Help:PY1-Update Employee YTD Amounts
The Y-T-D tab in the Employee Master File will display the year-to-date amounts for the employee for each of the calendar years currently in the payroll system. The system maintains a separate record of each deduction number by Calendar Year and Payroll Account. The Gross amount on the tax deductions is the basis for that deduction. The Miscellaneous deductions have no Gross amount, only the amount deducted to date.
The window titled Adding a YTD Amount is used to add a new year-to-date amount to the employee's file. The window titled Changing a YTD Amount is used to change a year-to-date amount in the employee's file. The window titled Removing a YTD Amount is used to delete a year-to-date amount from the employee's file.
NOTE: The system will not allow you to delete a year-to-date amount from an employee's file unless all the amounts in that entry are set to 0.00 (zero). The system also will not allow you delete year-to-date amounts associated with the Standard Tax Deduction Codes 1-5.
Payroll Account: Enter the appropriate Payroll Account Number for this year-to-date amount. The name of the selected Payroll Account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select the Payroll Account which displays all the current payroll accounts.
NOTE: Some customers use separate Payroll Accounts for their branch offices. Y-T-D amounts are tracked in the IBS Payroll System by individual Payroll Account to allow customers to print W-2 forms for each separate Payroll Account, if necessary.
Year: Enter the appropriate Calendar Year for this year-to-date amount. All payroll information is automatically maintained on a Calendar Year basis as required by Federal Tax Law.
Number: Enter the appropriate deduction number for this year-to-date amount. The description of the selected deduction number will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select Deduction which displays the current standard tax and miscellaneous deductions.
NOTE: If the desired deduction is not displayed on the Select Deduction window, then you will need to set up that deduction in the Standard Deductions File by using the Standard Deductions option on the File Pull-Down Menu in the Payroll Manager module.
Gross Wages: There are twelve fields, one for each month. The Gross Wages fields are used only for Tax Deductions (Codes 1 through 99). These show the Gross Basis upon which that specific tax deduction was based. Deduction Code #1 is for the total Gross Wages Paid and the total Regular and Overtime hours worked. The total for all months is displayed at the bottom of the column.
Deduction: There are twelve fields, one for the amount deducted in each month. The Deduction fields are for the actual amounts deducted in each month. The total for all months is displayed at the bottom of the column.
Reg Hours: There are twelve fields, one for the amount deducted in each month. The Reg Hours fields are for the actual Regular Pay Hours worked in each month. The total for all months is displayed at the bottom of the column. Reg Hours is only used for Deduction Code #1---Gross Pay.
OT Hours: There are twelve fields, one for each month. The OT Hours fields are for the actual Overtime Hours worked in each month. The total for all months is displayed at the bottom of the column. OT Hours is only used for Deduction Code #1---Gross Pay.
[ Add ] This button will be available if you pressed the [Insert] button on the previous window to add a new year-to-date amount. Press this button to add this new year-to-date amount to this employee's Y-T-D file.
[ Save ] This button will be available if you pressed the [Change] button on the previous window to edit an existing year-to-date amount. Press this button to save any changes made to this year-to-date amount in this employee's Y-T-D file.
[ Cancel ] Press this button to close this window and return to the previous window. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
