Step 1: Go to the ‘Full Payroll Menu”

Step 2: Choose Payroll Codes

• This is found under the Setup Column second button down from the top

• Screen will show you current set up Payroll Codes starting with Earnings

Step 3: To create a new pay code,  click the +New button in the ribbon bar

Step 4: The Payroll Code Setup Card will then appear. Fill this out

• Type – is a drop down menu with what you are creating. Options are:
  • Earnings
  • Deduction
  • Withholding
  • Employer Tax
  • Direct Deposit
  • Payment
  • Employer Contribution
  • Reimbursement / Draw
  • Advance / Loan
• Code – is the Code label for the Payroll Code you are creating
  • Open Field for creation
• Description – this is where you put the description of the code you are creating
• Manual Input Allowed
  • When set to true you can manually override the amount calculated in the payroll line.
• Pay Type Code – customized field to link BC Resource Timecard to pay code
• Benefit Accrual Code – customized field to link BC Resource Timecard Benefit Codes
• Reverse Sign Allowed – Allows the payroll code to be manually reversed in the payroll document using the reverse sign
• Process Procedure Code – Field is used if you need to apply a process procedure to a payroll code
• W2 Classification – Drop down selection of W-2 codes to use on specific break outs of deductions to Box 12 with a code or Box 14.
• Sorting No. – Using this field you can set the order of the columns in the payroll report when the report is fun to group by payroll code.
• State Code – Populate with Withholding codes set to specific states
• Blocked – us this to Block a Payroll Code to no be used.
• Use Default State Earnings – When set to true, the earning for this tax will be calculates based on the default state in the payroll header. Only editable when mulit-state calculations are turned on and your payroll code is withholding or Employer tax.
• Tax Reporting Type – use with tax codes
  • Federal
  • State
  • Local
• Leave Type – use with tax codes
  • FLI
  • SDI
• Workers Comp Code – Set to true if the Payroll Code is used for Workers Comp
• Zero Hour Reason – use is pay code will not have hours associated
  • Bonus
  • Royalty
  • Severance

Step 5: Once you have created the Payroll Code, you then need to create the posting setup. This is found on the ‘Full Payroll Menu’ under ‘Posting Setup’

Step 6: Depending on the Payroll Code you set up is where you will add the General Ledger Posting detail

• Employee Posting Group – defines the Posting Groups and bank account for payments
• Earnings – this is where you define the debit account of your Earnings Pay codes
• Withholdings / Deductions – this is where you define the credit posting account of Withholding and Deductions
• Employer Taxes – this is where you define the debit and credit accounts for Employer Taxes
• Employer Contributions – this is where you define the debit and credit accounts for Employer Contributions
• Reimbursements – this is where you define the debit account for Reimbursement payments
• Payment Advances – this is where you define the debit account of Payment Advances
• Payments – this is where you where the payments are posting (typically this is set to the Posting Group Bank Account)

Step 7: Now that you have created the code and added the GL posting setup, you then need to clarify if there needs to be a line calculations added to the Payroll Calc. Formula. To get there, Full Payroll menu -> Setup Column -> Payroll Calc. Formulas

Step 8: Go into the Formula that you need to add the created code to calculate.

• For Earnings codes, the value will come in through the Calculation line for Earnings. No further action required
• For Deduction Codes, no further action required unless you need the code to act from a process procedure or other operation. If so, you need to enter a new row and enter the payroll code exclusively and set up the formula action appropriately.
• Withholding Codes – Add a new line and dictate the Type, Payroll Code, Amount Type of Formula and Formula as the Withholding Tax formula needed.
• Employer Tax – Add a new line and dictate the Type, Payroll Code, Amount Type of ‘Formula’ and Formal as the type of tax to calculate.
• Direct Deposit – Additional Direct Deposits will act on the Direct Deposit Deductions. No further action needed in the calculations table.
• Employer Contribution – Add a new line and dictate the Type, Payroll Code, Amount Type of ‘Formula’ and Formula column needs to be the formula needed to calculate.

Once all of the setups are completed, the payroll code will pull in with the calculation of the Payroll Checks based on the set up and dictation on how to operate.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

Last Review:      5/04/2021 – Revision: 0.0

Key Words: Payroll Codes

Categories: Payroll NOW

KB Number: KB15-002