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Set up employees and payroll items

Set up payroll items

Use payroll items to define payroll items for your clients and give specifications for their setup, configuration, and behavior. Follow this list for help with setting up a pay, deduction, or employer contribution item.
  1. Select
    Setup
    , then
    Payroll Items
    .
  2. Select the
    Main
     tab.
  3. (Optional) Enter a name in the
    Report description
     field to change the description on reports and checks for this payroll item.
  4. (Deduction items and employer contributions) Select an
    Agent
     from the dropdown for liability tracking purposes.
    Select an agent on the employee record if you can't select an agent on the Main tab.
  5. Calculation options depend on the type of payroll item selected.
  6. Payroll item
    Available calculation type options
    Additional notes
    Deduction
    • Fixed amount
    • Hourly rate - Total hours
    • Percent of after tax pay
    • Percent of gross pay
    • Percent of net pay
    Specify the deduction amount if it's the same for all employees.
    Mark the
    Weighted allocation
     checkbox to distribute a fixed amount of deductions across locations and departments.
    In the
    Special Type
     section of the Main tab of the Payroll Items screen, select the
    Garnishment
     option and select
    Creditor garnishment
     from the dropdown.
    Pay
    • Fixed amount
    • Hourly rate
    • Hourly rate - Total hours
    • Percent of gross pay
    • Percent of sales
    • Salary - Hours sensitive
    • Salary amount
    If the pay amount is the same for all employees, specify the amount, rate, or percentage.
    Employer Contribution
    • Fixed amount
    • Hourly rate - Total hours
    • Percent of after tax pay
    • Percent of deduction
    • Percent of gross pay
    • Percent of net pay
    Specify the contribution amount, rate, or percentage, and the limit for each tier.
    Select
    Graduated
     if you want to enter a tiered amount, rate, or percentage, and a limit for each tier.
    Mark the
    Weighted allocation
     checkbox to distribute a fixed amount of deductions across locations and departments.
  7. (Optional) Select a special type for the payroll item to change how it calculates or reports.
  8. Choose a distribution option in the
    Auto-pay
     section if you use auto pay.
  9. (Pay) Select a
    Wage Type
    .
  10. (Pay) You can change the multiplier rate for Overtime and Double time, or leave it at 1.500 and 2.000.
    Changing this only affects new employee records.
  11. Under
    Taxability
    , choose a reason for a FUTA exemption if your item should be exempt.
    This information transfers to Line 4 of Form 940.
  12. (Deduction and employee contribution) Under
    Limit
    , select a deduction limit.
  13. Mark checkboxes under
    W-2 Additional Boxes
    .
  14. Select the default
    General Ledger
     liability and expense account numbers for your payroll item.
  15. Under
    Miscellaneous
    , choose Health Savings Account (HSA) or health insurance options.
    Mark the
    Require direct deposit allocation
     checkbox if you want to require it employees who use this payroll item.
  16. Mark any
    Exclusions
     that apply.
  17. Select the
    Tax Exemptions
     tab and choose any exemptions that apply.
  18. Select the
    Special Timing
     tab if you need to customize the frequency and dates for your payroll item.

This article applies to:

  • Product: Accounting CS Client Access
  • Subject: Clients, Setup

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