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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Payroll Information tab of the Clients screen to select one or more payroll schedules for your clients, to select the default method of time entry (for live payroll processing only), and to specify how checks are to be handled at print time.

Choose Setup > Clients and click the Payroll Information tab.

Fields & buttons

(For live payroll processing only.)

  • Time Rack. Mark this checkbox if this client will use Time Rack timeclock entry. For more information, refer to the Time Rack integration overview topic.
    • Exclude salary employees. When this checkbox is marked, salaried employees are not included in Time Rack time clock import files and employee information is not sent to Time Rack for this client's salaried employees.

      Note: Employees with both salary and hourly pay items are considered Hourly employees and will not be excluded from Time Rack imports when this checkbox is marked.

  • SwipeClock. Mark this checkbox if the client will use the SwipeClock time entry integration. Click the Ellipsis Ellipsis buttonbutton to open the SwipeClock dialog, where you can enter information necessary for the integration and where you can choose to limit the extent of the integration.
  • Employee Self-Service. Mark this checkbox to enable Employee Self-Service for the client. The application will then automatically enable Employee Self-Service for each of the client's employees. If you clear this checkbox for a client who is currently using Employee Self-Service, it will be disabled for all of the client's employees.

(For live payroll processing only)

In this section, specify the default time entry method used by this client to enter employee time into the application for all new payroll schedules. Note that you can specify a time entry method for any individual payroll schedule in the Payroll Schedules dialog.

If you choose the Manual option, the selections in the Source drop-down list are:

  • Email in Time
  • Fax in Time
  • Other
  • Phone in Time

If you choose the Import option, the selections in the Source drop-down list are:

If the Time Rack checkbox is marked in the Employee Data Integration section, this field automatically defaults to Time Rack.

If the SwipeClock checkbox is marked in the Employee Data Integration section, this field automatically defaults to SwipeClock.

In the Payroll Schedules section, the payroll schedules that are to be used for this client are listed in the field and separated by commas, if more than one has been specified.

To add or modify the payroll schedules, click the Ellipsis button button to open the Payroll Schedules dialog.

Note, for live payroll processing: If you plan to enter batch payroll checks for the client's employees using the Enter Batch Payroll Checks screen, at least one payroll schedule must be set up for each client and must be selected on each employee. If you plan to enter payroll checks individually and do not select a payroll schedule, the pay frequency for employees with no selected payroll schedule will default to Weekly.

(For live payroll processing only)

In the default check output section you can specify whether check printing for this client should use paper checks/stubs or if it will be done remotely.

If you are using remote check printing, you can also specify that you want to print payroll checks and/or vendor checks remotely.

  • Payroll checks. You can choose to send payroll checks to FileCabinet CS after printing by marking the Send to FileCabinet CS checkbox. You can also choose to send only checks with a net check amount of zero to the client portal for remote check printing by marking the Exclude net checks checkbox.
  • Vendor checks. You can choose to send vendor checks to FileCabinet CS after printing by marking the Send to FileCabinet CS checkbox. You can also choose to exclude funded checks from being sent to the client portal for remote printing by marking the Exclude funded checks checkbox.
  • Payroll tax forms filed by. Use this option to choose who will be filing payroll tax forms for this client - the firm or the client. If the date in the Payroll tax form start date field has not been reached, this client will not display in the Actions > Process Payroll Tax Forms screen. This screen also has a filtering option to filter out clients who file their own forms, so the firm doesn't mistakenly print forms for which it is not responsible.
  • Calculate month 1-3 employee count on payroll tax forms based on active employee status. When this checkbox is marked, the application calculates the employee counts for months 1-3 on payroll tax forms based on employee status rather than based on the period end dates of payroll checks that encompass the 12th of each month in the processing period. For more information about employee counts, see Employee count examples for 94x and state unemployment (SUTA) forms.
  • Offers health care plan. Mark this checkbox if the client offers their employees medical coverage.
    • Contributes toward premium. This checkbox is available only when the Offers Health Care Plan checkbox is marked. If the client pays part of the employees' health care premium, mark this checkbox. (This information is used in the health care contribution calculation for Vermont Form C-101.)

In a negative payroll check situation, the application needs to know how you want to handle the reduction of deductions and taxes for that particular check, whether or not you want to carry the shortfall amount to future checks, and if so, when to reset shortfall balances.

  • Select the items to reduce
    • Deductions. Use the Deductions drop-down list to choose whether to reduce all, none, or specific deductions when there is a shortfall amount. If you choose Selected, the Ellipsis button becomes available. To choose specific deductions, click the Ellipsis button to open the Select Deductions dialog and mark the checkboxes for the selected deductions.
    • Taxes. Use the Taxes drop-down list to choose whether to reduce all, none, or specific tax amounts when there is a negative net check. Click the Ellipsis button to open the Select Taxes dialog and mark the checkboxes for the appropriate taxes.

    Notes

    • If more than one deduction is selected, they will be reduced in the reverse of the payroll item sort order. (The payroll item sort order is set up in the Payroll Items Sort Order dialog, available from the Setup > Payroll Items screen.)
    • If more than one tax is selected, they will be reduced in the following order: federal, state, and then local.
    • If both deductions and taxes are set to be reduced, the application will first reduce deductions and then taxes.
  • Carry shortfall forward... To carry forward the shortfall amounts and try to make them up with future payroll check balances (via a prompt during payroll entry for automatic shortfall balance adjustments), mark this checkbox. If you mark this checkbox, select the date on which to reset the shortfall balances to zero for all of the client's employees.

    If this checkbox is left unmarked, the shortfall amount is retained, but there will be no prompt for adjustment during payroll check entry.

  • Do not reset balances. This checkbox is only available when the Carry shortfall forward... checkbox is marked. If the Do not reset balances checkbox is marked, the balance reset date fields and the Create liabilities for shortfall write off checkbox are disabled. Shortfall balances will continue to be carried forward indefinitely and the application will attempt to make up the amounts with future check balances.
  • Create liabilities for shortfall write off. This checkbox is only available when the Carry shortfall forward... checkbox is marked. If the Create liabilities for shortfall write off checkbox is marked, liabilities will be created for all employees when the items that have shortfall amounts are reset to zero. The liabilities will use the selected balance reset date.

Select the appropriate account to use as the default account for any amounts throughout the application for which a distribution account has not been specified. All transactions must be assigned to a GL account. If you save a transaction without a GL account, the application will assign it to the Undistributed account specified here. By default, the application uses account 999.

If you select a different GL account in this field, the application will use the new account for transactions saved going forward. It will not change this account for existing transactions.

Payroll alerts and email notifications (which are available for live payroll processing only) are set up at the firm level in the Payroll Alerts tab of the Firm screen. Use the checkboxes below to exclude the current client from particular payroll alerts.

  • Disable alert for pay rates exceeding the limit.
  • Disable alert for hours entered over standard.

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Related topics

Setting up client payroll information

Remote payroll overview

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