Setting Up Employee Year-to-Date (YTD) Information #
Overview #
This article guides you through the process of setting up Employee Year-to-Date (YTD) information when transferring data from another payroll system to Pro-Pay. This is a crucial step to ensure accurate payroll processing and reporting in your new Pro-Pay system.
Key Steps #
- Set up employee information (names, addresses, pay rates, automatic deductions, etc.)
- Set up employees’ YTD earnings and deductions
Detailed Process #
Step 1: Set Up Employee Information #
Refer to the “Add/Change Employees” section in Pro-Pay for detailed instructions on setting up basic employee information.
Step 2: Set Up Employees’ YTD Earnings and Deductions #
This process is done through “Manual Checks” in Pro-Pay. Follow these steps:
- From the Payroll Main Menu, click on “Paychecks”
- Select “Enter Manual Checks”
Example Scenario: Switching to Pro-Pay on August 1st #
- Enter data for the 6-month period ending June 30:
- Enter Gross, FICA, STWT, etc., as one entry per employee
- Use the date “06/30/XX” (where XX is the current year)
- Enter data for the month of July:
- Enter Gross, FICA, STWT, etc., for the entire month
- Use the date “07/31/XX”
Note: When entering Manual Checks, you are automatically in “Override” mode, allowing you to adjust FED W/T and other withholding taxes to match the client’s YTD figures.
Important Considerations #
- FICA/Medicare Taxes: Do not override these taxes. Overriding may cause balancing issues with various reports and tax forms.
- Verification: After entering YTD earnings and deductions, print the payroll summary and compare it with the client’s previous history, including existing print-outs, 941’s, and State filed reports.
- Tax Payments: If the client has made any tax payments for the current quarter, enter these under “List/Update tax deposits file.”
- Tax Liability Review: View the “Tax Liabilities” by accessing the Display Tax Liability for Qtr screen to ensure everything is correct.
Troubleshooting #
If you encounter discrepancies between the Pro-Pay payroll summary and previous records:
- Double-check all manual entries for accuracy
- Verify the dates used for each entry
- Ensure all tax payments have been correctly entered
- If problems persist, contact Pro-Pay support for assistance
Additional Resources #
For more information or assistance, please refer to:
- Pro-Pay Help Menu (accessible within the software)
- Paysoft website: https://www.Paysoft.com
Feedback #
We value your input! If you have suggestions for improving this article or encounter any issues not addressed here, please contact our support team through the Pro-Pay software or our website.