Hardware Schedule
V9.021.001 Payroll – Activating and Using New Capabilities
(Updated 01/31/2020)
Section #1: Creating the six new Federal Withholding tables and assigning new tables to employees.
Item 1 of 5: How to run the 2020 Tax Table import program (UpdateTaxTable.exe):
Copy the ‘UpdateTaxTable.exe’ program to the …\Payroll 2000\Database\... directory.
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To update SQL data:
• Run the utility as Administrator.
• Enter server name and database name.
• Click ‘Update’.
To update Access data:
• Place the executable in the same folder as the database (should already be there).
• Run the utility as Administrator.
• Click ‘Update Access data’ button.
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Item 2 of 5: Reference image of the six 2020 Tax Tables:
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Item 3 of 5: Verify the tables that have been imported.
Run the V9 Payroll application and drop down the Tax Authorities option on the Setup Menu. Click the Federal Taxes option to load the Federal Tax Authority Maintenance screen. Click the Tax Tables tab to display the first two tables. Compare the Single Withholding Table on the screen with the 2nd table on the left side for the Single or Married Filing Separately table from the 2020 tables above. Compare starting with the first non-zero value in the screens Tax Amt column with first non-zero value in the column C of the 2020 table. If the numbers match all the way down to the bottom of both tables, the table import is verified. The screen below matches the corresponding 2020 Tax Tables and is verified.
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Item 4 of 5: Set an Employee to Single, Married or Head of Household.
From within the Payroll, select the Setup option from the Employee menu. At the Employee Maintenance screen select the ‘Taxes’ tab. Click the dropdown in the Status column for the Federal Withholding line item and select the Single, Married of H Hshld. The Head of Household (H Hshld) status is now supported and will use the corresponding Head of Household setting in the new 2020 Tax Tables above.
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Item 5 of 5: Select which set of Tax Withholding tables for the Employee.
From within the Payroll, select the Setup option from the Employee menu. At the Employee Maintenance screen select the ‘Notify/Misc.’ tab. In the ‘W2 Check Boxes’ frame, there is a checkbox named ‘Use New W4 Based Tbls’. Leave this checkbox unchecked to use the Tax Table set on the left side titled ‘STANDARD Withholding Rate Schedules’. To use the Tax Table set on the right side, check the box to use the tables titled ‘Form W-4, Checkbox, Withholding Rate Schedules’.
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Section #2: Activating the new Overtime Averaging capability.
All regular earning codes that are subject to the scope of an overtime code must be identified. Select the ‘Earning Codes’ option from the ‘Setup’ menu to display the Earning Code Maintenance screen. There is a new field on the Code Maintenance screen called ‘Overtime Avg’. Drop down the field list and select the ‘Overtime Avg. Base’ status for all of the regular earning codes that are subject to overtime. All normal overtime codes must have the ‘Overtime Avg’ field set to a status of ‘Overtime Avg. Code’. The following screen shows the ‘Overtime Avg’ for a regular earning code. Similarly, an overtime code would have the ‘Overtime Avg’ field set to the ‘Overtime Avg Code’ status from the drop down:
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Once all normal Regular earning codes and all normal Overtime codes have been set to the appropriate ‘Overtime Avg’ status, the Payroll needs to be configured to activate the overtime averaging. There is a setting on the Preference screen that will control whether the overtime averaging is activated. Select the Preference option from the Setup menu to load the System Preference screen. Open the Options node and check the PayCalcAverageOvertime to activate overtime averaging. The overtime averaging can be disabled at anytime by removing the check mark from this field. The following screen shows overtime averaging activated:
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When working on the Earning’s tab of the Enter Transaction screen, every time a line item is changed and there are one or more overtime lines, the average used to calculate the overtime will be changed and therefore the overtime amount will also change. Whenever a change of this nature is in process, a non-interruptible message displays on the screen to prevent any other activities to be attempted until the overtime calculations are completed. The following is an image of the message that displays during an overtime averaging:
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Section #3: Generating the new NHRS Annual Retiree Export.
Select the ‘Retirement Report’ from the ‘Period End’ menu. Click the dropdown arrow at the ‘Report Description’ field and select the ‘NHRS Retiree Annual Export’. This is not a report, so make sure to click the ‘Export’ button. The export will use the year before the year of the ‘Report Due Date. The export file will be named ‘9999_2018.txt’ where the ‘9999’ is the content of the Employer ID field. The export file will be written to the same location that the ‘NH Retirement Report’ is written to.
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Besides the export file, the program generates a second file named ‘9999-2018_ForReviewOnly-DoNotSend’. This file is in a format that is easier to read. It also has information that could help locate lines that may be incorrect. Errors in reporting are easier to correct before the report is filed. An image of a sample of this report is included on the next page.
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