1.  Emp No

4 numeric digits (9999).

The employee number may not be zero.  This is the key used throughout the package when referencing a specific employee.

2.  Name

28 alphanumeric characters.

The employee name is displayed in the format First, Middle, Last or Last, First, Middle. 

3.  Street

28 alphanumeric characters.

4.  City 

20 alphanumeric characters.

5.  State

2 alphanumeric characters.

This displays the usual postal code for the employee's state. 

6.  Zip Code

10 alphanumeric characters.

7.  Soc Sec No

9 numeric digits (999‑99‑9999).

Displays the employee's Social Security Number.

8.  Birth Date

A date in the standard date format. 

Displays the employee's date of birth.

9.  Marital

1 alphabetic character.

Valid values are:

S   =  Single

M   =  Married

H   =  Head‑of‑Household

This field determines which Federal Tax Table is used 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.

11.  Last Raise

A date in the standard date format 

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

12.  Review Dte

A date in the standard date format.

13.  Term Date

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.  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.

15.  Pay Freq

1 alphabetic character.

One of the following frequencies is displayed.

D   =  Daily (also called Miscellaneous by the IRS)

W  =  Weekly

B   =  Bi‑weekly

S   =  Semi‑monthly

M   =  Monthly

Q   =  Quarterly

16.  Home Dept

4 alphanumeric characters.

Displays the employee's home department number.  This information 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.

Displays the employee's wage account number. This is entered via the P/R Account File application. This 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 numbers of this wage account is used as the subaccount number whenever an expense account number is specified from any of the control files.

18.  Emp Stat

1 alphabetic character.

Displays one of the following entries.

A   =  Active

I    =  Inactive

H   =  Hold

During time entry, the system checks the status of the employee.

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 empty. Otherwise, the employee's regular hourly rate is calculated providing a basis for the overtime and special hourly rate calculations.  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 field displays 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).

Displays the employee's overtime-hourly rate. It references 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).

Displays the employee's special hourly rate. It references the regular hourly rate times the special pay factor as given in Payroll Setup.

25.  St Tax Code

2 alphanumeric characters.

This field displays the State Tax code entered via the State/City Tax Code File application.

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. 

27.  Swt Exm

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

This field displays 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.

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).

Displays the exact amount of this employee's (annual) state tax credit here.

29.  City Tx Cd

2 alphanumeric characters.

Displays the City Tax code applicable for this employee.

30.  City Table

1 alphanumeric character.

This is the counterpart of field 29 above, for the city.  It displays the City Table ID applicable for this employee.

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.  City 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 the 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 displayed 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 No 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 No 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.   

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.  Added 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.  Added Swt

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

See the comments for field 40 above.

42.  Added Cwt

5 numeric digits with 2 decimal places (999.99).

See the comments for field 40 above.

43.  Wrk 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. Wrk 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.  Wrk Cmp Ex

Y or 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 in 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.  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.   

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 ?