Steps
to Print a ReportNote: During the "simple" calculation completed with the Employee Check Calculation option, the system ignores any limits for deductions and taxes and any balances, such as contract remaining balances or deduction declining balances. The Start Dates on contracts and deductions are also ignored; however, the system does take into account the End Dates and Rate Change Dates for deductions (those deductions with an End Date prior to the current date will be excluded in the calculation and the applicable rates for deductions with a Rate Change Date on or prior to the current date are included). If these more detailed calculations are desired, complete a Test Payroll Calculation instead.
From the Payroll screen, select the Options menu and then Employee Check Calculation.
Note: The Employee Check Calculation option can also be accessed from the Options menu within the Employee File.
At the Employee Check Calculation screen, enter the ID of the employee for which to calculate in the Employee ID field. If the ID is not known, click the down-arrow button or the Find button to select the correct one.
The Current Fiscal Year End as specified in the Payroll System File appears in the Fiscal Year End field, but can be changed in order to use the wages from another fiscal year in the calculation, if desired.
Enter the appropriate pay period (frequency) for which deductions to include in the calculation in the Week Number for Deductions field, or click the down-arrow button to select the correct one. For example, to include only those deductions defined with amounts for Every Pay Period, enter Every Pay Period; or to include those deductions defined with amounts for Every Pay Period and those with amounts for a specific week (used if there are multiple payrolls in one month and deductions are only withheld and expensed on a specific week), enter the appropriate week number, such as Week 1, Week 2, etc. The default of Every Pay Period will appear, but can be changed.
The current calendar year will appear in the Tax Year field (based on the current date of the computer), but can be changed in order to use tax rates from another year in the calculation, if desired.
Note: If the tax rates have not been entered for the year specified here, the system will use the most recent year's tax rates that are available.
The number entered for the employee in the Tax Pay Periods Per Year field on the Employment screen in the Employee File appears in the Tax Pay Periods Per Year field on this screen, but can be changed in order to use a different number, if desired. The system uses this information to compute the annual salary when calculating the federal and state income taxes.
The wages for the specified employee as set up in the Employee File for the specified fiscal year appear on the screen in the Wages List. All contract pay codes appear for the employee even if the Contract Balance is zero (0). For each pay code, the Pay Code ID, Check Description, Pay Code Type, Pay Rate, Units, Gross Pay, and cross references appear.
Note: If applicable, the Default Rate from the Pay Code File will display as the Pay Rate if the Pay Rate field for a unit pay code is blank for an employee in the Employee File.
The deductions for the specified employee as set up in the Employee File appear on the screen in the Deductions List; only the employee’s deductions that have a portion paid by the employee, defined as an Add or Payment In Kind type, or have the Retirement on Board’s Share field selected in the Deduction File appear. For each deduction, the Deduction ID, Deduction Check Description, Deduction Share, Deduction Type, Rate Type, Sequence, rate information for the specified pay period (as designated in the Week Number for Deductions field), Gross, withheld Amount, and cross references appear.
The taxes for the specified employee (only those that have a portion paid by the employee) as set up in the Employee File appear on the screen in the Taxes List. For each tax, the appropriate information appears, such as the Tax ID, Tax Check Description, Tax Table, Exempt, Allowances, additional tax rate information for the specified pay period (as designated in the Week Number for Deductions field), Gross, and Withheld amount. Also, the Comments field appears but only displays information if the Nebraska State Income Tax calculation was adjusted to withhold the minimum withholding set by the state tax commissioner of 50% of a single person with one exemption or a married person with two exemptions.
Make any changes, if desired, by clicking in the field and keying the new information or clicking on the box to remove or add a checkmark.
Tips:
If a change is made in one section (list), the calculations of that section and the sections below may be affected. For example, if a change is made in the Wages List, the calculations for both the deductions and taxes are updated. If a change is made in the Deductions List, the calculations in the deductions and taxes may be updated.
The figures in the boldface fields should not be changed as they are calculations of other fields and may be updated if additional changes are made.
To exclude a wage from being calculated, enter 0 (zero) in the Pay Rate or Units field.
To exclude a deduction from being calculated, enter 0 (zero) in the Rate field.
For any unit pay codes, enter the number of units (for example, hours or days) to be used in the calculation in the Units field for the desired pay codes.
The Nonresident Alien field in the Taxes List is applicable only for the Federal Income Tax. The field will be selected if the Nonresident Alien field is selected on the Taxes screens in the Employee File. If desired, select (or unselect) the field to view the difference in the amount of Federal Income Tax withheld for the employee using (or not using) the calculation process for nonresident aliens.
The Override Documentation field in the Taxes List is used only for the Nebraska State Income Tax, if applicable. The field will be selected for the Nebraska State Income Tax if the Override Documentation field is selected on the Taxes screen in the Employee File. If the field is unselected on this screen, the system will do additional figuring during the employee check calculation to determine if the employee's state withholding tax meets the regulations of withholding 1.5% or the threshold for minimum withholding set by the state tax commissioner (which is 50% of a single person with one exemption or a married person with two exemptions).
The calculated net check amount for the employee appears in the Net Check field located at the top of the screen.
If desired, to print the information for the calculation, print the Employee Check Calculation Report.
If a change was made for the employee within this option and the change should be made permanent, make the change again in the Employee File.