HELP - Change Employee Data
If you have been using a PRO-PAY Payroll Service Bureau prior to installing the
WEBPAY, you must ask your Payroll Processor to provide you with the files containing
all Employee and Company information. This data is required to asure identical
files and avoid export/Import problems.
The required fields are labeled on the screen in bold letters!
First Name, Last Name
You cannot change the First and Last name here. They are critical data for the
database searching purposes
Address
Enter the Employee address here
Phone Number
Enter the Employee Phone Number here
SSN
If you have the information about Employee Social Security Number, enter it here
City
Enter the Employee City of residence
State
Enter the abreviation of the Employee State residency
This field is REQUIRED!
ZIP
Enter the Employee's residential Zip code
Pay Rate
Enter the dollar amount (per hour, or salary per period).
Pay Period
Valid Pay periods are:
(W)eekly, (B)iweekly, (S)emimonthly, (M)onthly, (T)erminated
NOTE: Terminated Employees will be purged at the end of the year. Only
active Employees will be transfered to mthe new year.
Pay Type
Valid Pay types are: (H)ourly or (S)alary.
Birth Date
Enter the Employee Birth date
Hire Date
Enter Employee's exact start date, if provided by client
Terminated
The termination date is only for informational purposes. In order to actualy
terminate an Employee, you must set the Pay period as (T)erminated!
Last Raise
Enter the Employee Last raise date, if provided by client
Status Federal/State
Valid statuses for withholding purposes are (S)ingle, or (M)arried.
Exemptions
Enter the number of withholding exemptions claimed on the Employee's W-4 form.
NOTE: If the Employee wants to be exempt because he/she doesn't make enough
money then enter "99" for exemptions. DO NOT exempt them under "Tax Status/Exempt"
unless they are a "1099".
Additonal Tax
Enter any additional withholding tax, if inidcated on the Employee's W-4 form.
Department
Choose the Department to which the Employee belongs. All Departments must be
previously defined!
Tax State
If the Company is set-up as Multi-state, you may select a tax state for each
Employee. If the company is not set-up as Multi-state, the Tax State shows the
predefined state abreviation
Rate-2, Rate-3, Rate-4, Rate-5, Rate-6, Rate-7, Rate-8
Enter rate 2-8 if applicable to Employee. You may use a different description
for Rates 2-8 if changed in Employeer's Deductions Set Up screen
Other Pay
Enter the data if aplicable. The description of this Other Pay may be changed for
each paycheck.
Vac Hrs/Yr
Enter the vacation hours this Employee is entitled for the year. A default value
may be set up in the Employeer set up.
Accrued Vacation
This is used to enter any accrued vacation hours from a prior year. It is also
used to enetr accrued vacation hours from a prior system, if you start with WEBPAY
in the middle of the year
Start Vac Accr
Enter a date to start accruing Vacation hours. For example, if the Employee starts
employment on 01/01/xx but the Employeer has a policy where Employees start earning
Vacation pay 90 days after employment, you would enter 04/01/xx in the Start Vac
Accr date. A default value may be set up in the Employeer set up.
Sick Hrs/Yr
Enter the Sick hours this Employee is entitled for the year.
Accrued Sick
This is used to enter any accrued sick hours from a prior year.
Start Sick Accr
Enter a date to start accruing Sick hours. For example, if the Employee starts
employment on 01/01/xx but the Employeer has a policy where Employees start earning
Sick pay 90 days after employment, you would enter 04/01/xx in the Start Sick
Accr date. A default value may be set up in the Employeer set up.
How Vacation and Sick Hours are accrued in WEBPAY
If for example, and Employee is entitled 2-weeks vacation per year, (80 paid hours),
enter "80" in Vac Hrs/Yr (Accrual Rate)/ Each pay date WEBPAY will accrue vacation
hours as follows:
Vac Hours Accrued per Pay period = Hours worked / 2080 times Accrual rate
Example: Employee accrual rate = 90 hrs/Yr and worked 40 hours this week.
Vacc Hours Accrued this Pay Period = 40 /2080 = 1.538 Hrs
Salaried Employees Vacation and Sick accruals are based on a 40-hour Week.
Tipped Employee
If the Employee receives tips, check this box. This information is used to calculate
Tip Allocation at the end of the year.
W-s Retirement Plan
Check only if the Employee is under a deferred compensation plan for W-2 information
purposes.
W-2 3rd Party Sick Pay
This box needs to be checked only if the Employeer is 3rd Party Sick Pay payer,
such as an insurance company.
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