Overview #
This article provides detailed information about the Employer Set-up Screen-2 in the ProPay payroll software. This screen allows users to configure various essential settings for their payroll system, including check printing options, tip handling, meal benefits, department usage, job costing, vacation/sick accrual display, pay period settings, and more.
Key Features and Settings #
Check Printing Options #
Print Corporation Name on Checks #
- If checked, the corporate name is printed on checks alongside the DBA (Doing Business As) name.
- For Sole Proprietors, this box is usually left unchecked.
Payroll Specifics #
Will Your Payroll Include Tips? #
- Check this box if applicable to your business.
- For detailed setup instructions, refer to the “Tips set-up” section.
Do You Provide Taxable Meals? #
- Check this box if meals are provided free of charge to employees and are subject to taxes.
- Consult the Circular E Employer’s Tax Guide for qualifying questions.
Organizational Structure #
Are Departments Used? #
- When checked, the program requires:
a) Setting up company department numbers with names.
b) Assigning a department number to each employee. - Enables payroll reports with departmental breakdowns, useful for Worker’s Compensation Reports.
Job Cost Report Needed? #
- Checking this box allows assignment of job numbers to each payroll entry.
- Enables the system to provide Job Cost reports.
Employee Benefits Display #
Print Vacation/Sick Accrual on Pay stubs? #
- Check this box to display accrued vacation and sick hours on employee pay stubs.
Pay Period Configuration #
Days Between Period Ending and Pay Date #
- Used to calculate default period Beginning Date and Period Ending Date each pay period.
- Example: For weekly pay with Monday-Sunday period and Friday pay date, enter 5 days.
Security #
Password For This Client #
- Optional setting to limit access to the client’s payroll files.
- Only users with the password can access these files.
Tax Filing #
Form 944 Filing #
- Check this box if filing Form 944 (Employer’s Annual Federal Tax Return).
- Only select if the IRS has notified you in writing to file Form 944 instead of Form 941.
- After selecting, go to Employer Set-up Page-1 and choose (A)nnual Tax Deposit Frequency for 941/944 taxes.
State and Local Tax Settings #
State #
- Choose the HOME state for the employer.
- For multi-state operations, use Employer Set-up Page-5 to add more states.
Localities 1-5 #
- Select up to 5 localities if the client is subject to local taxes.
- Set up localities in LOCALTAX TABLES SET-UP.
Custom Messaging #
Employer Message on Pay Stub #
- Two optional message lines available.
- Can be used to print custom messages on employee pay stubs.
PDF and Email Configuration #
PDF File Setup #
- Requires installation of PDF995 drivers.
- Options for automatic PDF generation of checks and reports.
Email Configuration #
- Options to email checks and reports to clients automatically.
- Requires client email address in Client Edit/change screen.
Security #
- Option to set a password for encrypting PDF and Excel files sent via email.
- Default password is the client file ID (e.g., A01, A02, A03).
Magnetic Media Filing #
- Enter any required PIN for state or federal magnetic media filing.
Troubleshooting #
If you encounter issues with any of these settings:
- Double-check all entered information for accuracy.
- Ensure you have the necessary permissions to modify these settings.
- For PDF-related issues, verify that PDF995 drivers are correctly installed.
- If emailing options are not working, confirm that the client’s email address is correctly entered in the Client Edit/change screen.
Additional Resources #
For more detailed information, please refer to:
- Employer Set-up Screen-1
- Employer Set-up Screen-3
- Employer Set-up Screen-4
- Employer Set-up Screen-5
Feedback #
We value your input! If you have any suggestions for improving this documentation or encounter any issues not addressed here, please contact our support team through the help menu in the ProPay software or visit our website at https://www.Paysoft.com.