If you have been using a PRO-PAY Payroll Service Bureau prior to installing WEBPAY, you must ask your Payroll Processor to provide you with the files containing all the Employee and Company information.  This information is required to assure identical files and to avoid import/export problems.

The required fields are labeled on the screen in red!

First Name, Last Name

You cannot change the First or Last name here.  These fields are critical for searching the database.

Enter the employee's address.

Enter the employee's phone number.

SSN

Enter the employee's Social Security Number.

City   

Enter the City.

State 

Enter the abbreviation for the State

This field is REQUIRED.

Zip Code  

Enter the employee's zip code.

Pay Rate    

Enter the dollar amount (per hour or salary per pay period).

Pay Period    

Valid pay periods are:

(W)eekly, (B)iweekly, (S)emimonthly, (M)onthly, or (T)erminated  NOTE: Terminated employees will be purged at the end of the year.  Only active employees will be transferred to the new year.

Pay Type

Valid pay types (H)ourly or (S)alary.

Birth Date  

Enter employee's birth date, if provided by client

Hire Date     

Enter employee's exact start (it is important that this date be entered for employers who are accruing sick and/or vacation time)

Terminated    

The termination date of only for informational purposes.  In order to actually terminate an employee you must change the pay period to (T)erminated.

Last Raise    

Enter the date of the employee's last raise, if provided by the client.

Status Federal/State  

Valid statuses for withholding are (S)ingle or (M)arried

Exemptions       

Enter the number of withholding exemptions claimed on the Employee's W-4 form.  NOTE:  If an employee wants to claim exempt then enter "99" for the number of exemptions.  DO NOT mark them as exempt under "Tax Status/Exempt" unless they are a "1099" employee.

Additional Tax     

Enter any additional withholding tax, if indicated on the employee's W-4 form.

Department     

Choose the Department to which an employee belongs, if departments are used. (All departments must be previously defined.)

Tax State  

If the company is set-up as multi-state, select a tax withholding state for each employee. If the company is not set-up as multi-state, the predefined tax withholding state will show on the employee entry screen.

Rates 2-8       

Enter rates 2-8 if applicable to an employee.  Descriptions for rates 2-8 can be changed in the Employer's Deductions Set-up screen.

Other Pay     

Enter data if applicable.  The description for Other Pay may be changed for each pay period.

Vac Hrs/Yr       

Enter the number of hours the employees accrues each year.  A default value may be set-up in the Employer set-up.

Accrued Vacation    

This is used to enter accrued vacation hours from the prior year.  It is also used to enter accrued hours from another system, if you start with WebPay after processing payroll in another system.

Start Vac Accrual         

Enter the date which the employee starts to accrue vacation hours.  For example, if an employee starts their employment on 01/01/XX but the employer has a policy where the employees start earning vacation hours after 90 day, you would enter 04/01/XX in the Start Vac Accr field.  A default value may be set-up in the employer set-up.

Sick Hrs/Yr    

Enter the hours the employee accrues each year.

Accrued Sick      

This is used to enter accrued sick hours from the prior.  It is also used to enter accrued sick hours from another system, if your start with WebPay after processing payroll in another system.

Start Sick Accrual     

Enter the date the employee is to start accruing sick hours.  For example, if the employee starts their employment on 01/01/XX but the employer has a policy where employees start accruing sick pay after 90 days of employment, you would enter 04/01/XX in the Start Sick Accr date field.  A default value may be set-up in the employer set-up.

How Vacation and Sick Hours are accrued in WEBPAY   

Here is an example to explain how the vacation hours are accrued.  An employee is entitled to 2-weeks vacation per year (80 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 = (80/2080) accrual rate X hours worked.

In this example the employee worked 40 hours during the pay period.

Vac hours accrued this pay period = (80/2080) X 40 = 1.538 hours

Salaried employees' vacation and sick accrual are based on a 40 hour week.

Tipped Employee    

If an employee receives tips, check this box.  This information is used to calculate the Tip Allocation at the end of the year.

W-2 Retirement Plan     

Check this box only if the employee is participating in a deferred compensation plan which is reported on their W-2.

W-2  3rd Party Sick Pay        

This box needs to be checked only if the Employer has a 3rd party sick payer, such as an insurance company.