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Creating Payroll Categories

See also Payroll>

Payroll Categories Overview> Creating Payroll Categories in the Learning Center.

A paycheck normally consists of five elements: wages, accruals, deductions, taxes and employer expenses. Collectively, these elements are referred to as payroll categories. Before you begin writing paychecks to employees, you’ll create the payroll categories that are used by your business and then you’ll assign each employee the payroll categories that apply to him or her. Then, when you use the Pay Employees window to pay an employee, the payroll categories you’ve assigned to the employee will automatically determine the various amounts that are associated with the paycheck.

If you set up your payroll using the Payroll Easy Setup Assistant, a set of payroll categories was automatically created for you. It’s possible, however, that this default set of payroll categories doesn’t fully suit your company’s payroll needs. If this is the case, you can create the payroll categories you need.

Before you create payroll categories

Before you create payroll categories, you need to have loaded your tax tables and set up your general payroll information in AccountEdge. For more information, see ‘Setting up Payroll details’ on page 34.

Wage Categories

In MYOB AccountEdge, money paid to employees for labor or services is referred to as

wages. Wages are determined on an hourly, salary or other basis. Some examples of wages are salary, bonus, commission and overtime. In addition, some other forms of payment, such as some types of employee benefits, are also considered wages for tax purposes, and are referred to as non-cashwages. Company car benefits, excess life insurance and incentive travel costs are all examples of non-cash wages.

All types of employee payment, regardless of whether they’re based in cash, need to exist in the MYOB AccountEdge system so you can pay your employees properly.

To create a Wage category

1 Go to the Payroll command center and click Payroll Categories. The Payroll Category List window is displayed.

Chapter 9 Paying Your Employees Creating Payroll Categories

3 Click New. The WagesInformation window is displayed. (For detailed field help, click the Help button in this window.)

4 Enter a descriptive name for the wage in the WagesName field.

5 Indicate whether the wage is paid on an hourly or salary basis.

6 If the wage is hourly, enter the rate of pay in the Pay Rate field.

7 Mark the Optional Account checkbox if you want to override the wages expense account assigned to each employee in the Employee Payroll Information window. Enter a different account in the Override Account field.

8 Mark the Non-Cash Wages checkbox if this wage represents non-cash wages.

9 Click the Employee button to assign this wage to specific employees. The Linked Employees window for the wage is displayed.

10Mark the Select column for every employee to whom you want to assign the wage and click OK.

11Click the Exempt button to indicate from which taxes and deductions this wage is exempt. The WagesExemptions window for the wage is displayed.

12Mark the Exempt column for the taxes and deductions that should be exempt and click OK.

13When you have completed all the entries in the Wages Information window, click OK to record the new wage.

Making changes to a wage category If you want to make changes to a wage category, see

‘Changing a Record’ on page 113. Alternatively, in the Learning Center, choose Payroll and then click the topic To Change A Wage.

Deleting a wage category If you want to delete a wage category, see ‘Deleting a Record’ on page 114. Alternatively, in the Learning Center, choose Payroll and then click the topic To Remove A Wage.

Chapter 9 Paying Your Employees Creating Payroll Categories

Accrual categories

In MYOB AccountEdge, accruals are hours that accumulate on paychecks that help you pay special wages, such as vacation pay or sick pay.

When you create an accrual in MYOB AccountEdge, you’ll link it to an hourly wage. Whenever you pay that particular hourly wage, the accrual hours associated with that wage will be automatically decreased the appropriate amount. For example, if you include a week’s worth of vacation pay on an employee’s paycheck, that employee’s vacation accrual will be decreased by the number of hours in one work week.

To create an Accrual category

1 Go to the Payroll command center and click Payroll Categories. The Payroll Category List window is displayed.

2 Click the Accruals tab.

3 Click New. The Accrual Information window is displayed. (For detailed field help, click the Help button in this window.)

4 Enter a descriptive name for the accrual in the Accrual Name field.

5 Choose the method by which you want accrual hours to be accumulated for this accrual in the Type of Accrual field.

6 Choose whether you want accrual hours to be carried over to the next payroll year.

7 Enter the hourly wage to which you want to link this accrual in the Linked Wages Category field.

8 Click the Employee button to assign this accrual to specific employees. The Linked Employees window for the accrual is displayed.

9 Mark the Select column next to each employee to whom you want to assign the accrual. Click OK when you have finished.

10If you’ve chosen a percentage of Gross or Federal house as the basis for calculating the accrual, you can click the Exempt button display the Accruals Exemptions window.

Chapter 9 Paying Your Employees Creating Payroll Categories

Mark the Exempt column next to each hourly wage category you’d like excluded when this entitlement is calculated. Click OK when you’re finished.

11Mark the Exempt column for the wage categories that should be exempt and click OK.

12When you have completed all the entries in the Accrual Information window, click OK to record the new accrual.

Making changes to an accrual category If you want to make changes to an accrual category, see ‘Changing a Record’ on page 113. Alternatively, in the Learning Center, choose Payroll and then click the topic To Change An Accrual.

Deleting an accrual category If you want to delete an accrual category, see ‘Deleting a Record’ on page 114. Alternatively, in the Learning Center, choose Payroll and then click the topic To Remove An Accrual.

Deduction categories

In MYOB AccountEdge, deductions are any amounts other than taxes that are subtracted from an employee’s gross pay.

To create a Deduction category

1 Go to the Payroll command center and click Payroll Categories. The Payroll Category List window is displayed.

2 Click the Deductions tab.

3 Click New. The Deduction Information window is displayed. (For detailed field help, click the Help button in this window.)

4 Enter a descriptive name for the deduction in the Deduction Name field.

Chapter 9 Paying Your Employees Creating Payroll Categories

7 Enter the maximum amount that can be withheld for this deduction in the Deduction Limit fields.

8 Click the Employee button. The Linked Employees window for the deduction is displayed.

9 Mark the Select column for every employee that you want to assign the deduction to and click OK.

10Click the Exempt button to indicate from which taxes this deduction is exempt. The Deduction Exemptions window for the wage is displayed.

11Mark the Exempt column for the taxes that should be exempt and click OK.

12Click OK to record the new deduction.

Making changes to a deduction category If you want to make changes to a deduction category, see ‘Changing a Record’ on page 113. Alternatively, in the Learning Center, choose Payroll and then click the topic To Change A Deduction.

Deleting a deduction category If you want to delete a deduction category, see ‘Deleting a Record’ on page 114. Alternatively, in the Learning Center, choose Payroll and then click the topic To Remove A Deduction.

Employer Expense categories

In MYOB AccountEdge, employer expenses are your company’s costs of having employees. Employer expenses are calculated on employees’ paychecks, but they don’t affect the employees’ net pay; instead, they affect the amounts you must contribute to the employee (such as pension contributions), to the government or to other institutions.

To create an Employer Expense category

1 Go to the Payroll command center and click Payroll Categories. The Payroll Category List window is displayed.

Chapter 9 Paying Your Employees Creating Payroll Categories

3 Click New. The Employer ExpenseInformation window is displayed. (For detailed field help, click the Help button in this window.)

4 Enter a descriptive name for the employer expense in the Employer Expense Name field.

5 Enter the accounts you want to use to track the amounts withheld by this employer expense in the Linked Expense Account and Linked Payable Account fields.

6 Choose the type of employer expense you’d like to create in the Type of Expense field.

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If you selected Other in the Type of Expense field, choose the rate by which this expense is calculated in the Expense Basis field. Enter the maximum amount that can be withheld for this expense in the Expense Limit field.

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If you selected SUI or SDI in the Type of Expense field, enter information in the State Code, State Tax ID and SUI Rate or SDI Rate fields.

7 Click the Employee button if you want to assign the new employer expense to specific employees. The Linked Employees window for the employer expense is displayed. Mark the Select column next to each employee to whom you want to assign the employer expense. Click OK when you have finished.

8 If you selected Other in Step 6, click the Exempt button to indicate which wages should not be assigned to this employer expense. The Employer Expense Exemptions window for the wage appears. Mark the Exempt column next to the wages that should be exempt. Click OK when you have finished.

9 Click OK to record the new employer expense.

Making changes to an employer expense category If you want to make changes to an employer expense category, see ‘Changing a Record’ on page 113. Alternatively, in the Learning Center, choose Payroll and then click the topic To Change An Employer Expense. Deleting an employer expense category If you want to delete an employer expense category, see ‘Deleting a Record’ on page 114. Alternatively, in the Learning Center, choose

Chapter 9 Paying Your Employees Creating Payroll Categories

Understanding Payroll Taxes

In AccountEdge, payroll taxes are amounts that are calculated and deducted from employee paychecks based on laws established by government taxation authorities. Payroll taxes must be assigned to employees before they can be used on paychecks.

Since tax laws change frequently, it's important that you use the most up-to-date payroll tax amounts and percentages when you write your paychecks. To keep your payroll tax calculations up-to-date, payroll taxes are administered in AccountEdge by the use of special

tax tables, which are included in your AccountEdge package.

To determine the date of the payroll tax tables

1 Go to the Payroll command center and click Payroll Categories. The Payroll Category List window is displayed.

2 Click the Taxes tab. A list of taxes is displayed.

3 Click the zoom arrow next to any tax in the list. The Tax Table Information window is displayed, and the Tax Table Revision Date is shown.

Since the accuracy of your payroll records is at stake, you cannot add, change or remove any payroll taxes from the tax tables in AccountEdge. However, you can receive the latest tables from AccountEdge automatically for a modest fee, whenever payroll tax laws change. Some of the payroll taxes in the AccountEdge system have special rules or situations that are difficult to represent in the tax table format. For more information, in the Learning Center, choose Payroll> Payroll Categories Overview> Understanding Payroll Taxes> Tax Table Information window. If you ever see this table “empty” when you think some numbers and percentages should be displayed, don’t worry; the proper tax information does exist—it just cannot be shown in the window.

Visit us at http:// www.myob.com/us/service/techsupport/ to learn more about updating your payroll taxes.

Assigning payroll taxes to employees

Payroll taxes must be assigned to employees before they can be used on paychecks. For more information, see ‘To enter payroll information’ on page 36.

Chapter 9 Paying Your Employees Paying your Employees

Paying your Employees

In MYOB AccountEdge, paychecks are transactions that you use to pay your employees. Like regular checks, paychecks can affect your company’s checking accounts, credit card accounts, petty cash accounts and other cash accounts. Many companies, however, use a special payroll checking account from which they pay their employees.

To write a paycheck, you will complete the following steps:

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Select the account you will be using to write the paycheck

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Enter the employee’s name

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Review the paycheck information

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Distribute vacation and sick pay (optional)

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Distribute other types of wages (optional)

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Complete the paycheck

Before you write paychecks

Creating paychecks in AccountEdge is a quick and simple process—if you’ve taken the time to carefully set up your company’s payroll information.

If you haven’t done so already, you need to set up your company’s payroll information in AccountEdge and create employee cards and payroll categories. For more information, see

‘Setting up Payroll details’ on page 34, and ‘Creating Payroll Categories’ on page 128.

Step 1 – Select the account for the paycheck

1 Go to the Payroll command center and choose Pay Employees. The Pay Employees window is displayed.

2 Click the search icon next to the Account field and select the checking account that will be used for this check. Only accounts you’ve specifically designated as checking accounts or credit card accounts are displayed in the list.

Step 2 – Enter the employee’s name

¨ Enter the employee’s name in the Employee field or click the search icon and select the employee’s card from the Cards List.

When you enter the employee’s name, AccountEdge automatically calculates all the employee’s wages, deductions, accruals, employer expenses and payroll

taxes—collectively known as payroll categories—and displays the appropriate amounts in the Pay Employees window.

As part of this step, also check that the date, check number and memo that AccountEdge has automatically generated for this paycheck are correct. You can change them if you want.

Chapter 9 Paying Your Employees Paying your Employees

Step 3 – Review the paycheck information

All payroll categories assigned to the employee are displayed in the scrolling list at the bottom of the window, as shown in the example below.

If the employee is paid on an hourly basis, enter the number of hours he or she worked for each of the wage categories assigned to him or her. The payroll categories’ amounts are calculated automatically and displayed in the Amount column of the scrolling list. Carefully review the information displayed in the scrolling list. It’s important to make sure that this information is correct before the paycheck is recorded. For more information, in the Learning Center, choose Payroll> Paychecks Overview> Writing Paychecks> Review The Paycheck Information That Appears Automatically.

Step 4 – Distribute vacation and sick pay (optional)

You can distribute vacation or sick pay accrual wages on an employee’s paycheck. To do this, you should have already created accruals for your employee’s sick or vacation time. See

‘To create an Accrual category’ on page 130 for more information.

1 Enter the number of sick or vacation hours in the Hours column of the accrual wage. The amount that appears in the Amount column will be calculated automatically. When you record the transaction, the hours you entered will be subtracted from the number of hours the employee has accrued.

2 If you’re distributing wages for an accrual such as sick pay, you may also need to change the employee’s regular hourly wage hours or amounts.

Step 5 – Distribute other types of wages (optional)

You can include other types of pay, such as sales commissions, bonuses or non-cash wages on an employee’s paycheck. To perform this step, the wages you intend to pay should already exist in AccountEdge, and should be assigned to the employee. For example, if you want to pay a bonus to the employee, a wage called “Bonus” must already exist in AccountEdge and should be assigned to the employee.

For information on creating a wage category, see ‘To create a Wage category’ on page 128. For information on assigning this wage category to an employee, see ‘To enter payroll information’ on page 36.

Chapter 9 Paying Your Employees Paying your Employees

Step 6 – Complete the paycheck

When you have completed all entries in the Pay Employees window, there are a number of tasks you can perform with the transaction. Review all the options before you choose what you want to do.

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Print and record the paycheck. Click the Print button. The paycheck will be recorded before it is printed. For more information on printing paychecks, see

‘Printing paychecks’ below.

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Record the paycheck. To record the paycheck without printing it, click the Record button.

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Store the paycheck as recurring so that you can use it many times in the future. Click the Save Recurring button. In the Save Recurring Template window, enter the necessary information and click the Save Template button. (For more information on creating and using recurring transactions, see ‘Working with Recurring Transactions’ on page 124.)

Printing paychecks

You can choose to print a paycheck in the Pay Employees window at the time you enter the paycheck or you can choose to print the paycheck at a later time. You can print and reprint individual paychecks, or you can print several paychecks at the same time—the choice is yours.

For more information on printing paychecks, see the Printing Forms chapter on page 163. For detailed information, in the Learning Center, choose Payroll> Paychecks Overview> Printing Paychecks.

For information on customizing the look of your printed paychecks, see ‘Customizing Forms’ on page 167.

Changing, deleting or reversing a paycheck

Occasionally, you will find it necessary to make a change to a paycheck you’ve already recorded. Unlike most other types of transactions in AccountEdge, once a paycheck is

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