Payroll Configuration — General tab

This topic contains definitions for many of the configuration values on the General tab. This tab may contain customized settings for your state or region that are not defined here. Refer to your state-specific documentation for this information.

ACH Values

Add Employee Required for Job Requisition

If Yes is selected, an employee must be attached to a job requisition before it can be submitted.

Aesop - Substitute Jobs

Select values from the list of master positions to be used to assign substitute time imported from Aesop.

Allow Duplicate Check Numbers

Indicate whether or not duplicate check numbers are to be allowed in Payroll Check Printing and Payroll Liability Check Printing. If Yes is selected from the list, duplicate check numbers will be allowed, but a warning message will be displayed if a check number is about to be duplicated.

Allow Editing of Payroll Encumbrance Transaction Date When Submitting and Removing Jobs From Payroll

When set to No, encumbrance transactions to the GL are made on the date of the submission when employees or jobs are submitted to payroll in Employee Payroll Information.

When set to Yes, the user receives the following message: “Do you wish to Submit/Remove the selected Employee(s)/Job(s)? Payroll Encumbrance is enabled in Payroll Configuration, so employer side deductions will be encumbered. Specify the date for the encumbrance transactions(s) and click Yes to submit/remove the selected employee(s)/job(s). Click No to cancel this process.” The date entered in that message becomes the Transaction Date for that transaction in the General Ledger.

Allow Full Deduction Account Mask

If Yes, the system will allow you to enter the full account mask for a deduction.

Allow Payroll Users to Close Jobs

Select Yes to enable this permission.

Attendance Enterprise Values

Auto Generate Payroll Cash and Due To - Due From Reconciliation Transaction

When a payroll register and/or a payroll voucher is verified, and thus disbursed in the general ledger, the credit entry for cash is made to the payroll cash clearing account. A due from owner fund entry is also created. A journal entry must then be created to reverse the payroll clearing account entry in order to allocate to the various funds' cash accounts and reallocate the Due From entry to the Due To funds' accounts.

This value contains three choices:

Automatically Grant Leave to New Employees During Submit To Payroll

If Yes, all leave types with non-zero annual totals will be granted to new employees when they're submitted to payroll.

Base Leave Eligibility Years of Service On

Select from Hire Date or Eligibility Date to determine which date to use for the Years of Service calculation used in leave processing.

Check Available Budget

Select Yes if you want a budget check to be performed when funds are encumbered for the employer's portion of deductions or benefits.

Combine Jobs on Pay Stub

This option determines if a job that has only YTD amounts AND has the same job template, comment, and job type as another job on the paystub will be combined with the other job.
Please Note: If this value is set to No, and you approve the register and print the check, then reset this value to Yes and reprint the check, the jobs will not be combined on the reprinted check.

Combine Supplemental Jobs on Pay Stub

Selected supplemental jobs that have no current period earnings will have YTD amounts combined on a line name "YTD Supplement Pay." This setting only goes into effect after you select jobs in the Value field while editing this configuration value.

Company ID

Enter the employer identifier agreed upon between the employer and the direct deposit bank. This may be the employers Tax ID or a unique identifier assigned by the employers bank. The value in this field identifies the employer in the direct deposit data export file that is sent to the employers direct deposit bank. This field is optional.

Compute employer encumbrances for every period

Decide if you want to compute employer encumbrances for every period when approving deduction sets or submitting employees to payroll. WARNING: This action will increase processing time, as opposed to just estimating the encumbrances.

Create Direct Deposits (Normal registers)

Select Yes to allow direct deposits to be created for normal registers.

Create Direct Deposits (Special registers)

Select Yes to allow direct deposits to be created for special registers.

Default Payroll Cycle Name

Employees will be assigned to this payroll cycle by default. The cycle can be changed for individual employees in Employee Payroll Information until the employee is submitted to payroll.

Define Leave Types by Employee Group

If Yes, leave attributes may be entered for different employee groups. If No, there will be one value per leave type.

Different Numbering Sequence for Direct Deposit

You can tell the system to create a different numbering sequence for direct deposit checks by selecting Yes in this field. AptaFund will include the prefix DD on direct deposit checks and number them separately from regular paychecks. The prefix appears only on reports.

Direct Deposit Values

Display Bank Account on Direct Deposit Paystub

If set to Yes the bank account designated by the employee for the direct deposit will be displayed on the direct deposit paystub below the bank name. The default value is No. If you want to change it, you must do so before the payroll register is approved.

Dock Salary Based On

Select from contract or payable days as the basis for the docking calculation.

EFT Bank Name

Enter the name of the employers bank that handles all electronic funds transfers. You can enter up to twenty-three alphanumeric characters. This field is required.

EFTPS PIN

Enter the EFTPS Personal Identification Number (PIN) assigned to the employer by the Nations Bank. The value is a numeric value with a fixed length of four characters. This field is optional.

Employee Self-Service values

Employer's Bank Routing Number

Enter the 9-digit routing number for the employers direct deposit bank. This routing number appears in the direct deposit data export file. Routing numbers for the employee banks are not entered here; they are entered in Deduction Assignment.  

Federal Employer Identification Number (W-2 Agent)

Enter the EIN or the TIN of the W-2 agent who manages data on behalf of this entity — the entity is named in the Name of Installation Site setting in System Configuration. The number must be 9-digits and may be appended with one alphanumeric value, if necessary.

For Leave Accruals, Calculate Years of Service Based On

This setting determines the date on which leave accrual amounts are based. Options are: Payroll Cycle Begin Date and Payroll Period Begin Date.

GTL Insurance Contribution Deduction

Select a deduction from the pull-down list. The selected deduction is used for post-tax contributions to group term life insurance coverage.

Include Job Comment on Paycheck

If jobs are selected in Edit Configuration Value, the comments entered on employees' job records in Manage Employees will be printed on the paychecks.

Include Job Designation on Paycheck

Determines if job designations are printed on the employee's paycheck. Designations are used in master positions to further define a position and cut down on the number of master positions in your system. For example, a Coach master position could have designations like Boys Basketball, Girls Basketball, etc.

Left Margin Setting for Paycheck Forms

Use this setting to adjust the left margin for your printer. It affects only paychecks.

Name of W-2 Agent of Installation Site

Enter the name of the W-2 agent who manages data on behalf of this entity — the entity is named in the Name of Installation Site setting in System Configuration.

Online Employment Verification Service (OEVS) Code

Enter the organization's 4-digit code. This code is required to generate the SSN Verification Report.  

Paycheck Forms are Pre-Printed

Select Yes if you use paycheck forms that have pre-printed numbers.

Paycheck Truncate Message

Enter a message to appear on the last row of a payroll check if there are more detail lines than can fit on one stub.

Payroll Encumbrance

The payroll module will automatically enter general ledger encumbrance transactions for payroll when this parameter is set to Yes. Selecting No requires a user to enter all payroll encumbrance transactions into the system. Encumbrances for payroll happen when you approve a job in Manage Employees, submit an employee to payroll in Employee Payroll Information, and approve a payroll register in Payroll Management. Please refer to the section on each of these actions for more information.

Payroll Liability EFT Header Lines

The payroll liability bank provides the header information to enter in this field. Enter each value in a separate line separated by a semi-colon. Each row in the dialog box is one line in the direct deposit data export. Header lines are any lines that appear above the record that starts with "101."

Paystub state withholding field

The value in this configuration will decide which state withholding column to display on the paycheck. Different states use different columns to calculate state taxes. Select the appropriate value for your state.

Print Docking Information on Paystub

AptaFund will print any docking information on paystubs if this value is set to Yes. Selecting No prevents the system from printing this information. Contact Harris Support for more information about paystubs and paystub templates, as using this feature requires an extra column on your template. Note that this value must be set to Yes before a payroll register is Approved.

Print Employer Contributions on Paystub

AptaFund will print all employer-side payroll deductions/benefits on paystubs if this configuration value is set to Yes. Selecting No prevents the system from printing this information. Contact Harris Support for more information about paystubs and paystub templates, as using this feature requires an extra column on your template. Note that this value must be set to Yes before a payroll register is Approved.

Reset employee leave accrual on rollover for leave types with Annual Total of zero

Determines if employee leave accruals should be reset to zero during rollover if the leave type's annual total is zero. Note: If you are using a legacy leave type, select No.

Section 457 Plan

Select Yes if your organization offers a Section 457 Plan to employees. If so, you must also define a deduction in Manage Deductions. This value allows you to choose the correct W-2 and box number.

Send Job Requisition Workflow Notifications

If Yes, the system will send job requisition workflow email notifications.

Separate Payroll Liability EFT Records

Select Yes to place carriage returns between NACHA records for payroll liability EFT records. Consult with your bank to determine the appropriate setting. If there is nothing separating the records in the old file, set to No. This field defaults to Yes.

Show dialog to include/exclude deductions when register is created

Allows you to decide if you want the include/exclude deductions dialog box to pop-up by default every time a payroll register is created.

Show Substitute for Teacher on Leave Detail

If Yes, the Substitute Teacher column will be displayed on the leave detail.

State Taxpayer Identification Number

Enter the taxpayer identification number assigned by the taxing authority. The value is alphanumeric with a maximum length of fifteen characters.

Substitute jobs Master Position Names

Select values to create the list of valid master position names for substitute jobs.

Suppress Accrual Header on Paycheck

Select Yes in this field to make the accrual header unavailable to print on employee paychecks. Selecting No prints the information.

Suppress Hourly Payment Plan Detail on Paycheck

Select Yes in this field to make hourly payment plan information unavailable to print on employee paychecks. Selecting No prints the information.

Symmetry TTL Root Directory

This parameter specifies the location of the Symmetry tax table used in payroll processing. The path in this field is required for processing payroll.

Taxpayer Verification Number

The Taxpayer Verification Number is for the entry of an optional verification number that may be provided to you by your state taxing authority. This information is used to verify the taxpayers identity in the data export created for EFT liability payments made to state and federal authorities. This field is optional.

Top Margin Setting for Paycheck Forms

Enter a value to adjust the top margin for your printer. Note: This setting affects only paychecks.

W-2 Export - Kind of Employer

Select the appropriate kind of employer as required by the Social Security Administration. Options are: Federal Government, State and Local Governmental Employer, Tax Exempt Employer, State and Local Tax Exempt Employer, and None Apply.

W-2 Export PIN

Enter the Personal Identification Number needed for the W-2 Export.

Withhold State Disability on HSA Contribution

Allow adding of Employer amounts for all deductions where HSA Support = HSA Deduction to the State Disability Wages.

Withhold State Tax on HSA Contribution

Allow adding of Employer amounts for all deductions where HSA Deduction = Yes to the State Taxable Wages.

Withhold State Unemployment on HSA Contribution

Allow adding of Employer amounts for all deductions where HSA Support = HSA Deduction to the State Unemployment Wages.

 

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