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Payroll Calculation Procedure Notes

There are several things that work together in payroll to make the PR Calc program work properly. If it doesn’t work as you planned, it is easy to run Uncalculate Payroll Deductions (click the PAYROLL Menu bar and select Uncalculate Payroll Deductions). After this, however, you’ll still need to figure out what went wrong. This guide is a step by step check list to help you find the problem and fix it.

 

1.There are some questions you must ask yourself:

oDid we have earnings for the period I’m trying to calculate?

oAre the starting and ending dates correct?

oHas this period already been calculated?

oIs the report I am using to check this giving me what I want?

oIn Employee Maintenance when I checked the deductions, did I make sure the ending date included the payroll date?

 

2. If none of the above helps, run the Payroll Constants: Deduction Types Maintenance program to see if each code has been set up and has a valid Calc Type.

•The Calc Types used in Beta (CFMAINT, Record 1) are used in the new software (e.g., the standard deduction is type 6, federal withholding is type 1, etc.). See Payroll Constants: Deduction Types Maintenance for a full list of the valid Calc Types.

•It must have a Calc Order number. Run the report called PR DED CODE LIST to help sort this out.

•If this deduction is exempt from all but FICA and Medicare taxes, make sure the Deferred Comp box is checked.

•If this deduction is exempt from all taxes, make sure the Exempt box is checked.

•If this deduction needs an amount or percent from each employee, it is important to make sure that under the PR/PRS Parameter Titles you enter the word "Amount" under Parameter 1 and "Percent" under Parameter 2 or as applicable. See Payroll Constants: Deduction Types Maintenance for information on this function.

 

3. In Employee Maintenance look at each employee’s deduction table to make sure that:

•Each deduction has a Status of "A" (Active) where applicable.

•Each deduction requiring an amount or percentage has that information entered. You should see the titles "Amount" and "Percent" displayed as discussed in #2 above.

•On the Employment Info screen, insure that the week start and end dates coincide with the dates for the pay period you entered in PR Calc.

 

4. In PR Calc, you must select the proper deduction codes, department number (if applicable) and determine that the pay period start and end dates displayed are the same as the pay period in each employee’s maintenance screen. (Payroll Information is a program under the Main Screen’s PAYROLL Menu bar.)

 

5. Make sure that you have attached the proper control numbers to the different account numbers for the FICA/Medicare employer’s match. See Account Maintenance, Setting Fund Numbers for information on this function.

 

6. If none of this helps, please call Cogitate for assistance to find the problem. (See also Correcting Errors.)