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PRCTLMNT Payroll PR Setup 1

Utilities Setup

PR Setup

Application Overview


The Payroll Setup application allows you to enter data, which remains relatively constant throughout the Payroll package over an extended period of time.  It also allows you to customize your Payroll package to some degree.  This is the first Payroll application you should run after you have initialized (or converted) the Payroll data files and have set up the Company File.


The responses you provide here will affect processing in nearly all of the programs in the Payroll package, so consider them carefully.


NOTE: As the various General Ledger account numbers are being entered, there is no validation done against the Account File.  It is therefore very important that these account numbers be entered accu­rately.  The account numbers should also be entered via the Account File Maintenance application so that their descriptions will appear on distribution reports.  If you desire to have profit center and departmental accountability revert to the employee's profit center and department for all or specific liabilities, the profit center and department portions of the liability accounts entered here should be entered as all 9s.


Once the Payroll package is in operation, if the answers to screen items 14, 16, 18, 19 on the first screen are changed from Y to N, or N to Y, the logic in the programs connected with these questions will automatically be deactivated or activated.  No data already in exis­tence in the package will be lost by changing the answers to these questions.  However, if the Distribute Pay To G/L ? has its answer changed from A to S or from N to S, the distribution flag for each employee on file will have to be changed indivi­dually for all those employees for which you now want to do detailed General Ledger distribution.

Run Instructions


Select PR Setup from the pull down PR Util_setup window.  The following screen will then be displayed:



Payroll Setup Entry Screen


The following options are available:


    *  Select the desired mode from the PR Setup menu bar

    *  Enter the data requested on the screen


To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.


Entry Field Descriptions

First Screen



Type and Description

1.  Employer Name

25 alphanumeric characters.


This is the employer name that will appear on the Year‑end W‑2 and Quarterly Report forms, which are automatically printed by the Payroll program.  The following address (2‑4) is also used for the same purpose.

2.  Address ‑ 1

25 alphanumeric characters.

3.  Address ‑ 2

25 alphanumeric characters.

4.  Address ‑ 3

25 alphanumeric characters.

5.  Federal Id No

11 alphanumeric characters.


This is the employer's federal identification number that will appear on the Year‑end W‑2 forms and Quarterly Payroll report.

6.  Emplr Soc Sec Pct

4 digits, with 2 decimal places (99.99).


The employer and employee Social Security percents are subject to change by the federal government at the beginning of each year.  Their current values can be found in the IRS Circular E ‑ Employer's Tax Guide.

7.  Empl Soc Sec Pct

4 digits, with 2 decimal places (99.99).


See the description for item 6 above.

8.  Max Soc Sec Wages

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


The maximum Social Security wages is the cut‑off maximum limit of an individual employee's taxable gross wages upon which the Social Security deduction is calculated.  This value can also be found in the current IRS Circular E. 


The maximum is the same for both the employer's Social Security and the employee's Social Security.  However, if the employer is a restaurant, the employee's reported tips are included as a part of the gross wages for the employee Social Security, but not for the employer.

Max Soc Sec Wages (continued)

Meals are included in the taxable gross for both the employer and the employee for Social Security computation.  Tip credits are included in the taxable gross for the employer for this calculation also.

9.  Medicare Fica Pct

4 digits, with 2 decimal places (99.99).


The Medicare percent is subject to change by the federal government at the beginning of each year.  The current value can be found in the IRS Circular E-Employer's Tax Guide.

10.  Medicare Max Wages

8 digits with 2 decimal places (999999.99).


The maximum Medicare wages is the cut-off maximum limit of an individual employee's taxable gross wages upon which the Medicare deduction is calculated.  This value can also be found in the current IRS Circular E.

11.  Federal Unemp Pct

5 digits, with 3 decimal places (99.999).


The federal unemployment (FUI) percent can also be found in IRS Circular E.  It is used on the Quarterly Tax Report to calculate the employer's FUI liability.  However, this may be reduced in some states that require State Unemployment Insurance (SUI) payments.

12.  Federal Unemp Max

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


The federal unemployment (FUI) maximum wages are also found in IRS Circular E.  It is the cut‑off maximum limit of an individual employee's taxable gross wages upon which the employer's FUI liability is calculated.

13.  Fed Minimum Wage

5 digits, with 3 decimal places (99.999).


This is the federal minimum wage per hour set by federal law.


The federal minimum wage is used to calculate tip credit for res­taurants.  The tip credit for an eligible employee would be the hours worked below the federal minimum wage times the difference between the wage paid and the federal minimum wage.


There is no check made anywhere in the Payroll package to prevent paying an employee less than the minimum wage.  Paying the proper wage to employees is the user's responsibility. 

Fed Minimum Wage (continued)

However, if the restaurant question is answered Y and the employee is eligible for tip credit, a message will appear on the Payroll Register warning that the employee has not been paid the federal minimum wage.  A change can be made through Payroll Time Transaction Processing, or the system will automatically post the required dollar amount to an excess pay field for the employee.

14.  Sick Pay Exempt?

Y or N.


Under special circumstances, compensation the employer gives, as sick pay is exempt from FICA taxation.  If the answer to this question is Y, FICA will be calculated on taxable gross wages minus sick pay, for both the employer's and employee's share of FICA.  All other tax calculations will include sick pay as part of taxable gross wages.

15.  Distribute Pay To G/L?

1  alphabetic character.


Valid responses are:


N   =  Never Distribute

A   =  Always Distribute

S   =  Selectively Distribute


General Ledger distribution is always automatically included as a part of the Payrollpackage, no matter what the user responds to this question.  It is the detailed distribution of an employee's wages to selected General Ledger accounts that is controlled by the response to this question. If the answer to this question is N (never distribute), all employees' wages for regular hours or salary, overtime hours, and special hours will be automatically distributed to the employee's wage account as given in the employee record.


Vacation, holiday and sick hours will be distributed according to the expense accounts indicated in this Payroll Setup.  If the answer to this question is A (always distribute), then in both the Payroll Time Transaction Processing application and Manual Trx Processing application, the operator will be requested to distribute the employee's regular pay or salary, supplemental pay, overtime pay, vacation pay, holiday pay, special pay and sick pay in detail to selected General Ledger accounts.

Distribute Pay To G/L  (continued)

If the answer to this question is S (selectively distribute), the operator will be requested to enter a detailed General Ledger distribution only for employees that have been flagged for distribution on the employee record (see the Employee File Maintenanceapplication).

16.  Restaurant?

Y or N.


If the employer is a restaurant, the Payroll package will perform the basic accounting functions necessary to handle an employee's reported tips and any meals provided by the employer, as well as tip credits.  Meals in this case are always considered a part of the employee's taxable gross wages.  Meals are not, however, automatically posted to a General Ledger account.  Any such posting must be done manually in the General Ledger package.  To aid the user in doing this, an Employee Meals Report is available as part of the Print Employee Reports application.


Tip credits are calculated when an employee is flagged as eligible for tip credit in the employee record.  When a payroll transac­tion is entered for an employee, if the employee's wages (hourly rate, plus reported tips) are less than what that employee would get if he were getting the federal minimum wage for the hours reported, the tip credit is calcu­lated by subtracting the federal minimum wage from regular, over­time or special rate, plus reported tips (if these are below the federal minimum wage) and then multiplying this amount by the number of worked hours hours worked at the substandard rate.  Tip credit is not computed for vacation pay, sick pay, or holiday pay.

17.  Tip Credit Percent

5 digits, with 2 decimal places.


The maximum allowable percentage of the federal minimum wage that the employer may use as the tip credit.

18.  Reconcile Checks?

Y or N.


If check reconciliation is selected, then all regular payroll checks and all manual checks (when the net pay is more than zero) will be automatically kept on file for later reconciliation using the Payroll Check Reconciliation application.

19.  Use Job No’s?

Y or N.


The Payroll package allows for the detailed accounting of wages paid to employees by job number.  In order to distribute an employee's wages to selected jobs, the employee must be flagged for detailed distribution of his wages to General Ledger.  For such an employee (which may be all employees), when the operator is doing the detailed distribution of a regular payroll transaction, or of a manual payroll transaction, to General Ledger,


he will also be requested to enter a job number to which this distribution applies. He may leave the Job Number field blank if he does not wish a particular distribution to be applied against a job.


Tracking wage expense by job number in the Payroll package is distinct from tracking job expenses in the Job Costing package.  Wage expense is fed into the Job Costingpackage via the Labor Performance package.


The field may not be Y if the entry for field 15 is N.

20.  Last Check No

6 numeric digits, no decimal places (999999).


The last check number used is automatically updated during the Print Payroll Checkapplication.  Once check number 999999 is used, the next check number used will be 1.


Note that check numbers entered in the Manual Transaction Processing application are not used to update this field.

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