acct

An account number in the standard account number format.

The employee's wage account number must have previously been entered via the PR Account File Maintenance application.  It cannot be all zeros.  It is used as a default account number by the Time Transaction Processing application and the Manual Transaction Processing application when distributing pay for an employee.  The second and third portions or subaccount number of this wage account will be used for the subaccount number whenever an expense account number is specified from any of the control files.

Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

18. Emp Stat

1 alphabetic character.

Valid entries are:

A   =  Active

I    =  Inactive

H   =  Hold

During time entry, the system will check the status of the employee.  If this field is I or H, a message will be displayed on the screen and the question "Pay this employee? Y or N will be asked.

The system also only allows "A" status employees to have a time record automatically created during the Generate Standard Payroll application.

19.  Emp Sex

1 alphabetic character.

This is a reference field only.

M   =  Male

F   =  Female

20.  Salary

8 numeric digits with 2 decimal places (999,999.99).

If the employee is not type S (salaried), this field will be bypassed. Otherwise, the employee's regular hourly rate is calculated and using this, the overtime-hourly rate and special hourly rate are calculated.   The salary amount should be the salary for the employee's pay frequency.

21.  Reg Hrs

5 numeric digits with 2 decimal places (999.99).

This is the number of hours in this employee's regular pay period.  It defaults to the number of hours in the period as specified on Payroll Setup, but may be overridden by a manual entry (if the employee is part‑time, for example).

22.  Reg Rate

6 numeric digits with 3 decimal places (999.999).

This will need to be the hourly rate for the employee.  If the employee is salaried, the regular hourly rate will default to the employee's salary divided by the number of regular hours for the employee.

23.  Ovt Rate

6 numeric digits with 3 decimal places (999.999).

The employee's overtime hourly rate will default to the regular hourly rate times the overtime factor as given in Payroll Setup.

24.  Spec Rate

6 numeric digits with 3 decimal places (999.999).

The employee's special hourly rate defaults to the regular hourly rate times the special pay factor as given in Payroll Setup.

25.  St Tax Cd

2 alphanumeric characters.

The State Tax code must have already been entered via the State/City Tax Code File application.

Press The F7 key to search for code.

26.  St Table

1 alphabetic character.

This identifies the particular table for the State Tax code in 25 above that is used for this employee.  It must already have been entered via the State/City Tax Code File application.  Leave this blank if you will not use a table to calculate SWT for the employee. 

You will be prompted by the system as to the available tax tables on file for this state tax code.

27.  Swt Exm

2 numeric digits with no decimal places (99), or 7 numeric digits with 2 decimal places (99,999.99).

The screen description changes, by pressing the F1 key, to SWT $ EXM, and back again by pressing the F1 key a second time.  You may enter either the number of exemptions for SWT for this employee when the SWT NO EXM description is displayed, or the flat dollar amount of the annual exemption, when the SWT $ EXM appears.

This allows flexi­bility in calculating the state withholding tax for various states.  See the Package Overview section entitled State and City Tax Calculations for more information.

Swt Exm (continued)

Values of 98 or 99 in this field have a special significance, in connection with the Added Withholding Tax fields for the employee.  If the number of exemptions is entered as 98, no withholding calculations will be done, but the added tax amounts will be treated as percentages, and the amount of tax withheld will be equal to the added tax amount (percent) times the employee's taxable gross pay.  (This applies to city and federal withholding also.)   If the number of exemptions entered is 99, then the SWT will be equal to the added SWT field. (field 41, screen 1)

28.  St Tx Crd

7 numeric digits with 2 decimal places (99,999.99).

There are two ways of calculating any state tax credit allowed for an employee.  One is to multiply the state tax credit figure on the State Tax Code Table record by the employee's SWT number of exemptions.  If that is the way you wish to do it, do not enter anything in this field.  Otherwise, you may enter the exact amount of this employee's (annual) state tax credit here.

29.  City Tx Cd

2 alphanumeric characters.

The City Tax code must have already been entered via the State/City Tax Code File application.

Press The F7 key to search for code.

30.  Cty Table

1 alphanumeric character.

This is the counterpart of field 29 above, for the city.  This Table ID must already have been entered via the State/City Tax Code File application.  Leave this blank if you will not use a table to calculate city withholding tax for this employee.

You will be prompted by the system as to the available tax tables on file for this state tax code.

31.  Cwt Exm

2 numeric digits with no decimal places (99), or 7 numeric digits with 2 decimal places (99,999.99).

This is the counterpart of field 27 above, for the city.  See the description for field 27.

32.  Cty Tx Crd

6 numeric digits with 2 decimal places (9,999.99).

This is the counterpart of field 28 above, for the city.  See the description of field 28.

33.  No Eic Crts

1 numeric digit (9).

The number of EIC certificates (W‑5 forms) may be only 0, 1 or 2, depending upon whether the employee alone has filed a W‑5 form, or both he and his spouse have filed them (or none were filed).  This number is used in the payroll calculation to determine what, if any, earned income credit should be paid to the employee.  One certificate means that the employee is single or married and the spouse has not filed a certificate.  Two means the employee is married and both spouses have filed a certificate.

This number is used in conjunction with the EIC tables previously entered via Payroll Setup application.

34.  Ins Prem

6 numeric digits with 2 decimal places (9,999.99).

The premium for term insurance in excess of $50,000 given to the employee by the employer.  The term insurance premium entered here prints in the appropriate box  on the year‑end W‑2 form,  and will be included in the wages, tips, and other compensation on that form.

35.  Fwt Exm

2 numeric digits (99).

This is the number of exemptions claimed by the employee on his W‑4 form.  The values 98 and 99 have special significance as described for field 27 above.

36.  Ost Exm

2 numeric digits (99).

This is the number of exemptions claimed by the employee for other state tax.  The Payroll package as received from NETcellent System, Incorporated performs no calculations using this field.  If it is required by the employee's OST state calculation method, coding modifications must be made.

37.  Fica Exm?

Y or N.   

Defaults to N.

If the employee is marked as exempt from FICA, the payroll tax calculation will withhold no FICA for the employee, nor will any employer FICA liability be calculated for this employee.

38.  Fui Exm ?

Y or N.

Defaults to N.

FUI and SUI liability are shown on the Quarterly Payroll Report and the PR Distribution to G/L Report.  The percentage and cut‑off values for Federal are given in Payroll Setup, while for State they are given on the State/City Tax Code record that corresponds to the Employee's State Tax code.

If an employee is exempt from either of these, the employer's FUI and SUI liability for this employee will be zero.

39.  Sui Exm ?

Y or N.   

Defaults to N.

See the comments for field 38 above.

40.  Add Fwt

6 numeric digits with 2 decimal places (9,999.99).

The added withholding tax amount will be added to the calculated withholding tax amounts by the payroll calculation program, to arrive at the final amount of tax to be withheld for the employee.

The added withholding tax amount has a special significance if the corresponding number of exemptions for that tax is either 98 or 99.  See the comments for field 27 above.

41.  Add Swt

6 numeric digits with 2 decimal places (9,999.99).

See the comments for field 40 above.

42.  Add Cwt

5 numeric digits with 2 decimal places (999.99).

See the comments for field 40 above.

43.  Wk Cmp Cd

5 alphanumeric characters.

This is the worker's compensation code for this employee.  The system will track the worker's compensation expense for a group of employees if you associate the same code for them.

44. Wk Cmp Rt

6 numeric digits with 4 decimal places (99.9999).

This is the rate at which the worker's compensation premium is calculated for this employee.  It will be an amount per hour (for all hours worked) or a percent of wages (for all taxable wages received), depending on the Worker's Compensation Calculation Method recorded on the State Tax Code record for this employee's state.

45.  Wk Cmp Ex

Y or N.   

Defaults to N.

Ex stands for executive.  This field indicates whether or not this employee's wages (or hours) are subject to the maximum amount field recorded on the State Tax Code record for this employee's state.  (See the Package Overview section entitled Worker's Compensation for more information on this.)

46.  Vac Ac Cd

1 alphabetic character.

Valid values are:  A, B, C, D, E, F.

This is the Vacation Hours Accrual code for the employee.  It must correspond to one of the codes recorded on Payroll Setup.  If this field is left blank, no accruing of vacation hours will be done for this employee, and any desired vacation hours due must be entered manually.

47.  Sck Ac Cd

1 alphabetic character.

Valid values are:  A, B, C, D.

This is the Sick Hours Accrual Code, which must correspond to one of the codes recorded in Payroll Setup. 

Sck Ac Cd (continued)

As for the Vacation Accrual code above, if this field is left blank, no sick hours will be automatically accrued for this employee.

48.  Vac Hr Du

5 numeric digits with 2 decimal places (999.99).

This is the number of vacation hours currently due to this employee, not including any hours that have already been taken.

49.  Vac Hr Pd

5 numeric digits with 2 decimal places (999.99).

This is the number of vacation hours that have already been taken by this employee for the current calendar year only.

50.  Sck Hr Du

5 numeric digits with 2 decimal places (999.99).

This is the number of sick hours currently due to this employee, not including any sick hours already taken.

51.  Pension ?

Y or N.   

Defaults to N.

Whether or not the employee is part of a pension plan is indi­cated in the appropriate box on the year‑end W‑2 form, according to the response to this question.

52.  Distrib ?

Y, N or S.

If you have indicated N (never distribute) as the response to the Distribute Pay? question in the Payroll Setup application, this field will automatically default to N.  If, however, your response to the Distribute Pay? question was A (always distribute) or S (selectively distribute), you may enter either a Y, N or S) to distribute with Shift code) in this field.

Y   =  Pay distribution to G/L

N   =  No pay distribution to G/L

S   =  Pay distributed to G/L with shift differential

Distrib ? (continued)

For more information on shift differential, refer to the Shift Code File Maintenance section of this manual.

Note:  In the Generate Standard Payroll function, in the Time Transaction Processing submenu, a standard payroll tran­saction will only be generated for those employees that have an N response in this field when the Payroll Setup Distribute flag is set to S (selectively distribute).  Payroll transactions for employees that use detailed distribution to General Ledger must be entered individually.

53.  Lst Ck Dt

This is the last date that a payroll check was issued to this employee.  This field will be updated automatically during the Post Payroll Checks application.

54.  Tip Cr ?

Y or N.   

Defaults to N.

This indicates whether or not the employee is eligible for tip credit.

Note:  A response to this question is only requested if the employer has been indicated as a restaurant in Payroll Setup.  If the employer is not a restaurant, this field will not be displayed.