Add Payroll/Taxes allows you to enter payroll and tax information about an employee in StaffSuite.

In order to run the Add Payroll/Taxes Wizard for an employee, that employee must already have been added into the system. In addition, the employee must be in currency.

NOTE: Information about state tax requirements can be found using the Tax Digests and Tax Bulletins. Bulletins are sent to you whenever tax changes occur in a state for which you have support. Tax Digests summarize withholding information for each state. Tax Digests can be found at www.bond-us.com/clients. Enter the client login username and password. Finally, click on the StaffSuite Tax Digests link.

For more information on employee, click here.

Using the Payroll and Tax Wizard

The Payroll and Tax Wizard takes you step-by-step through the information necessary to add employee payroll and tax information to your database. It is easily navigated using the following buttons:

• Next: Takes you to the next screen in the Add Wizard. Note: The Next button only becomes active when you have completed all the required fields on the current screen. Use this button to walk forwards through the Add Wizard.

• Back: Takes you to the previous screen in the Add Wizard. This is useful if you realize you made a mistake entering information during the Add Wizard.

• Cancel: Closes the Add Wizard WITHOUT adding a new staffing service.

• Finish: Only available on the final screen (Verify Payroll Information) of the Add Wizard, this closes the Add Wizard and ADDS the new payroll and tax information to your database.

The Payroll and Tax Wizard Fields

The Payroll and Tax Wizard contains the following fields (click the field name for detailed information):

1. On the Payroll and Tax Wizard window:

2. Corporation

   Use to select the corporation where this employee works.

   For a corporation to appear as an option, it must have been added using the System Administration division of StaffSuite. Click here for more information.

   This field defaults to the corporation associated with the staffing service reps home branch, but can be changed if needed.

   This field is REQUIRED.

   NOTE: Only one payroll/tax record may exist per Corporation per employment type (Contractor/Regular) for an employee. However, employees can be associated with more than one corporation. In this case, you would need to run the Payroll and Tax Wizard for each corporation the employee is associated with.

3. Pay Type

   Use to select a default pay type (Hourly, Salary) for the employee.

   This field is REQUIRED.

4. St Unemployment Cd

   Use to select the state used to report unemployment earnings on the quarterly report. StaffSuite reports unemployment to the designated work state, unless otherwise specified in this field.

   This field is optional.

5. Pay Frequency

   Use to select a pay frequency for the employee.

   Options include Annually, Bi-Weekly, Daily, Monthly, Quarterly, Semi Monthly, Semi Annual, and Weekly.

   This field is REQUIRED.

6. Check Handling

   Use to select the appropriate instructions for dealing with an employee's check.

   When running a payroll process, you can filter the process by check handling status. Thus, you can run only those checks that need to be Mailed.

   This field is optional.

7. ACA Classification

   Use the droplist to select the ACA Classification for this employee. This defaults from the Corporation ACA record, but can be edited.

   Options are: Variable, Non-Variable, Part Time and Seasonal.

   Due to the changing nature of the ACA law, please check the most recent definition of each option.

8. Contractor

   Check this box if the employee is a contractor. This enables the tax ID field allowing a tax ID number to be entered. Various internal changes are created depending on whether the employee is a contractor or regular employee (for example, StaffSuite creates a 1099 for contractors and a W-4 for employees).

   Clicking on the box toggles it between checked and unchecked.

9. Tax ID Number

   Enter the contractor's Tax ID number.

   This is applicable only if the employee is checked as a contractor. If the employee is a contractor, this field is REQUIRED.

NOTE: If the employee is marked as a contractor, the Wizard will immediately proceed to the final window of the Payroll and Tax Wizard (as Federal and State info is not needed).

2. On the Choices window, click on the Taxing Entities for which you want to add tax information. For example, if the employee is liable for City tax, make sure City is checked. Federal and State are selected by default and may not be de-selected. For each taxing entity selected, you will be presented with a window in the Add Wizard asking for tax data for the entity.

3. On the Federal Tax window:

4. Federal Tax Exempt

   Check this box if the employee is exempt from federal taxes. Once checked, the other fields (except for the other exempt check boxes) are disabled.

   Clicking in the box toggles it between checked and unchecked.

5. FICA Tax Exempt

   Check this box if the employee is FICA exempt.

   Clicking in the box toggles it between checked and unchecked.

6. FUTA Exempt

   Check this box if the employee is FUTA exempt.

   Clicking in the box toggles it between checked and unchecked.

7. Medicare Tax Exempt

   Check this box if the employee is FICA Medicare exempt.

   Clicking in the box toggles it between checked and unchecked.

8. Filing Status

   Use to select a filing status (Single, Married, Head of Household, etc.) for the employee.

   The "Other" filing statuses are only used if the state has specified a special filing status for federal taxes.

   This field is REQUIRED, unless the employee is exempt from Federal taxes..

9. EIC Status

   Use to select a status code (Eligible Single, Head of Household, etc.) for earned income credit.

   This field defaults to "Not Eligible" but can be changed, if necessary.

10. Exemptions

    Enter the number of federal tax exemptions.

    This field is REQUIRED (but can be 0), unless the employee is exempt from Federal taxes.

11. Add'l Tax $

    Enter the additional dollar amount to be withheld from the employee's paycheck. This is IN ADDITION to withholding calculated by status and exemptions.

    This field is optional.

12. Add'l Tax %

    Enter the additional tax percent to be withheld from the employee's paycheck. This is IN ADDITION to withholding calculated by status and exemptions.

    Format: 2.75% should be entered as 2.75.

    This field is optional.

13. Flat Tax %

    Enter a percentage if you want StaffSuite to OVERRIDE the number of exemptions, status, and additional tax fields with a flat tax percentage rate.

    Format: 2.75% should be entered as 2.75.

    This field is optional.

14. Supp. Tax %

    Enter a percentage if you want StaffSuite to OVERRIDE the default tax rate on supplemental or bonus pay.

    Format: 2.75% should be entered as 2.75.

    This field is optional.

4. On the Resident State Tax window:

5. Exempt

   Check one of more of the boxes if the employee is exempt from state taxes (State Tax box), State Unemployment Insurance taxes (SUI Tax box), State Unemployment Tax Authority (SUTA Tax box) and/or State Unemployment Disability Insurance taxes (SDI Tax box).

   If the State Tax box is checked, all fields except the State and State Withholding Method fields are disabled.

   Clicking on a box toggles it between checked and unchecked.

6. State

   Use to select the state to which the employee pays taxes. Once the state is selected, the left most-box will automatically display the 2-digit state GeoCode.

   This field is REQUIRED even if the state does not collect income tax since this allows possible future tax changes to automatically apply to the employee.

7. Filing Status

   Use to select a filing status (Head of Household, Married, etc.) for the employee.

   This field defaults from the Federal filing status, but may be edited if needed.

   NOTE: For certain states, the values in the list do not correspond with the state filing statuses. For example, Connecticut uses all of the statuses, but they correspond to statuses on the Connecticut W4 form (CT-W4). So...the Single status represents the CT-W4 status A, which is Married Filing Separately. Refer to the State Tax Digest for a description of each state's filing statuses. These digests are posted on the www.bondstaffsuite-us.com website in the Support Services area.

   This field is REQUIRED, unless the employee is exempt from state tax.

8. Primary Exemptions

   Enter the number of primary exemptions for state taxes.

   This field defaults from the number of Federal Exemptions, but may be edited if needed.

   This field is optional.

9. Secondary Exemptions

   Enter the number of secondary exemptions for state taxes.

   Some states (California, Mississippi, etc.) allow a secondary set of exemptions. If an employee claims a certain number of additional withholding allowances on Line 2 of the Withholding Allowance Certificate, the number of allowances should be entered in this field.

   Refer to the State Tax Digest for a description of each state's requirements. These digests are posted on the www.bondstaffsuite-us.com website in the Support Services area.

   This field is optional.

10. Add'l Exempt

    Enter any additional amount that is exempt from state tax. This is in ADDITION to the amount calculated from Primary and Secondary Exemptions.

    This field is optional.

11. ST W/H Mthd

    Use to select alternate methods of withholding. The value selected triggers the alternate method in the PayBill division.

    The values in the drop-list are defined by the taxing software used by StaffSuite. To determine which, if any, alternate method is used by a given state, please see the Tax Digest for the state.

    Tax Digests can be found at www.bond-us.com/clients. Enter the client login username and password. Finally, click on the StaffSuite Tax Digests link.

12. Add'l Tax $

    Enter the additional dollar amount to be withheld from the employee's paycheck. This is IN ADDITION to withholding calculated by status and exemptions.

    This field is optional.

13. Add'l Tax %

    Enter the additional tax percent to be withheld from the employee's paycheck. This is IN ADDITION to withholding calculated by status and exemptions.

    Format: 2.75% should be entered as 2.75.

    This field is optional.

14. Flat Tax %

    Enter a percentage if you want StaffSuite to OVERRIDE the number of exemptions, status, and additional tax fields with a flat tax percentage rate.

    Format: 2.75% should be entered as 2.75.

    This field is optional.

15. Supp. Tax %

    Enter a percentage if you want StaffSuite to OVERRIDE the default tax rate on supplemental or bonus pay.

    Format: 2.75% should be entered as 2.75.

    This field is optional.

5. Continue to enter similar information on any other tax information windows, as needed.

6. On the Verify Payroll Information window:

7. Corporation

   Verify that the corporation listed is correct. This field defaults from the information added on opening Payroll and Tax Wizard window.

   If the corporation is incorrect, use to select the corporation where this employee works.

   For a corporation to appear as an option, it must have been added using the System Administration division of StaffSuite. Click here for more information.

   NOTE: Only one payroll/tax record may exist per Corporation per employment type (Contractor/Regular) for an employee. However, employees can be associated with more than one corporation. In this case, you would need to run the Payroll and Tax Wizard for each corporation the employee is associated with.

8. Check Handling Code

   Verify the check handling code. This field defaults from the information entered on the first Payroll and Tax Wizard window.

   If the information is incorrect, use to select the appropriate instructions for dealing with an employee's check (Mail, Deliver, Direct Deposit, etc.).

   When running a payroll process, you can filter the process by check handling status. Thus, you can run only those checks that need to be Mailed.

9. State

   Verify the state assigned to the employee for taxing purposes. This defaults from the information added to the State field on the Resident State Tax window.

   You may not change the field here. Instead, click the Back button to return to the Resident State Tax window. You can change the state there and then return to the Verify Payroll Information window.

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