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1 PRL3 - Payroll Remittance and Reporting Assignment – Easy Pay Exercise /40 Name: Date: Easy Pay Exercise In this exercise you will be required to work your way through the tutorial as provided by Easypay software company, and when you have completed that, you will be required to set up a sample company and run payroll on your own. Easypay Payroll Tutorial Help INTRODUCTION Welcome to the Easypay for Windows tutorial. This tutorial does not require extensive computer or Windows knowledge. If you know how to point and click with your mouse, you will find this tutorial very easy. This tutorial should take you about half an hour to an hour to complete. Please take the time to go through the steps in this document to understand what Easypay for Windows can do for you. CONTENT This tutorial reviews the following topics: • Company, Department and Employee Setup • Timecard Entry • Payroll Calculation • Report and Cheque Generation • Closing the Pay Period • Government Remittances TUTORIAL COMPANY This tutorial walks you through a tutorial company that contains sample data. Please note that the tutorial company data is only intended for use with this tutorial. DO NOT use the tutorial company to set up your own company data. The tutorial data is refreshed each time that Easypay (or an Easypay update) is installed on your system and any data that you have added to the tutorial company will be erased. Once you have finished this tutorial, you can set up your own company in Easypay and enter your own employee data. Instructions for setting up a new company in Easypay are provided at the end of this tutorial. The data that you enter for any new company in Easypay (other than the tutorial company) will not be lost if you re-install Easypay (or install an Easypay update). 2 If you are using a trial version of Easypay, any “live” data that you enter in a new company that you have created in Easypay (other than the tutorial company) will still be accessible after purchasing and re-installing Easypay. GETTING STARTED To begin, double-click on the Easypay icon located on your Windows desktop. This document will act as a guide while you have Easypay running on your computer. So please start-up Easypay and let’s go for a test drive. COMPANY SETUP The "Company Folders" screen is the first screen that appears after you double-click the Easypay icon. This is where all of the different companies for which you are doing payroll are added or deleted. This is also where you choose the company that you want to work on in the current session. This screen identifies the drive and data folder where your company information resides. Each company that you run will reside in a separate folder on your hard drive. To access the tutorial company: 1. Position the highlight bar using your mouse on the line that displays "TUTORV2" as the Company ID Name. 2. Now, click on the OK button or press the [Enter] key on your keyboard to select the highlighted tutorial company. (For convenience, we do not have a password on the tutorial company. You may add password protection to your own company data by accessing the Edit Menu.) MAIN MENU The main menu refers to the bar across the top of your screen; this displays the main options in Easypay. You should see the titles File, Payroll, Edit, Reports, etc., listed along the top of your screen. To explore the main menu and sub-menus, position your mouse on any title and singleclick to expand a sub-menu. To test out the main menu, please click on Periodic, then click General Ledger, and then click Select GL. (Our short form for this menu navigation would be: Periodic > General Ledger > Select GL). This option displays all of the General Ledger packages to which Easypay currently interfaces. COMPANY FILE From the main menu, using your mouse, click on the title "Edit". Now, click on Company from the Edit menu. Note: If your company has more than one RCT (Revenue Canada Taxation) number or Business Number for government remittances, we recommend that you set up two separate companies. This simplifies your remittances and T4 creation at the end of the year. COMPANY HIGHLIGHTS! 3 The first screen on the Company Profile contains the basic company information. Now click on the Defaults tab to view the EI rate, EHT rate for Ontario. If the QPIP and QHSF rates are left blank, Easypay will default to the current payroll values for Quebec. If you enter values for QPIP and/or QHSF, Easypay will use those values instead. Default values entered in the company profile can be changed and customized for each employee, as required, in their employee profile. When you are first setting up a company in Easypay, this is where you would update the current pay period number for the company. Now select the Features tab. This screen allows you to turn certain features on or off. Easypay for Windows allows for the splitting of employee's wages to multiple departments. Do NOT turn on the multiple departments costing feature or the Cheque Reconciliation feature unless you intend to use them (since they require significant additional disk space). For a further description of these features, please press the Help button. Now select the Benefits tab. Benefits are something that the employer pays on behalf of the employee. The amount does not get added to the employee's cheque but, rather, is an amount contributed to a third party on behalf of the employee. If the employer contributes to an employee's RRSP, then this would be a benefit. Up to 20 benefits are allowed. In the company profile you may name the benefit, turn it on or off for all employees, and set the default calculation method. Now select the Deductions 1 tab. These deductions are for amounts that will be deducted from the employees on a regular basis. Up to 20 deductions are allowed. Once again, the name, the ability to turn the deduction on or off for all employees, and the default calculation method can be set up in the Company Profile. Benefits and deductions are entirely customizable for each employee in their employee profile. Now select the Earnings tab. These Earnings are used to define up to 20 additional earning codes which can be entered during the timecard step on the Payroll Menu. Regular hours, overtime hours and vacation do not have to be set up because they are already on the timecard. Earnings can be used for lump sum payments, expense reimbursements, piecework, special category hours or any other type of payment that needs to be added to an employee's cheque. Earnings can be taxable (added to gross) or non-taxable (added to net without affecting source deductions). You can include or exclude any earning from the vacation pay calculation. Earnings can be defined as dollar amounts or units to be multiplied by a rate. Selecting units allows you to define the units as hours, shift premiums, piecework, mileage or other. Now select Deductions 2. These deductions are used for occasional deductions that will vary in amount and frequency. Any deductions set up in this area will be available during timecard entry to accommodate these exceptional cases. Special deductions reduce NET Pay only; they do not affect source deductions. To exit the Company, click the Cancel button or OK button. Cancel will exit without saving any changes, while OK saves any changes made during the company edit session. For the tutorial it is suggested that you click on the Cancel button. If you have made changes to a value, clicking 4 on Apply will save the changes and allow you to continue entering data. OK is used to save and exit the window that you are currently in. DEPARTMENTS Once the company profile is entered, the next step is to set up the departments. Each company must have at least one department and each employee must be assigned to a department. Now select Edit from the main menu, then select Departments. The tutorial company comes with five departments defined. A department code can be any combination of 6 characters or numbers. The department name is optional. To add a department, click on the New button. EMPLOYEE - Profile Once the company and departments have been set up it is time to enter your employee information. Now, click on Edit, then click on Employee. A series of options should appear including Profile, Update Utility, Cheque History, Year-to-date and EI Details. Now, click on Profile for this section of the tutorial. The cursor should be flashing in the Code field. Now, click on the lookup button beside the Code field to get a list of employees. Select Goldberg Sammy by double-clicking on his entry in the list box. Please note that the employee name is entered with the last name first, followed by the first name. If the last name has two or more parts, or a middle name or an initial is entered after the first name, then a comma should be placed between the last and first names. These rules are important for the year-end processing of T4 slips and other processes. Now, click the lookup button again and type “w” into the box. The highlight bar has moved to Wong Henry. Click the OK button. The first tab (Profile) contains the address and other important information about Henry. The pay frequency and pay type are also entered in the Profile tab. Status must be "Active" for an employee to be paid. If you need assistance