PeachPro sets you free
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PeachPro sets you free
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| PCR Certified Payroll |
Do you have to manually process information every week to prepare government reports? You spend hours entering Job Cost and Payroll data, print out pages of information, and then manually prepare your Certified Payroll reports. Wouldn't you rather do something else on Saturdays? Don't spend thousands of dollars on a big system. Save time and money by automating this process with Peachtree and PCR for a fraction of the cost!
PCR - Certified Payroll is fully integrated with Peachtree's Payroll and Job Cost modules. A new Time Card entry program immediately updates hours and earnings to Enter Exceptions in Payroll so you can calculate pay, print checks and payroll reports like you always do. Just before you Post Current Period, print the Certified Payroll Report and then update everything to Job Cost. Interfacing Payroll and Job Cost has never been easier!
The following Pay Period Tasks checklist, taken from the Peachtree Using Payroll manual, has been modified to include the new PCR - Certified Payroll options:
The following information provides a quick overview of the Certified Payroll menu options. Detailed information about the menu options is provided in Certified Payroll Options Detail, which immediately follows this overview section.
After installing PCR - Certified Payroll, a new menu selection, Extended Processing Options, will appear on the Payroll Processing programs menu.
After selecting Extended Processing Options, you will see another menu listing Certified Payroll. If you have other PeachPro Enhancements, additiona l options may also be listed on this menu. Select Certified Payroll from the menu, then the following menu will display:
+=== Certified Payroll Options ===+ | E - Enter Time Cards | | T - Time Card List | | X - Exception Report | | R - Certified Payroll Report | | U - Update Job Cost | | O - Maintain PCR Options | | F - File Utilities | +=================================+
E - Enter Time Cards is used to enter hours worked each day on each job by hourly type employees. This option replaces Enter Employee Time Cards in Job Cost and Enter Exceptions in Payroll. Time card entries include type of hours worked, shift worked, date, job number, equipment, phase and cost codes, cash equivalent pay and GL Account Number. You can optionally leave the Job Number blank to enter hours worked on non-job related tasks. Time card information is automatically updated to Peachtrees Payroll module and the Certified Payroll Report, plus it can be updated to Job Cost.
T - Time Card List can optionally be printed to verify the accuracy of your time card entries. If any changes need to be made, re-select Enter Time Cards to add, edit or delete time card entries. Time card entries are automatically updated to Peachtree. If needed, you can still use Enter Exceptions to make changes to Misc Income, Deductions, Vacation/Sick Hours, or Taxes, then run Calculate Pay.
X - Exceptions Report can optionally be printed once Calculate Pay is run. This program quickly verifies calculated pay, matches time card earnings, then prints a report only for employees with amounts that do not match. The report will print the Time Card entries plus the transactions from Enter Exceptions. Once the calculated amounts are correct, you are ready to Print Checks.
R - Certified Payroll Report prints either a preliminary copy of the Certified Payroll Report or a final copy of the report. The preliminary report prints only if pay has been calculated or checks have been printed. The final Certified Payroll Reports prints only after the Peachtree Final Payroll Register has been printed. Time Card entries can be added, edited or deleted until the final Payroll Register has been printed.
U - Update Job Cost transfers time card entries to the Job Cost module. This option can be selected after the final Payroll Register is printed and before you run Post Current Period. After Update Job Cost has been run, you must select Update To Payroll in the Job Cost module to post the hours, allocations and overhead to the jobs before printing Job Cost reports.
O - Maintain PCR Options contains two selections, Set PCR Options and Change Payroll Numbers. Use the first option to change the Misc Income field used for Cash Equivalent earnings, to suppress User-Defined fields, Taxes, Deductions, Cash Equivalent income and Certification Statement on the Certified Payroll Report, and to allow blank job numbers to be entered on Time Cards. Use the second option to change the number of payrolls processed for each job. This number is tracked automatically by PCR, but must be changed if payroll has been processed for jobs prior to installing PCR.
F - File Utilities contains two options, Recover PCR Files and Create Empty PCR Files. The first option is similar to Recover Data Files in the Peachtree Utilities program. It will re-index the Certified Payroll data files and will overwrite the transactions in Enter Exceptions with the Time Card entries, if they are different. The second option will delete current Time Card entries, but will NOT delete the transactions in Enter Exceptions.
The first step in processing Certified Payroll is to enter weekly time cards for the hourly employees. Select Enter Time Cards from the Certified Payroll Options menu and the following screen will display:
+--------------------------------------------------------------------------------+ |+==============================================================================+| || PRPROC4 Certified Payroll Time Card Entry COMPANY ID: SP || || 03/20/94 Software Professionals, Inc. GENERATION #: 32 || |+==============================================================================+| | Time Card Date: 03/14/94 Mon | | REG OT1 OT2 | | Employee ID...: Hours 0.00 0.00 0.00 | | Employee Name.: Earnings 0.00 0.00 0.00 | | Social Sec....: | | -------- Rates -------- | | No..Hours.T.S.Date.....Job....Equi.Ph.Cost....Base....Computed..CashEq..GL Acct| | | | | | | | F1-Help F5-Prv Emp F6-Nxt Emp F10-Done ShF10-Home | +--------------------------------------------------------------------------------+
In Enter Time Cards, specify the number of hours worked each day by each employee for a one week period. With each entry, include the type of hours worked, the shift worked, the date, the Job number (if required), an Equipment Code (if applicable), the Phase and Cost codes, the Base pay rate, Cash Equivalent earnings, and GL Account Number. Each new line added uses the previous line as defaults, except for the Hours field which defaults to 0. As each line is entered, the upper right corner of the screen will display the total Hours and Earnings for Regular, Overtime 1 and Overtime 2. Up to 99 lines can be entered for each employee for each week, but each employee is limited to 10 different Computed rates of pay.
The following special "Hot Keys" assist in rapid data entry and editing:
The first step in entering time cards is to enter the correct Time Card Date. This date defaults to the current system date in Peachtree. If you run Update Job Cost, the date entered here will be used as the Time Card Date in Job Cost, therefore, this date will appear on job cost reports for all hours entered in this generation. F5-Prv Date and F6-Nxt Date can be used to change the date, or you can type in the date. Displayed next to the Time Card Date is the day of week to help validate the correct date entry.
After entering the Time Card Date, type in the Employee ID or use F2-Lookup to make your selection. Only employees with Pay Type set to Hourly can be selected. After selecting an Employee ID, the Employee Name and Social Security Number will be displayed on screen:
+--------------------------------------------------------------------------------+ |+==============================================================================+| || PRPROC4 E115 Certified Payroll Time Card Entry COMPANY ID: SP || || 03/20/94 Software Professionals, Inc. GENERATION #: 32 || |+==============================================================================+| | Time Card Date: 03/14/94 Mon | | REG OT1 OT2 | | Employee ID...: 20CLIC Hours 0.00 0.00 0.00 | | Employee Name.: Cal Cline Earnings 0.00 0.00 0.00 | | Social Sec....: 430-83-9320 | | -------- Rate -------- | | No..Hours.T.S.Date.....Job....Equi.Ph.Cost....Base....Computed..CashEq..GL Acct| | 1 0.00 R 1 03/14/94 7.500 7.500 0.00 50100 | | | | | | F1-Help F5-Prv Date F6-Nxt Date F10-Done ShF10-Home | +--------------------------------------------------------------------------------+
Next, enter the number of Hours worked on the first Job, Phase, and Cost Code combination. As hours are entered, the total for Regular, Overtime 1, and Overtime 2 will be updated in the upper right corner of the screen.
After entering the number of hours, enter the Type of hours worked: R for Regular, 1 for Overtime 1, or 2 for Overtime 2. If the type of hours are Overtime 1 or 2, the appropriate Overtime Rate set up in Maintain Payroll Options will be multiplied times the Base Pay to calculate Computed Earnings.
The Shift Code defaults to the value set up for this employee in Maintain Employees. Valid entries are 1, 2, or 3. If the Shift is 2 or 3, the appropriate Shift Differential in Maintain Payroll Options will be multiplied or added to the Base Pay and Overtime Rate to calculate Computed Earnings.
With Certified Payroll, you must enter the actual Date hours were worked. On the first line, the date will default to the Time Card Date. The date on any additional lines added will default to the last date entered. To change the date, you can type in the correct day or press F5-Prv Date or F6-Nxt Date to subtract or add one day to the date shown.
For the Job Number field, you can type in a valid Job Number from the Job Cost module, or use F2-Lookup to make your selection. The Job Number can also be left blank if Allow Blank Jobs is set to Yes in Maintain PCR Options. If the Job Number is blank, then the Equipment Code, Phase Code, and Cost Code must also be blank. If a Job Number is entered, you can optionally include an Equipment Code but you must supply a valid Phase and Cost Code combination. F2-Lookup is available for all of these fields.
The Base Pay defaults to the Pay Rate from the employees file and can be overwritten. The amount entered here will be multiplied times the Overtime Rate and Shift Differential, if they apply, to calculate Computed Earnings. The Computed Earnings rate can only be changed by entering a different
Base Pay, Hours Type or Shift Code. The number of hours entered on the current line will be multiplied times the Computed Earnings to calculate the totals for Regular, Overtime 1 and Overtime 2 Earning shown in the upper right corner of the screen.
In some cases, contractors require that minimum benefits be provided to employees working on certain jobs. If you do not provide the minimum benefits, you are required to pay the employee a cash amount equivalent to the benefits they should receive. If this employee qualifies for a cash payment, enter the hourly amount in the CashEq field. If you already include an additional amount in the employees Base Pay to compensate for the benefits, leave 0 for the CashEq rate.
All time card entries automatically update to Peachtrees payroll module. At any time, you can use Enter Exceptions to view the Hours, Earnings, and Misc Income account used for Cash Equivalent earnings. Changes to these fields cannot be made in Enter Exceptions, they must be made in Enter Time Cards. However, Enter Exceptions can be used to make changes to the other Misc Income fields, Deductions, Taxes, and Vacation/Sick Hours before you run Calculate Pay.
If desired, you can print the Time Card List from the Certified Payroll Options menu. You are not required to print this report, but it is very useful in verifying time card entries. The Time Card List can be printed for All Employees or a Range of Employees. When printed, the report will look similar to the following:
+------------------------------------------------------------------------------------------------------------------------------------+ |RUN DATE: 03/21/94 Software Professionals, Inc. PAGE 1 | |RUN TIME: 9:36 AM Payroll | | Time Card List | |------------------------------------------------------------------------------------------------------------------------------------| | *************HRS************* ****************RATES***************** | |EMPLOYEE DATE JOB EQPT PH COST REG OT1 OT2 S BASE COMPUTED CASH EQ EARNINGS | |-------- -------- ------ ---- -- ------ --------- --------- --------- -- ------------ ------------ ------------ ------------ | |12CLIC 03/14/94 000123 03 TECH 8.00 0.00 0.00 1 12.500 12.500 1.250 110.00 | |12CLIC 03/15/94 000123 03 TECH 8.00 0.00 0.00 1 12.500 12.500 1.250 110.00 | |12CLIC 03/16/94 000123 02 RESRCH 2.00 0.00 0.00 1 9.500 9.500 0.000 19.00 | |12CLIC 03/16/94 000123 03 TECH 6.00 0.00 0.00 1 12.500 12.500 1.250 82.50 | |12CLIC 03/17/94 000123 02 RESRCH 1.50 0.00 0.00 1 9.500 9.500 0.000 14.25 | |12CLIC 03/17/94 000123 02 TECH 6.50 0.00 0.00 1 12.500 12.500 1.250 89.38 | |12CLIC 03/18/94 000123 03 TECH 8.00 0.00 0.00 1 12.500 12.500 1.250 110.00 | |12CLIC 03/18/94 000123 03 TECH 0.00 2.00 0.00 1 12.500 18.750 1.250 40.00 | | --------- --------- --------- ------------ | | 12CLIC Totals : 40.00 2.00 0.00 575.13 | | | | | |*** End Of Time Card List *** | +------------------------------------------------------------------------------------------------------------------------------------+
After running Calculate Pay you can optionally print the PCR Exceptions Report. This program option quickly verifies that calculated pay matches the total time card earnings, then prints a report only for employees with amounts that do not match. The report prints both the Time Card Entries and the transactions from Enter Exceptions so you can quickly determine why the totals do not match. In most cases, the totals will be different only if the employee has additional Misc Income other than Cash Equivalent Income. If you print the Exceptions Report, it will look similar to the following:
+-----------------------------------------------------------------------------------------------------------------------------------+ |RUN DATE: 08/03/94 W.D. Peachtree & Company PAGE 1 | |RUN TIME: 9:38 AM Payroll | | Certified Payroll Exceptions Report | |-----------------------------------------------------------------------------------------------------------------------------------| | *************HRS************* **************RATES************* *****PAY**** | |EMPLOYEE DATE JOB EQPT PH COST REG OT1 OT2 S BASE COMPUTED CASH EQ GROSS PAY | |-------- -------- ------ ---- -- ------ --------- --------- --------- -- ---------- ---------- ---------- ------------ | |Certified Payroll | |12CLIC 03/14/94 000123 03 TECH 8.00 0.00 0.00 1 12.500 12.500 1.250 110.00 | | 03/15/94 000123 03 TECH 8.00 0.00 0.00 1 12.500 12.500 1.250 110.00 | | 03/16/94 000123 02 RESRCH 2.00 0.00 0.00 1 9.500 9.500 0.000 19.00 | | 03/16/94 000123 03 TECH 6.00 0.00 0.00 1 12.500 12.500 1.250 82.50 | | 03/17/94 000123 02 RESRCH 1.50 0.00 0.00 1 9.500 9.500 0.000 14.25 | | 03/17/94 000123 02 TECH 6.50 0.00 0.00 1 12.500 12.500 1.250 89.38 | | 03/18/94 000123 03 TECH 8.00 0.00 0.00 1 12.500 12.500 1.250 110.00 | | 03/18/94 000123 03 TECH 0.00 2.00 0.00 1 12.500 18.750 1.250 40.00 | | --------- --------- --------- ------------ | | 12CLIC Certified Payroll Totals: 40.00 2.00 0.00 575.13 | | | |Enter Exceptions | |12CLIC 36.50 0.00 0.00 1 12.500 12.500 456.25 | | 3.50 0.00 0.00 1 9.500 9.500 33.25 | | 0.00 2.00 0.00 1 12.500 18.750 37.50 | | --------- --------- --------- ------------ | | 12CLIC Enter Exceptions Totals: 40.00 2.00 0.00 Earnings: 527.00 | | Cash Eq Income: 48.13 | | ------------ | | Total Earnings/Cash Eq: 575.13 | | Total Other Income: 95.25 | | ============ | | Gross Earnings: 670.38 | |*** End Of Certified Payroll Exceptions Report *** | +-----------------------------------------------------------------------------------------------------------------------------------+
When selected, this option automatically prints either a preliminary or the final Certified Payroll Report. The preliminary report prints if Calculate Pay has been run or if checks have been printed. The final report prints only after the Peachtree Final Payroll Register has been printed for ALL employees with time card entries.
The preliminary report prints "Preliminary Copy" in the heading and does not include a copy of the Certification Statement, even if selected in Maintain PCR Options. The Check Number, Check Date and Check Amount will be blank if checks have not been printed. The final copy of the Certified Payroll Report includes one copy of the Certification Statement if Print Certification is set to Yes in Maintain PCR Options. If you want to print a Certification Statement for each job, print the Certified Payroll Report for one job at a time using Range of Jobs. If several copies are needed, you may want to use a copy machine to make the number of copies needed.
After selecting Certified Payroll Report, you will be prompted for the Payroll Date, Period Ending Date, All Jobs or Range of Jobs. The Payroll Date is usually the Check Date. The Period Ending Date determines the date range to print for time card entries. Only the time card entries for the week preceding the Period Ending Date will print, but the Total Hours column will include all hours entered for the employee, even if outside the date range. Total hours worked for each job selected will print on separate pages from the other jobs printed. The preliminary copy of the Certified Payroll Report is similar to the following:
+--------------------------------------------------------------------------------------------------------------------------------------+ | ** CERTIFIED PAYROLL REPORT ** | |Software Professionals, Inc. * * PRELIMINARY REPORT * * Job: 000123 | |10300 S.W.Nimbus, Suite PC Payroll Date......: 03/14/94 INSTALL NETWORK SYSTEM | |Portland, OR 97223 Period Ending Date: 03/20/94 | | Payroll Number....: 43 Page 1 | |------------------------------------------------------------------------------------------------------------------------------------ | | Work Mon Tue Wed Thu Fri Sat Sun Total | |Employee Class 03/14 03/15 03/16 03/17 03/18 03/19 03/20 Hours Rate Cash Eq Job Pay | |-------------------- ---------- ------- ------- ------- ------- ------- ------- ------- ------- --------- --------- ------------ | |12CLIC Training REG 0.00 0.00 2.00 1.50 0.00 0.00 0.00 3.50 9.500 0.000 33.25 | |Cal Cline Research | |2355 York Lane | |Apt 246A On-Site REG 8.00 8.00 6.00 6.50 8.00 0.00 0.00 36.50 12.500 1.250 501.88 | |Portland, OR Tech Supp OT1 0.00 0.00 0.00 0.00 2.00 0.00 0.00 2.00 18.750 1.250 40.00 | |97223-4261 | |Chk #: Not Printed | |Married/Single: M | |Exemptions: 01 | |SSN: 10000000000 | |Sex: Female Fed Wh...: 63.10 SocSec...: 27.58 MedCare..: 2.45 Total This Job.: 575.13 | |Race: Caucasian Tax1.....: 17.01 Tax2.....: 83.57 Tax3.....: 0.00 Gross Earned...: 670.38 | |[User Def 3] Tax4.....: 0.00 INSUR....: 9.06 401k.....: 32.18 Total Deduct...: 255.07 | |[User Def 4] EMP LOAN.: 5.12 SAVINGS..: 15.00 STCK PUR.: 0.00 Net Wages Paid.: 415.31 | |[User Def 5] SIX X.: 0.00 SEVEN....: 0.00 EIGHT....: 0.00 | | | |------------------------------------------------------------------------------------------------------------------------------------ | |Job Totals: | | Regular Hours.: 8.00 8.00 8.00 8.00 8.00 0.00 0.00 40.00 535.13 | | Overtime Hours: 0.00 0.00 0.00 0.00 2.00 0.00 0.00 2.00 40.00 | | | | Hours..........: 42.00 | | Job Pay........: 535.13 | | Gross Pay......: 670.38 | | Deductions.....: 255.07 | | ** Note: Deductions are based on Gross Wages ** Net Wages......: 415.31 | +--------------------------------------------------------------------------------------------------------------------------------------+
The report shown above prints all the User-Defined fields, Deductions, and Taxes withheld from the employees pay, plus prints the CASH EQ column.
Maintain PCR Options can be used to suppress any of these fields or lump several Deductions and Taxes into one field called Other Deductions. More information on Maintain PCR Options is included later in this document.
The final copy of the Certified Payroll Report is identical to the above report except for the report heading, which will not include "Preliminary Copy". The final copy will also include the following default Certification Statement, if selected in Maintain PCR Options:
+-------------------------------------------------------------------------------+ | Date_____________ | | I,____________________________________, ___________________________________ | | (Name of Signatory Party) (Title) | | do hereby state: | | (1) That I pay or supervise the payment of the persons employed by | | _____________________________________________ on the ______________________ | | (Contractor or subcontractor) (Building or work) | | ________________________; that during the payroll period commencing | | on the ____day of_______, 19__ and ending the ____ day of _______, 19__, | | all persons employed on said project have been paid the full weekly wages | | earned, that no rebates have been or will be made either directly or | | indirectly to or on behalf of said __________________________________ from | | (Contractor or subcontractor) | | the full weekly wages earned by any person and that no deductions | | have been made either directly or indirectly from the full wages earned | | by any person, other than permissable deductions as defined in Regulations, | | Part 3 (29 CFR Subtitle A), issued by the Secretary of Labor under the | | Copeland Act, as amended (48 Stat. 948, 63 Stat. 108, 72 Stat. 967; | | 76 Stat. 357; 40 U.S.C. 276c), and described below: | | ___________________________________________________________________________ | | ___________________________________________________________________________ | | ___________________________________________________________________________ | | ___________________________________________________________________________ | | (2) That any payrolls otherwise under this contract required to be | | submitted for the above period are correct and complete; that the wage | | rates for laborers or mechanics contained therein are not less than the | | applicable wage rates contained in any wage determination incorporated | | into the contract; that the classifications set forth therein for each | | laborer or mechanic conform with the work he performed. | | (3) That any apprentices employed in the above period are duly | | registered in a bona fide apprenticeship program registered with a State | | apprenticeship agency recognized by the Bureau of Apprenticeship and | | Training, United States Department of Labor, or if no such recognized | | agency exists in a State, are registered with the Bureau of Apprenticeship | | and Training, United States Department of Labor. | | (4) That: | | (a) WHERE FRINGE BENEFITS ARE PAID TO APPROVED PLANS, FUNDS, OR | | PROGRAMS | | [ ]-In addition to the basic hourly wage rates paid to each | | laborer or mechanic listed in the above referenced payroll, | | payments of fringe benefits as listed in the contract have | | been or will be made to appropriate programs for the benefit | | of such employees, except as noted in Section 4(c) below. | | (b) WHERE FRINGE BENEFITS ARE PAID IN CASH | | [ ]-Each laborer or mechanic listed in the above referenced | | payroll has been paid, as indicated on the payroll, an amount | | not less than the sum of the applicable basic hourly wage rate | | plus the amount of the required fringe benefits as listed in | | the contract, except as noted in Section 4(c) below. | | (c) EXCEPTIONS | | ______________________________________________________________________ | | EXCEPTION (CRAFT) | EXPLANATION | | _________________________________|____________________________________ | | | | | _________________________________|____________________________________ | | | | | _________________________________|____________________________________ | | | | | _________________________________|____________________________________ | | | REMARKS | | | | | | | | | | | |______________________________________________________________________| | | ______________________________________________________________________ | | | NAME AND TITLE | SIGNATURE | | | |________________________________|_____________________________________| | | | THE WILLFUL FALSIFICATION OF ANY OF THE ABOVE STATEMENTS MAY SUBJECT | | | | THE CONTRACTOR OR SUBCONTRACTOR TO CIVIL OR CRIMINAL PROSECUTION. | | | | SEE SECTION 1001 OF TITLE 18 AND SECTION 231 OF TITLE 31 OF THE | | | | UNITED STATES CODE. | | | |______________________________________________________________________| | | | +-------------------------------------------------------------------------------+
The Certification Statement is stored in a text file and can be modified for each company in Peachtree, to meet the requirements of your contractor.
The text file is located in the Peachtree program directory and is called PCR03PPT.PRO. Before making any modifications, copy PCR03PPT.PRO to a file called PCRCERT.PRO in the Payroll data file directory. The location of your Payroll data files can be found by selecting Utilities from the Peachtree Main Menu, then selecting Maintain Company Information and Display Company/Module Information. The data file path is displayed in the lower right corner of the screen on the same line at the Payroll module name.
After copying the file, use a text editor program and modify PCRCERT.PRO in the data file directory. If you modify PCR03PPT.PRO in the program directory, any changes made will be overwritten the next time Enhancement disks are installed. Any changes to PCRCERT.PRO will be used the next time the final copy of the Certified Payroll Report is printed. The PCRCERT.PRO file will also be included in backups made of the Payroll data files.
The Certified Payroll option, Enter Time Cards, replaces the Job Cost option Enter Employee Time Cards. Information entered into PCR can be transferred to the Job Cost module by selecting Update Job Cost on the Certified Payroll Options menu. The Final Payroll Register must be printed before you can transfer time card entries to Job Cost.
If Update Job Cost is run more than once before selecting Post Current Period, you will get a warning message that some records have already been posted to Job Cost, and you will have the option of posting only new records added or all records, even if they have been transferred once already.
Only choose to transfer all records if you have restored a backup of the Job Cost module that was made prior to transferring any of the current period Certified Payroll records.
Once data has been transferred to Job Cost, you must run Update To Payroll in the Job Cost module. When you run Update To Payroll, you will get a message asking if the Time Card Edit List has been printed. Answer Yes to this prompt, even if you have not printed the report, and the Certified Payroll entries will post to the jobs and appear on Job Cost reports. If you enter time cards directly into Job Cost, you are still required to print the Time Card Edit List for those transactions before running Update To Payroll.
When you run Update To Payroll, a transfer file will be created for the Payroll module, unless you set Interface to Payroll to No in the Job Cost Options file. If you set Interface to Payroll to No, your employees must be set up in Job Cost if you want the employee names to print on the Job Cost reports. If you set Interface to Payroll to Yes, do not transfer the file to the Payroll module. You can delete this file using DOS or Create Empty Files in the Peachtree Utilities program. See your Peachtree Users Manual for more information about this option. After running Update To Payroll, you are ready to print any of the Job Cost reports you need.
Since PCR transfers information to Job Cost, you do not need to run Update From Job Cost in the Payroll module. If you do select this option, you will be warned that any time card transfers will NOT update the Certified Payroll Time Card Entries. The information will still transfer to the Enter Exceptions file as usual.
When you select Maintain PCR Options from the Certified Payroll Options menu, you will get the following menu:
+========= Maintain Options =========+ | O - Set Certified Payroll Options | | N - Change Payroll Numbers | +====================================+
If you select Set PCR Options, you wil get the following screen:
+--------------------------------------------------------------------------------+ |+==============================================================================+| || PRPROC4 Certified Payroll Options COMPANY ID: SP || || 03/14/94 Software Professionals, Inc. GENERATION #: 32 || |+==============================================================================+| | Cash Equivalent: | | Misc Income For Cash Equivalent...: 6 | | | | User Defined Options: Deduction Options: | | Print User Defined Field 1........: Y Print Deduction 1.......: Y | | Print User Defined Field 2........: Y Print Deduction 2.......: Y | | Print User Defined Field 3........: Y Print Deduction 3.......: Y | | Print User Defined Field 4........: Y Print Deduction 4.......: Y | | Print User Defined Field 5........: Y Print Deduction 5.......: Y | | Print Deduction 6.......: Y | | Tax Options: Print Deduction 7.......: Y | | Print Federal Withholding.........: Y Print Deduction 8.......: Y | | Print Social Security Withholding.: Y Print Other Deductions..: Y | | Print Medicare Withholding........: Y | | Print Tax 1 Withholding...........: Y Other Options | | Print Tax 2 Withholding...........: Y Print Certification.....: Y | | Print Tax 3 Withholding...........: Y Print Cash Equivalent...: Y | | Print Tax 4 Withholding...........: Y Allow Blank Jobs........: N | | | | F1-Help F8-Undo F10-Done | +--------------------------------------------------------------------------------+
If you report a separate Cash Equivalent rate in Enter Time Cards, you can select which Misc Income field to use for reporting the earnings. The default is Misc Income 1, but can be changed to Misc Income 2-6. Once selected for Cash Equivalent earnings, the earnings for this account cannot be changed through Enter Exceptions, only through Enter Time Cards. If you do not pay employees a separate Cash Equivalent rate, or you do not want the CashEq column to print on the Certified Payroll Report, answer No to Print Cash Equivalent. If this is set to No, the column will NOT print, even if an employee is actually paid a cash equivalent amount.
If you want to suppress any of the User Defined fields, Taxes or Deductions on the Certified Payroll Report, change the appropriate flags from Y to N. If you answer Yes to Print Other Deductions, all taxes and deductions that are not printed will be lumped into one amount for Other Deductions and included on the Certified Payroll Report. Some reports require that an employees race, sex, etc. be included. You can use the user defined fields to provide this information.
To print a Certification Statement with the final Certified Payroll Report, you must answer Yes to Print Certification. The Certification Statement is stored in a text file and can be modified for each company in Peachtree, to meet the requirements of your contractor. (See previous page for details.)
If Allow Blank Jobs is set to No, you will be forced to enter a valid Job Number in Enter Time Cards. Change this flag to Yes if you want to enter hours worked on non-job related tasks.
The other option on Maintain PCR Options menu is Change Payroll Numbers. PCR automatically tracks the number of payroll cycles performed for each job. When first installing PCR, you must enter the number of payrolls you already done for each job, otherwise Payroll Number 1 will print for each job on the Certified Payroll Report. You can type in the Job Number, or use F2-Lookup to make your selection. If a payroll cycle has not been processed for a Job, you will be asked to start a Payroll Number. If a payroll cycle has already been processed or started for a job, the current Payroll Number can be overwritten with the correct number.
When you select File Utilities from the Certified Payroll Options menu, you will get the following menu:
+======= File Utilities ======+ | R - Recover PCR Files | | C - Create Empty PCR Files | +=============================+
If you select Recover Data Files, you will get a warning message that the PCR files will be re-indexed. This process will overwrite any transactions in Enter Exceptions with the current time card entries. Before selecting this option, make a current backup of the Payroll data files. If you select Create Empty PCR Files, you will get a warning message that current generation files already exist for Certified Payroll. If you continue with this option, these files will be overwritten with empty PCR files. Any time card entries for the current period will be lost, but time cards for previous periods will not be affected.
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