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Payroll System Features and Objectives:

The primary objective of the Payroll System (PR System) by Legler Systems is to process payroll information in an online environment, so specific online procedures can be performed in seconds rather than the hours required by traditional batch methods of computer processing. This PR system performs the basic payroll objectives by providing a complete and accurate record of all payroll transactions affecting each hourly and salaried employee.

Specific employee payroll features and objectives of this business software application are highlighted below:

  1. Maintain a Labor Detail Record on the number of hours worked and the types of work done by hourly employees during a payroll period, as well as the associated general ledger account distribution information for labor expense.

  2. Calculate gross pay for hourly employees based on the hours worked including overtime, if any. The gross pay for salaried employees is predefined for each payroll period in their Employee Master Record.

  3. Automatically calculate required federal and state payroll taxes, such as income tax withholding, Medicare, FICA and unemployment tax, for both employee and employer. The results are stored in a Payroll Period Record for each pay period.

  4. Print payroll checks with stubs on preprinted forms showing current period and year-to-date (YTD) dollar earnings and deductions. These same multi-purpose check forms can be used by the Accounts Payable System. Pay checks can be printed for a single employee or for a specified group of employees.

  5. Print payroll reports, such as Labor Edit Report, Hours Distribution Report and Payroll Register, to provide an audit trail of payroll data entered into the system, so adequate audit control is maintained.

  6. Print generalized payroll reports with the capability to extract specific payroll information from the online database, such as "List the total FICA withheld this quarter for each employee".

  7. Print the Payroll Posting Report summarizing general ledger posting information by GL account code for either manual or automatic posting to the GL System (PR09). Either the accrual or cash accounting method is supported.

  8. Print annual IRS W-2 forms and W-3 transmittal totals for each employee paid during the year.

  9. Enable the user to change the federal and state tax rates used in calculating payroll withholding and deductions by storing payroll tax rates in separate Payroll Rates Records (PR14) by calendar year.

  10. Provide reporting capability by location (or department) and job code (order number). Location and job codes used by this PR System should be consistent with the location codes used by other accounting modules within the company.

  11. Provide online inquiry capability to (1) display all data elements on a single employee, and (2) display all hours and dollar amounts associated with payroll earnings and deductions for an employee.

  12. Define an Active-Flag to prohibit the current online entry of labor transactions for an inactive employee, yet keep that old code for historical reporting purposes.

  13. Maintain vacation balance (hours available) per employee and automatically calculate vacation hours earned per payroll period based on hours worked (System-Option-28).

  14. Automatic voucher number assignment to new labor transactions added to the PR System for positive control and audit trail. This payroll feature can be overridden by the setting of System-Option-16 (DB03).

  15. Automatically assign GL expense account codes to a labor detail entry based on standard expense codes setup for that employee to reduce clerical coding errors. This payroll system objective minimizes the clerical data entry workload.

  16. Maintain an Employee Master Record for each employee that receives a computer-printed payroll check. Information in the Employee Master Record includes name, address, marital status, hourly salary, voluntary deductions, labor distribution account codes and other information affecting payroll.

  17. Provide source document control over input labor transactions to the computer by establishing batch numbers.

  18. Provide the capability to create custom PR reports where the user defines the data fields to be selected, sorted and printed (DB12).

  19. Automatically display a detail record (Employee Master Record or Labor Detail Record) when function key F7 is pressed from data entry procedure PR01 and from inquiry procedure PR10. This payroll objective enables the operator to quickly drill down to more information.

  20. Handle any fiscal year for accounting purposes, even one different from the calendar year, through the use of a separate accounting period number (YRMO) field.

  21. Each labor transaction is associated with a specific payroll period (YRNO) for control purposes, which is different than the financial accounting period.

  22. Verify state code and ZIP code (first 3 digits) associated with an employee address. The Canadian province code is validated when the ZIP code is not numeric.

  23. Automatic employee number assignment whenever the employee name initials are entered as the employee number for faster employee number lookup. Employee name initials are manually or automatically set in the Employee Master Record by procedure PR11.

  24. Print quarterly and annual employer reports, including IRS 940 and IRS 941. The California DE-3 form can be printed by this PR System.

  25. Provide system options in the Company Control Record to handle 6-digit dates or 8-digit dates for user preference.

  26. In addition to online processing, batch job processing is supported where multiple PR report requests are entered online for later batch processing.

  27. Easily enter notes or comments on a specific employee (PR11) when the Trans-Code is set to 'N' to automatically link to procedure DB17 (General Notes Record) in the DB System.
After all detail payroll information (e.g. labor hours worked) has been entered for a payroll period (YRNO), the Labor Edit Report (PR02) is printed to verify the completeness and accuracy of the time card data. A separate Pay code is used to indicate the type of labor voucher entered, such as regular payroll hours, payroll adjustments and labor hours only. If only 36.00 hours were reported for an employee who normally works 40.00 hours a week, an error message is printed in the edit report.

A General Payroll Report (PR07) can be printed at any time covering payroll data for the year-to-date, quarter-to-date or for any payroll period. This general report writer allows the user to define the report columns by specifying specific dollar codes or hour codes. This report provides a flexible method of organizing payroll data by time period and by type of payroll activity. It can be used for management purposes and to prepare documents for federal and state agencies.

The PR System procedures that can be run by the user are identified in the Payroll System Menu document.

More Information on the PR Software:

For additional information on this online Payroll software, e-mail Bill Legler in the SF Bay Area, California or go to the Payroll System main page.

Version 11.6 (2016). All rights reserved by Legler Systems Company.