Employee Payroll & Taxes Screen

Corporation

Pay Type

Pay Frequency

Check Handling

Deduction Handling

Use to select the correct data for each field.

Corporation: Indicates the corporation for which this payroll and tax record is being created. If an employee works in more than one corporation in your staffing service, you must add a payroll and tax record for each corporation in which he/she works. You can do this through the Payroll and Tax Add Wizard. Only those corporations for which you have created a payroll and tax record for THIS employee show up in the drop-list. REQUIRED.

Pay Type: Indicates the default pay type (Hourly, Salary) for the employee. REQUIRED.

Pay Frequency: Indicates how often the employee is paid, by default. Options include Annually, Bi-Weekly, Daily, Monthly, Quarterly, Semi Monthly, Semi-Annual, and Weekly. REQUIRED.

Check Handling: Indicates 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. Optional.

Deduction Handling: Indicates whether or not the employee's involuntary deductions (levies, garnishments, and/or child support) are calculated with a user-defined handling method. When this field is set to <none>, which is the default setting, the system uses the standard deduction handling method. Otherwise, select the handling method to use. For more information about involuntary deduction handling, click here. Optional.

Pension Plan

Contractor

FLSA Exempt

Tax ID Number

Pension Plan: Check this box if the employee participates in a pension plan.

Contractor: Check this box if the employee is a contractor. This will enable the Tax Id field for a tax ID number to be entered.

FLSA Exempt: Check this box if the employee is exempt from the Fair Labor Standards Act (FLSA).

Tax ID Number: Active only if the Contractor checkbox is checked, this field contains the contractor's tax ID number.

Hire Date

First Assignment Start Date

First Assignment Number

Hire Date: Contains the date the employee was hired by the staffing service. This field is mainly used as a manual override to the First Assignment Start Date, which is automatically determined by the system. Normally, eligibility uses the first assignment start date to calculate its totals. However, you may wish to enter your own date to override the first assignment start date. That's what this field is for. Click to select the date. For more information about using StaffSuite's calendar, click here. NOTE: If you add or change the Hire Date, any eligibility program based on Anniversary/Hire Date or Career must be recalculated (click here to see how to recalculate).

First Assignment Start Date: Contains the first day the system had determined the employee is eligible for pay. It is system generated when an employee is filled on an assignment. This field is not editable and is used for eligibility calculations based on Anniversary/Hire Date or Career. You can override the date in this field by using the Hire Date field.

First Assignment Number: Contains the assignment number of the assignment with the earliest Start Date that the employee was filled on. It is read-only (may not be edited) and is mainly used as a reference in eligibility programs and/or New Hire reporting.

ACA Classification

Clicking the icon to the right of the field opens a "Change ACA Classification" window allowing you to change the ACA Classification of the Employee. The fields on the new window are:

• Previous: (Read-only) Displays the current ACA classification.
• New: (Required) Use the drop-list to select the new ACA classification. Options are Non-Variable, Part Time, Seasonal and Variable. Selecting an option populates the Performed By and Completed fields.
• Notes: (Optional) You can use the Notes field to type additional information about the classification change. You can either type directly into the Notes field or click the icon to the right of the field to display a larger Notes window with a spell-checker.
• Performed By: Populated when you select a classification in the New field. It defaults to the logged in staffing service rep, but can be changed by clicking the icon to the right of the field.
• Completed: Populated when you select a classification in the New field. It defaults to the current date and time, but can be changed.

List Deductions

List Non-Resident

List OPT Payments

List Deductions: Clicking this button takes you to the List Deductions functionality allowing you to view, add, edit, and delete recurring deductions. Click here for more information.

List Non-Resident: Clicking this button takes you to the List Non-Resident Tax functionality allowing you to view, add, edit, and remove non-residency information about the employee. Click here for more information.

List OPT Payments: Click this button takes you to the OPT Tax Payments grid allowing you to view, add, edit, and remove OPT Tax Payment information about the employee. Click here for more information.

Taxes

This area contains tax information for Federal, State, County, City, County SD, City SD, SUI, SDI, and Contractor. Clicking on a tab displays the fields associated with it. For example, clicking the State tab displays fields necessary to properly calculate State Tax.

Depending where the corporation and employee does business, certain tax information is applicable while other information is not. For instance, State tax might be applicable, but City may not be. You only need to complete information for the applicable taxes. For individual state requirements, see the Tax Digests in the Bulletins area of the password-protected Client Login site at www.bondstaffsuite-us.com in the Support Services section.

The fields on each tab are defined below:

Federal

• Federal 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.

• FICA Exempt

  Check this box if the employee is FICA exempt.

  Clicking in the box toggles it between checked and unchecked.

• FICA Med Exempt

  Check this box if the employee is FICA Medicare exempt.

  Clicking in the box toggles it between checked and unchecked.

• FUTA Exempt

  Check this box if the employee is FUTA exempt.

  Clicking in the box toggles it between checked and unchecked.

• 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..

• 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.

• Exemptions

  Enter the number of federal tax exemptions.

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

• 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.

• 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.

• 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.

• 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.

• Nonresident Alien

  Check this box if the employee is claiming nonresident alien status. If this checkbox is selected, the system will use alternate calculations for computing federal withholding tax for this employee.

• Statutory

  When checked, this field indicates that the employee is a member of a special group whose wages are not subject to federal income tax withholding but are subject to FICA withholding and FUTA tax. This special group includes:

  • Agent or commission-drivers

  • Certain homeworkers

  • Full-time life insurance salespeople

  • Full-time traveling or city salespeople

• Employer FICA Exempt

  The Federal Government implemented a Job Bill designed to put focus on employers accelerating their hiring practices. It is initially enacted for the timeframe of 3/19/2010 through 12/31/2010, with an additional tax credit for qualified employers hired after 2/13/2010 and having continuous employment for 52 weeks.

  To flag a timesheet as exempt from Employer FICA, check this box (by clicking in it). All checks dated for this employee will be flagged Employer FICA except as long as it is after the Effective Date (see the next field).

  NOTE: Due to government restrictions, any checks dated before 3/19/2010 (no matter what you enter into the Effective Date field) will NOT be marked Employer FICA exempt. Also, any checks dated after 1/1/2011 will NOT be marked Employer FICA exempt.

• Effective Date

  The Federal Government implemented a Job Bill designed to put focus on employers accelerating their hiring practices. It is initially enacted for the timeframe of 3/19/2010 through 12/31/2010, with an additional tax credit for qualified employers hired after 2/13/2010 and having continuous employment for 52 weeks.

  For an employee's timesheet to be flagged as Employer FICA Exempt, you must check the Employer FICA Exempt box (see the previous field) and enter a date in the Effective Date field. Any check date before the effective date will NOT be marked as Employer FICA exempt. Any check date after the effective date will be marked as Employer FICA exempt.

  NOTE: Due to government restrictions, any checks dated before 3/19/2010 (no matter what you enter into the Effective Date field) will NOT be marked Employer FICA exempt. Also, any checks dated after 1/1/2011 will NOT be marked Employer FICA exempt.

State

• Tax Authority

  Use to select the state to which the employee pays taxes.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• ST W/H Method

  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.

• State Tax Exempt

  Check the boxes if the employee is exempt from state taxes.

  If the State Tax box is checked, all fields except the Secondary Exemptions and Add'l Exempt $ fields are disabled.

  Clicking on a box toggles it between checked and unchecked.

County, City, County SD, City SD

• Tax Exempt

  Check the boxes if the employee is exempt from taxes at this level (county, city, county school district, or city school district)..

  Clicking on a box toggles it between checked and unchecked.

• Tax Entity

  Use to select the taxing authority (county, city, county school district, or city school district).

  Selecting an entity makes the other fields on the tab active.

• Filing Status

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

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

• Exemptions

  Enter the number of primary exemptions for taxes.

  This field is optional.

• 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.

• 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.

• 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.

• 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.

• Subject to School District Tax Only

  This option on the City tab addresses the situation (particularly in Ohio) where an employee lives in a school district and has to pay the school district tax, but is not a resident of the city associated with the school district so is not subject to the city tax. Selecting this option assures that the employee is not taxed for both the city and school district, but does not flag the employee as exempt from the city tax (since that would create a withholding detail on the W-2 form). NOTE: This applies only to resident tax.

• PSD Code

  Political Sub-Division Code. It is only on the City SD tab.

  If the state is Pennsylvania and the tax location has not been coded down to the city school district level, this code will be 990000.

  If the state is not Pennsylvania, this code will be 880000.

  If the state is Pennsylvania and the tax location has been coded to the city school district level, the actual PSD code will display.

  NOTE: Since Tax Act 32 does not require employers to withhold Pennsylvania Local Tas if the work location is not in Pennsylvania, StaffSuite no longer requires coding Pennsylvania employees down to the PSD code if they work out of state, are a contractor or are a secondary source employee.

  This field is read-only.

SUI

• Unemployment State

  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.

  The Tax Code field automatically generates a GeoCode number for the state selected.

  This field is optional.

• Wage Plan

  Wage Plan information is only required by certain states (please see the Tax Digests at www.bondstaffsuite-us.com in the Support Services section).

  The state taxing authority will provide information about valid wage plan codes. However, here are California's valid codes (as of 7/8/04):

  • A: Employee is covered under the state plan for unemployment insurance. This applies only to public entity employees.

  • J: Employee is covered under the state plan for disability insurance only (exempt from unemployment insurance).

  • L: Employee is covered under a voluntary plan for disability insurance only (exempt from unemployment insurance).

  • P: Employee is covered for personal income tax withholding purposes only.

  • R: Employee is covered under the state plan for unemployment insurance but is exempted for disability insurance. This applies only to sole stockholders who claim an exemption under Section 637.1 of the California Unemployment Insurance Code (CUIC); Third party sick pay recipients who claim an exemption under Section 931.5 of the CUIC; and employee claiming a religious exemption under Section 2902 of the CUIC. The employee must file an exemption certificate for the religious exemption.

  • S: Employee is covered under a state plan for both unemployment insurance and disability insurance.

  • U: Employee is covered under a department approved voluntary Plan for Disability Insurance and the state plan for unemployment insurance.

• Seasonal Indicator

  Allows you to choose whatever setting your state requires for seasonal indicators. For individual state requirements, see the Tax Digests in the Bulletins area of www.bondstaffsuite-us.com in the Support Services section.

  The options here come from a user-defined Edit List and can be updated using StaffSuite's Edit List Basic functionality.

• Probationary Code

  This field is reserved for future use.

• Unit/Div/Loc/Plant Code

  The ID assigned to identify wages by work site. This is required in some states.

  For individual state requirements, see the Tax Digests in the Bulletins area of www.bondstaffsuite-us.com in the Support Services section.

• Occupational Code/Description

  While this field is optional, some states may require it for quarterly reporting. If a state requires an occupational code to describe the work performed by an employee on its quarterly reports, enter the information in this field.

  For individual state requirements, see the Tax Digests in the Bulletins area of www.bondstaffsuite-us.com in the Support Services section.

  The options here come from a user-defined Edit List and can be updated using StaffSuite's Edit List Basic functionality.

• SUI Exempt

  Check this box if the employee is exempt from SUI tax. Clicking on the box toggles it between checked and unchecked.

• SUTA Exempt

  Check this box if the employee is exempt from SUTA tax. Clicking on the box toggles it between checked and unchecked.

• Exclude from SUI Report

  Check this box if you want to exclude an employee so they do not appear on a state's quarterly wage detail report.

• Officer Code

  Check this box for employees who are officers of the corporation. This is required in some states.

  For individual state requirements, see the Tax Digests in the Bulletins area of www.bondstaffsuite-us.com in the Support Services section.

SDI

• SDI Exempt

  Check this box if the employee is exempt from SDI tax. Clicking on the box toggles it between checked and unchecked.

Contractor

• Start Date

  Indicates the start date of the contract.

  For more information about using StaffSuite's calendar, click here.

• End Date

  Indicates the ending date of the contract.

  For more information about using StaffSuite's calendar, click here.

• Amount

  Enter the estimated amount that will be paid to the contractor for this contract.

• Ongoing

  Check this box if the current contract is an ongoing contract.

  Clicking on the box toggles it between checked and unchecked.

• Information Reported

  This read-only grid displays the income that was reported to the government for this contractor by year and state. This information is generated when the diskette is created.

  For information on creating a government reporting diskette, click here.

• Quick Employee Look Up

• Add Employee

• Delete Employee

• Basic Information