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Employee YTD Setup

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 #

  1. Set up employee information (names, addresses, pay rates, automatic deductions, etc.)
  2. 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:

  1. From the Payroll Main Menu, click on “Paychecks”
  2. Select “Enter Manual Checks”

Example Scenario: Switching to Pro-Pay on August 1st #

  1. 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)
  2. 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 #

  1. FICA/Medicare Taxes: Do not override these taxes. Overriding may cause balancing issues with various reports and tax forms.
  2. 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.
  3. Tax Payments: If the client has made any tax payments for the current quarter, enter these under “List/Update tax deposits file.”
  4. 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:

  1. Double-check all manual entries for accuracy
  2. Verify the dates used for each entry
  3. Ensure all tax payments have been correctly entered
  4. 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.