Payroll Group Maintenance - Processing Information

Screen ID: 

Screen Title: 

 

Panel Number:

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PYR010-03

Payroll Group Maintenance Processing Information

4913


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Access this screen after completing all fields and using Enter to proceed on the second payroll screen.

Check out the video related to this topic: Creating a Payroll Group (More videos below!)

Helpful Resources

Learn how to add a payroll group.

Screen Overview

This third screen is used to record default parameters to be used when setting up member base deposit and distribution records, as well as settings used when posting the payroll.

Complete all fields (described below) and use Enter to save the changes and proceed to the fourth screen.

Field Descriptions

Field Name

Description

Allow Distributions

Choose Yes to allow distributions to be set up from a member's base deposit account. If this is set to No, it will not be possible to set up any distributions, and all funds must be deposited into the base deposit account only.

Check Deposit Transaction Description

Enter a description to be used when the payroll is posted to the Check Clearing GL Acct and the Member G/L accounts.

Base Deposit Transaction Description

Enter a description to be used for the deposit of payroll funds into a member's base deposit account. This text will appear as the transaction description on a member's transaction history and statement.

Distribution Withdrawal Transaction Description

Enter a description to be used when transferring funds out of the base deposit account into other accounts. This text will be appear as the transaction description on a member's transaction history and statement.

  • NOTE: Withdrawal transfer records will only appear on member statements and transaction history if the Create Transfer Records field is also set to Yes. See below for more information.

Distribution Deposit Transaction Description

Enter a description to be used when transferring funds into a distribution account from the base deposit account. This text will appear as the transaction description on a member's transaction history and statement.

Check Clearing GL Account

Enter the general ledger payable account that should be debited when this payroll is posted. The NCUA-recommended account for this purpose is 803-00 (Accounts Payable - Undistributed Payroll).

Update Base Accounts

This setting controls whether or not changes made to a work file will also affect the master payroll file:

Choose Yes if changes made to base deposit account information in the work file should also be made to the master file when the payroll is posted. This is the default setting.

Choose No if changes made to the work file are effective for that payroll only; after posting, the original master file will remain with no changes made to it.

  •  A setting of No can be helpful if a “special” payroll is being processed, such as bonus checks, and the amounts will be adjusted for that payroll only. In this situation, you would change the setting back to Yes for future payrolls.

Allow Multiple Daily Posting

Check this checkbox to allow this payroll to be posted more than once during the same calendar day. Choose No to keep this payroll from accidentally posting more than once a day.

NOTE: If on a certain day you wish to post more than one payroll for this group, this field must be changed to Yes before the first payroll is posted. After all payrolls have posted, the field can be changed back to No for the future.

  • Rather than allow multiple payrolls to be posted, you could also use the “multiplier” feature available when the work file is created.

Update Distribution Accounts

This setting controls whether or not changes made to a work file will also affect the master payroll file:

Choose Yes if changes made to distribution account information in the work file should also be made to the master file when the payroll is posted. This is the recommended setting.

Choose No if changes made to the work file are effective for that payroll only; after posting, the original master file will remain with no changes made to it.

  • A setting of No can be helpful if a “special” payroll is being processed, such as bonus checks, and the distributions will be adjusted for that payroll only. In this situation, you would change the setting back to Yes for future payrolls.

Post Reports

Choose one of the following to control how all four payroll reports will be handled when this group is posted:

  • Fiche (F) - Send the report to the Daily OUTQ, from which the OUTQ Routing Control instructions will be applied.

  • Save (S) - Print the report and then save it.

  • Neither (N) - Print the report but do not save or send it to archive.

Create Transfer Records

Check or uncheck this box to indicate how payroll distributions should appear on member statements and transaction history.

If you check this checkbox, the system will first deposit all funds into the base account, then create transfers out of the base account to the distribution accounts.

 

Transaction history for the Base Deposit Account:

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Transaction history for a Distribution Account:

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This method increases transfer transactions by showing the payroll deposited first to the member's base deposit account, then transferred to the distribution accounts.

  •  This can be an easier method for tracking the history of payroll deposits and distributions, especially for members with multiple payroll deposits into the same account (such as a husband and wife working at the same company).

If you leave this box unchecked, the system will calculate the total amount to be deposited into each account, and show a direct deposit into each account, with no transfer withdrawals shown in transaction history.

 

Transaction history for the Base Deposit Account:

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Transaction history for a Distribution Account:

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This method reduces the number of transactions shown in transaction history and on member statements by showing payroll funds deposited directly into the member's various accounts.

  • NOTE: If this setting is used, be sure to use an appropriate description in the Dist Deposit Trans Desc field, as this is the description that will show the deposit into each distribution account. (Since the system records deposits only, instead of transfers, this should not read “Payroll Transfer.”)

The default setting is “unchecked” because it reduces the amount of transaction history that prints on member statements.

Allow Distribution Maintenance

Check this box (Yes) if you wish to allow distribution amounts to be changed directly on the work file list. Uncheck this box (No) to restrict maintenance to these amounts.

Custom Work File Generated Code

If this payroll is received via tape or diskette and loaded for you by CU*Answers, this field is used for the custom code defined for this process.

SEE ALSO: Understanding Payroll Deduction - Payrolls Received on Tape, or contact a CU*BASE representative for more information.

If you DO NOT receive this payroll group's file via tape or diskette, enter “XX” into this field.

Post Using Work File

This box must be checked so that a payroll is posted using the work file created by the normal work file balancing process.

Excess Funds Account Type

This field indicates into which account type excess funds should be placed for IRA deposits that are over the maximum annual allowance. The recommended setting is “000” for the base share account.

Default suspense account

Enter a 1 in this field.

Default ID Field

On each member base deposit record, there is a Payroll ID field. This default controls what, if anything, is entered into that field automatically whenever a new member payroll record is created. If desired, the Default Processing View option (see below) can be set up to use the contents of this field when sorting the payroll list for balancing. In addition, inquiry screens will use this field to help you search for a payroll record.

  • NOTE: If this payroll will be received on tape, the company usually determines what the identifier will be, whether SSN, clock number, or other code, and it will be important that the payroll master file match the incoming data that the company sends.

Choose one of the following codes:

Account Base (A) - The member's account base number will automatically be entered into the Payroll ID field when a new payroll record is created. (If necessary, this field can be manually edited on the member record.)

SSN (S) - The member's Social Security number will automatically be entered into the Payroll ID field when a new payroll record is created. (If necessary, this field can be manually edited on the member record.)

N/A (N) - Nothing will be automatically entered into the Payroll ID field when a new payroll record is created. You may then use this field for any text you wish, such as a clock number or other employee ID.

Default Search Field

On each member base deposit record, there is a Special Search By field. This option controls what, if anything, is entered into that field automatically when a new member payroll record is created. If desired, the Default Processing View option (see below) can be set up to use the contents of this field when sorting the payroll list for balancing. In addition, inquiry screens will use this field to help you search for a payroll record.

Choose one of the following codes:

Account Base (A) - the member's account base number will automatically be entered into the Special Search By field when a new payroll record is created. (If necessary, this field can be manually edited on the member record.)

Name (N) - the member's full name (Last, First) will automatically be entered into the Special Search By field when a new payroll record is created. (If necessary, this field can be manually edited on the member record.)

SSN (S) - the member's Social Security number will automatically be entered into the Special Search By field when a new payroll record is created. (If necessary, this field can be manually edited on the member record.)

N/A (N) - Nothing will be automatically entered into the Special Search By field when a new payroll record is created. You may then use this field for any text you wish, such as a clock number or other employee ID.

Default Processing View

This option controls the order in which accounts display when balancing a payroll work file. It also controls which field the system uses in the Search For field on the work file screen.

Choose one of the following codes:

Account # (A) - Display records in order by Account Number in the work file, and search for records by member Name.

Payroll ID (P) - Display records in order by Payroll ID in the work file, and search for records by Payroll ID.

Search field (S) - Display records in order by the Special Search By field in the work file, and search for records using the Special Search By field.

Buttons

Button

Description

Delete (F4)

Use this to delete the entire Payroll group. In order to use this option, you must first delete all member base deposit account and distribution records for this payroll group.

  • BE CAREFUL: There is no confirmation for this procedure. If in doubt, use F16-Suspend instead.

Suspend (F16)

Use this to suspend the entire Payroll Group record, so that a work file cannot be created for this group.

  • IMPORTANT: This suspend is different from the F16-Suspend found on the previous General Information screen. With this feature, the Group record is suspended so that a work file cannot be created; however, the individual base and distribution records will still show as active in the inquiry screens, and new base and distribution accounts can be added to the Group.

If a Group has been suspended, return to these screens and use Enter to reactivate the group record.

Additional Video Resources

View more payroll-processing videos.

Visit the Show Me the Steps video library to view more videos!

 

Link to ID: https://help.cubase.org/cubase/cubase.htm#PYR010-03.htm