Payroll Group Maintenance - Processing Information
Screen ID: Screen Title:
Panel Number: |
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.
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The data entered on this screen applies to the entire Payroll Group. Except for the ability to change the Payroll ID and Special Search By fields on individual member payroll records, no other settings can be changed at the member level.
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A view-only version of this screen can be found here. Access this screen by using F12-Search on the entry payroll group screen. Proceed to enter the Payroll Group ID number that has already been created and press enter on the first payroll group inquiry screen.
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.
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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.
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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.
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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.
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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.
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Post Reports |
Choose one of the following to control how all four payroll reports will be handled when this group is posted:
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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. |
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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.
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. |
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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.
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.
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.
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Suspend (F16) |
Use this to suspend the entire Payroll Group record, so that a work file cannot be created for this group.
If a Group has been suspended, return to these screens and use Enter to reactivate the group record. |
Additional Video Resources
Check out these additional video resources! |
View more payroll-processing videos.
Visit the CU*BASE video library.