CONTENTS THE WEEKLY PAYROLL SYSTEM 1. GETTING STARTED.....................................1 1.1 HOW TO USE THIS MANUAL..........................1 1.2 THE TITAN SYSTEM PROFILE........................1 1.3 THE WEEKLY PAYROLL OVERVIEW.....................1 1.4 CONCEPTS AND FUNCTIONS..........................4 1.5 THE WEEKLY PAYROLL MENU.........................4 2. SET-UP AND RUN......................................7 2.1 SETTING UP THE SYSTEM...........................7 2.2 THE SYSTEM PARAMETER FILE - WP00...............10 2.3 PROCESSING AND BACK-UP CYCLES..................18 2.3.1 DAILY, WEEKLY & MONTHLY CYCLES................18 2.3.2 PERIOD-END CYCLES.............................19 2.3.3 PERIOD END PROCEDURES - WEEK END..............19 2.3.4 PERIOD END PROCEDURES - MONTH-END.............20 2.3.5 PERIOD END PROCEDURES - YEAR-END..............20 2.4 PERIOD-END MODULE MENU.........................21 2.5 CHANGES FILE CLEARDOWN - WP90..................21 2.6 MONTH-END UPDATE - WP91........................22 2.7 IRP5/IT3A PRINT - WP92.........................22 2.8 YEAR-END CLEARDOWN - WP93......................24 2.9 ANNUAL WORKMEN'S COMPENSATION REPORT - WP97....24 2.10 TAX STATISTICS REPORT - WP98...................25 3. INPUT MODULE.......................................27 3.1 THE INPUT MODULE MENU..........................27 3.2 CLOCKCARD INPUT WITH HASH TOTALS - WP10........27 3.3 CLOCKCARD INPUT AND REPORT - WP11..............31 3.4 CLOCKCARD INPUT WITH BATCH TOTALS - WP12.......31 3.5 WAGES CALCULATION - WP13.......................32 3.6 WAGE CALCULATION AND REBATE - WP14.............33 3.7 EMPLOYEE FILE UPDATE - WP18....................33 4. MAINTENANCE MODULE.................................35 4.1 THE MAINTENANCE MODULE MENU....................35 4.2 EMPLOYEE FILE MAINTENANCE - WP30...............36 4.2.1 ADDING NEW EMPLOYEES..........................36 4.2.2 UPDATING EXISTING EMPLOYEE DETAILS............45 4.2.3 DELETING EMPLOYEES............................45 4.3 EARNINGS/DEDUCTIONS FILE MAINTENANCE - WP31...46 4.3.1 ADDING EARNINGS CODES.........................47 4.3.2 ADDING DEDUCTION CODES........................49 4.3.3 AMENDING EMPLOYEE EARNINGS & DEDUCTION CODES..51 4.3.4 DELETING EMPLOYEE EARNINGS & DEDUCTION CODES..51 {NP} 4.3.5 EARNING/DEDEUCTION NARRATIVES.................52 4.4 TABLES FILE MAINTENANCE - WP32.................52 4.4.1 ADDING NEW TABLES.............................52 4.4.2 AMENDING THE TABLE FILE.......................54 4.4.3 DELETING A TABLE..............................54 4.5 EARNINGS/DEDUCTIONS PARAMETER FILE MAINTENANCE - WP33........................55 4.5.1 ENTERING EARNINGS PARAMETERS..................56 4.5.2 AMENDING EARNINGS PARAMETERS..................59 4.5.3 DELETING EARNINGS PARAMETERS..................59 4.5.4 ENTERING DEDUCTION PARAMETERS.................59 4.5.5 AMENDING DEDUCTION PARAMETERS.................62 4.5.6 DELETING DEDUCTION PARAMETERS.................62 4.5.7 ENTERING W.C.A. TOTALS........................62 4.6 EMPLOYEE RANGE EARNINGS/DEDUCTIONS - WP34......63 4.7 STREAMLINING THE PAYSLIP - WP35................64 4.8 COST CENTRE MAINTENANCE - WP36.................65 4.9 BANK FILE MAINTENANCE - WP37...................67 4.9.1 UPDATING BANK DETAILS.........................67 4.9.2 DELETING BANK DETAILS.........................67 4.10 CATEGORY AND CONTROL MAINTENANCE - WP38........67 4.10.1 ENTERING CONTROL ACCOUNTS...................68 4.10.2 UPDATING CONTROL ACCOUNTS...................68 4.10.3 DELETING CONTROL ACCOUNTS...................68 4.10.4 ENTERING CATEGORY ACCOUNTS..................69 4.10.5 UPDATING CATEGORY ACCOUNTS..................69 4.10.6 DELETING CATEGORY ACCOUNTS..................69 4.11 EMPLOYEE HISTORY FILE MAINTENANCE - WP39.......70 5. THE ENQUIRY MODULE.................................71 5.1 THE ENQUIRY MODULE MENU........................71 5.2 EMPLOYEE MASTERFILE ENQUIRY - WP50.............71 5.3 EMPLOYEE EARNINGS/DEDUCTIONS ENQUIRY - WP51....71 5.4 TABLES FILE ENQUIRY - WP52.....................72 5.5 EARNINGS/DEDUCTIONS PARAMETER FILE ENQUIRY - WP53...........................73 5.6 COST CENTRE ENQUIRY - WP56.....................73 5.7 BANK FILE SCAN - WP57..........................73 5.8 EMPLOYEE HISTORY ENQUIRY - WP59................74 6. SPECIALPRINT MODULE................................75 6.1 THE SPECIAL PRINT MODULE MENU..................75 6.2 WAGES CONTROL DETAIL REPORT - WP64.............75 7. PRINT MODULE.......................................76 7.1 THE PRINT MODULE MENU..........................76 7.2 EMPLOYEE MASTERFILE PRINT - WP70...............77 7.3 EMPLOYEE MASTERFILE CHANGES PRINT - WP71.......77 {NP} 7.4 EARNINGS/DEDUCTIONS PARAMETER FILE CHANGES PRINT - WP72...........................78 7.5 EMPLOYEE EARNINGS/DEDUCTIONS FILE CHANGES PRINT - WP73...........................78 7.6 PAYROLL ANALYSIS REPORT - WP74.................79 7.7 EARNINGS/DEDUCTIONS ANALYSIS REPORT - WP75.....80 7.8 EMPLOYEE PAYSLIP PRINT - WP76..................81 7.9 COST CENTRE ANALYSIS REPORT - WP77.............83 7.10 LABOUR STRENGTH REPORT - WP78..................84 7.11 EMPLOYEE HISTORY PRINT - WP79.................85 7.12 MONTHLY W.C.A. REPORT - WP80...................86 7.13 CLOCKCARD FORMS PRINT - WP81...................87 7.14 EARNING/DEDUCTION EMPLOYEE FILE PRINT - WP82...87 7.15 ANNUAL LEAVE REPORT - WP83.....................88 7.16 SICK LEAVE REPORT - WP84.......................89 7.17 TABLES FILE PRINT - WP85.......................90 7.18 EARNINGS/DEDUCTIONS PARAMETERS FILE PRINT - WP86.............................90 7.19 WAGE INPUT SUMMARY REPORT - WP87...............91 7.20 EMPLOYEE EARNINGS/DEDUCTIONS REPORT - WP88.....91 APPENDIX A.............................................93 A1. DEFINITION OF FORM TYPE WP........................93 A2. ADDITIONAL NOTES FOR PAY CALCULATION.............100 A2.1 WP13 NOTES...................................100 A2.2 WP13 PAY CALCULATION.........................100 A2.3 TAX CALCULATION (ANNUAL TAX TABLES ARE USED).102 A2.4 SITE TAX (STANDARD INCOME TAX ON EMPLOYEES)..103 A2.5 HOW TO CALCULATE SITE TAX (SA TAX ONLY)......103 A2.6 SCHEDULE FOR TAX CALCULATION QUERIES.........104 A3. ERROR MESSAGES...................................105 A4. SICK- AND ANNUAL LEAVE SUB-SYSTEM................108 A5. PROCEDURES FOR PRINTING IRP5 TAX CERTIFICATES....110 INDEX.................................................111 {NP} 1. GETTING STARTED 1.1 HOW TO USE THIS MANUAL Each chapter in this manual leads logically through the important steps to install and maintain your system. Chapter 1 - Getting Started, describes the hard/software requirements and special features of the TITAN systems. Chapter 2 - Set-up and Run will take you through the sequential steps required to run the program effectively. As each program has a System Parameter File Program (SU00, AP00 etc.) and usually a Period End Module (SU9, AP9 etc.) these are combined in this chapter to ensure all the set-up data is understood. The following chapters are the same for most systems. They start with the Input Module, then the Maintenance Module which helps you set up and maintain your file requirements. Then the Enquiry Module which helps you search for data in your files. After that specific modules such as Report Management, Interface to Other Systems, will follow. The last chapter deals with the printing of reports. If there are specific examples required these are entered in the Appendix. The Index provides a reference to the actual screen prompts as well as key words. Screens are provided as a guide to the fields to be entered. Each screen prompt will be indented and bold with the field length and further information on that field for example, BATCH # : 6 digits. When entering a new batch, press [Enter] for the next sequential batch number. When information is accepted and another screen appears this will be shown in the manual as Level 1, Level 2 and so on. When multiple choices appear and these have to be described individually, the first level will be the major input screen. 1.2 THE TITAN SYSTEM PROFILE Please refer to the Systems Utilities Manual for a profile of the TITAN system, which consists of the following modules: Application Builder Accounts Payable Accounts Receivable Bank Link Bill of Materials Cashbook Chart Writer Electronic Data Interchange Fixed Assets General Ledger Instalment Sales Inventory Control Job Costing Monthly Payroll Purchase Ordering Point-of-Sale Report Writer Sales Analysis Sales Order Processing Systems Utilities Weekly Payroll {NP} 1.3 THE WEEKLY PAYROLL OVERVIEW The Weekly Payroll system is flexible and easy-to-use. It can be used as a stand-alone system, or combined within a fully integrated TITAN Accounting system. However, there is no integration between the Weekly Payroll and any other modules, although the Job Costing module optionally does a lookup on employee numbers and rates when calculating labour costs. The payroll is very often one of the largest overheads in a company. It is important to note some of the inherent advantages of the TITAN Weekly Payroll. . Effective internal controls. . Unique features ensure that the system is secure and cannot be manipulated fraudulently. . Deductions are calculated using user-defined tables. The following profile of features shows the scope and flexibility of the system: . Clockcard input control Clockcard input may be entered with or without either hash or batch totals. Therefore, the specific internal controls are catered for within the system. There are five elements to the hash total and the user may define which of these five to use. The actual wage amounts may be excluded from the screen display. . Payroll review Calculated wages are not updated immediately allowing for comprehensive checks, error correction and the required authorisations to be obtained. . Static payroll data The system retains a large amount of static information for each employee. All personal details, employment history, accounting codes, occupational grades and in fact any pertinent information that does not require perpetual maintenance, can be entered against employee records. This enables the personnel staff to be productively engaged only in essential maintenance per weekly cycle. The static payroll data may be enquired upon, or amended at any stage. . Open-ended earnings and deduction categories The system caters for an unlimited range of earnings and deduction categories. Earnings may be fixed, calculated by hour or rate per shift. Any number of additional earnings types can be instituted on demand. As further benefits are instituted or employees become eligible for such benefits as bond payments, schooling or travelling allowances, it is a simple process to include them immediately. As circumstances demand, the structure and rates of weekly earnings can be enquired upon and amended. Similar to the earnings categories, the deduction categories available are unlimited. Standard deductions, for instance, PAYE, pension, UIF and medical aid are automatically catered for within the system. In addition, any other type of deduction, such as loan re-payments and additional tax can be entered against an employee's record. Some typical deduction methods are : a fixed monthly deduction for an indefinite period; a fixed amount for a fixed period; the reduction of a capital balance by a fixed monthly or weekly amount; an amount from a table or a percentage of a basic rate. Deductions may be excluded if certain minimum pay conditions are not met. {NP} . Category classification The earnings and deduction categories may be further classified by type, for reporting and taxation purposes. As an example types of earnings are basic wage, additional wage, leave pay, bonus pay and fixed or conditional pay. Deductions are classified as follows : fixed period, indefinite period and reducing capital. . Warning messages In order to identify exceptional circumstances requiring investigation, warning messages are generated whenever the pre- determined maximum pay amounts, or hours worked are exceeded. . Automatic payment To avoid unnecessary additional input and ensure the full productivity of payroll staff, the system has an automatic payment facility. If no changes are made to an employee's earnings, deductions, or hours worked, a payslip is generated with no further input being required. . Cost Centres The amount per earning code may be split over up to four cost centres. Cost centre codes are up to 8 characters and sub totals may be reported on for any sequential grouping of these 8 characters. . File change protection Any changes made to masterfile data are logged to a special file which is then available for auditing and authorisation purposes. . Enquiries/Scans All employee details and payroll data are available for enquiry and scan via the screens. This feature ensures that both the personnel and accounting departments have immediate access to, amongst other information, employee personal details, earnings and deductions categories, hours or shifts worked and amounts paid. . Multi-mode operation Wages can be processed in one of the following ways : on an exception basis, by individual employee or on selection of a range of employees. . Dynamic table maintenance. The various deductions that are calculated using tables are maintained within the system. As the rates on tables are amended, all that is required is the input of the new rates. This prevents having to update each employees' details, as the system directly accesses the table information during the payroll calculation process. . Customised Payslips and Statutory reporting The system utilises a user-defined grid reference code to control the position of printing on these vouchers. This reduces the expenditure incurred in implementing a new wages system by using existing forms. In addition, it is a simple process to cater for new designs when required. . Customised Clockcard/Label print Certain employee masterfile information may be printed on clockcards. This form is user defined and many different forms with a maximum of four across a page may be set up (for example, name and address labels). {NP} . Full audit trail It is important for the company's auditors to be able to trace transactions through the system, and imperative that management have the necessary controls over expenditure. The system is designed for complete auditing and certain reports are automatically produced, to ensure strict authorisation and control procedures are followed. MODULE REVIEW The functional modules in the Wages system are: Input/weekly processing, Maintenance, Enquiries/Scans, Prints and Period-end. INPUT MODULE This module accepts clockcard and wages information, with or without 'hash' totals and with the option of batch input. It automatically performs the wages calculation and updates the employee file. MAINTENANCE MODULE This module is used for maintaining employee file data, earnings/deductions data, tax/medical aid tables and the earnings/deductions parameter file. ENQUIRY MODULE This module caters for enquiry into all employee and payroll details. PRINT MODULE The reports are exception-based, using a series of selections to determine the range of data to be printed. Some of the standard reports contained in this module are : . Employee masterfile and history prints . Employee masterfile changes print . Parameter file and parameter changes print . Earnings/deductions file changes print . Payslip print . Cost centre report . Labour strength report . Monthly Statutory reports . Clockcard or label print. PERIOD-END MODULE The programs in this module are used at month- and year-end to clear the changes file, and print and clear all appropriate statutory information. 1.4 CONCEPTS AND FUNCTIONS Please refer to the Systems Utilities Manual for a complete explanation of the concepts and functions used throughout the TITAN system. 1.5 THE WEEKLY PAYROLL MENU To select the system from the main menu, enter WP. The following modules and programs form part of the Weekly Payroll system. {NP} TITAN WEEKLY PAYROLL MENU WP1 - INPUT & PROCESSING MODULE WP10 CLOCKCARD INPUT WITH WP13 WAGES CALCULATION HASH TOTALS WP11 CLOCKCARD INPUT AND REPORT WP14 WAGE CALCULATION AND REBATE WP12 CLOCKCARD INPUT WITH WP18 EMPLOYEE FILE UPDATE BATCH TOTALS WP3 - MAINTENANCE MODULE WP30 MASTERFILE MAINTENANCE WP35 STREAMLINING OF PAYSLIP WP31 EARNINGS/DEDUCTIONS FILE WP36 COSTING FILE MAINTENANCE MAINTENANCE WP32 TABLES FILE MAINTENANCE WP37 BANK FILE MAINTENANCE WP33 EARNINGS/ DEDUCTIONS WP38 CATEGORY AND CONTROL PARAM FILE MAINTENANCE WP34 EMPLOYEE RANGE WP39 EMPLOYEE HISTORY EARNINGS/ DEDUCTIONS MAINTENANCE WP5 - ENQUIRY/SCAN MODULE WP50 MASTERFILE ENQUIRY WP56 COST CENTRE ENQUIRY WP51 EARNINGS/DEDUCTIONS WP57 BANK FILE SCAN ENQUIRY WP52 TABLES FILE ENQUIRY WP59 EMPLOYEE HISTORY ENQUIRY WP53 EARNINGS/DEDUCTIONS PARAMETER FILE WP6 - SPECIAL PRINT MODULE WP64 WAGES CONTROL DETAIL REPORT WP7 - PRINT MODULE WP70 MASTERFILE PRINT WP80 MONTHLY W.C.A REPORT WP71 MASTERFILE CHANGES WP81 CLOCKCARD PRINT WP72 PARAMETER FILE CHANGES WP82 EARN/DED EMPLOYEE FILE PRINT WP73 EARN/DEDUCTION FILE WP83 ANNUAL LEAVE REPORT CHANGES WP74 PAYROLL ANALYSIS REPORT WP84 SICK LEAVE REPORT WP75 EARNINGS/DEDUCTIONS REPORT WP85 TABLES FILE PRINT WP76 EMPLOYEE PAYSLIP WP86 EARN/DED PARAMETERS FILE PRINT WP77 COST CENTRE REPORT WP87 WAGE INPUT SUMMARY REPORT WP78 LABOUR STRENGTH REPORT WP88 EMPLOYEE EARNINGS/DEDUCTIONS WP79 EMPLOYEE HISTORY PRINT {NP} WP9 - PERIOD-END MODULE WP90 CHANGES FILE CLEARDOWN WP93 YEAR-END CLEARDOWN WP91 MONTH-END UPDATE WP97 ANNUAL WORKMEN'S COMP REPORT WP92 IRP5/IT3A PRINT WP98 TAX STATISTICS REPORT As you can see these modules are organised into functional groups, for example WP1 - Input Module contains all the programs that are concerned with data input. The menu system has pre-loaded the WP mnemonic and all that is required is to enter the relevant module number, for example 1 for the input module. Enter [M] to select the main menu. {NP} 2. SET-UP AND RUN 2.1 SETTING UP THE SYSTEM This section sets out the sequence of procedures that must be followed for setting up the Wages system. Some of the programs are contained in this system while others, which are common to most Titan programs, will be found in the Utilities System. Wages program numbers are preceded by WP. System Utilities programs are preceded by SU. Should any difficulty be encountered during this set up procedure please contact the Dealer or Distributor immediately. After installing the program proceed with the following SET UP sequence: STEP PROGRAM FUNCTION AND PROCEDURE 1. WP00 The System Record Maintenance program contains Mandatory various essential system parameters that are used by the Wages system (refer to section 2.2 of this Guide for details). The program also creates empty versions of the required Wages system's files, if they do not exist. In addition, you may create description type entries for example, for Receiver of Revenue Offices in the description file. 2. WP33 The Earnings/Deductions Parameter File Maintenance Mandatory program is used to set up the various earnings and deduction codes to be used in the system. WP31 is then used to assign applicable earnings and deduction codes to individual employees. The month-to-date, year-to-date and total-to-date figures default to a zero value and the from date, defaults to the current system date. Relevant descriptions, payslip references and IRP5 references are required to be entered through this program. Listed below are the earnings and deduction codes that must be set up by the user. The code may NOT be changed but the description is fully user-definable. - GRSS - NET - TAX - "TAX-" (if S.A. SITE Tax is used) {NP} STEP PROGRAM FUNCTION AND PROCEDURE 3. WP32 The Tables File Maintenance program is used to Mandatory set up and define tables that will be used for deduction purposes. When creating medical aid tables, the table type must be entered as MA. The table number field may be used to identify different Medical Aid Societies, if required. Program DU089 is used to load the new tax tables. Tax tables are delivered with the system. Whenever the tax rates are adjusted by the Receiver of Revenue your Dealer will supply the updated tax tables. WC This is used to set the upper and lower limits Mandatory for Workmen's Compensation. Periodic changes to these appear in the Government Gazette. 4. SU31 The Description File Maintenance is used to enter Mandatory codes and their corresponding descriptions for the following - IR IRP5 Codes Optional Enter a description for these if you want the system to use this standard description rather than that entered in WP33 - Earnings/Deductions Param File as some incomes can have the same designated IRP5 code. RR Receiver of Revenue Mandatory The description type RR is created automatically by program WP00 - System Record Maintenance. Enter a four digit Receiver of Revenue office code, with each code starting with 00 for example, 0001 Beaufort West, 0020 Durban etc. These codes are listed in Annexure A of the Taxation Memorandum 18/13/5/11 (Employers/Bureaux). PP Pay Points. Mandatory The description type PP is created automatically by program WP00 - System Record Maintenance. Enter a four character Pay Point Code. A large number of Weekly Payroll reports may be printed by pay point. OC Occupation Codes Mandatory The description type OC is created automatically by program WP00 - System Record Maintenance. Enter a four character Occupation Code. These codes are held for the "All Company/Branch combination" only. (The [F6] function key must be used on the Company/Branch screen. {NP} STEP PROGRAM FUNCTION AND PROCEDURE 5. SU36 Currency File Maintenance program is used to Optional enter coinage requirements. Enter spaces in the description code and press [F3] to enter the following - Currency symbol for example, $ or £ in the currency sign field. Coin symbol for example, c or p. Currency short description for example, '$'. Currency long description for example, 'Dollar'. Currency factor for example, 100 cents to the Dollar. Enter denominations for coins and notes from the highest to the lowest for example, Unit $ : 100, 50, 20, 10, Coins c's : 50, 20, 10, 2 Press [F3] to update the record on completion. Enter description codes for units and coins used, for example: Code C01 Factor : One Dollar = [100] cents Please refer to the Systems Utilities manual for more information. 6. WP30 The Employee Masterfile Maintenance program is Mandatory used to set up the masterfile details for each employee. 7. WP31 The Earnings/Deductions File Maintenance program Mandatory is used to set up the earnings and deductions that are applicable to each individual employee in the system. All possible earnings and deduction codes are set up in program WP33 - Earnings/Deductions Param File. Codes GRSS, NET, TAX (and "TAX-" if SA Site Tax) are created automatically for each employee and have default values. These codes may be accessed and change the default values if required. (Please note, if any employees are taken on halfway during a tax year, all year-to-date totals MUST be entered for each earning and deduction code per employee to ensure correct tax calculations.) 8. SU35 The Customised Forms Maintenance program is Mandatory used to set up the payslip and clock cards. Use type WPXX where XX is an odd numeric, for example 01, 03 etc. Please refer to Appendix B for further information. After running program SU35 - Customised Form Maintenance you MUST run program WP35 - Streamlining of Payslip. {NP} STEP PROGRAM FUNCTION AND PROCEDURE 9. WP35 In order to print payslips, the Payslip Mandatory Streamlining program must be run each time a payslip is altered in SU35 - Customised Form Maintenance. 10. SU38 The Password Maintenance program is used to set Mandatory up and maintain User names, passwords and access permission for all programs in the system. Use the "Super User" logon (SYSADMIN) to gain access to this program. Protect all programs with passwords and ensure that the "Super user" for example SYSADMIN is given password protection. As the system is a multi-company and multi-branch system, this sequence of set-up procedures needs to be repeated for each company/branch combination to be used on the system. 2.2 THE SYSTEM PARAMETER FILE - WP00 The system parameter file defines global parameters that will apply to the Wages system: . Tax year-end and tax period. . Wages system parameters. These parameters need to be set up for each company and branch combination that are to be used. Enter WP00 to select the program. Press [F3] to save the parameters once they have been completed. On all screens there is an F4 - COPY facility which allows you to copy all the details entered from the currently selected Company and Branch to a different Company/Branch combination. If details exist, you will be warned but will be able to continue if required. The Report Destination, Company/Branch/Warehouse combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this chapter. Level 1 COMPANY/BRANCH : For example, 01/01. Accept or modify the company and branch default screen. DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 TAX YEAR-END : DD/MM/CCYY Enter the tax year-end for this company and branch (for example, 28/02/89). CURRENT TAX PERIOD : 2 digits. Enter the current tax period. TAX PERIODS PER YEAR : 2 digits. Enter the number of tax periods in this year. If tax is calculated weekly, this {NP} may be 52 or 53. Remember to make sure that this is correct at the beginning of each tax year. NUMBER OF WEEKS THIS MONTH : 2 digits. Enter the number of weeks in the current month for example, 04 or 05. CURRENTLY IN WEEK # : 2 digits. Enter the week of the current month in which take-on data is to be entered (between 01 and 05). RETAIN HISTORY FOR PERIODS : 2 digits. History may be maintained for up to 99 periods, for example with weekly paid employees this would be 52 or 53. SICK LEAVE DAYS ALLOWED PER YEAR : 2 digits. This is the number of days of sick leave to which employees are entitled and will be used as a default in program WP30 - Masterfile Maintenance, where you may change it as required. Please refer to Appendix A4 for more information regarding the leave sub-system. Press the [F1] key to go to the Wages system defaults; the [F3] key to update the data. Press the [F8] to delete the system record and the [F9] key to print. Level 3 WAGES SYSTEM DEFAULT TAX TABLES FOR : 2 digits [00] South Africa. [01] Namibia Enter the relevant code for your payroll. If SA-TAX has been entered then the following prompt will appear. ALLOW TAX ADJUSTMENT? : 1 character [Y] the tax will be smoothed in WP31 - Earnings/Deductions File Maintenance and the adjustment shown in the "TAX -" record for employees whose earnings do not exceed the SITE limit. [N] the SITE tax will still be calculated but not adjusted. [A] the tax adjustments will be done for all employees regardless of the amount they earn. TAX % TEMPORARY EMPLOYEE: 3.2 digits. Accept the default of 25% or enter the required tax percentage amount. TAX % PENSIONER : 2.2 digits. These percentages are supplied by the tax authorities. UIF-LIMIT AMOUNT : 7.2 digits. This field contains the Unemployment Fund cut-off level. {NP} This cut-off level is supplied by the labour authorities. UIF is applicable to all employees. If the UIF amount is over the limit, the maximum amount is used. UIF - EMPLOYER % : 2.2 digits. UIF - EMPLOYEE % : 2.2 digits. These two fields relate to the percentage Unemployment Fund contribution made by the employer and employee to the Unemployment Fund. These percentages are supplied by the Unemployment Fund authorities and are applied against the gross earnings of the employee. Press the [F8] key to delete or the [F9] key to print. The [F10] key will allow another company/branch combination to be entered and the [Esc] will exit the program. Press the [F1] key to access the payment parameters or the [F2] key to return to the system defaults. The [F3] key will update the data entered. Level 4 Enter the following parameters: SET PAY INDICATOR FOR CLOCKCARD INPUT : 1 digit. The system enables wages to be processed using one of three input modes in programs WP10 - Clockcard Input with Hash Totals, WP11 - Clockcard Input and Report WP12 - Clockcard Input with Batch Totals. These modes are selected by setting the pay indicator as follows; [1] Sequential input - default pay. This mode will enable data to be input, employee by employee, for each employee on file. All employees in the range selected will be presented for input. [2] Exceptions input - default pay. This mode assumes that all employees have worked the full number of normal time hours or shifts required. Employees, however, who have not worked the normal compliment of hours or shifts (either more or less, hours or shifts) are entered into the system individually. These employees with exceptions are then processed together with the other employees that are assumed to have unchanged earnings. [3] Exceptions input - default not pay. This mode assumes that employees are not to be paid except those that have had pay details entered for this pay period. Only those employees that have pay details entered will be processed in that run. All others will NOT be paid. {NP} If the above indicator is set to either 1 or 2, then the default pay indicator in WP34 - Employee Range Earnings/Deductions is set to [Y] when adding anew code or altering an existing one. SHOW AMOUNTS FOR CLOCKCARD? : Y/N [Y] if the value of total earnings entered should display on the Clockcard Input program screen while capturing employee clockcards. [N] if no amounts should be displayed. ROUND UP/ADJUST PAY TO NEXT : 1.2 digits [0] No rounding. Enter the figure to which net pay is rounded up, for example [1.00], [ .10] or [ .05] and view in WP31 - Earnings/Deductions File Maintenance - 'Net' code. This rounding amount will be retained and will be deducted from the amount to be paid in the next pay period before net pay is rounded up again. WORKMENS COMPENSATION? : Y/N [Y] the appropriate earnings set up in WP33 - Earnings/Deductions Param File will be totalled for W.C.A. insurance. WARNING; MINIMUM BASIC PAY? : Y/N MINIMUM BASIC HOURS? : Y/N MINIMUM OVERTIME? : Y/N If any of the above are set to [Y], WP13 - Wages Calculation will report if the minimum limits as set up in WP30 - Masterfile Maintenance are not reached. If [N], WP13 - Wages Calculation will report if the maximum limits set up in WP30 are exceeded. NO DEDUCTIONS IF : [1] Basic Pay [2] Basic Hours. [3] Shifts. LESS THAN : 5.2 digits Enter the amount/hours below which no deductions must be made where the amount/hours refers to the category chosen above. COST CENTRES ENTER? : Y/N [Y] then pay details are summarised per cost centre and saved in a cost centre file. This allows detailed cost centre reporting. A history of cost centre spending is held for one year. Use this facility if employees work in more than one cost centre per pay period. Cost centre codes must be entered at clockcard input time. [N] then no records will be written to the cost centre file and only normal cost centre sequence reporting will be allowed. No entry of cost centres in clockcard input program. {NP} CONSOLIDATE ON : 8 characters. [Y] each position requiring totals. For example: Cost centre 01/002/004 br/dep/sub-dep NY/NNY/NNY For cost centre totalling and sequencing to be meaningful, it is suggested numeric cost centres be used, or that the alpha code must be structured according to consolidation requirements in Sales Order Processing, for instance "PAINT" Press the [F3] key to update the data entered or [F2] to return to the defaults screen. Press the [F8] key to delete and the [F9] key to print. The [F1] key will take the operator to the hash total screen. Level 5 HASH TOTAL CALCULATION All the prompts below pertain to an optional hash total to be entered in either program WP10 - Clockcard Input with Hash Totals or WP12 - Clockcard Input with Batch Totals. See overleaf for an explanation of this feature. ADD EMPLOYEE NUMBER? (Y/N) : Y/N ADD COST CENTRE NUMBER? (Y/N) : Y/N ADD 1ST DIGIT OF EARNING CODE? (Y/N) : Y/N ADD HOURS/AMOUNT ENTERED? (Y/N) : Y/N ADD SHIFTS? (Y/N) : Y/N This hash total may be user defined by specifying which items should be added for each employee. All these individual totals are then added together to produce a batch total. If the employee number or cost centre is non-numeric, the numeric prior to the first alpha character will be added. If the first character is alpha, this field will be excluded from the hash total. If any of the earning codes are non-numeric for example, first digit of earning code is alpha, then 1 will be added to the hash total. For hours/amounts, the decimal place is ignored, for example amounts are added as if they are 100 times greater therefore 201.56 is added as 20156 to the total. Please refer to the example given in the Input section of this User Guide under WP10 - Clockcard Input with Hash Totals. After completing this screen press [F3] to update the record, [F10] to select a new company/branch or [Esc] to return to the previous menu. Level 6 IRP5/UIF INFORMATION EMPLOYER'S PAYE NUMBER : 10 digits. PAYE reference number under which PAYE deducted or withheld from employees is {NP} paid over to the revenue office. If only registered for IT3(a) purposes and not as an employer, the IT3(a) reference number or the Company Reference number must be reflected. This might be the same number for all branches, but it must be captured per company/branch. The rest of the information on the screen only needs to be entered once for that PAYE number, as it will always be the same for a particular PAYE number, irrespective of how many branches have the same number. NEXT GENERATION NUMBER : 4 digits. This is the generation number that will be assigned to the next flat file that is created. This is automatically incremented by 1 for each flat file created. It must begin with 1 for each PAYE number, and run up to 9999 whereupon it will start again at 1. NEXT IRP5 SEQUENCE : 2 digits. This will be the first 2 digits of the 8 digit IRP5/IT3(a) number. The first series will start at 00 at the beginning of each tax year, and thereafter will increment by one for each IRP5/IT3(a) flat file created during the tax year. CONTACT PERSON : 30 characters. Name of person responsible for liaison with revenue services regarding the IRP5 electronic file submission. DIPLOMATIC INDEMNITY? : 1 character. Specifies if the employer enjoys diplomatic indemnity (for example embassies). EMPLOYER'S UIF REFERENCE: 9 digits This will be used when creating the UIF file for submission to the authorities. NEXT UIF FILE# : 3 digits The next file number to be used when creating the UIF file for submission. There is an [F6] - NARR on the status line which takes you to a new screen where you can enter the UIF codes as required: 8040 - contact person, if this is different to the IRP5 contact person 8050 - contact number, if this is different to the branch contact number (SU30 - Installation Maintenance option 3) 8060 - contact e-mail address (optional). Level 7 GL48 VARIABLES These prompts relate to GL48 - Interface from Wages {NP} INTERFACE TO GL - CO/BR : 2/2 digit Enter required GL company and branch number to be used when interfacing wages data. INTERFACE TO GL - PERIOD : 4/2 digits Enter required GL year and period number to be used when interfacing wages data. DIVISION OF G.L. NUMBER This displays the General Ledger code structure as set up in the specified Company/Branch program GL00 - System record Maintenance. The following fields are read from the GL00 - System Record Maintenance, record and can NOT be altered. START POSITION 1-6 : 2 digits Display only. LENGTH 1-6 : 2 digits Display only. DESCRIPTION TYPE : 4 characters Display only. ALPHA/NUMERIC : 1 character Display only. INTERFACE PRINCIPLES The interface is optional as per all other Titan systems. Provision has been made for a flexible interface. Clients may select the level of complexity. WP00 - System Record Maintenance will allow each user to choose from a specified list of types and references, for code and sub-code levels, thereby creating their own level of complexity. Any one or two of these may be chosen per General Ledger code required for Wages Control and Category account postings form Wages to General Ledger. The interface will NOT post in detail at transaction level, but only at summarised levels as specified in WP00 - System record Maintenance as described above. Totals per period are NOT held, only totals per transaction type which are compared to WP00 - System record Maintenance control totals. These will be cleared after the GL48 - Interface from Wages has been run. Control totals per Earning, Employee deductions and Company Deductions, will be shown in WP00 - System record Maintenance and cleared after the interface to GL or at Month-end (WP91 - Monthend Update) if no interface is done. WP38 - TYPE FOR EARNINGS CONTROL A/C : 2 characters Type in the type of code at which you want to summarise details for posting to the Wages Control account in the General Ledger. EARNINGS CONTROL SUB CODE : 2 characters If you wish to use sub-codes when summarising details, please enter that code here, else leave it blank, in which case no sub-codes will be used. WP38 - EMPLOYEE DEDUCTION CONTROL A/C : 2 characters {NP} Type in the type of code at which you want to summarise details for posting to the wages Control account in the General Ledger. EMPLOYEE DEDUCTION CONTROL A/C SUB CODE : 2 characters If you wish to use sub-codes when summarising details, please enter that code here, else leave it blank, in which no sub-codes will be used. WP38 - COMPANY DEDUCTION CONTROL A/C : 2 characters Type in the type of code at which you want to summarise details for posting to the wages Control account in the General Ledger. COMPANY DEDUCTION CONTROL A/C SUB CODE : 2 characters If you wish to use sub-codes when summarising details, please enter that code here, else leave it blank, in which case no sub-codes will be used. WP38 - TYPE FOR EARNINGS CATEGORY A/C : 2 characters Type in the type of code at which you want to summarise details for posting to the wages Control account in the General Ledger. EARNINGS CONTROL SUB CODE : 2 characters If you wish to use sub-codes when summarising details, please enter that code here, else leave it blank, in which case no sub-codes will be used. WP38 - EMPLOYEE DEDUCTION CATEGORY A/C : 2 characters Type in the type of code at which you want to summarise details for posting to the wages Control account in the General Ledger. EMPLOYEE DEDUCTION CATEGORY A/C SUB CODE : 2 characters If you wish to use sub-codes when summarising details, please enter that code here, else leave it blank, in which no sub-codes will be used. WP38 - COMPANY DEDUCTION CATEGORY A/C : 2 characters Type in the type of code at which you want to summarise details for posting to the wages Control account in the General Ledger. COMPANY DEDUCTION CATEGORY A/C SUB CODE : 2 characters If you wish to use sub-codes when summarising details, please enter that code here, else leave it blank, in which no sub-codes will be used. You may enter any of the codes listed below in the four fields above. The system will ensure that you enter a valid type. {NP} Code Specified in CC Cost centre WP36 OC Occupation Code SU31 type OC CD Earnings/Deduction Code WP33 PY Payslip Reference WP33 IR IRP5 Reference WP33 TY Earnings/Deduction Type WP33 WAGES MOVEMENT SUMMARY Press [F1] to see the totals since last GL48 - Interface from Wages update. When you run WP91 - Monthend Update, and you also have the General Ledger System installed, the program will check these fields. If they are not zero, it will give you a warning to the effect that the General Ledger interface has not yet been done. TOTALS SINCE LAST MONTH-END If [F1] is pressed again then a second screen with the amounts since the last month-end will appear. These may differ from the previous screen due to interfaces having taken place during the month. 2.3 PROCESSING AND BACK-UP CYCLES 2.3.1 DAILY, WEEKLY & MONTHLY CYCLES Once the steps outlined in the set-up sequence have been followed, all programs in the Weekly Payroll system, with the exception of the Period-end module programs, may be used on a daily, weekly and monthly basis. As the system is an on-line realtime system, data is updated as you enter it and an enquiry will show the latest data entered before enquiry or printing. You must control data entered into the system carefully and ensure regular backups are taken. It is important that the necessary controls and systems be implemented to ensure that these two areas are adequately covered. DATA ENTRY & CONTROL Data is normally entered in groups or batches and thus a record of batches received and entered must be made. After each batch is entered into the system, the batch should be stamped as "POSTED DD/MM/CCYY". A check should also be made to see that documents and batches are sequential and that all batches have been entered. All programs of a prime input nature provide audit trails. These audit trails should be attached to the original batches of input documents and filed daily in a computer file. Any discrepancies in batch totals should be investigated and corrected immediately. BACKUP Backup is mandatory and must be performed strictly in accordance with the procedures laid down in the System Utilities User Guide as well as this one. {NP} 2.3.2 PERIOD-END CYCLES It is essential that all programs in the period-end module are protected by passwords and that backup is performed prior to using this module. Ensure that all transactions have been entered into the system. Once the period-end programs have been run it will not be possible to re-run this module without restoring from backup data. The sequence of events that are to be followed in the period-end module are detailed in section 2.4 of this User Guide. The sequence described must be adhered to strictly. 2.3.3 PERIOD END PROCEDURES - WEEK END STEP PROGRAM FUNCTION AND PROCEDURE 1 BACKUP Take a backup of ALL Weekly Payroll Files. 2 WP33 Ensure that all earning/deduction parameters are correct. 3 WP30 Ensure that all employee details have been entered. 4 WP31 Ensure that individual earnings/deductions are correct. 5 WP10/11/12 Capture earnings details for all employees or only for those employees whose details have changed (depending on the option selected in program WP00 - System Record Maintenance). Please be sure that the date entered here is the same as that entered in WP74 - Payroll Analysis Print, WP76 - Employee Payslip and WP18 - Employee File Update. There may be more than one payment day in a week. For instance Monday, Wednesday and Friday. The wages capture programs date stamp the employee records allowing for WP74 - Payroll Analysis Report and WP76- Employee Payslip to be run for specific days. WP18 - Employee File Update still updates all records for the period and will thus only be run after the payslips have been printed for the last payout. 6 WP87 Print the Wages Input Summary report and ensure that all input is correct using programs WP10/11/12 to make changes. 7 WP13 Run the Wages Calculation program and check output. Please be sure that the date entered here is the same as that entered in WP10/11/12, WP74, WP76 and WP18. {NP} STEP PROGRAM FUNCTION AND PROCEDURE 8 WP74 Print the Payroll Analysis report and check output. Check the last page of this report to your manual batch book totals. Please be sure that the date entered here is the same as that entered in WP10/11 WP12, WP76 and WP18. If you make the date zero's then all employees for the payment period will be included in the report. Do NOT proceed before everything is correct. Up to this point alterations may be made and WP13 - Wages Calculation may be re-run as often as necessary. 9 WP76 Print the payslips. Please be sure that the date entered here is the same as that entered in WP10/11 WP12, WP76 and WP18. If you make the date zero's then all employees for the payment period will be included in the report. 10 WP80/72/73 Print all Changes reports and file for future reference 11 WP83 Print the Annual Leave Report. 12 WP84 Print the Sick Leave Report. 13 BACKUP Take a backup of all Weekly Payroll files onto your relevant weekly backup set. 14 WP18 Run the Employee File update to prepare all files for the following period. Please be sure that the date entered here is the same as that entered in WP10/11/12, WP74, WP76 and WP18. 15 WP90 Clear all the Changes files. 16 BACKUP Backup onto your relevant daily set of backups. 2.3.4 PERIOD END PROCEDURES - MONTH-END STEP PROGRAM FUNCTION AND PROCEDURE 1 BACKUP Take a backup of all Weekly Payroll files. 2 WP00 Ensure that the "Number of weeks this month" is one less than the "Current Week #". 3 WP75 Print this report for Type 2 - monthly earnings/ deduction codes and file. 4 WP80 Print the Workmen's Compensation report. 5 WP91 Run the month-end update. 2.3.5 PERIOD END PROCEDURES - YEAR-END Please refer to Appendix A5. for more information regarding the printing of IRP5 Tax Certificates. {NP} STEP PROGRAM FUNCTION AND PROCEDURE 1 BACKUP Take a backup of all Weekly Payroll files. 2 MONTH-END Perform all month-end functions as shown in the table above. 3 WP92/WP76 Print the IRP5 or IT3A certificates using either of these programs. 4 WP97 Print the Workmen's Compensation report. 5 WP98 Print the Tax Statistics report. 6 WP93 Run the Year-end cleardown. 2.4 PERIOD-END MODULE MENU This module consists of the following programs: WP90 - CHANGES FILE CLEARDOWN. WP91 - MONTH-END UPDATE. WP92 - IRP5/IT3A PRINT. (SA TAX ONLY) WP93 - YEAR-END CLEARDOWN. WP97 - ANNUAL WORKMEN'S COMPENSATION REPORT. WP98 - TAX STATISTICS REPORT. (SA TAX ONLY) The changes file cleardown program clears the three changes files (employee masterfile changes, parameter file changes and earnings/deduction changes. These files will only be cleared if the associated reports have been printed (WP71 - Masterfile Changes, WP72 - Parameter File Changes and WP73 - Earn/Deduction File Changes). The Month-end update program, WP91 - Month-end Update, prints a summary of the monthly earnings and clears month-to-date totals. At year-end IRP5 forms are printed for employees who have paid tax and IT3A forms for those who have not, using WP92 - IRP5/IT3A Print. Program WP93 - Year-end Cleardown prints a summary of the annual earnings and clears the year-to-date totals. It also deletes employees that have been marked as "Left". The total earnings of all employees, can be reported, according to WCA rules using program WP97 - Annual Workmen's Compensation Report. WCA parameters are set up in program WP33 - Earnings/Deductions Param File. Program WP98 - Tax Statistics Report produces the IRP5C tax statistics report. 2.5 CHANGES FILE CLEARDOWN - WP90 Enter WP9 to select this module from the Weekly Payroll system menu. The program clears the three changes files (employee master file changes, parameter file changes and earnings/deductions file changes etc.). These files will only be cleared if the related changes reports have been printed (WP71 - Masterfile Changes, WP72 - Parameter File Changes and WP73 - Earn/Deduction File Changes etc.). Enter WP90 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section. {NP} Press [Enter] to accept the details or [Esc] to exit the program or accept the details to continue. 2.6 MONTH-END UPDATE - WP91 The program prints a summary report of all earnings and clears the month-to-date figures. The system will ensure that the UIF file has been extracted for the month before the update will take place. The extraction takes place in WP75 - Earnings/Deductions Report option type 4, UIF by Region and report type 2, monthly. Please take a backup before running this program. Enter WP91 to select the program. If an attempt is made to run this program prior to month-end, the following message will appear "MONTH-END NOT DUE YET!". The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section. WEEKS NEXT MONTH : 1 digit The default is the current number of weeks. Press [Enter] to accept the details or [Esc] to exit the program or accept the details to continue. If the user running this program has a supervisor password, then this will be required if he wishes to continue with this program if the General Ledger interface for the period has not been done. 2.7 IRP5/IT3A PRINT - WP92 WP92 will print the IRP5, IT3(a) or IRP5(a) certificates if required, and create a flat file for submission to SARS in accordance with their requirements. A record will be written to SUPAYD reflecting when the run was executed, how many certificates are on it, the range of IRP5 numbers used and the tape generation number. This information can only be accessed in RW. IRP5 and IT3A certificates can both be produced in the same run and will appear on the same file. A log report is printed with a record of each employee and also indicating errors found. Employees that have errors will not be written to the flat file. In order to produce a test run (without creating the file and incrementing the generation numbers and assigning IRP5 numbers, run MP91 with the following options: REPRINT FORMS = "Y" and CREATE ASCII FILE = "N". Please note that this program must be run after WP18 but before Year-end clear-down. Should an employee tax status change during the tax year (not if the number of children increases/decreases, but if a married woman has got divorced, or if a single person has got married, etc.) then the employee MUST be marked as "LEFT". The reason must be given as "change in tax status. The employee must then be taken on again under a new number and with zeroes in the appropriate files. This is ONLY way that two IRP5 forms can be printed showing the amounts for the different tax periods. {NP} Enter WP92 to select the program. Level 1 FORM TYPE : 1 Character. 1 - IRP5 2 - IT3A 3 - BOTH Note that both the IRP5 and IT3(a) certificates may be included in the same electronic file. PRINT CERTIFICATES (Y/N)? : 1 Character. Print the IRP5/IT3(a) certificates. Pre-printed stationary is no longer provided by SARS in order to print the IRP5 and IT3(a) certificates; they are now printed on blank paper and to be supplied to each employee. A copy is to be retained by the employer and the electronic file only is supplied to the SARS office REPRINT FORMS (Y/N)? : 1 Character. [Y] Print duplicate IRP5's i.e. IRP5 (a) certificates. This will reprint the selected forms without assigning a new range of IRP5 numbers, but rather printing the IRP5 number that has been assigned to the employee in a previous run. You cannot reprint after the year-end has been done as all figures are cleared during that process. LANGUAGE (E/A)? : 1 Character. E - ENGLISH, A - AFRIKAANS Specify the language in which the certificates are to be printed. USE EMPLOYEE LANGUAGE (Y/N) : 1 Character. N - All certificates will be printed in the language specified above. Y - Where the employee has a language specified in WP30, that will be used; all other certificates will be printed in the language specified above. CREATE ASCII FILE (Y/N)?: 1 Character. Option is only available if duplicate certificates are being printed. N - Do not create electronic flat file. Y - Create the electronic flat file required for submission to SARS. This file will have the following naming convention: IRP5.yy where yy is the current tax year. This file will be created in the TITAN data directory. Each file created will have a different generation number specified in the file. If the run is in progress and the program attempts to open the flat file, and discovers that one exists already, the following message will come up. OUTPUT FILE 'IRP5.99' EXISTS. ENTER ACTION [E] OVERWRITE/EXIT {NP} O - Overwrite the existing file with the new file. E - Exit the program without writing any records. 'TEST' FILE (Y/N)? : 1 Character. Option only available if the flat file is being created. Y - The electronic flat file will be marked as a "TEST" file for submission to SARS. N - A normal file will be created. DETAILS OK? (Y/N) : 1 Character. Y - Processing will occur. 2.8 YEAR-END CLEARDOWN - WP93 The program is used only at year-end to delete all employees that have left the employ of the company and to clear the month-to-date and year-to-date amounts for all employees on file, in preparation for the new year. A report listing the number of employees processed, updated and deleted is printed. Enter WP93 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section. Press [Enter] to accept the details or [Esc] to exit the program or accept the details to continue. Press [Esc] to return to the menu. 2.9 ANNUAL WORKMEN'S COMPENSATION REPORT - WP97 The program is designed to report the total earnings of all employees, in accordance with the rules of the Workmen's Compensation Act. The generated report aids in the completion of the annual WCA return and on a monthly basis, assists in determining the necessary provision for WCA payment at year end. The Workmen's Compensation Act annual limits must have been entered through program WP33 - Earnings/Deductions Param File before this program can be run. Return to weekly limits after running the program. This report should only be used where figures are taken on, year-to- date figures are not known, or more details per employee are required. Use program WP80 - Monthly W.C.A. Report if the employee pay amounts change from below limits to above limits during the year as the changes will then be reflected in the monthly calculation of pay periods. If WP97 - Annual Workmen's Compensation Report is used these changes will not be reflected as the calculation is made at year-end only. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section. Enter WP97 to select the program. Level 1 REPORT SEQUENCE : [1] Numeric [2] Alphabetic [3] By paypoint [4] By cost centre {NP} EMPLOYEE # FROM-TO : 8 characters The default is ALL employees or enter the starting and ending employee range. PAYPOINT FROM-TO : 8 characters The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : 8 characters The default is ALL cost centres or enter the starting and ending cost centre range. EMPLOYEE DETAIL? : Y/N. The default is [N], print WCA totals in summary form. Enter [Y] to print the WCA totals per employee. DETAILS PER WCA CODE? : Y/N A [Y] in this field will ensure that the report analyses or groups amounts according to WCA codes set up in WP30 - Masterfile Maintenance and required by the WCA to show the different compensation categories to which employees may belong. LEFT EMPLOYEES? : Y/N. It is advisable to ALWAYS print details for employees who have left. Therefore, enter a [Y]. The program uses default screens which are pre-loaded with the most frequently used options. Press [F3] to accept the options as displayed or enter new options. Press [F10] to select another company/branch or press [Esc] to return to the menu and exit the program. 2.10 TAX STATISTICS REPORT - WP98 This report lists statistics of pay and taxation by employee category for various annual pay ranges as required by the Tax Department. Enter WP98 to select the program. Level 1 REPORT SEQUENCE : 1 digit [1] Numeric [2] Alphabetic [3] By paypoint [4] By cost centre EMPLOYEE # FROM-TO : 8 characters. The default is ALL employees or enter the starting and ending employee range. PAYPOINT FROM-TO : 8 characters. The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : 8 characters The default is ALL cost centres or enter the starting and ending cost centre range. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. The program uses default screens which are pre-loaded with the most frequently used options. Press [F3] to accept the options as displayed or enter new options. [F10] to enter another company/branch selection or, press [Esc] to return to the menu and exit the program. {NP} 3. INPUT MODULE 3.1 THE INPUT MODULE MENU This module consists of the following programs : WP10 - CLOCKCARD INPUT WITH HASH TOTALS WP11 - CLOCKCARD INPUT AND REPORT WP12 - CLOCKCARD INPUT WITH BATCH TOTALS WP13 - WAGES CALCULATION WP14 - WAGE CALCULATION AND REBATE WP18 - EMPLOYEE FILE UPDATE GETTING STARTED The Clockcard Input programs allow the number of hours/shifts worked/ fixed earnings amounts to be entered according to the earnings codes set-up for each employee. Details can be entered using hash totals (WP10), no hash totals (WP11), or the input may be entered in batch mode with the option of generating a hash total (WP12). There may be more than one payment day in a week. For instance Monday, Wednesday and Friday. The wages capture programs date stamp the employee records allowing for WP74 - Payroll Analysis Report and WP76- Employee Payslip to be run for specific days. WP18 - Employee File Update still updates all records for the period and will thus only be run after the payslips have been printed for the last payout. Employee wages are calculated by WP13 - Wages Calculation and warnings are issued if certain criteria, such as maximum pay, are exceeded or if errors are encountered. This program can be run and re-run until the payroll is correct. Calculations may be performed for an employee, a range of employees, or all employees. The program, WP18 - Employee File Update, updates the employee files with the earnings and deductions calculated in this pay period, typically a week. All relevant fields are cleared or reset in preparation for the next payroll process (e.g. resets basic wage to the default value). Data may be input through programs WP10 - Clockcard Input with Hash Totals, WP11 - Clockcard Input and Report or WP12 - Clockcard Input with Batch Totals as many times as is required to ensure that the payroll will be correct. Program WP13 - Wages Calculation can be run repeatedly in order to check the results of the input, however, it may not be run again AFTER the employees have been paid as the year-to-date figures will be incorrect should an employee be recalculated differently. Program WP18 - Employee File Update must only be run once in any pay period after which the above programs may no longer be run for that pay period. Select the input module by entering WP1. Enter WP to return to the Wages system menu or enter M to return to the Main menu. {NP} 3.2 CLOCKCARD INPUT WITH HASH TOTALS - WP10 The clockcard input program allows the input of wage earnings, based on hours/shifts worked and fixed amounts as follows: . On an employee by employee basis or . On a default basis where only exceptions are entered. The selection of these input modes is made within program WP00 - System Record Maintenance (Section 2.2). The hash totals must be calculated as these form part of the internal control procedures. Enter WP10 to select clockcard input with hash totals. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 Assume that the sequential input mode of clockcard input has been selected in program WP00 - System Record Maintenance. Exception- based pay details input (i.e. paying by default) is detailed in the set-up procedure. The program prompts for the sequence in which pay details will be entered. EMPLOYEE # FROM-TO : 8 characters. Enter the employee number or press [F1] to scan the employee file in employee number sequence. Press [F5] to select the alternate employee code sequence. Enter the relevant alpha code or press [F1] to scan the file. The employee number and name are displayed. Enter the following fields : Level 2 COST CENTRES : 8 characters. Press [Enter] to accept the cost centre to which an employee is already linked, or enter new cost centre. This entry is only required if the Cost centre option was selected in WP00 - System Record Maintenance. CODE : 4 characters. Enter the code for the earning type for example, BASI - Basic pay. If a valid code is entered for an employee for whom that code has not been set up in WP31 - Earnings/Deductions File Maintenance, this will be indicated as a new code. The user will be able to create it at this stage with default values which must later be checked in WP31 - Earnings/Deductions File Maintenance. Depending on the code selected, an entry of either the number of hours, or of a fixed amount will be required as detailed below. HOURS : 4.2 digits. Enter the actual hours worked (3.2 digits) or press the [Enter] key to accept the default hours displayed. For basic type codes the time hours/shifts, hourly/shift rate as held on WP30 - Masterfile Maintenance are displayed as the default. {NP} The amount to be paid is calculated and displayed (if set up in WP00 - System Record Maintenance). Press [F3] to accept the details and pay or [F8] not to pay. The next employee in sequence is available for entry. Follow the same procedure. When a fixed amount earning is entered only the amount is required. AMOUNT : 7.2 digits. Once all earnings have been entered press [Enter]. Level 3 The program then prompts for the number of shifts worked this period. SHIFTS : 2 digits. Accept the default or enter the actual number of shifts worked. Depending on the options set in program WP00 - System Record Maintenance, no deductions will be subtracted from certain employees' earnings, if the parameters have been exceeded. Should the employee be going on leave at the end of the current pay period, or if he is off sick, use the left arrow (¬) to position the cursor on the leave periods field. LEAVE PERIODS : 2 digits. This field is used for tax and deduction purposes. Enter the number of pay periods (weeks) that the employee will be on leave. The employee will then be marked as 'ON LEAVE' for the number of pay periods indicated. Program WP18 - Employee File Update, will update the employee details appropriately. When an employee goes on leave, deductions are taken to the end of the leave period or to the end of the month, whichever occurs first. Thereafter, the deductions fall into arrears until the employee returns from leave. If the 'number of deductions' field in WP33 - Earnings/Deductions Param File equals 5, then the deductions will be calculated in advance, for the full leave period. LEAVE SHIFTS : 2 digits Please enter the number of days for which the employee will be on leave. Program WP18 - Employee File Update, will update the employee details appropriately, for the leave sub-system. SICK LEAVE SHIFTS : 2 digits Please enter the number of days that the employee has been on sick leave during this pay period. Program WP18 - Employee File Update, will update the employee details appropriately, for the leave sub-system. {NP} Press [Enter] to move to the Hash Total field. HASH TOTAL : 9 digits FORMULA If the hash total has been set up in WP00 - System Record Maintenance you must calculate it by adding the values specified on the system parameter settings. The following example illustrates the hash total calculation. Employee number 1000, earns a basic pay on code BASI and works 40 hours. Overtime (O/T1) of 5 hours is worked and a fixed amount (32) of R25.00 is paid. The number of shifts worked is 5. Employee number 1000 1000 Earnings codes BASI 1 O/T1 1 32 3 Hours worked 40.00 4000 Overtime 5.00 500 Fixed earnings 32 2500 Shifts entered 05 5 Hash Total 8010 After the hash total has been entered, press [Enter] and the next employee is displayed. Proceed with pay details input until all the employees have been processed. If an employee is not to be paid for that period, press the F8 key when the input screen is displayed. The program will move onto the next employee having marked the previous employee as not being paid. The program ends when the last employee has been processed or press [F10] to ignore the input. To exit the program press [Esc]. An input edit report is printed on ending the program listing the following details. . Employee number, name and initials. . Pay status (to be paid or not). . Earnings codes. . Hours/shifts worked. . Pay rates. . Amounts. . Security status. Run program WP87 - Wage Input Summary Report for batch totals per code. This provides a summary audit trail of input. The program ends with the payment control report being printed. The report lists the number of employees processed and a detailed break down on the make-up of the payroll. The program may also issue a series of warnings if certain conditions have been violated. See Appendix A3 for an explanation. EXCEPTION BASED PAY DETAILS INPUT If exception based pay details input has been selected in program WP00 - System Record Maintenance, then after accepting the initial program screen as being correct, the program prompts for the employee number. EMPLOYEE # FROM-TO : 8 characters. Enter the employee number or press [F1] to scan the employee file in employee {NP} number order. Press [F5] to change to the internal code sequence and then press [F1] to scan by internal code. A partial scan may be initiated by entering a starting number or internal code and then press [F1]. The scan will start from that number or alpha code onwards. Proceed with the entry of pay details for all those employees that have pay details other than the standard defaults set-up in WP30 - Masterfile Maintenance and WP31 - Earnings/Deductions File Maintenance. 3.3 CLOCKCARD INPUT AND REPORT - WP11 The program is similar to WP10 - Clockcard Input with Hash Totals except that a hash total will not be calculated as this program is designed for use by those organisations that do not require such strict internal controls. The program may also be used by a supervisor for 'confidential' earning input or correction. Please refer to WP10 for further details. Enter WP11 to select the program. The warnings that may be issued and what action to take are contained in Appendix A2. 3.4 CLOCKCARD INPUT WITH BATCH TOTALS - WP12 This program allows the input of pay details in the same format as programs WP10 - Clockcard Input with Hash Totals and WP11 - Clockcard Input and Report, but caters for those companies that prefer the batch input method and associated controls. Enter WP12 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 BATCH REFERENCE : 10 characters. Enter a meaningful reference code to identify the batch being entered. For each batch, a control total may be calculated and entered for one or more of the following fields : HOURS : 9.2 digits. Enter the total number of hours worked by employees being processed in this batch. FIXED AMOUNTS : 9.2 digits. Input the total of all fixed payments that will be granted to the employees in this batch (e.g. Bonus payments). Enter zero if it is not to be checked. SHIFTS : 3 digits. The total number of shifts that will be input in this batch. HOLIDAY WEEKS : 3 digits. Total of the holiday weeks granted, within this batch. {NP} In addition to the control of input given by the use of batch totalling, a hash total option is available. ENTER HASH TOTALS : Y/N. [Y] to force the entry of a hash total per employee [N] to ignore this option. The pay details are entered as detailed in Section 3-3. Should the batch totals be incorrect or an error was made during input, the system displays the message, 'BATCH TOTALS DO NOT BALANCE'. Exit the program and check the input and the calculated totals on the audit report. Once the error has been identified, use WP12 - Clockcard Input with Batch Totals to re-access the relevant batch and enter only the corrections required. When processing is complete the normal audit report is produced, with the addition of batch total analysis. 3.5 WAGES CALCULATION - WP13 This program calculates the earnings and deductions for each employee, using the data entered in the Clockcard input programs (WP10/11/12), and the deduction details held on the employee earnings/deductions files (WP31 - Earnings/Deductions File Maintenance and WP33 - Earnings/Deductions Param File). The calculation process can be repeated as many times as required to arrive at the correct payroll figures. To perform the calculation follow the procedure detailed below. If SA taxation is used and the tax adjustment indicator in WP00 - System Record Maintenance is set to "Yes", the tax will be "smoothed" and rebates given for those employees who were overtaxed. An extra amount is paid in by those who were under taxed. This amount will be held on the "TAX-" deduction code record. This record also holds the amount of SITE tax that the employee has paid to date. Enter WP13 to select the program. The Report Destination, Company/Branch/Warehouse combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 EMPLOYEE # FROM-TO : 8 characters. Wages can be calculated for an individual employee, a range of employees, or all employees. For a single employee calculation enter the relevant employee number in the from and to fields. To calculate wages for a range of employees, enter the start and end employee numbers in the 'FROM' and 'TO' fields respectively. The system default is the calculation of all employees and the word 'ALL' is pre-loaded into the 'FROM' field, press [Enter] to accept the default. PRINT EMPLOYEE WAGE DETAIL : Y/N. [Y] to print the details of all earnings and deductions calculated [N] to only print the error and warning messages. Press [Enter] to perform the calculation process. {NP} Depending on the report designation option selected the resultant payroll calculation report can be viewed on the terminal via SU60 - Report Management System, or printed for examination and filing. 3.6 WAGE CALCULATION AND REBATE - WP14 This program does the tax adjustments (smoothing) for employees who are over the Site Tax limit. Enter WP14 to select the program. The Report Destination, Company/Branch/Warehouse combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 EMPLOYEE # FROM-TO : 8 characters. Wages can be calculated for an individual employee, a range of employees, or all employees. For a single employee calculation enter the relevant employee number in the from and to fields. To calculate wages for a range of employees, enter the start and end employee numbers in the 'FROM' and 'TO' fields respectively. The system default is the calculation of all employees and the word 'ALL' is pre-loaded into the 'FROM' field, press [Enter] to accept the default. PRINT EMPLOYEE WAGE DETAIL : Y/N. [Y] to print the details of all earnings and deductions calculated [N] to only print the error and warning messages. NOT PAID THIS WEEK ONLY?: Y/N [Y] will calculate Site Tax amount up to the date entered on the Company/Branch screen. This facility is used mostly when IRP5's are to be printed, and some employees have not been paid during the last payment period of tax year. Press [Enter] to perform the calculation process. Depending on the report designation option selected the resultant payroll calculation report can be viewed on the terminal via SU60 - Report Management System, or printed for examination and filing. 3.7 EMPLOYEE FILE UPDATE - WP18 Take a backup before running this program. The program updates the month-to-date and year-to-date data in the employee master file and earnings/deductions file, with the earnings and deductions data from the last payroll run. In addition, sick- and annual leave figures are updated, as long as the employee's 'PRO RATA WEEK' is less than 53. Please refer to Appendix A4 for more details regarding the Leave sub-system. All fields are also reset to the default values or cleared in preparation for the next pay period. This program must only be run once per period (week). Take a backup before running it as important files are being updated. {NP} Enter WP18 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. IS THIS A BONUS RUN ONLY? (Y/N) : Y/N If you are running this ONLY in respect of a bonus run, enter [Y]. This will have the effect of neither the CURRENT TAX PERIOD nor the WEEK # on WP00 - System Record Maintenance, being updated. In addition, no leave details will be updated. (Please refer to Appendix A4 for more details regarding leave pay). The program prints a report detailing the following : Warnings and errors issued Total number of employees updated The total number of employees processed {NP} 4. MAINTENANCE MODULE 4.1 THE MAINTENANCE MODULE MENU This module consists of the following programs. WP30 - EMPLOYEE FILE MAINTENANCE WP31 - EMPLOYEE EARNINGS/DEDUCTIONS FILE MAINTENANCE WP32 - TABLES FILE MAINTENANCE WP33 - EARNINGS/DEDUCTIONS PARAMETER FILE MAINTENANCE WP34 - EMPLOYEE RANGE EARNING/DEDUCTION MAINTENANCE WP35 - STREAMLINING THE PAYSLIP WP36 - COST CENTRE FILE MAINTENANCE WP37 - BANK FILE MAINTENANCE WP38 - CATEGORY AND CONTROL MAINTENANCE WP39 - EMPLOYEE HISTORY MAINTENANCE The Employee File Maintenance program - WP30, is a multi-purpose program which is used for adding new employees and amending employee details (e.g. Address or rate of pay). The Earnings/deduction File Maintenance program - WP31, is used to link those earnings and deductions that apply to each specific employee. The earnings and deduction details are set up in WP33 - Earnings/Deductions Param File. Deduction amounts, for example medical aid contributions, are often determined by reference to a matrix of earnings versus dependants. The Wages system caters for the input and amendment of these tables with program WP32 - Tables File Maintenance. The Earnings/deductions File Maintenance program - WP33 is used to detail the characteristics of all the possible earnings and deductions that will be required by the company. The Employee Range Earning/deduction Maintenance program - WP34 allows employee earning or deduction code amounts to be easily changed. It is used to make changes over a range of employees and to override deductions in wage calculation. Used by supervisor only. Streamlining the Payslips program - WP35 tailors the payslip forms set up in SU35 - Customised Form Maintenance. A second form may be necessary where more than the 24 earnings and 21 deduction codes provided are required. This program will combine the two. Cost Centre File Maintenance program - WP36 is used to enter costing data for each Cost Centre. Weekly, monthly and yearly hours and values are held per earning and deduction code. Employee History - WP39 may be retained for as many periods as specified in the System Parameter File (WP00). METHODS OF ACCESSING DATA Before proceeding further please be aware of the various methods of accessing employee data. The following numbering methods are available: . Numeric numbers for example, 30007. . Employee numbers for example, WH2547. {NP} . Partial employee account numbers for example WHITFIE for the name WHITFIELD Employee numbers are limited to eight characters (numeric or alphanumeric) with spaces counted as characters. The system provides a second method of accessing data even if one of the three methods described above has been selected as the primary access method or key. For example, if a numeric sequence for employee account numbers (30007) is used then a partial employee name (WHITFIE) may be used as a second access method. The facility to access or scan data in numeric or alphabetic sequences will now be available. Enter WP3 to display the Maintenance Module menu. All file updates (i.e. additions, amendments and deletions) are logged, for security purposes, to the respective changes files and may be printed out by using programs WP71 - Masterfile Changes, WP72 - Parameter File Changes and WP73 - Earn/Deduction File Changes. This logging facility records which employees, employee parameters and overall parameters have been added, amended and deleted from the respective files. The reports reflect both the before and after conditions of these files. 4.2 EMPLOYEE FILE MAINTENANCE - WP30 The program maintains the masterfile data for each employee, enabling the addition of new employees and amendment of existing employee details. The program does not permit employee records to be deleted from the masterfile. An employee will be marked as "left", and will only be deleted from the masterfile at tax year-end. Enter WP30 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 EMPLOYEE # : 8 characters. At this point, either new employees are added to the masterfile or existing employee details amended (including marking employees as having left employment). As the employee number field is alpha-numeric, caution must be exercised when determining the numbering system. For instance, if a five digit numeric identifier has been decided upon, employee numbers must be entered as follows: Employee number 2 Enter - 00002 Employee number 115 Enter - 00115 4.2.1 ADDING NEW EMPLOYEES Before entering the details of a new employee, scan the file to display all employees already on file. {NP} This scan may be conducted either in employee number or alpha code sequence. Press [F1] to begin a scan in employee number sequence. Press [F5] to change to the alpha code sequence and then press [F1] to scan by alpha code. The partial scan facility can be used. There will be no employees on file if a new system is being started. After entering the new employee number, proceed as follows: NAME : 20 characters. As the surname is entered, an alpha code is generated out of the first 8 characters of the surname. This alpha code is used as the alphabetic key for alpha code scans. The code appears in the alpha code field and can be amended as required. INITIALS : 5 characters. ADDRESS 1 : 25 characters. ADDRESS 2 : 20 characters. ADDRESS 3 : 20 characters. POSTCODE : 8 characters. FIRST NAMES : 20 characters. EMPLOYEE CATEGORY : W, C, B, A. Enter the required code. These classifications are required by the system for Workers Compensation Act purposes. This indicator can be used to 'group' employees. Such grouping may be required by unions, taxation authorities or insurance companies. Certain reports can be printed according to this category code. SEX : M or F. Show whether the employee is male or female. MARITAL STATUS : M , D, W or S. M - Married D - Divorced W - Widowed S - Single # OF CHILDREN : 2 digits. DATE OF BIRTH : DD/MM/CCYY. Sequence of date will be the format set up in SU30 - Installation Management. START DATE : DD/MM/CCYY. Sequence of date will be the format set up in SU30 - Installation Management. MEDICAL AID # : 12 characters. M.AID DEPENDENTS : 2 digits. Enter the number of the employee's family who will be members of the medical aid fund for example, 04 - wife and three children. PENSION FUND # : 12 characters. ALPHA CODE : 8 characters. Generated automatically from the first eight characters of the surname. A code other than the alpha code may be entered in this field to give a different access method. COST CENTRE : 8 characters. Employees can be allocated to cost centres for reporting in cost centre sequence. {NP} PAY POINT : 8 characters. Employees can be allocated to paypoints for reporting in paypoint sequence. OCCUPATION CODE : 4 characters. This is set up in program SU31 - Descriptions File Maintenance under type OC and entries will be checked for validity JOB GRADE : 2 characters. This is used to enter the 'Patterson Job Grade', but as it is a memo field only, you may use it for any internal purposes. REGION CODE : 2 characters. Used for employees working in different regions. WCA CODE : 4 digits. Required for Workers Compensation reports. UNION # : 2 digits Enter union to which employee may belong. NATIONAL I.D. # : 13 characters. Enter Identity Document number. EMPLOYEE TAX TYPE : [N] Normal wage earner - tax calculated according to tax tables. [P] Pensioner - tax calculated according to percentages entered in WP00 - System Record Maintenance. [T] Temporary employee - tax calculated according to percentages entered in WP00 - System Record Maintenance. (These distinctions are required for tax purposes.) TAX YEAR FIGURES TO DATE; TAXABLE AMOUNT : 7.2 digits. TAX DEDUCTED : 7.2 digits. NON-TAXABLE AMOUNT : 7.2 digits. Although these figures are normally updated by the program, they MUST be entered accurately at the take-on stage. Non-taxable amounts are those benefits that an employee receives and that are not liable for taxation. After entering the last amount, the second screen of the masterfile is displayed. The screen displays the employee number and name from the previous screen with the screen divided into tax details, pay rates, pay details and year-to-date details. Now enter data into the TAX DETAIL fields displayed. TAX CODE CURRENT : 4 characters. TAX CODE PREV. : 4 characters. The tax code is required for the IRP5 Return and to access the tax tables to calculate the correct P.A.Y.E. deductions. A record must be kept of the previous code if the employee's tax status changes during the year. {NP} Enter in the first two positions, MM (Married/widowed male), MW (Married/widowed female) or S (Single). In the following two positions record the number of dependent children. The next two fields apply to NAMIBIAN TAX structures only. If any value other than [B] in the first field is entered the value will be ignored by the system. The second field is not used by the 1992/93 tax calculations. IND1 : [B] Only if the employee is the sole breadwinner. IND2 : [ ] Leave this blank. TAX TYPE : [T] Table - enables the system to use the official tax tables supplied by the Receiver of Revenue. The system preloads the employee's tax status from the input on the previous screen (category, sex, marital status and number of children). This may be altered as required. [D] Direct - enables a tax amount such as a tax directive which will be deducted in place of the table calculated tax amount, to be entered. P.A.Y.E # : 12 characters. The employee's tax number. RECEIVER REVENUE : 2 digits. The code for the Receiver of Revenue office to which the employee renders his tax return. Enter the second and third last digits of the P.A.Y.E. number. The tax office descriptions are set up and maintained by program SU31 - Descriptions File Maintenance under type RR. SPOUSES NAME : 20 characters. This field will only be prompted for if the employee is a married female. IRP5 LANGUAGE : E or A E - English, A - Afrikaans This is the language in which the certificate will be printed for this employee if the operator chooses to allow the employee's language to override the default language chosen in WP92 . Note that this is only necessary for the exceptions as the default language is specified in WP92. When function key F6 - NARR is pressed, the screen to maintain the narratives required for the IRP5/IT3(a) certificates is offered. NARRATIVE MAINTENANCE SCREEN. The narratives required by the IRP5/IT3(a) certificates are maintained on this screen. For a list of required narratives, consult the IRP5 manual IRP 10(a). These may be accessed for all employees, even those that have been marked 'LEFT'. {NP} CODE : 4 characters Unique code to identify the narrative. DESC : 50 characters Description or content of the narrative. For the IRP5 certificates, enter the 4 digit revenue office specified code into the narrative code, and enter the required information into the description field. Example: Enter 3020 into CODE and A,B,C,D or E into the DESC field. Below is a list of codes and how they will be used. 3020 1 character Nature of Person A = Individual with an identity number or passport number. B = Individual without an identity number or passport number. C = Director of private company or member of a close corporation. D = Trust. E = Company or close corporation. F = Partnership G = Corporation 3070 13 characters Passport number This is required if the nature of a person is "A" or "C", and the individual does not have an identity number available for capture in MP30. 3090 16 characters Company/CC/Trust number Required if the individual is "D" or "E" 3190 1 character Voluntary over-deduction Enter [Y] if the employee has had over-deduction of employee's tax. It is not necessary to enter an 'N'. {NP} 3220 1 character Fixed Rate Income [Y] If income is subject to a fixed tax rate of 25% [N] This indicator is not applicable for tax directives of 25%. If an employee earns income taxable at normal tax rates and a 25% taxable income, then two separate IRP5 certificates must be issued. Examples of 25% taxable incomes are: . Employees not in standard employment, employed on a daily basis and who earn more than R71 per day. . Casual commission paid such employees as spotter's fees. . Casual payments to casual workers for irregular or occasional services rendered. . Fees paid to part-time lecturers. . Honoraria paid to office bearers of organisations, clubs etc 3230 13 characters Directive number Only required if the employee has a directive number 4150 2 digits IT3(a) Reason code Required if the employee has had no tax deducted 01 = Directors remuneration - private company/cc 02 = Earnings are less than the tax threshold 03 = Sub-contractor 04 = Non-taxable earnings In cases where nil directives were issued, the reason code must be 04. 8200 ID Number - this is used for the ASCII UIF report to be sent to the authorities. The ID number is searched in the following sequence: Employee National ID number Code 3060 - IRP5 ID number Code 8200 - UIF ID number 8210 Passport number - if there is no ID number. This is used for the ASCII UIF report to be sent to the authorities. The Passport is searched in the following sequence: Code 3070 - IRP5 passport number Code 8210 - UIF passport number {NP} 8280 Employment status when an employee is marked as left, the reason may be set to "02" through "10", otherwise this code is mandatory 01 Active 02 Deceased 03 Retired 04 Dismissed 05 Contract expired 06 Resigned 07 Constructively dismissed 08 Employer's insolvency 09 Maternity/Adoption leave 10 Illness leave If an employee is re-instated then "01" should be entered or the code deleted. 8290 Reason for non-contribution 01 Temporary (if the Employee type is set to "T") 02 Learners in terms of the Skills Development Act 03 Employees in national and provincial spheres of government 04 Employees who are repatriated at the end of the contract 05 Employees who earn commission only 06 No income paid for the payroll period (automatic) 07 Seasonal workers The entry of tax details is now complete. Enter the EMPLOYEE PAY details PAYMENT TYPE : 1 digit Select the manner in which the payment will be made. BASIC PAY : 7.2 digits. The employee's basic (weekly) pay. This amount is used in the calculation of deductions that are a percentage of basic pay, such as U.I.F. contributions. The next three fields have a minimum or maximum check depending on the option selected in WP00 - System Record Maintenance. MIN/MAXIMUM PAY : 7.2 digits. The minimum/maximum pay that the employee may earn in any period. When the employee's earnings exceeds or is less than this amount, the system issues a warning to this effect. MIN/MAXIMUM BASIC HOURS : 3 digits. The minimum/maximum basic hours that an employee may work in any period. When the employee's basic hours exceeds or is {NP} less than this amount, a warning is printed on the payroll report. MIN/MAXIMUM O/TIME HOURS: 3 digits. The employee's minimum/maximum overtime hours that may be worked in any one period. If this amount is exceeds or is less the amount than a warning is issued. HOURS PER WEEK : 3.2 digits. This field contains the standard number of normal time hours required to be worked by this employee . Enter the PAY RATES details. PAY RATES 1 TO 5 : 3.4 digits. Enter up to five rates of pay for example per hour or per shift. WP33 - Earnings/ Deductions Param File may be used to calculate additional pay rates by using a percentage of any of the above rates. Enter the YEAR-TO-DATE details. FRINGE BENEFITS YTD : 5.2 digits. Enter the actual value of fringe benefits earned year-to-date. SHIFTS YTD : 4 digits. The number of shifts worked by the employee if he is paid on a shift basis. The following entries are required if the employee is to be paid electronically. ACCOUNT TYPE : 1 digit BRANCH NO. : The branch number where the account is held BANK ACCOUNT NO. : The number of the account into which the money is to be transferred. BANK REFERENCE : The reference of the bank where the account is held. Press [F1] to continue to the annual and sick leave details and [F2] to return to the first page. Enter the ANNUAL/SICK LEAVE details. You will be required to enter a supervisor password before you are allowed into this screen. This may be set up in program SU38 - System Password Maintenance. Please refer to Appendix A4 for more information on the leave sub- system. ANNUAL LEAVE DETAILS LEAVE DAYS / YEAR ENTITLEMENT : 3 digits This is the total number of days' leave to which an employee is entitled. LEAVE DAYS PRO RATA : 3.4 digits This is the number of days' leave which an employee has accumulated so far during the current year. This figure is updated {NP} by a system calculated value every time program WP18 - Employee File Update is run. When setting up leave details in WP30, if the employee's anniversary date falls between today's date and the date of the next WP18 run (OR on the actual day of the next run) set him/her up as at the start of his/her following year of employment. That is, pro rata week must be '01', and leave days pro rata must be zero. Please note that the number of days leave due is not always exactly divisible by the number of weeks in the year. In this case the program will add the remainder to the very first value of leave calculated after the anniversary date. When capturing leave pay when first starting the system, you will have to take this into account and also add the remainder. For instance : days' leave due = 20, number of weeks = 52. This will result in 52 portions of .3846 and a remainder of .0008. The value for period 1 of the employee's employment must therefore be .3854. In other words if 10 periods have already expired, the pro-rata portion you enter should NOT be 3.8460, but 3.8468. LEAVE DAYS CURRENT : 3 digits This is the number of days' leave available to the employee. The system will reduce this value each time an employee takes leave. The reduction is performed by program WP18 - Employee File Update. This excludes the pro rata leave accumulated in the current year. LEAVE SHIFTS YTD : 3 digits This is the number of days of leave taken so far this year. This is entered in the input programs and updated by WP18 - Employee File Update. LEAVE PERIODS YTD : 3 digits This is the number of weeks of leave taken so far this year. This is entered in the input programs and updated by WP18 - Employee File Update. PRO RATA WEEK : 2 digits This represents the current week for this employee. For instance, if he has already earned pro rata leave for 8 periods, you will enter [09] in this field. Any entries between 1 and 53 inclusive are allowed. SICK LEAVE DETAILS CURRENT YEAR ALLOWED : 3 digits The value entered for sick leave in program WP00 - System Record Maintenance, will be used as a default which you may change. This represents the total number of days that the employee is entitled to per year. CURRENT YEAR TAKEN : 3 digits This is the total number of days of sick leave which the employee has taken so far this year. This is updated by program WP18 - Employee File Update. {NP} PREVIOUS YEAR ALLOWED : 3 digits This is the number of days of sick leave to which the employee was entitled during last year. PREVIOUS YEAR TAKEN : 3 digits This is the number of days of sick leave taken by the employee during last year. OLD YEAR ALLOWED : 3 digits This is the number of days of sick leave to which the employee was entitled during the year before last. OLD YEAR TAKEN : 3 digits This is the number of days of sick leave taken by the employee during the year before last. HISTORY ALLOWED : 5 digits This is the total number of days of sick leave to which the employee was entitled since the day he started. Please note this EXCLUDES all of the above 'allowed' days. HISTORY TAKEN : 5 digits This is the total number of days of sick leave taken by the employee since the day he started. Please note this EXCLUDES all of the above 'taken' days. Press [F2] to return to the previous page and [F3] to update the file. All changes (including additions) to the employee masterfile are logged to a changes file. These changes may be printed using program WP71 - Masterfile Changes. The entry of pay details is now complete. 4.2.2 UPDATING EXISTING EMPLOYEE DETAILS To amend existing employee details on file, enter the relevant employee number (the first page of employee masterfile data is then displayed) or scan the file to find the employee required. Press [F1] to begin a scan in employee number sequence. Press [F5] to change to the alpha code sequence and then press [F1] to scan by alpha code. The partial scan facility can be used. Press [Enter] to accept the employee selected via scanning or as entered. The first page of the employee masterfile is displayed. Move the cursor to the field to be updated and enter the amendment. Press [F1] to select the next page. Press [F2] to return to the first page from page 2. After completing the amendment, press [F3] to update the file or press [F10] to select another employee without making any changes to the existing masterfile data. All changes (including additions) to the employee masterfile are written to a changes file. These changes may be printed using program WP71 - Employee Masterfile Changes Print. {NP} 4.2.3 DELETING EMPLOYEE To mark an employee as having left the employ of the company, press [F8] after selecting the employee. Level 3 DATE LEFT : DD/MM/CCYY Enter the date employee left. Date sequence will be the format set up in SU30 - Installation Management. REASON : 20 characters. A user defined field to enter reason for leaving. TERMINATION STATUS : [T] Transferred. [R] Resigned. [D] Dismissed. [O] Other. Employees marked as left will only be deleted from the file at tax year-end when program WP93 - Year-end Cleardown, is run. If an employee has been marked as LEFT in error you may reinstate them by entering an "R" when the message "Employee has left" is displayed. All changes to the employee masterfile are written to a changes file. These changes may be printed using program WP71 - Masterfile Changes. If South African Tax applies, it is advisable to run WP14 - Wages Calculation and Rebate for an employee being marked as LEFT to establish if any over or under tax is due. 4.3 EARNINGS/DEDUCTIONS FILE MAINTENANCE - WP31 The program is used to maintain the earnings and deductions masterfile data for each employee. All earnings and deduction codes that apply to a particular employee, are allocated to that employee using this program. Before WP31 is used, it is necessary to set up and define the range of Earnings/Deduction parameter codes to be used. These are set up and maintained in program WP33 - Earnings/Deductions Param File (Earnings/deduction code parameter file maintenance). The parameters on file may be printed out using WP86 - Earn/Ded Parameters File Print. There are a minimum number of mandatory earnings/deduction parameters that are required for the system. These are: Earnings Code Suggested description. GRSS Gross Pay. Net Net Pay. Deductions TAX Tax. TAX- Tax adjustments. UIF Unemployment Insurance. These codes are created automatically when the first pay cycle is run for new employees. Those requiring year-to-date figures MUST be entered prior to the first WP13 - Wages Calculation run. Enter WP31 to select the program. {NP} The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 EMPLOYEE # : 8 characters. Enter the employee number or scan for the employee number. Press [F1] to begin a scan in employee number sequence. Press [F5] to change to the alpha code sequence and then press [F1] to scan by alpha code. The partial scan facility can be used. 4.3.1 ADDING EARNINGS CODES After entering the employee number or scanning for the employee number, press [Enter] to accept the selection. The program prompts for the following field. Level 2 CODE : 4 characters. Enter the code representing the earning to be allocated to the employee. Press [F1] to scan the file for all the Earnings/Deductions codes that apply to this employee. A list of all valid codes can be printed out using program WP86 - Earn/Ded Parameters File Print. Press [Enter] to display the parameter entry screen or [F10] to select another employee record. Earnings can either be a fixed amount, or a variable amount calculated on the number of hours/shifts worked by the employee. FIXED AMOUNT EARNINGS A fixed earnings amount, for instance a travelling allowance, remains the same irrespective of the number of hours or shifts the employee works. Enter the following information. AMOUNT : 7.2 digits. The amount to be added to the employee's pay each period (week), using the criteria of this code as set up in WP33 - Earnings/ Deductions Param File. MTD AMOUNT : 7.2 digits. The month-to-date amount earned by this employee for this parameter code. YTD AMOUNT : 7.2 digits. The year-to-date amount earned by the employee for this parameter code MUST be entered to ensure correct tax calculation. TTD AMOUNT : 7.2 digits. A user defined period or total-to-date amount earned by the employee for this parameter code. {NP} FROM DATE : DD/MM/CCYY (Date sequence will be the format set up in SU30 - Installation Management). The first date that this earnings parameter is to become effective. TO DATE : DD/MM/CCYY (Date sequence will be the format set up in SU30 - Installation Management). The last date that this earnings parameter will be effective for example 31/12/2006. If this earning is applicable until the employee leaves, enter 31/12/9999. CLEAR TOTAL TO DATE : DD/MM/CCYY User may select after how many periods the TTD amounts may be cleared. VARIABLE AMOUNT EARNINGS Variable earnings are determined by the number of hours or shifts that the employee works. Enter the following information; STANDARD HOURS/SHIFTS : 3.2 digits. The standard or normal number of hours or shifts the employee is expected to work, in any one period (week). The program displays the rate, per hour/shift, that is applicable to this earnings code. This rate is set up in WP30 - Masterfile Maintenance. The percentage of rate, and rate are set up in WP33 - Earnings/Deductions Param File. The following fields are calculated by the program; STANDARD AMOUNT AT : Automatically calculated by the program and represents the rate multiplied by the standard hours/shifts. MTD AMOUNT : The month-to-date amount earned by this employee. (Must be entered at take-on). MTD HOURS/SHIFTS : 3.2 digits The month-to-date hours or shifts worked by this employee for this parameter code. (Must be entered at take-on). YTD AMOUNT : The year-to-date amount earned by the employee. (Must be entered at take-on). YTD HOURS/SHIFTS : 4.2 digits The number of hours or shifts worked, to date this year, by the employee for this parameter code. These Year-to-date amounts are cleared when program WP93 - Year-end Cleardown is run. TTD AMOUNT : A user defined period of total-to-date amount earned by the employee for this parameter code. TTD HOURS/SHIFTS : 4.2 digits The total number of hours or shifts worked by the employee for this parameter code, since employed by the company. {NP} FROM DATE : DD/MM/CCYY The first date that this deduction parameter became effective. TO DATE : DD/MM/CCYY The last date that this deduction parameter will be effective. CLEAR TOTAL TO DATE : DD/MM/CCYY The date on which the Total-to-date field will be cleared, to enable totalling to begin again. The date sequences will be in the format set up in SU30 - Installation Management. Press [F6] if any [TO DATE] totals are to be entered. A supervisor password must be entered. On completion of input press [F3] to update the employee masterfile. Other options available are, [F10] to return to the previous screen to commence the input of another code and [Esc], to end the program. 4.3.2 ADDING DEDUCTION CODES Deductions are categorised within WP33 - Earnings/Deductions Param File, into the following types: . Fixed period . Indefinite period . Reducing balance For the first two types, the amount may be calculated as a fixed amount, percentage of basic pay, or extracted from a table. The reducing capital deduction uses an instalment amount. Once the employee number has been entered, the program prompts for the following information. Level 2 CODE : 4 characters. Enter the code of the deduction to be allocated. All valid codes can be printed out using program WP86 - Earn/Ded Parameters File Print. Press [Enter] to display the parameter entry screen. FIXED PERIOD DEDUCTIONS A fixed period deduction, for instance a loan re-payment, has a commencing and ending date. For a Fixed Amount deduction enter the following information. DEDUCTION AMOUNT : 7.2 digits. The amount to be deducted from the employee's pay each period (week), using the criteria of this code as set up in WP33 - Earnings/Deductions Param File. COMPANY AMOUNT : 7.2 digits. If applicable, the company portion of a deduction, for example 50% of pension fund contributions. For a Percentage of Basic Pay deduction enter the following information. DEDUCTION PERCENT : 3.2 digits. The percentage to be deducted from the employee's basic pay each period (week). {NP} using the criteria of this code as set up in WP33 - Earnings/Deductions Param File. It is not necessary to set up deduction codes for Taxation or U.I.F. as these are automatically set up when program WP13 - Wages Calculation is run. For a deduction using Tables enter the following information. TABLE # : 3 digits. The table number level from which deductions will be calculated. These tables are set up in program WP32 - Tables File Maintenance and the table code in WP33 - Earnings/Deductions Param File. Enter the following details, which are common for all three deduction calculation methods. MTD AMOUNT : The month-to-date amount earned by this employee. MTD COMPANY : The amount the company must pay. YTD AMOUNT : The year-to-date amount earned by the employee. YTD COMPANY : The amount the company must pay. These Year-to-date amounts are cleared when the Year-end Cleardown program (WP93) is run. TTD AMOUNT : The total-to-date amount earned by the employee since employment commenced. TTD COMPANY : The total for the company. FROM DATE : DD/MM/CCYY The first date that this deduction parameter became effective for example 01/06/2007. The date sequence will be in the format set up in SU30 - Installation Management. TO DATE : DD/MM/CCYY The last date that this deduction parameter will be effective for example 31/12/2010. The date sequence will be in the format set up in SU30 - Installation Management. CLEAR TOTAL TO DATE : DD/MM/CCYY The date on which the Total-to-date field will be cleared, to enable totalling to begin again. The date sequence will be in the format set up in SU30 - Installation Management. INDEFINITE PERIOD DEDUCTIONS Indefinite period deductions, for instance Unemployment Insurance Fund contributions, are deductions where the ending date is uncertain. (A date such as 1999 could be entered). Enter the data required for the Fixed Amount, Percentage of Basic Pay or Table calculation methods, in the same manner as for fixed period deductions. Data may now be scanned in a numeric or an alpha code sequence. {NP} REDUCING BALANCE DEDUCTIONS The amount of a reducing balance deduction, is the instalment required to reduce an outstanding balance to zero. A staff vehicle purchase scheme is an example of when such a deduction would be used. The program prompts for the following information. INSTALMENT AMOUNT : 7.2 digits. The amount required to be deducted for each pay period. CAPITAL AMOUNT : 7.2 digits. This is the full amount which will be paid off by the instalment deduction. The remainder of the data required is entered in the same way as for the other deduction types, except for the commencing and ending dates. The deduction begins from the start date entered when the code is allocated in WP31 - Earnings/Deductions File Maintenance and ends when there is no longer a capital balance outstanding. Should an employee be excluded from repayment for a period, the start date and end dates may be adjusted for that period. 4.3.3 AMENDING EMPLOYEE EARNINGS AND DEDUCTION CODES Please note that you will not be able to change details for employees marked as 'left'. If you do need to make any changes, go to WP30 - Masterfile Maintenance, re-instate the employee, make the changes and then delete him again. After entering the employee number or scanning for the employee number, press [Enter] to accept the selection. Level 3 CODE : 4 characters. Enter the earnings or deduction code to be amended, or scan the file to display all codes allocated to the employee. The scan displays the earnings/deduction details listed below. CODE : 4 character mnemonic assigned to a type of earning or deduction. TYPE : EARN - Fixed Earning. RATE - Earnings based on the number of hours/shifts worked. DEDN - Deduction. DESCRIPTION : Description of the earning or deduction. YTD AMOUNT : The year-to-date allocation to this code. TABL/AMT/HRS/% : The basis on which the earning or deduction is calculated and the associated value. LAST TRN : The date on which this earning was last granted to the employee, or deduction taken. PAY : Y/N [Y] indicates that the earning will automatically be paid. [N] the earning must be set to pay in WP10/11/12. To change any of the detail entered, move the cursor to the relevant field and enter the data. The month, year and total-to-date fields are protected, only a supervisor may alter these amounts. Press [F6] to enable the to-date fields to be amended. {NP} The supervisor's entry is only cancelled by returning to the Company/Branch option screen. After completing the amendments, press the [F3] key to update the Employee Earnings/Deductions file. All amendments made to the file are logged to the Employee Earnings/Deductions changes file. These changes may be printed out using program WP73 - Earn/Deduction File Changes. 4.3.4 DELETING EMPLOYEE EARNINGS AND DEDUCTION CODES To delete employee earnings and deduction code details, select the code for deletion and press the [F8] key. The earnings/deduction code details for that employee will be deleted. An employee's codes should NOT be deleted until the tax year-end, as the year-to-date information is required for tax purposes. All deletions are logged to the employee Earnings/Deductions changes file. These changes may be printed out using program WP73 - Earn/Deduction File Changes. 4.3.5 EARNING/DEDEUCTION NARRATIVES You may add a sixty character narrative to any or all earnings/deduction codes per employee. Press [F5] while in the relevant record, and a screen as the one shown below will display. Enter the narrative you require and then press [F3]. To delete a narrative, select it and press [F8]. These narratives will be printed in program WP75 - Earnings/Deductions Report. 4.4 TABLES FILE MAINTENANCE - WP32 The program is used to create and maintain the deduction tables (medical aid and tax tables) and the Workmen's Compensation limits. The tables file defines the range of earnings, dependants and deductions to be used in calculating medical aid contributions and P.A.Y.E payments. It also allows user-defined deduction tables to be designed. Enter WP32 to select the program. The Dealer has the facility to update the tax tables, when new ones are issued. It is not necessary for the user to alter the tax tables. Level 1 TABLE TYPE : 2 characters. Enter the table type to be maintained or added, or press [F1] to scan the tables already on file. 4.4.1 ADDING NEW TABLES Enter the required information detailed below. Level 1 {NP} TABLE TYPE : 2 characters A table identifier, for example MA - Medical Aid. The message 'ADDING TABLE' is displayed. Certain table types are reserved for tax and medical aid purposes. The message 'RESERVED TYPE' is sometimes displayed, indicating that the table may only be used for a specific purpose. The reserved types are listed below. MA Medical Aid tables ML Tax Tables - Married Men Limits WC WCA Limits RB Tax Tables - Rebates AL Tax Tables - Age Limits TS Tax Tables - Single Persons MF Tax tables - Married Women TT Tax Tables - Married Men DESCRIPTION : 30 characters. Enter a description for the table type, press [Enter] to accept the input. Level 2 TABLE/LEVEL # : 3 digits. Enter a number to identify this table within the table type, as shown in the example below. Table type MA - Medical aid. Table number 001- Nationwide Medical Aid. DESCRIPTION : 30 characters. Enter a description for the table. Level 3 LIMITS ARE : Enter option required for the from - to limits to be compared against. Press [F1] to toggle through the options. [01] Employee fixed deduction amount (per WP31) [02] Default basic pay (per WP30) [03] Actual basic pay (per WP13) [04] Actual gross pay (per WP13 Calculation) [05] Percentage of rate (per WP30) SUB LEVEL # : 3 digits. The level defines the earnings range and the weekly deduction for each category of dependant (from 0 to 7 dependents). Each earning range as defined by a medical aid scheme, for example, is entered as a separate level as shown in the example below. Level Wage Range Dependants 001 0- 17.10 30.30 32.10 33.30 34.20 34.20 34.20 100.00 002 101.50- 21.60 36.60 38.10 39.60 40.80 40.80 40.80 150.00 003 151.00- 24.13 41.70 43.50 45.60 46.80 46.80 46.00 200.00 {NP} ... 009 351.00- 38.10 62.70 64.20 66.30 67.80 67.80 67.80 999.00 Enter the sub level details as follows. LOWER LIMIT : 5.2 digits. The lower level of the earnings range (e.g. 151). UPPER LIMIT : 5.2 digits. The upper level of the earnings range (e.g. 200). DEPENDANTS : 3.2 digits Enter amounts to be paid to medical aid association per number of dependants. If the full amount is entered here then WP33 - Earnings/Deductions Param File can show employee/employer portions as 50% / 50% If just the employee portion is entered here then WP33 - Earnings/Deductions Param File must show 100% / 100% Press [F1] to scan the file; [F8] to delete or [F10] to return to the previous screen. 4.4.2 AMENDING THE TABLE FILE Enter the table type to be maintained or press [F1] to scan the tables on file. Use the pointers to select the required table. Press [F1] to scan forwards and [F2] to scan backwards. All the tables for the selected type are displayed. Move the pointer, using the cursor keys, down to the table to be updated and press [Enter] key to accept the selection. The table description is displayed and may be amended. Press [Enter] to display the sub-level field. Enter the sub-level to be updated or press [F1] to scan all the sub-levels. Now enter the amendments. Press the F3 key to update the level. To 'move-up' from the SUB - # field to Level # and Level # to Type use the left arrow (.) key. Do not use the up arrow (.) as the up/down arrows (..) are used in the scan. A table level can be deleted by pressing [F8] once the level has been selected. 4.4.3 DELETING A TABLE Enter the table number to be deleted or scan for the required table. After entering or selecting the table via a scan, press [F8] to delete the table. There are three levels of deletion: [F8] on a SUB # deletes that particular line in the table ONLY. [F8] on table/level # deletes ALL sub-levels for that level # as well as the level # description. [F8] on table type deletes ALL levels and sub-levels as well the table description (ALL references to the table). {NP} If a table is deleted that is still indicated as a deduction for employees in WP31/33, this will give a "TABLE NOT FOUND" error when WP13 - Wages Calculation is run. 4.5 EARNINGS/DEDUCTIONS PARAMETER FILE MAINTENANCE - WP33 The Wages system uses this parameter file to define all earnings and deduction types used in the system. These parameters are then allocated to individual employees via program WP31 - Earnings/ Deductions File Maintenance. Each employee thus becomes uniquely customised according to the range of earnings and deductions that are allocated to that employee. It is also used to allocate IRP5 information. There are a minimum number of mandatory earnings/deduction parameters that are required for the system and these must be set up for the system to operate correctly. They are; Earnings Code Suggested description. GRSS Gross Pay. Net Net Pay. Deductions TAX Tax. TAX- Tax adjustments. UIF Unemployment Insurance. Please note that several incomes can have the same designated IRP5 code and the system will use the First description found for a code to print on IRP5 certificates unless you have set up a global description for that code in SU31 - Descriptions File Maintenance Type IR. In this case the system will always use the description set up for the IR code providing blanket description. Use this program to enter, amend and delete earning/deduction parameters. Use WP86 - Earn/Ded Parameters File Print to print the parameters on file. All additions, amendments and deletions are logged to the Earnings/deductions Parameter Changes file. Use program WP72 - Parameter File Changes to print these changes. Enter WP33 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 TYPE : [1] Earnings Code. [2] Deduction Code. [3] W.C.A. Totals. The system automatically calculates the Workmen's Compensation totals if set to do so. However the year-to-date totals must be added at take-on time. Should these totals not be available, program WP97 - Annual Workmen's Compensation Report will calculate them based on the year-to-date values entered in WP31 - Earnings/Deductions File Maintenance. {NP} 4.5.1 ENTERING EARNINGS PARAMETERS Once the earnings parameter option has been selected the program prompts for the new earnings parameter code. Level 2 CODE : 4 characters. Enter the required code or press [F1] to scan the file for all the Earnings codes that apply to this company/branch. DESCRIPTION : 20 characters. Enter description of earning code. TYPE OF EARNING : Enter one of the following types. [01] Basic wage. [02] Overtime. [03] Leave pay. [04] Bonus pay. [05] Sick Pay. [06] Fringe benefit. [07] Commission. [08] Reimbursive. [09] Other. ADD TO TOTAL : 2 Digits Earnings may be added into 1 of 9 totals (1-9), thus enabling deductions to be a percentage of a specified total. This may be used, for instance where commission should be excluded from UIF. EARN OVER NUMBER OF TAX PERIODS : 2 digits. Used to spread earnings over the number of periods in which they will be taxed. For instance the tax on an annual bonus can be spread over 52 weeks, while the number of periods for a basic wage will be 1. In the case of leave pay, enter 00. The earnings are multiplied by the number of weeks leave being taken and the tax is calculated accordingly. There are two methods which may be used to determine the taxable value of a particular type of earning. Only one of the following fields may be used per parameter. TAXABLE % : 3.2 digits. Enter the percentage of this earnings code that is taxable, for example for fringe benefits enter the amount of the benefit that is taxable 40.00%.) TAXABLE AMOUNT : 5.2 digits. Enter the amount of this earnings code that is taxable, for example if the first R200 of an earnings code is taxable enter R200 although the employee may be paid R750 under this earnings code. Thus R550 is considered to be non-taxable. Cannot be used if SITE TAX is to be calculated. RETIREMENT FUNDING INCOME? : 1 character. If pension is NOT calculated on a percentage of basic salary, but is a fixed amount, then indicate on the earnings codes which income codes are retirement-funding by entering "Y" in order to indicate the income as such on the IRP5 certificate. If the income is not retirement-funding, then it can be left blank. {NP} BASIS OF CALCULATION : Enter one of the following. [1] Fixed amount. The earning will be the amount entered in WP31 - Earnings/ Deductions File Maintenance. [2] Number of shifts worked. Earnings will be calculated on the number of shifts worked by the employee as entered in the input programs. [3] Number of hours worked. Earnings will be calculated according to the number of hours that the employee works. [4] Table If the basis of calculation is either 2 or 3, the following data is required. EARNINGS RATE # : 1/2/3/4/5 The earnings rate from WP30 - Masterfile Maintenance that is applicable to this code. PERCENT OF RATE : 3.2 digits. The percentage of the rate, above, that is to be used. For example, if overtime is 1,5 times the normal rate (Rate 1), enter 150%. CONDITIONAL/TABLE : 1 character [Y] conditions may be entered which have to be satisfied before earning is given. If conditional or automatic earnings are entered press [F1] to input the conditions, detailed below. CONDITION : [ ] No conditions apply. [1] % of basic pay. Enter the % of basic wage used to calculate this earning. [2] Minimum basic hours worked. Enter the minimum hours that must be worked before this earnings type becomes effective. [3] Minimum shifts worked. Enter the minimum number of shifts that must be worked for this earning to become effective. PERCENTAGE : 3.2 digits Press [F3] to update the file and [F2] to return to the parameter entry screen. ADD TO W.C.A. TOTAL : Y/N [Y] to include earnings in the W.C.A totals [N] to exclude amounts, such as overtime, which are not to be added to the totals. PAY AUTOMATICALLY? : Y/N [Y] this earning will be paid automatically and need not be entered in WP10/11/12 Clockcard Entry Programs {NP} HISTORY CODE NUMBER : 2 digits. Enter number here to save details of this code in the history file. Use 00 for no history. Use 1-30 for specific codes to be saved. All other earning codes will be grouped under #31 (See WP39 - Employee History Maintenance for further details) Payslip and IRP5 references are used to position the values, codes and descriptions of the various earning types on pre-printed pay- packets and IRP5 forms. Program SU35 - Customised Form Maintenance is used to assign the column and line positioning information. PAYSLIP REFERENCE : 1 character, 2 digits. Enter [E] in the first position to indicate earnings and allocate a number in the range 01 to 21 for each earnings type to be printed separately on the payslip such as, E01-Basic Wage, E12-Attendance Bonus etc. PAYSLIP REFERENCE YTD : 1 character, 2 digits. Assign a reference number on the same basis as for the previous field for each YTD earnings type to be printed separately on the payslip such as, E11-Basic Wage YTD, E13-Attendance Bonus YTD. Enter E25 for those to be grouped on a 'second form.' (See box below re WP35). IRP5 REFERENCE : 4 digits. Numeric code found in the IRP5 manual IRP 10(a) for each income and deduction code that is to print on the IRP5 certificate. If this field is left blank, the earning/deduction will not be printed. If the code is the same for more than one earning or deduction, the values will be accumulated. Do not enter IRP5 reference codes for any deduction beginning with "TAX" or for the earning codes : "NET" or "GRSS". FRG BEN : 1 digit This is required for the IRP5C return produced by program WP98 - Tax Statistics Report. An entry is mandatory. Enter one of the following. [0] Not a fringe benefit. [1] Travelling allowance. [2] Right of use of motor vehicle. [3] Housing subsidies. [4] Low/interest free housing loans. [5] Free or cheap accommodation. [6] Other. If two or more earnings types are to be added together and printed in the same position on the payslip or IRP5, both must be assigned the same reference number for example E01-Time and half, E01-Double time for total overtime. When the reference "E25" is used, another 21 earnings codes can be defined on a second WP form. This form must have an even number such as WP04. These additional 21 earnings will still be printed on the same form as the E01 to E21 code references but they will be printed in the order in which they are shown in the scan of codes. (See WP35 - Streamlining of Payslip for details of the second form). {NP} Press [F3] to add the earnings parameter to the Earnings and Deductions Parameter file. 4.5.2 AMENDING EARNINGS PARAMETERS Select the earning parameters option (1) and enter or scan for the required code. Move the cursor to the relevant field to be changed and enter the data. Press the F3 key to update the file. 4.5.3 DELETING EARNINGS PARAMETERS Select the earning parameters option (1) and enter or scan for the required code. Check that the parameter displayed is the correct one and press the F8 key to delete the parameter. Before an earnings parameter may be deleted, it must be removed from all employee earning/deduction records established in program WP31 - Earnings/Deductions File Maintenance. However, if there are year-to- date figures it may not be removed until after Year-end. 4.5.4 ENTERING DEDUCTION PARAMETERS Once the Deductions Parameter option [2] has been selected the program prompts for the new deduction parameter code. The deduction parameter file is displayed. Now enter data into the following fields : DESCRIPTION : 20 characters. DEDUCTION TYPE : [1] Fixed period. The deduction commences on a given date and ends on a given date. The amount and dates are entered in program WP31 - Earnings/Deductions File Maintenance. [2] Indefinite period. The deduction starts on a given date and will continue being deducted indefinitely. The deduction amount and dates are entered in program WP31 - Earnings/Deductions File Maintenance. [3] Reducing capital. The deduction starts on a given date and will continue being deducted until the capital amount is reduced to zero. The capital amount and dates are entered in program WP31 - Earnings/Deductions File Maintenance. [4] Tax Rebate. This is used where employees externally pay Retirement Annuities. The Receiver of Revenue allows these amounts to be deducted from an employees taxable income before tax is calculated. This amount will however not be deducted from the employee's net pay. {NP} DEDUCT AS : [1] Deduct a fixed amount specified in WP31 - Earnings/Deductions File Maintenance or from a table [2] Deduct a percentage (from WP31 - Earnings/Deductions File Maintenance) of the default basic wage (from WP30 - Masterfile Maintenance). If this method is selected, the deduction tables may NOT be used. [3] Deduct as a percentage of actual basic as calculated in WP13 - Wages Calculation. [4] The deduction amount will be calculated as the rate selected multiplied by the percentage. [5] Deduct as a percentage of gross taxable earnings. [6] Deduct as a percentage of gross earnings. This may be used for deductions such as Skills Development Levy (SDL). [7] Deduct as a percentage of a specified total number. This refers to the total number which may be entered on earnings codes. This may be used, for instance where commission should be excluded from UIF. Only if this option [4] above is selected do the following two fields display. RATE NO. : 1 digit Enter the rate of payment. This must be any figure from one to three. RATE TIMES : 3.2 digits Enter the percentage. # DEDUCTIONS PER MONTH : [1] Deduct the full amount once a month. Enter the week in which the amount is to be deducted. [2] Deduct the amount as two equal sums in the first two weeks of the month. Enter the full deduction amount as it will be halved by the program. [3] Deduct three equal amounts in the first three weeks of the month. Enter full amount. [4] Deduct four equal amounts in the first four weeks of the month. Enter full amount. [5] The default. Deduct the full amount every week. TABLE : Y/N [Y] to extract the deduction from one of the tables entered in WP32 - Tables File Maintenance. Enter the two character table code (e.g. MA - medical aid). [N] if the deduction is a percentage of basic pay or if a table is not to be used. CODE : 2 characters. Enter the table number if you entered [Y] above. HISTORY CODE # : 2 digits. Enter number here to save details of this code in the history file. Use 00 for no history. Use 1-30 for specific codes to be saved. All other earning codes will be grouped under #31 (See WP39 - Employee History Maintenance for further details) {NP} ALLOW ARREARS? : Y/N [N] to prohibit arrear deductions. [Y] the arrear amount is added to the normal deduction amount in the next pay period. Arrear deductions can occur when the employee is on leave or if there are insufficient earnings. EMPLOYEE CONTRIBUTION : 3.2 digits. The percentage that the employee contributes to the deduction. If the deduction is a percent of basic pay then WP31 - Earnings/Deductions File Maintenance allows a second percentage to be entered. If the employee contribution is entered here (therefore not 100%) then WP31 - Earnings/Deductions File Maintenance should be 100% (i.e. no change). COMPANY CONTRIBUTION % : 3.2 digits. The percentage that the company contributes to the deduction. There are two methods of determining the taxable portion of a particular type of deduction. Only one of the following fields may be used per parameter. DEDUCT BEFORE TAX % : 3.2 digits. Enter the percentage of this deduction that is non-taxable, for example Pension Fund Deductions 100.00% DEDUCT BEFORE TAX OR : 5.2 digits. (Not for Site Tax) Enter the amount of this deduction code that is non-taxable (if the first R200 of a deduction code is non-taxable enter R200 although the employee may have a total of R750 deducted. Thus R550 is considered to be taxable.) Payslip and IRP5 references are used to position the values, codes and descriptions of the various deductions on pre-printed pay- packets and IRP5 forms. Program SU35 - Customised Form Maintenance is used to assign the column and line positioning information. PAYSLIP REFERENCE : 1 character, 2 digits. Enter [D] in the first position, to indicate deductions and allocate a number in the range 01 to 24 for each deduction to be printed separately on the payslip (e.g. D03 - PAYE, D05 - Medical aid. Use D25 if more than 24 deduction codes are to be shown on the payslip. Another 24 codes can have the D25 reference. PAYSLIP REFERENCE YTD : 1 character, 2 digits. Assign a reference number on the same basis as for the previous field for each YTD deduction to be printed separately on the payslip (e.g. D13 - PAYE YTD, D15 - Medical aid YTD). IRP 5 REFERENCE : 1 alpha character, 2 digits. As with the previous fields a reference number is assigned for each deduction to be printed separately on the IRP5 form for example D06 - PAYE, D03 - Medical aid. {NP} If two or more deductions are to be added together and printed in the same position on the payslip or IRP5, both must be assigned the same reference number, for example D06 - PAYE, D06 - Additional tax. When the reference "D25" is used, another 24 earnings codes can be defined on a second WP form. This form must have an even number such as WP04. These additional 24 earnings will still be printed on the same form as the E01 to E21 code references but they will be printed in the order in which they are shown in the scan of codes. (See WP35 - Streamlining of Payslip for details of the second form). UIF is calculated on basic pay and housing subsidies. A housing subsidy must be a separate deduction code and MUST start with 'UIF', for instance 'UIFH'. Define this as a fixed amount deduction. The 'employee contribution' and 'company contribution' percentages must be set up exactly as those for the UIF deduction code. Each employee receiving a housing subsidy must have this code set up in WP31 - Earnings/Deductions File Maintenance, and the weekly or monthly subsidy amount must be entered. When the UIF limit is calculated in WP13 - Wages Calculation, the sum of the annualised basic and housing allowance are used to establish what amount of UIF must be calculated. WP75 - Earnings/Deductions Report, will print all UIF codes. Make the PAYSLIP REFERENCE for all UIF deductions the same. Press [F3] to add the deduction parameter to the Earnings and Deductions Parameter file. 4.5.5 AMENDING DEDUCTION PARAMETERS Select the deduction parameters option (2) and enter or scan for the required code. Move the cursor to the relevant field to be changed and enter the data. Press the F3 key to update the file. 4.5.6 DELETING DEDUCTION PARAMETERS Select the deduction parameters option (2) and enter or scan for the required code. Check that the parameter displayed is the correct one and press the F8 key to delete the parameter. Before a deduction parameter may be deleted, it must be removed from all employee earning/deduction records established in program WP31 - Earnings/Deductions File Maintenance. 4.5.7 ENTERING W.C.A. TOTALS Once the W.C.A. totals option has been selected the program prompts for the new code. This record will be created automatically by the system if it does not exist. Level 3 CODE : 4 characters. Enter [ ] or 4 spaces to access the WCA record. {NP} The W.C.A. totals parameter file is displayed. Now enter data into the following fields : DESCRIPTION : 20 characters. NUMBER THIS MONTH : 5 digits. Enter number of employees this month. AMOUNT THIS MONTH : 11.2 digits. Enter amount for Blacks and Others. EXCESS AMOUNT THIS MONTH: 11.2 digits. Enter excess amount for Blacks and Others. NUMBER YEAR-TO-DATE : 5 digits. Enter number of employees, total for all months-to-date, for instance if 100 - Jan, 103 - Feb and 101 - Mar then the total would be 304. AMOUNT YEAR-TO-DATE : 11.2 digits. Enter total WCA earning amount for Blacks and Others. EXCESS AMOUNT YEAR-TO-DATE : 11.2 digits. Enter total WCA earning amount over and above upper WCA limit for Blacks and Others. 4.6 EMPLOYEE RANGE EARNINGS/DEDUCTIONS - WP34 The program allows employee earning and deduction code amounts or dates to be easily changed. The program is similar to WP31 - Earnings/ Deductions File Maintenance. It is used to make changes for a range of employees. You can also delete a code across all employees. In addition it may be used to link one code to all employees providing the deduction amounts is the same for all, such as UIF. The program may also be used to override WP13 - Wages Calculation deduction calculations. Once override has been done WP13 will NOT re-calculate this deduction, therefore it is suggested that it should only be used by SYSADMIN. Enter WP34 to select the program. Level 1 OPERATION : [1] Add new code. [2] Alternate code - same for all. [3] Alternate code - each employee. [4] Override current deduction. [5] Delete code - each employee [6] Alter pay rates - same for all [7] Alter pay rates - each employee CODE : 4 characters. Enter the required earning or deduction code. SEQUENCE : 1 digit [1] Employee [2] Paypoint [3] Cost Centre Select the sequence in which Of the following 3 prompts only one will display depending on the sequence selection above. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending range required {NP} PAYPOINT # FROM-TO : The default is ALL paypoints or enter the starting and ending range required. COST CENTRE # FROM-TO : The default is ALL cost centres or enter the starting and ending range required. If a supervisor password has been set up in SU38 - System Password Maintenance a prompt will now appear for this to be entered. If either option 2 or 3 were selected on the previous screen the following facility becomes available to select specific data fields for alteration. Level 3 - Option 1 to 4 The screen displays such items as MTD, YTD, TTD and Capital Amounts on each employee record. An operator may wish to change the deduction amount for all without changing the amount or clearing the YTD and MTD accumulated totals, or change the dates without changing the other data. In this case enter [Y] next to the fields that require alteration only. Option 2 will change details for all employees falling within the range specified, whereas option 3 will allow you to step through the employees falling within the range specify and only amend selected ones. Level 3 - Option 6 If option 6 was selected on the previous screen the following facility becomes available to select specific pay rates for alteration. This option will change details for all employees falling within the range specified. [Y] for each rate you wish to change to a new rate [P] for each rate you wish to change with a percentage A new screen will display allowing you to enter the new rate(s) or the percentage by which current rates are to be changed. Enter the new rate or percentage and then press [F3]. The system will update all the employees in the selected range. Level 3 - Option 7 If option 7 was selected on the previous screen the following facility becomes available to select specific pay rates for alteration. This option will allow you to step through the employees falling within the range specify and only amend selected ones. Enter a [Y] for each rate you wish to change and then press [Enter]. A new screen will display allowing you to enter the new rate(s). Enter the new rate and then press [F3] for each employee you wish to update. Press [F1] to bypass the currently displayed employee and display the next. {NP} 4.7 STREAMLINING THE PAYSLIP - WP35 The program streamlines payslip forms set up in SU35 - Customised Form Maintenance. A second form may be necessary where more than the 24 earnings and 21 deduction codes provided are required. This program will combine the two. The program must be run even if only one form is required. This program must be run every time a payslip form is changed in SU35 - Customised Form Maintenance. PLEASE ALSO NOTE that if you use titles, only enter these on the FIRST form, those on the second form will be ignored by the program and will not be printed. Enter WP35 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 PAYSLIP NUMBER : 4 characters. Enter the form number you wish to streamline. ADDITIONAL FORM NUMBER : 4 characters. Enter only if two forms are used for one payslip. BIRTHDAY MESSAGE NUMBER : 2 digits. In SU35 - Customised Form Maintenance there is a message page containing 15 possible messages. Should one of these messages be a birthday greeting, enter the appropriate number here and the message will ONLY be printed on the payslip if the employee's birth date corresponds to the pay period. Press [F10] to scan the forms or press [Esc] to exit the program. 4.8 COST CENTRE MAINTENANCE - WP36 The fields displayed by this program are only relevant if WP00 - System Record Maintenance specifies that cost centre consolidation is to take place. Enter WP36 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this user guide. Level 1 COST CENTRE : 8 digits Enter the code for the cost centre It is advisable to use numeric codes for cost centres or a structured alpha code (not PAINT etc.). Example A B C 01 001 001 01 001 002 01 001 005 01 002 001 01 002 002 02 001 007 {NP} If, for example, the cost centre code is structured as above with A being Department and B being sub-department and the WP00 - System Record Maintenance parameter for cost centre consolidation is set up as [NY/NNY/NNY], totals will be printed where the last digit of C changes. (i.e. After code 01 001 001, also where the last digit of B changes i.e. after 01 001 005, AND where the last digit of A changes i.e. on 01 002 002. HEADER FOR COST CENTRE ONLY? : Y/N [Y] a description only need be entered without any further information being requested. DESCRIPTION : 25 characters Enter the cost centre description Level 2 CODE : 4 characters. Enter an existing earning/deduction code as set up in WP33 - Earnings/Deductions Param File or use the [F1] scan facility. WTD AMOUNT : 7.2 characters. Optional at take-on stage. MTD AMOUNT : 7.2 characters. Optional at take-on stage. YTD AMOUNT : 7.2 characters. Optional at take-on stage. AMOUNT THIS WEEK : 9.2 digits. THIS MONTH : 11.2 digits. THIS YEAR : 11.2 digits. AMOUNT THIS WEEK : 9.2 digits. THIS MONTH : 7.2 digits. THIS YEAR : 9.2 digits. The totals above may be entered at set up time if they are available. These represent the total for all employees within that cost centre for the specified earning/deduction code. Once this record has been set up, program WP18 - Employee File Update will update these fields automatically. This screen displays statistics regarding the number employees relating to a specific cost centre and is self explanatory. The POTENTIAL HOURS fields are calculated as follows: Size of number employee fields WTD -3 digits MTD -5 digits YTD -5 digits Potential hours size WTD -7,2 sign MTD -9,2 sign Potential hours WTD is the sum of the normal hours that each employee would (normally) work. (i.e. HPW entered in program WP30 - Masterfile Maintenance). {NP} 4.9 BANK FILE MAINTENANCE - WP37 This program enables you to enter bank details which may then used by the Banklink system to up-or down-load details as the case may be. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Enter WP37 to select the program. Level 1 BANK CODE : 6 digits Enter a code for the bank BANK NAME : 30 characters. Enter name of Bank. BRANCH NAME : 30 characters. Enter Bank branch details. Press [F3] to update the file or [F10] to go to the next code. In addition when your cursor is positioned on the bank code, you may scan the bank codes by pressing [F1]. 4.9.1 UPDATING BANK DETAILS Enter the bank code or scan the file. Move the cursor to the fields to be updated and make the required changes. 4.9.2 DELETING BANK DETAILS Enter the bank code or scan the file. Check the bank details are correct and press [F8] to delete the code. 4.10 CATEGORY AND CONTROL MAINTENANCE - WP38 The module is used to add, amend and delete wages sales category codes and update employees' analysis codes. Categories are used to allocate and analyse the employee wages input, into user defined control accounts and categories (different earnings and deductions.). The employees' analysis codes are used to determine the level at which wages categories will be reported upon. The wages categories may optionally be linked to a General Ledger code. This becomes mandatory once the Titan general Ledger system is installed for the GL Company/Branch specified in program WP00 - System Record Maintenance. The categories file maintains twelve monthly totals per category. Enter WP38 to select the program. The Report destination, Company/Branch combination and date of report may be optionally selected. See the GETTING STARTED section at the beginning of this chapter. Level 1 UPDATE : [1] Control Accounts [2] Category Accounts Select the required code to be maintained. DETAILS OK? : Y/N {NP} 4.10.1 ENTERING CONTROL ACCOUNTS After selecting [1] - Control Accounts, the program prompts for the new control code. This may consist of a code and sub-code depending on the specifications in WP00 - System Record Maintenance. Level 2 CONTROL A/C : 8/8 characters A code of blanks which indicates a default Control A/C is always required. Make sure that you create this code. Level 3 DESCRIPTION : 30 characters Enter the required description GL ACCOUNT CODE : Variable This is the General Ledger account to which the total of this Control Account is to be posted by program GL48 - Interface from Wages. TOTALS : 2 monthly totals - debit, credit. These are updated with earnings and deductions by WP18 - Employee File Update and cleared via program WP91 - Monthend Update. In addition to the above, 12 monthly totals are also displayed. These are cleared by program WP93 - Yearend Cleardown. Press [F3] to update the data entered. Press [F10] to return to the Category selection screen. A Control analysis may be printed using program WP64 - Wages Control Detail Report. By pressing [F9] at the Control Account screen a report of all Control Accounts and their values will be produced. 4.10.2 UPDATING CONTROL ACCOUNTS Proceed through the steps required for entering 4.10.1 but now enter the Control Account to be updated. Scan or partially scan using [F1] for the required control account. Only Control descriptions or GL account codes may be updated. If the warning message "There are existing transactions using this GL#" "Are you sure you want to change this GL#?" appears then the system requires [Y] Yes or [N] No answer. Do not say [Y] if you are interfacing to General Ledger. Only change the General Ledger code after the next interface. On completion of the update, press [F3] to update the file or press [F10] to return to the Control Account selection screen. Press [Esc] to end the program at this point and leave the data unchanged. 4.10.3 DELETING CONTROL ACCOUNTS Proceed through the steps required for entering 4.10.1 but now enter the Control Account to be deleted. Scan or partially scan using [F1] for the required Control Account. Press [F8] to initiate deletion or [Esc] to end the program at this point. If there are balances in any of the twelve periods a warning message "Non-zero balances - deletion not allowed" will appear on the screen and no deletion will be permitted. {NP} After deletion the program returns to the Control Account input field. 4.10.4 ENTERING CATEGORY ACCOUNTS After selecting [2] - Category Accounts, the program prompts for the new Category Account. This may consist of a code and sub-code depending on the specifications in WP00 - System Record Maintenance. Level 2 CATEGORY : 8/8 characters A code of blanks which indicates a default Category Account is always required. Make sure that you create this code. Level 3 DESCRIPTION : 30 characters Enter the required description GL ACCOUNT CODE : Variable This is the General Ledger account to which the total of this Category is to be posted by program GL48 - Interface from Wages. TOTALS : 2 monthly totals - debit, credit. These are updated with earnings and deductions by WP18 - Employee File Update and cleared via program WP91 - Monthend Update. In addition to the above, 12 monthly totals are also displayed. These are cleared by program WP93 - Yearend Cleardown. Press [F3] to update the data entered. Press [F10] to return to the Category selection screen. A Category analysis may be printed using program WP64 - Wages Control Detail Report. By pressing [F9] at the Category Account screen a report of all Category Accounts and their values will be produced. 4.10.5 UPDATING CATEGORY ACCOUNTS Proceed through the steps required for entering 4.10.1 but now enter the Category Account to be updated. Scan or partially scan using [F1] for the required Category Account. Only Category descriptions or GL account codes may be updated. If the warning message "There are existing transactions using this GL#" "Are you sure you want to change this GL#?" appears then the system requires [Y] Yes or [N] No answer. Do not say [Y] if you are interfacing to General Ledger. Only change the General Ledger code after the next interface. On completion of the update, press [F3] to update the file or press [F10] to return to the Category Account selection screen. Press [Esc] to end the program at this point and leave the data unchanged. 4.10.6 DELETING CATEGORY ACCOUNTS Proceed through the steps required for entering 4.10.1 but now enter the Category Account to be deleted. Scan or partially scan using [F1] for the required Category Account. Press [F8] to initiate deletion or [Esc] to end the program at this point. {NP} If there are balances in any of the twelve periods a warning message "Non-zero balances - deletion not allowed" will appear on the screen and no deletion will be permitted. After deletion the program returns to the Category Account input field. 4.11 EMPLOYEE HISTORY FILE MAINTENANCE - WP39 The program maintains the employee history file. If WP00 - System Record Maintenance is set to keep history data, the update program WP18 - Employee File Update will write each employee's earning/ deduction history to this file. Earning/deduction codes that have a history code number zero will be held separately (see BASS, Code = 01) (see MAID, code = 15, the rest will be installed into "other earning" and "other deductions". When taking on year-to-date figures, the user will be allowed to access the amount/hours fields. Once the record is updated, only users with no supervisor will be allowed to access these fields. Users who have supervisors must press [F6] to alter the amounts and the prompt for supervisor password will appear. Enter WP39 to select the program. Level 1 The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. EMPLOYEE # : 8 characters. Enter the employee number or scan for the employee number. Press [F1] to begin a scan in employee number sequence. Press [F5] to change to the alpha code sequence and then press [F1] to scan by alpha code. The partial scan facility can be used. PERIOD : 2 digits. Enter the period for which you want to enter/enquire into history. Level 2 COST CENTRE : 8 characters. Enter the cost centre. OCC. CODE : 4 characters. Enter the employee's occupation code. WEEK ENDING DATE : DD/MM/CCYY Press [F3] to update the details or [F6] to alter amounts. Press [F8] to delete or [F10] to enter the next period. Press [Esc] to exit the program. {NP} 5. THE ENQUIRY MODULE 5.1 THE ENQUIRY MODULE MENU This module consists of the following programs: WP50 - EMPLOYEE MASTERFILE ENQUIRY. WP51 - EMPLOYEE EARNINGS/DEDUCTIONS ENQUIRY. WP52 - TABLES FILE ENQUIRY. WP53 - EARNINGS/DEDUCTIONS PARAMETER FILE ENQUIRY. WP56 - COST CENTRE ENQUIRY. WP57 - BANK FILE SCAN WP59 - EMPLOYEE HISTORY FILE ENQUIRY. The Employee Masterfile Enquiry program displays the employee's personal details, accounting information, payment and tax details, for the current period and year-to-date. Specific types of earnings and deductions are allocated to individual employees using program WP31 - Earnings/Deductions File Maintenance. The employee earnings/deductions enquiry program, allows examination of these details. The tables set up for deduction purposes are displayed by the Tables Enquiry program WP52 - Tables File Enquiry. 5.2 EMPLOYEE MASTERFILE ENQUIRY - WP50 This program provides an enquiry facility into the employee masterfile. Enter WP50 to select the program. Level 1 EMPLOYEE # : 8 characters. Enter the employee number or press [F1] to scan the employee file in employee number sequence. Press [F5] to select the alternate employee code sequence. Enter the relevant alpha code or press [F1] to scan the file. If the scan facility was used, position the twin pointers against the employee record to be enquired upon. As the file is scanned the employee number is pre-loaded into the employee number field. Press [Enter] to display the details of the selected employee. The first screen of the employee masterfile is displayed. The information available is the basic personal information, accounting details and tax figures to date. Press [F1] to display the second page of the employee's file or press [F10] to enter the next employee. Press [Esc] to end the program and return to the main menu. The detail displayed in this enquiry program may be printed using program WP70 - Masterfile Print. {NP} 5.3 EMPLOYEE EARNINGS/DEDUCTIONS ENQUIRY - WP51 This program provides an enquiry into individual employee's earnings and deductions. Enter WP51 to select this program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 EMPLOYEE # : 8 characters. Enter the employee number or press [F1] to scan the employee file in employee number sequence. Press [F5] to select the alternate employee code sequence. Enter the relevant alpha code or press [F1] to scan the file. If the scan facility was used, position the twin pointers against the employee record to be enquired upon. As the file is scanned the employee number is pre-loaded into the employee number field. Press [Enter] to display the details of the selected employee. Press [Enter] to display the code selection screen. Level 2 CODE : 4 characters. Enter the earnings or deduction code to be enquired upon, or press [F1] to scan all the codes that have been allocated to this employee. If using the scan facility, move the pointers with the cursor keys to the required code, or press [F1] again to page forward. Press [Enter] to display the earnings or deduction details. Press [F10] to select another code for display. Program WP88 - Employee Earnings/Deductions may be used to print a report. Press [Esc] to end the program and return to the main menu. 5.4 TABLES FILE ENQUIRY - WP52 The program provides an enquiry into the tables used for deduction purposes. displayed and enquired upon. Enter WP52 to select the program. Level 1 TABLE TYPE : 2 characters. Enter the table type or press [F1] to scan the file. These table types are set up in WP32 - Tables File Maintenance. If using the scan facility, use the cursor keys, to position the twin pointers against the table type to be enquired upon. As the file is scanned the table type is pre-loaded into the selection field. Press [Enter] to display the table to be enquired upon, or press [F1] to scan forwards in the file. {NP} Level 2 TABLE/LEVEL # : 3 digits. Enter the number required or press [F1] to scan the file. These numbers are set up in WP32 - Tables File Maintenance. Press [F10] to select another code for display. Press [Esc] to end the program and return to the main menu. 5.5 EARNINGS/DEDUCTIONS PARAMETER FILE ENQUIRY - WP53 The program provides an enquiry facility into the earnings/deductions parameter file. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Enter WP53 to select the program. Level 1 TYPE : [1] Earnings code. [2] Deduction code. [3] Workmen's Compensation Act. Level 2 CODE : 4 characters. Enter the required earnings/deduction code or press [F1] to scan for the required code. Move the cursor down to the code to be enquired upon and press the [Enter] key to accept the selection pre-loaded into the type field. The parameters for the selected code are displayed. Press [F10] key to select the next code or press [Esc] to return to the menu. 5.6 COST CENTRE ENQUIRY - WP56 The program displays cost centre employees' statistics. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 COST CENTRE : 8 characters. Enter the required cost centre. The screen will display the number of employees who started, were engaged or dismissed by current week, month or year. Potential hours by current week or month are also shown. Press [F1] to select a code for further details. Scan the codes using the [F1] key. Press [F10] for Cost Centre Summary from the selected code. {NP} 5.7 BANK FILE SCAN - WP57 Use this program to enquire into the bank names and addresses that are held on file. Enter WP57 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 BANK CODE : 6 digits. Enter the bank code or press [F1] to scan the file. The list of bank names and address will now be displayed. Press [F10] to select another company/branch combination or [Esc] to exit the program. 5.8 EMPLOYEE HISTORY ENQUIRY - WP59 The program provides an enquiry facility into the employee history file. Enter WP59 to select the program. Level 1 EMPLOYEE # : 8 characters. Enter the employee number or press [F1] to scan the employee file in employee number sequence. Press [F5] to select the alternate employee code sequence. Enter the relevant alpha code or press [F1] to scan the file. If the scan facility was used, position the twin pointers against the employee record to be enquired upon. As the file is scanned the employee number is pre-loaded into the employee number field. Press [Enter] to display the code selection screen. Level 2 PERIOD : 2 digits. Enter the period into which you want to enquire. Press [F10] to select the next period or [Esc] to exit the program. If there is any data for the period selected it will display, else you will see the following message 'RECORD DOES NOT EXIST' on the screen. {NP} 6. SPECIAL PRINT MODULE 6.1 THE SPECIAL PRINT MODULE MENU This module makes extensive use of exception-based reporting techniques. This facility enables only that data which matches the selection criteria to be extracted and printed. Each print provides an applicable selection range. The selection range is pre-loaded with the most commonly used selection criteria. All print programs provide an option to either print directly to the printer or to the report management system. This module consists of the following report programs WP64 - WAGES CONTROL DETAIL REPORT 6.2 WAGES CONTROL DETAIL REPORT - WP64 This program reports on either WPGLTRN or WPGLHST which is the data used by GL48 - Interface from Wages when posting wages details to the General Ledger. It provides a control break by GL control number and an optional one by Category. Enter WP64 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 CURRENT OR HISTORY : C/H Select the file from which you wish to print. ACCOUNTING PERIOD : 4/2 Enter the accounting period for the transactions you wish to print. This is only available for history. WITH DELETION : Y/N [Y] all the history records for the selected period will be deleted. PRINT : Y/N SUB-TOTALS ON CATG : Y/N [Y] sub-totals will be printed at the end of each wages category. Press [Enter] to accept the selections or enter [N] to change them. The report will print as specified. {NP} 7. PRINT MODULE 7.1 THE PRINT MODULE MENU This module makes extensive use of exception-based reporting techniques. This facility enables only that data which matches the selection criteria to be extracted and printed. Each print provides an applicable selection range. The selection range is pre-loaded with the most commonly used selection criteria. All print programs provide an option to either print directly to the printer or to the report management system. This module consists of the following report programs WP70 - EMPLOYEE MASTERFILE PRINT WP71 - EMPLOYEE MASTERFILE CHANGES PRINT WP72 - PARAMETER FILE CHANGES PRINT WP73 - EARNINGS/DEDUCTIONS FILE CHANGES PRINT WP74 - PAYROLL ANALYSIS REPORT WP75 - EARNINGS/DEDUCTIONS REPORT WP76 - EMPLOYEE PAYSLIP PRINT WP77 - COST CENTRE REPORT WP78 - LABOUR STRENGTH REPORT WP79 - EMPLOYEE HISTORY PRINT WP80 - MONTHLY WCA REPORT WP81 - CLOCKCARD PRINT WP82 - EARNING/DEDUCTION EMPLOYEE FILE PRINT WP83 - ANNUAL LEAVE REPORT WP84 - SICK LEAVE REPORT WP85 - TABLES FILE PRINT WP86 - EARNINGS/DEDUCTIONS PARAMETER FILE PRINT WP87 - WAGE INPUT SUMMARY REPORT WP88 - EMPLOYEE EARNINGS/DEDUCTIONS REPORT GETTING STARTED All programs in this module are pre-loaded with the most frequently used range selections. To change the selection criteria, answer [N] to the "DETAILS OK? (Y/N)" prompt and move the cursor to the selection option or range to be changed. To enter the selection range, first enter the number or code from which the report is to start, for example employee number 7501. Next, enter the last number of the range, employee number 9752. The program will then print a report starting at employee number 7501 and ending at employee number 9752. Alternatively, leave both fields blank to print ALL employees. For every report there are a number of print options available. The default printer destination is set up in SU30 - Installation Management. Level 1 SELECT REPORT DESTINATION : [1] Report Management System. [2] Direct to printer. [3] Direct to a file. DETAILS OK? : Y/N Accept the default or make the required change. {NP} Most programs that produce reports have report destination options either [1] - the default option to the report management system, [2] directly to the printer for immediate printing or [3] to file. This option WILL NOT be displayed unless specifically requested by pressing the [F9] key at the first screen of each print program used. To accept the screen as displayed, press [Enter] in answer to the "DETAILS OK? (Y/N)" prompt. To change the pre-loaded field options, enter N (No). The cursor will move to the first option field and allow the selection to be entered. Enter WP7 to display the Print Module Menu. 7.2 EMPLOYEE MASTERFILE PRINT - WP70 The program prints a report listing all employee masterfile data. Enter WP70 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT SEQUENCE : [1] Numeric (the default). [2] Alphabetic. [3] By pay point. [4] By cost centre. Accept the default or enter required sequence. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. REPORT DETAIL : [1] Full detail. The option lists all employee masterfile details as displayed on program WP30 - Masterfile Maintenance. [2] Summary format. Lists important masterfile details in a single line format. [3] Length of service option. Lists selected masterfile details in a single line format together with starting date and years of service. The length of service is calculated between the starting date held on file and the date entered at the start of the report. {NP} LEFT EMPLOYEES? : Y/N [Y] to list employees that have left the company [N] the default, to exclude those employees. PRINT NARRATIVES? : Y/N If you enter [Y] then the narratives entered in program WP30 - Masterfile Maintenance will display on the report. Press [F3] to accept the details as displayed or press [F10] to select another company/branch combination. Press [Esc] to end the program. 7.3 EMPLOYEE MASTERFILE CHANGES PRINT - WP71 The program prints a list of all changes that have been made to the employee masterfile using program WP30 - Masterfile Maintenance. Enter WP71 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. The options available are: Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. Press [Esc] to return to the menu and end the program. 7.4 EARNINGS/DEDUCTIONS PARAMETER FILE CHANGES PRINT - WP72 The program prints a list of all changes that have been made to the company earnings and deductions parameter file using program WP33 - Earnings/Deductions Param File. The Report Destination, Company/Branch/Warehouse combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Enter WP72 to select the program. Level 1 REPORT DATE : DD/MM/CCYY Accept the default or enter new date. Press [Esc] to return to the menu and end the program. 7.5 EMPLOYEE EARNINGS/DEDUCTIONS FILE CHANGES PRINT - WP73 The program prints a list of all changes that have been made to the earnings and deductions file for each employee using program WP31 - Earnings/Deductions File Maintenance. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Enter WP73 to select the program. {NP} Level 1 REPORT DATE : DD/MM/CCYY Accept the default or enter new date. Press [Esc] to return to the menu and end the program. 7.6 PAYROLL ANALYSIS REPORT - WP74 The program prints a report by employee showing the following details: . Earnings/deductions per employee including company, employee and tax allocations. . Gross and net earnings. . Branch totals. . Coinage analysis for the company/branch. Enter WP74 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 PAY DATE : DD/MM/CCYY There may be more than one payment day in a week. For instance Monday, Wednesday and Friday. The wages capture programs date stamp the employee records allowing for WP74 - Payroll Analysis Report and WP76- Employee Payslip to be run for specific days. If you enter 00/00/00, data will be extracted for all employees processed during this pay period. If you enter a date, only those employees for whom data was captured on that date, will be printed on the report. REPORT DETAIL : [1] Employee details [2] Branch totals summary Accept the default [1] to print employee details or [2] to print only summary totals at branch and paypoint/cost centre level. Level 2 PAY CALC. DATE : DD/MM/CCYY. Accept the system default date or enter new details. Must be the date WP13 - Wages Calculation is run. REPORT SEQUENCE : [1] Numeric (the default). This option prints the branch total. [2] Alphabetic. This option prints the branch total. [3] By pay point. This option prints pay-point and branch totals. [4] By cost centre. Cost centre and branch totals will be printed if this option is selected. {NP} Accept the default or enter required sequence. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. EARN/DEDUCT CODE FROM-TO: 4 characters. The default is ALL earnings/deduction codes or enter the starting and ending code range. TYPE : 1 digit. [1] Earnings codes only. [2] Deduction codes only. [3] All types (both earnings and deduction codes). LEFT EMPLOYEES? : Y/N. [Y] list employees that have left [N] the default, to exclude those employees. Press [F3] to accept the details as displayed or press [F10] to select another company/branch combination. Press [Esc] to end the program. 7.7 EARNINGS/DEDUCTIONS ANALYSIS REPORT - WP75 The program prints a report (weekly or monthly) by earnings type, deduction type or both, showing all employees earnings and deductions within each earnings/deduction type. The report also lists the details for the last payroll run, year-to- date amounts and total-to-date amounts for each earnings/deductions type. A UIF report by region option is available which prints UIF totals for regions as entered in WP30 - Masterfile Maintenance. Enter WP75 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. {NP} Level 2 EARN/DEDUCT CODE FROM-TO : The default is ALL earnings/deduction codes or enter the starting and ending code range. TYPE : [1] Earnings codes only. [2] Deduction codes only. [3] All types (earnings and deductions) [4] UIF by region. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. REPORT TYPE : [1] Weekly. [2] Monthly. DETAILED REPORT? : Y/N LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. ZERO BALANCES? : Y/N Accept the default [N] to not print employees with zero balances on file. Enter [Y] to print all employees including those with zero balances. Press [F3] to accept the details as displayed or press [F10] to select another company/branch combination. Press [Esc] to end the program. ASCII UIF FILE FOR SUBMISSION TO AUTHORITIES You must submit UIF figures monthly for the authorities. Do this by selecting option type 4, UIF by region and report type 2, monthly. Then respond to the following prompts: CREATE ASCII FILE (Y/N/R)? : Y/N/R [Y] This will create the file using the next number [N] This will not create the file [R] This creates the file but using the previous number. 'TEST' FILE (Y/N) : Y/N [Y] A test file is created not using a new number, and putting 'TEST' in the file. [N] the normal file will be created with 'LIVE' in the file. 7.8 EMPLOYEE PAYSLIP PRINT - WP76 The program prints the employee payslip for each employee to be paid. The payslip layout is set up in program SU35 - Customised For {NP} Maintenance. This is then streamlined using program WP35 - Streamlining of Payslip. The earnings and deductions code payslip references are entered via program WP33 - Earnings/Deductions Param File. A report is also produced detailing the gross pay, total deductions and total net pay. The report also lists the range of payslip numbers, the total number of payslips printed and the number of employees paid and not paid. Enter WP76 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 FORM TYPE : 4 digits Enter the form type or accept the form type displayed. Form types are set up in program SU35 - Customised Form Maintenance and linked in WP35 - Streamlining of Payslip. If two SU35 forms have been combined enter code of the first form. PRINT EARNING RATE? : [1] No. [2] Yes in place of earning code. [3] Yes in place of code description. Earning rate is not available for selection in the body of the form in SU35 - Customised Form Maintenance. This option allows the rate to be printed in place of one of the other fields mentioned. If the form type has not been set up the program will not proceed beyond this point. TEST PRINT? : Y/N Accept the default [Y] to have a test payslip printed or enter [N] to proceed without a test print. If the test print option was selected, the program will prompt for further test prints. PAY DATE : DD/MM/CCYY There may be more than one payment day in a week. For instance Monday, Wednesday and Friday. The wages capture programs date stamp the employee records allowing for WP74 - Payroll Analysis Report and WP76- Employee Payslip to be run for specific days. If you enter 00/00/00, data will be extracted for all employees processed during this pay period. If you enter a date, only those employees for whom data was captured on that date, will be printed on the report. PAYMENT TYPE : [0] All types [1] ACB [2] BDB [3] Cash [4] Cheque [5] Bank Xfer {NP} Accept the default or enter the required sequence. Press [F10] to select another company/branch or press [Esc] to return to the menu and end the program. Level 3 REPORT SEQUENCE : [1] Numeric (the default). [2] Alphabetic. [3] By pay point. [4] By cost centre. Accept the default or enter required sequence. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. ADD PREVIOUS WEEK PAY? : Y/N Accept the default [N] to pay employees on a normal weekly cycle. Enter [Y] if the payment cycle is every week but the payslips are only printed every second week. The payslip values are saved from the previous week and added to the current week and printed as accumulated values. WP13 - Wages Calculation would still have to be run EACH week if this option is used. PRINT PAYSLIP IF ZERO? : Y/N Select [Y] only if payslips with zero amounts are to be printed. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. Press [F3] to accept the details as displayed or press [F9] to print the options. To select another company/branch combination press [F10] or [Esc] to end the program. 7.9 COST CENTRE ANALYSIS REPORT - WP77 The program prints an analysis of number of employees per cost centre, as well as the total amounts paid per code per cost centre. Cost centre 'portions" (WP0 NNYNNYNN) are consolidated on totals given if they are set up in program WP00 - System Record Maintenance. Enter WP77 to select the program. {NP} The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY Accept the default or enter new date. Level 2 COST CENTRE FROM-TO : 8 characters. The default is ALL cost centres or enter the starting and ending cost centre code range. CODES FROM-TO : 8 characters. The default is ALL codes or enter the starting and ending code number range. REPORT TYPE : 1 digit. [1] Weekly. [2] Monthly. REPORT DETAIL : 1 digit. [1] Detail. Prints the detail for all cost centres. [2] Summary. Prints only the consolidated cost centre totals (as indicated in WP00 - System Record Maintenance) and branch totals. ZERO BALANCES? : Y/N Press [F3] to accept details and [F9] to print options. Press [F10] to select another Company/Branch or [Esc] to exit. 7.10 LABOUR STRENGTH REPORT - WP78 The program prints a report according to category of employee turnover, man hours worked (normal and overtime) and totals of types of earnings and deductions. The data contained in this report is required by the Department of Statistics for their surveys on employment. Enter WP78 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 EARN/DEDUCT CODE FROM - TO : The default is ALL earnings/deduction codes or enter the starting and ending code range. TYPE : [1] Earnings codes only. [2] Deduction codes only. [3] All types (both earnings and deduction codes). EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range {NP} Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. Press [F3] to accept the details as displayed or press [F10] to select another company/branch combination. Press [Esc] to end the program. Level 3 PRINT EMPLOYEE ENGAGEMENT /TERMINATION DATA? : Y/N Enter [Y] to print the number of employees hired, dismissed, resigned and engaged. This is analysed by category and sex and shows the total for the current month for each group. Accept the default [N] not to print this data. Level 4 PRINT EARNINGS/DEDUCTIONS CODE DESCRIPTIONS? : Y/N Enter [Y] to print the earnings and deduction descriptions/codes. Then select the codes and descriptions to be printed. Level 5 Select the earnings/deductions codes and descriptions, if selected, to be printed and decide on the level of detail required. Use the cursor keys to move the pointers to the codes to be printed. Enter [Y] to print the earning or deduction separately, [N] to accumulate the amounts into a summary total, called 'Other' and leave the field blank if the earnings/deductions amounts are not required to be printed. Press [F1] to scan the file and [F2] to scan backwards. Press [F3] to begin the print function or, [F10] to re-select the level 3 options. 7.11 EMPLOYEE HISTORY PRINT - WP79 This program prints the employee history file. Enter WP79 to select the program. {NP} The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 REPORT SEQUENCE : [1] Numeric (the default). [2] Alphabetic. [3] By pay point. [4] By cost centre. Accept the default or enter required sequence. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. PERIODS FROM - TO : The default is ALL periods or select the required range. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. Press [F3] to accept the details or [F10] to select another company/branch combination. Press [Esc] to exit the program. 7.12 MONTHLY W.C.A. REPORT - WP80 The program prints a report listing the total earnings of all selected employees (and employees who earn below a certain limit) as defined in the Workmen's Compensation Act. Only earnings codes that were indicated as W.C.A. earnings, in program WP33 - Earnings/Deductions Param File, are included in the report total. This report may be produced on request. The amounts printed here are updated each time program WP18 - Employee File Update is run. Enter WP80 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. {NP} Level 2 WORKMEN'S COMP. CODE FROM-TO : The default is ALL workmen's compensation codes or enter the starting and ending codes. 7.13 CLOCKCARD FORMS PRINT - WP81 Prints the employee names and paypoints on any type of clockcard. Labels can also be printed. The user can design their own clockcard on blank paper by using title pages as headings. Enter WP81 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 WEEK ENDING DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 FORM TYPE : 4 characters. Enter the required form type. Form types are set up in SU35 - Customised Form Maintenance. If the form type has not been set up the program will not proceed beyond this point. TEST PRINT? : Y/N Accept the default [Y] or enter [N]. Level 3 REPORT SEQUENCE : [1] Numeric (the default). [2] Alphabetic. [3] By pay point. [4] By cost centre. Accept the default or enter required sequence. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. Press enter to print or [F10] to go another company/branch combination. Press [Esc] to exit the program. 7.14 EARNING/DEDUCTION EMPLOYEE FILE PRINT - WP82 The program prints an analysis of employee earnings and deductions, listing employees by earning/deduction code. For each code, where {NP} applicable, the employees' contributions, table code and instalment balances are printed. Enter WP82 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 EARN/DEDUCT CODE FROM - TO : The default is ALL earnings/deduction codes or enter the starting and ending code range. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. REPORT TYPE : [1] All codes. [2] Reducing capital balances only. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. CURRENTLY ACTIVE ONLY? : Y/N Those marked active this pay period (before WP18 - Employee File Update run). 7.15 ANNUAL LEAVE REPORT - WP83 The program prints a report listing the anniversary date, the number of days annual leave taken this week and this year and the pro rata days due for each employee. Please ensure that you run this immediately before WP18 - Employee File Update, if you wish to EXCLUDE details for the current period. Enter WP83 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this user guide. {NP} Level 1 REPORT DATE : DD/MM/CCYY Accept the system default date or enter new details. Level 2 REPORT SEQUENCE : [1] Numeric (the default). [2] Alphabetic. [3] By pay point. [4] By cost centre. Accept the default or enter required sequence. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. Press [F3] to accept the details or [F10] to select another company/branch combination. Press [Esc] to exit the program. 7.16 SICK LEAVE REPORT - WP84 The program prints a report listing the anniversary date, the number of days sick leave taken this week and this year and the number of sick leave days due for each employee. Please ensure that you run this immediately before WP18 - Employee File Update, if you wish to EXCLUDE details for the current period. Enter WP84 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this user guide. Level 1 REPORT DATE : DD/MM/CCYY Accept the system default date or enter new details. Level 2 REPORT SEQUENCE : [1] Numeric (the default). [2] Alphabetic. [3] By pay point. [4] By cost centre. Accept the default or enter required sequence {NP} EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. Press [F3] to accept the details or [F10] to select another company/branch combination. Press [Esc] to exit the program. 7.17 TABLES FILE PRINT - WP85 The program prints user defined tables, such as those used for medical aid deductions. Tax tables are printed, except for Rebates and Age Limits which can be scanned on a single screen in WP52 - Tables File Enquiry. Enter WP85 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 TABLE TYPE : 2 digits. Enter the table type selected for printing or press [F1] to scan the file. Use the cursor keys to move the pointers to the selected type and the table type is then pre-loaded into this field. Level 3 TABLE/LEVEL # : 3 characters. Enter the level number to be printed or press [F1] to scan the file and select the required level. Press [Enter] to begin the print function or [F10] to return to the table selection screen. {NP} 7.18 EARNINGS/DEDUCTIONS PARAMETERS FILE PRINT - WP86 The program produces a listing of earnings and deductions and the associated parameters, as set up in WP33 - Earnings/Deductions Param File. Enter WP86 to select the program. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 TYPE : [1] Earnings codes only. [2] Deduction codes only. [3] All types (both earnings and deduction codes). Press [Enter] to begin the print function or [Esc] to return to the menu and end the program. 7.19 WAGE INPUT SUMMARY REPORT - WP87 The program prints a summary of all clockcard input by code number. The report lists hours/shifts worked and amounts payable, for each employee or summarised at code level. The program is used to validate that input is correct. Enter WP87 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this User Guide. Level 1 REPORT DATE : DD/MM/CCYY. Accept the system default date or enter new details. Level 2 LEVEL OF REPORT : [1] Detail. [2] Summary. Accept the default 1 or enter 2 to select the summary option. Press [Enter] to begin the print function. [F10] re-displays the company/branch and date options or press [Esc] to return to the menu and end the program. 7.20 EMPLOYEE EARNINGS/DEDUCTIONS REPORT - WP88 The program prints a report listing each employee's earnings and deduction details held on the employee earnings and deductions file. Enter WP88 to select the program. The Report Destination, Company/Branch combination and Report date may be optionally selected. Please see the GETTING STARTED section at the beginning of this user guide. {NP} Level 1 REPORT DATE : DD/M/CCYY Accept the system default date or enter new details. Level 2 REPORT SEQUENCE : [1] Numeric (the default). [2] Alphabetic. [3] By pay point. [4] By cost centre. Accept the default or enter required sequence. EMPLOYEE # FROM-TO : The default is ALL employees or enter the starting and ending employee number range. Alphabetic sequence. Displayed when the alphabetic report sequence is selected. The default is ALL employees or enter the starting and ending employee alphabetic code range. PAYPOINT FROM-TO : The default is ALL paypoints or enter the starting and ending paypoint range. COST CENTRE FROM-TO : The default is ALL cost centres or enter the starting and ending cost centre code range. EARN/DEDUCT CODE FROM - TO : The default is ALL earnings/deduction codes or enter the starting and ending code range. TYPE : [1] Earnings. [2] Deduction. [3] All types. [4] Fixed earnings only [5] Rate earnings only [6] Current rate active only LEFT EMPLOYEES? : Y/N. Enter [Y] to list employees that have left the company or the default [N] to exclude those employees. STANDARD DETAILS? : Y/N Accept the default [Y] to print WP31 - Earnings/Deductions File Maintenance (default set-up) figures, for example table codes, rates, standard hours etc.) or enter [N] for actual and to-date amounts for this pay period. In order to print the actual hours/shifts and amounts, this report must be produced before WP18 - Employee File Update is run, as the current period values are reset to zero or standard. Press [F3] to accept the details as displayed or press [F10] to select another company/branch combination. Press [Esc] to end the program. {NP} APPENDIX A A1. DEFINITION OF FORM TYPE WP You must decide which of the available details you wish to print on your User defined forms. These forms may be : Payslips produced by WP76 - Employee Payslip. IRP5/IT3A forms produced by WP92 - IRP5/IT3A Print and Labels, which may be used as clockcards, produced by WP81 - Clockcard Print. The same form type is used to set up IRP5 and IT3A certificates. You will define these forms in program SU35 - Customised Form Maintenance. Refer to the System Utilities User Guide for general information. It is advisable to print and file a copy of each form created. This will prove useful if for any reason the forms have to be recreated. When you have selected form type WP the first set up screen is displayed. Please note that 'WP' must always be followed by an odd number. This is to allow for two forms to be combined in program WP35 - Streamlining of Payslip. GENERAL DATA - WAGES SPECIAL FORMS This section defines the dimensions of the form. The system will ensure that details for the various sections do not fall outside the parameters defined here. DESCRIPTION : 20 characters Enter a form description to identify this document. FORM LENGTH (Lines) : 3 digits Enter the total number of lines that can be printed on one page of your stationery. For instance enter 66 if your form is 11 inches long and your printer is set to print 6 lines to the inch. FORM WIDTH (Columns) : 3 digits Enter the number of columns across your form. For instance 120 columns for a 12 inch form printing 10 characters to the inch. START OF BODY : 3 digits Payslips do not have a Header, a Body and a Trailer, so leave these as zero. END OF BODY : 3 digits As above. NO OF FORMS : 1 digit You may print two labels for different employees alongside each other. In this case you must enter '2' in this field. Please note that this applies only to labels or clock cards produced by WP81 - {NP} Clockcard Print, and not to payslips or IRP5/IT3A forms. The following summary information is calculated by the system. Ensure that it is accurate and press [Enter] or [F1] to proceed to the next level. HEADER : Line 999 to 999 BODY : Line 999 to 999 TRAILER : Line 999 to 999 Please refer to the Systems Utilities manual program SU35 - Customised Form Maintenance for more details regarding fonts and currency formatting. HEADER DETAILS Header detail screens will be presented until all header information has been specified. Only then will the earnings and deductions detail screens be presented. In each case below, we give you the maximum length of the field to be printed. We display this immediately after the prompt. You will notice that there are two fields next to each numeric field, namely DGT and DEC, depicted for instance as [07][02]. The first figure represents the size of the whole number and the second the size of its decimal. These indicate the default field size the program will use when printing the forms. You may change these if you wish. Remember that if you specify the size as 7.2, this field will use 11 characters when it is printed as it includes a decimal and a sign. The DGT field is also used on alpha fields where you wish to print less than the maximum number of characters of a field. The default is zero (0) which indicates the maximum should be printed, if you wish to print fewer characters, enter the number in his field. Where you do not have enough space on your stationery for the total size of the field, decrease this to the maximum you will hold on file. HEADER 1 - WAGES SPECIAL FORMS HEADER 1 - EMPLOYER DETAILS Most of the details below refer to the employer. COMPANY REGISTRATION NUMBER : 20 characters This will be read from the record created in program SU30 - Installation Management Option 2. COMPANY TAX REGISTRATION NUMBER : 20 characters As above. COMPANY NUMBER : 2 digits The company for whom documents are being printed COMPANY NAME : 30 characters The name of the company associated with the number above. ADDRESS LINE 1 TO 3 : 25 characters Three fields which are read from the information entered in program SU30 - Installation Management Option2. {NP} POSTAL CODE : 15 characters This is read from the information entered in program SU30 - Installation Management Option 2. BRANCH NUMBER : 2 digits The branch within the company for which documents are being printed. BRANCH NAME : 30 characters The name of the branch associated with the number above. EMPLOYEE'S FIRST NAMES : 20 characters This will be read from the employee masterfile. ADJUSTMENTS DUE TO ROUNDING Program WP00 - System Record Maintenance allows you to state how you would like to round payments to employees. These figures are retained and used to adjust the net pay in the following period, before rounding is performed. CURRENT : 1.2 digits The rounding adjustment relating to the current period. PREVIOUS : 1.2 digits The rounding adjustment relating to the previous period. JOB GRADE : 2 digits This is held on the employee masterfile and entered in WP30 - Masterfile Maintenance. COST CENTRE DESCRIPTION : 30 characters Cost centres and their descriptions are set up in program WP36 - Costing File Maintenance. PAYPOINT DESCRIPTION (MAJOR) : 30 characters These descriptions are set up in program SU31 - Descriptions File Maintenance, type 'PP'. Please note that the paypoint as captured on individual WP30 - Masterfile Maintenance, records is 8 characters long, whereas the code in the description file is only 4 characters. This program will use the first 4 of the 8 characters as a key to the description. HEADER 2 - WAGES SPECIAL FORMS EMPLOYEE DETAILS Most of the details below are read from the employee masterfile records as entered in program WP30 - Masterfile Maintenance. PAYSLIP NUMBER : 5.0 digits This is a sequential number allocated to payslips while WP76 - Employee Payslip, is running. EMPLOYEE NUMBER : 8 characters The employee to whom the document relates. {NP} EMPLOYEE SURNAME : 20 characterS This will be read from the masterfile. INITIALS : 5 characters This will be read from the masterfile. IDENTITY NUMBER : 13 characters This will be read from the masterfile. TAX NUMBER : 12 digits This is the PAYE number held on the employee masterfile. PENSION NUMBER : 12 characters This will be read from the employee masterfile. MEDICAL AID NUMBER : 12 characters This will be read from the employee masterfile. TAX CODE : 4 characters This is the current tax code held on the employee masterfile. The first 2 characters indicate the employee status, for example 'MM' (Married/widowed male) followed by the number of children. TAX OFFICE CODE : 2 digits This will be read from the employee masterfile and represents the tax office to which payment is made. TAX OFFICE DESCRIPTION : 30 characters This is the description associated with the code above and is set up and maintained in program SU31 - Descriptions File Maintenance type 'RR'. SHIFTS WORKED THIS YEAR : 5 digits This will be read from the employee masterfile. SPOUSE’S FIRST NAME (IF APPLICABLE) : 20 characters This will be read from the employee masterfile. DATE OF BIRTH : DD/MM/CCYY This will be read from the employee masterfile. MARITAL STATUS : 1 character This will be read from the employee masterfile. NUMBER OF CHILDREN : 2 digits This will be read from the employee masterfile. SEX : 1 character This will be read from the employee masterfile. HEADER 3 - WAGES SPECIAL FORMS EMPLOYEE CATEGORY : 1 character This will be read from the employee masterfile. OCCUPATION CODE : 4 characters This will be read from the employee masterfile. REGION : 2 characters This will be read from the employee masterfile. {NP} DATE ENGAGED : DD/MM/CCYY This will be read from the employee masterfile. WEEK-ENDING DATE/ IRP5 PERIOD : DD/MM/CCYY The date entered on the screen when running the program. TAX PERIOD : 2 digits This is the current period of the tax year and will be anything from 1 to 53. It will be read from the system parameter record as displayed in program WP00 - System Record Maintenance. PAYPOINT : 8 characters This will be read from the employee masterfile. COST CENTRE : 8 characters This will be read from the employee masterfile. OCCUPATION CODE DESCRIPTION : 30 characters This is associated with the occupation code entered in WP30 - Masterfile Maintenance, and is set up and maintained in program SU31 - Descriptions File Maintenance type 'OC'. STANDARD WAGE : 7.2 digits This is the employees basic pay as specified on the masterfile record. STANDARD HOURS : 3.2 digits This is the standard normal hours an employee works as specified on the masterfile record. RATE 1 : 3.4 digits This is the rate of pay as held for rate 1 on the employee masterfile. STANDARD WAGE AT RATE 2 : 5.2 digits This is the employee standard hours multiplied by rate 2 held on the masterfile record. EMPLOYEE ADDRESS LINE 1 : 25 characters This will be read from the employee masterfile. LINE 2 AND 3 : 20 characters These will be read from the employee masterfile. POSTAL CODE : 8 characters This will be read from the employee masterfile. TAX YTD TAXABLE EARNINGS: 7.2 digits This will be read from the employee masterfile. HEADER 4 - WAGES SPECIAL FORMS PAYSLIP TOTAL EARNINGS YEAR-TO-DATE : 7.2 digits PAYSLIP TOTAL EARNINGS THIS PAYSLIP : 5.2 digit {NP} PAYSLIP TOTAL DEDUCTIONS : 5.2 digits PAYSLIP ACTUAL PAY - BEFORE ADJUSTMENT : 5.2 digits This is used in conjunction with the WP00 - System Record Maintenance option which allows you to round weekly payroll figures. PAYSLIP ACTUAL PAY - AFTER ADJUSTMENT : 5.2 digits This is used in conjunction with the WP00 - System Record Maintenance option which allows you to round weekly payroll figures. PAYSLIP ACTUAL PAY YEAR-TO-DATE : 7.2 digits COINAGE ANALYSIS This splits the amount paid into separate units to print a coinage analysis on the pay packet, indicating how many of each currency notes and coins must be put into the pay packet. The denominations to be used for this split are found in program SU31 - Descriptions File Maintenance, type 'CY', with currency code blank, indicating local currency. NOTES 1 TO 8 : 6 digits COINS 1 TO 4 : 6 digits HEADER 5 - WAGES SPECIAL FORMS COINAGE ANALYSIS COINS 5 TO 8 : 6 digits EARNINGS RATE 2 : 3.4 digits This is the rate of pay as held for rate 2 on the employee masterfile. EARNINGS - SCREEN 1 TO 7 The following pertains to the twenty one (21) possible earnings codes applicable to each employee. A possible six 6 fields may be printed for each code. CODE : 4 characters These codes are set up in WP33 - Earnings/Deductions Param File, for all employees and linked to individual employees in program WP31 - Earnings/Deductions File Maintenance. DESCRIPTION : 20 characters This is entered in WP33 - Earnings/Deductions Param File. AMOUNT : 5.2 digits The amount for this code relevant to the current tax period. HOURS : 3.2 digits The hours for this code relevant to the current tax period. YEAR-TO-DATE AMOUNT : 7.2 digits The YTD amount for this code inclusive of the current tax period. YEAR-TO-DATE HOURS : 4.2 digits The YTD hours for this code inclusive of the current period. {NP} DEDUCTIONS - SCREEN 1 TO 8 The following pertains to the twenty four (24) possible deduction codes applicable to each employee. A possible six 6 fields may be printed for each code. CODE : 4 characters These codes are set up in WP33 - Earnings/Deductions Param File, for all employees and linked to individual employees in program WP31 - Earnings/Deductions File Maintenance. DESCRIPTION : 20 characters This is entered in WP33 - Earnings/Deductions Param File. AMOUNT : 5.2 digits The amount for this code relevant to the current tax period. YEAR-TO-DATE AMOUNT : 7.2 digits The YTD amount for this code inclusive of the current tax period. TABLE NUMBER/ CAPITAL AMOUNT : See below If this is a reducing capital type deduction, it prints a 7.2 digit field constituting the full amount of the original loan. If it is a table lookup type deduction, it prints 2 characters for the table type and 3 digits for the table number. BALANCE : 7.2 digits This is the outstanding value of the reducing capital deduction. TITLE DETAILS There are numerous screens providing up to 999 titles of 30 characters each. These may be used to make your document more readable. For instance if you do not have 'PAYSLIP NUMBER' pre- printed on your payslips, you may use the titles to print this. Or if legislation requires that you must always print your own VAT Registration number on all documents, you may use this facility rather than go to the expense of having your stationery re- or over- printed. You may also specify a birthday message which will be printed on the payslip whenever an employee's birthday falls within the pay period provided you have specified this in program WP35 - Streamlining of Payslip. If you are using more than one form, please note that only the titles entered on the FIRST form will be used by the program Any entered on the second form will be ignored and will NOT be printed. STREAMLINING Every time you use program SU35 - Customised Form Maintenance to change a form set-up you MUST run program WP35 - Streamlining of Payslip immediately. The reason for this is that you may need more than 21 earnings codes and 24 deduction codes in total. In this case you will create two forms and program WP35 will combine these two {NP} while compressing certain fields so as not to slow down processing of program WP76 - Employee Payslip. Please note, you must run program WP35 - Streamlining of Payslip even if only one payslip is used. A2. ADDITIONAL NOTES FOR PAY CALCULATION A2.1 WP13 NOTES Under the following conditions employees WILL NOT be paid. . All employees marked as "left" will be excluded. . If pay indicator is set to "off". . If an employee is on leave (supervisor may override this condition, to do so enter "O" to override in WP10/11/12). The following earning/deduction codes will be excluded: . Where dates are out of range. . If earning indicator set to "do not pay". . If amounts are zero. . All deductions if total earnings for the period are less than the minimum allowed ( WP00 option). . All deductions if employee is working through their leave period. . Reducing capital deduction if fully paid. . Table deduction if table/level is not found. Up to 50 VALID CURRENT earning and deduction codes are allowed per employee. If an employee has more in a particular pay period, only the first 50 in each category will be taken into account. If conditions are not satisfied for conditional earnings, these earnings will be excluded. Any Earnings/Deductions amounts that have been overridden by using WP34 - Employee Range Earnings/Deductions, will NOT be recalculated in WP13 - Wages Calculation until the next pay period. To re-adjust, use WP34 again. EMPLOYEES ON LEAVE When an employee is going on leave, automatic earnings that are BASIC pay will be multiplied by the number of weeks on leave, as will deductions that are subtracted each pay period. If the only earnings for a pay period are automatic earnings, then these automatic earnings are cancelled. TAX FOR PORTION OF PAY PERIOD Tax is calculated assuming that the employee is being paid in full for this pay period. Should an employee be taxed for "part periods" (on Basic Pay and Sick Pay type earnings) a zero must be entered in the field "EARNING OVER # OF PERIODS" in WP33 - Earnings/Deductions Param File. This option may only be used if each employee has only one basic type of earning. A "part period " is indicated when an employee earns less than his STANDARD BASIC PAY as entered in WP30 - Masterfile Maintenance. {NP} A2.2 WP13 PAY CALCULATION HOW EARNING AMOUNTS ARE CALCULATED Any earning amount, based on hours or shifts, is calculated as follows. The applicable earning rate is multiplied by the percentage of the rate to be taken (Time-and-a-half will be 150% of the normal rate). This figure is then multiplied by the number of hours or shifts worked this pay period. There is a choice of 5 earning rates and these are entered in WP30 - Masterfile Maintenance. The required rate is selected and the percentage of the rate entered in WP33 - Earnings/Deductions Param File. The hours or shifts worked are entered in one of the clockcard input programs (WP10/11/12). This earning is attached to each appropriate employee by entering the earning code against the employee number in WP31 - Earnings/Deductions File Maintenance. EXAMPLE WP33 Rate 2 WP30 Rate 2 R5.5 per hour WP10 / 11 / 12 Hours 40 WP33 % or Rate 150 Earning amount = 5.5 x 40 x 150 = R360.00 Any fixed amount earning is calculated as follows The default fixed amount per employee is entered in WP31 - Earnings/Deductions File Maintenance. This amount is then entered/altered per pay period in the clock card input program. HOW DEDUCTIONS ARE CALCULATED . Table deductions - The table type code which refers to the table to be used for the deduction, is entered in WP33 - Earnings/Deductions Param File. To link this table to an employee, the table level within which this employee falls, is entered in WP31 - Earnings/Deductions File Maintenance. The table itself is entered in WP32 - Tables File Maintenance. When WP13 - Wages Calculation is run, the system searches for the correct level and range from the appropriate table and the resulting value will be deducted. . Deductions can be a fixed amount or a percentage of basic pay which is entered in WP31 - Earnings/Deductions File Maintenance per employee. Company and employee contributions will be calculated according to the percentages entered in WP33 - Earnings/Deductions Param File. Note If an employee percentage is entered in WP33 - 1. Earnings/Deductions Param File and in WP31 - Earnings/Deductions File Maintenance, both percentages will be taken in calculation. Note If the reducing capital deduction and final instalment 2. is less than normal instalment, the lesser final instalment will be taken. Note If the deduction is not a weekly one, then the system 3. checks the week number to see if deductions must be taken this week. {NP} A2.3 TAX CALCULATION (ANNUAL TAX TABLES ARE USED) The tax for one pay period is calculated as follows. The annualised taxable amount per earning code is calculated as (Earning this week) multiplied by (Number of Periods in year as set up in WP00 - System Record Maintenance) This annualised amount per earning is totalled into the following categories: BASIC PAY SICK PAY LEAVE PAY PERIODIC PAY YEARLY (Annual Bonus etc.) HALF YEARLY QUARTERLY MONTHLY BI MONTHLY ONE PAY PERIOD (overtime etc.) If all earnings for this week are for one period only, all these categories can be taken as one lump sum for tax calculation purposes. Tax is calculated from the Tax tables, with rebates and age limits being taken into consideration. This tax calculation is done separately for all categories mentioned above. Non-taxable deductions are annualised and subtracted from annual taxable earnings. For all periodic pay categories, the annual taxable amount is added to the basic annual taxable amount. Tax is calculated on this greater amount, then the basic tax is subtracted to give the tax amount for periodic earnings. This formula follows the government regulations. Government tax calculation for computerised payrolls Look up the annual taxable amount in the appropriate table. The tables will give a basic tax amount to which a certain percentage of the amount by which the annual amount exceeds the lower earning limit, must be added. This gives the employee annual tax payable before rebates. Subtract the appropriate rebates. This is the amount of tax the employee would pay if he/she earned this amount of pay for the year. Divide this annual tax amount by the number of periods in the year. The result of this calculation will be the tax that the employee must pay this pay period. Note 1. Tax status on 2nd screen of WP30 - Masterfile Maintenance must be correct. Note 2. Tax calculated above is only for tax tables, NOT for tax directive, temporary employees or pensioners {NP} A2.4 SITE TAX (STANDARD INCOME TAX ON EMPLOYEES) SITE TAX is the same as PAYE, simply, it is the basic portion of tax to be paid on annual earnings up to a certain level. Certain ANNUAL TAXABLE EARNING limits have been set by the government. Therefore, the tax that must be paid on annual earnings up to this limit is called site tax. Employees who do not go beyond this limit will only pay site tax and are not required to submit tax returns to the Receiver of Revenue. If an employee has been over-taxed then it is the company and NOT the government who must refund the excess deduction. If, however, they have been under-taxed then the government is entitled to claim the money from the company and NOT the employee. This means the number of tax returns that are submitted to the Receiver of Revenue is now reduced as the majority of tax payers will be below this limit. For employees whose earnings exceed the SITE limit, their IRP5 will show their total tax for the year split into two amounts - SITE and PAYE. That is - tax on earnings up to the Site limit (less the rebates allowed to the employee) and then the PAYE portion which is calculated on the earnings over the limit. Employees who earn in excess of the SITE limit must submit a tax return. The company is not obliged to "smooth" their tax but should a company wish to do this, the REBATES indicator in WP00 - System Record Maintenance must be set to "YES". (Please also see WP14 - Wages Calculation and Rebate for further details). A2.5 HOW TO CALCULATE SITE TAX (SA TAX ONLY) The calculation is made as for normal tax except that the year-to- date figures are taken into consideration. Annualised = (Earning this week + YTD x No. periods in taxable earnings) Year amount --------------------- Periods in service The Tax Tables must be used to calculate the Annual Tax. Site Tax YTD = (Annual Tax above) x (Periods in Service) * (Number of periods in the year) * or the maximum site tax limit, whichever is the lower. Note 1. The following dates must be correctly entered for the 'periods in service' calculation. . Start date in WP30. (If the employee started after the first day of current tax year) . Left date in WP30. (If the employee has left the company) . Tax year-end date in WP00 - System Record Maintenance. . Pay date as entered when WP13 - Wages Calculation is run. {NP} . The number of days in service (which are calculated as follows) The number of days from the start of the tax year (or the start date if the employee started this year) to the pay date (or left date if the employee has already left the company.) . The number of periods in service. (which is calculated by dividing the number of days in service by 365, and then multiplying this by the number of periods in the year). Note 2. Over or Under-taxed employees. Government regulations state that employees who fall below the site limits must have their tax "smoothed". This means if they have been overtaxed, refunds must be given. Should they have been under-taxed, an additional amount must be paid. WP13 does this automatically and the refund or additional tax can be viewed in the "TAX - " deduction record in WP31 - Earnings/Deductions File Maintenance. The following conditions must be met before a site tax calculation can be done : . No Site Tax amount will be calculated if there is a tax directive or for temporary employees. . Site Tax can only be calculated if a percentage is entered in WP33 - Earnings/Deductions Param File for the taxable portion of the employee's earnings/deductions and not an amount. The year-to-date figures MUST be entered in WP31 - Earnings/Deductions File Maintenance for all earning and deduction codes. A2.6 SCHEDULE FOR REPORTING TAX CALCULATION QUERIES Tax problems are very difficult to pinpoint without sufficient supporting details. The following list should assist you to diagnose the problem, and will help your support office. The following steps should be taken prior to reporting any tax calculation errors. 1. Ensure that the latest tax tables are loaded. WP32 - Tables File Maintenance, rebates will normally give an indication of this. 2. Check that the periods in service shown on the WP13 - Wages Calculation, report are correct. Consider items such as start date, WP13 date, Year-end date and periods per annum. 3. If the problem concerns the tax rebate/under payment amount, check the YTD figures for each earning code as well as each non- taxable deduction. Use WP31 - Earnings/Deductions File Maintenance, for this. 4. Consult Appendix A2.2 which explains how WP13 - Wages Calculation, calculates the tax. Do a similar calculation, indicating how you arrived at the figure you believe is the correct amount. Alleged Tax calculation errors cannot be verified/corrected unless ALL of the following reports accompany such requests. 1. A screen dump of WP32 - Tables File Maintenance, type 'RB'. 2. A detailed WP13 - Wages Calculation, report if available, else the relevant page(s) of WP74 - Payroll Analysis Print, and the summary WP13 report. 3. WP00 - System Record Maintenance, report {NP} 4. WP70 - Masterfile Print, or a screen dump of the first and second WP30 - Masterfile Maintenance, screens. 5. A full WP86 - Earn/Ded Parameters File Print, report. 6. WP88 - Employee Earnings/Deductions. Two reports, one with standard and one with actual selected. 7. The detailed calculation performed in step 4 above. A3. ERROR MESSAGES ERROR AND WARNING MESSAGE EXPLANATION/ACTION TO BE TAKEN PROGRAM WP10 - ONLY ERROR EXIT - SET TO "DO An error has been made or found and the NOT PAY" system has marked this employee for non-payment until the error has been rectified. HASH TOTAL INVALID - This warning is printed on the Audit CHECK INPUT Trail CHANGES MADE BUT INVALID to show that the operator is going back HASH TOTAL CLOCKCARD CHANGED AND to change details that have already DELETED. been printed on the Audit Trail. MONTH-END HAS NOT BEEN DONE FOR THIS CO/BR EMPLOYEE ON LEAVE NOT ON FILE Employee earnings found but no employee masterfile record. AUTHORISATION REQUIRED Access to this function denied. Refer to SU38 - System Password Maintenance to establish authorisation. EMPLOYEE MARKED AS 'LEFT' INVALID CODE - NOT IN WP33 earning code entered does not WP33 exist in WP33. Add code to the Earnings / Deductions Parameter File if required. Otherwise an incorrect code may have been entered so re-key. INVALID REWRITE ON MASTER The update to employee master file was not accepted. Must be re-input. WARNING - NEW CODE FOR A code has been entered that is not on THIS EMPLOYEE - CREATE? WP31 for the employee (code doesn't exist in WP33). Add this code to the employee or has the code been entered incorrectly. CANNOT REDUCE LEAVE WEEKS This employee was marked on leave in a - DEDUCTION ALREADY TAKEN previous week and has been allowed through by the supervisor. The number of weeks leave entered on cannot be reduced as deductions have already been taken for the full number of weeks on leave. {NP} PROGRAM WP12 ONLY ERROR AND WARNING MESSAGE EXPLANATION/ACTION TO BE TAKEN BATCH TOTALS DO NOT BALANCE PROGRAM WP13 ONLY WARNING - AUTO EARNINGS No automatic earnings were generated as CANCELLED - NO PAY No basic pay was earned. ERROR - NO EARNINGS Cannot pay this employee as no earnings RECORDS allocated. TABLE DEDUCTION NOT FOUND An employee's parameters are outside the range of the table. For example - ensure that the Medical Aid table caters for the employee's number of dependants and earnings. Correct the table and re-run the program. COULD NOT FIND TABLE The table defined for this employee does not exist. For example - either the Medical Aid table number in the employee deduction record is incorrect or the specified medical aid table does not exist. Correct the table number in the employee deduction record WP31 - Earnings/Deductions File Maintenance or create a new table (WP32) or change the table code (WP33) and re-run WP13 - Wages Calculation. WARNING - NO DEDUCTIONS - There is a condition available in WP00 CONDITION WP00 - System Record Maintenance below which level deductions will not be taken, for example employee earnings are too low and therefore deduction cannot be taken off. WARNING - NO DEDUCTIONS - Deductions have already been taken off EMPLOYEE ON LEAVE (when the employee first went on leave) and now the employee is working through his leave so deductions are not taken again. DEDUCTIONS EXCEED The deductions against an employee's EARNINGS pay in this period exceed the earnings. Examine the employee's earning and deduction information and the WP13 print out. Ensure that the pay details were entered correctly and the earnings deduction parameters have been correctly set up. The deductions could not be taken as insufficient pay available - put into the arrears filed and will be taken off at next pay run if sufficient funds available. (Allow arrears indicator set in WP33 - Earnings/Deductions Param File). DEDUCTIONS RECORDS The deduction file and deduction CORRUPTED parameter files do not match. One or both of the above files have been corrupted. Reload the payroll data from the last backups. EARNINGS CODE NON- An employee has earnings/deductions for EXISTENT DEDUCTION CODE which there are no earning parameters NON-EXISTENT in WP33 - Earnings/Deductions Param File. Either add the relevant earning/deduction parameter to the parameter file or delete the earnings record from the employees record and re-run the program. EARNINGS FOR NON-EXISTENT The program detected earnings records EMPLOYEE for non-existent employees {NP} ERROR AND WARNING MESSAGE EXPLANATION/ACTION TO BE TAKEN Either the employee master file or the employee's earning file has been corrupted. Reload the payroll data files from the last back- up copy and start again. SA TAX ONLY EARNING - NO For SA Tax only - temporary employee or SITE TAX AS NOT NORMAL TAX a tax directive therefore the tax tables are not used for this employee so the system cannot calculate the Site Tax amount. ENTER TAX % IN WP33 FOR Site tax can only be calculated if SITE TAX CALC taxation is a percentage of pay NOT if a tax amount is entered. (Correct in WP33 - Earnings/Deductions Param File). The earnings file (WP31) and the earning parameters file (WP33) do not match. EARNINGS RECORDS The earnings record file may have been CORRUPTED corrupted. Check the record in WP31 - Earnings/Deductions File Maintenance. Delete and recreate the record and then restore. The employee is no longer in the company's employment. EMPLOYEE LEFT - NO PAY Verify that this information is correct. Warning that the employee is on leave. EMPLOYEE ON LEAVE Check the personnel records. Employees are restricted to 50 deduction types. MORE THAN 50 DEDUCTION Reduce the number of deductions types CODES to a maximum of 50 per employee and re- run the program. Employees are restricted to 50 earnings types. MORE THAN 50 EARNINGS Reduce the number of earnings types to CODES not more than 50 per employee and re- run the program. NO DATA ON WPDET FOR THIS WP31 earnings/deductions records do not BRANCH exist for this branch. Enter the required information through WP31 - Earnings/Deductions File Maintenance, and ensure relevant branch accessed. NO EARNINGS RECORD The employee on file has no earnings records. As no earnings record has been created for this employee the message is issued as a warning only. There will be no summary payment made to this employee. ERROR - NO PAYSLIP The earnings/deductions file does not REFERENCE FOR CODE have a reference to the payslip for printing. The employee cannot be paid unless all payslip references are complete. Enter the required reference through program WP33 - Earnings/Deductions Param File. PAY INDICATOR SET OFF - Indicates that the employee will not NO PAY receive a wage. Issued as a warning only {NP} ERROR AND WARNING MESSAGE EXPLANATION/ACTION TO BE TAKEN REWRITE OF WPMAST FAILED The employee record was not updated when WP13 - Wages Calculation was run, possibly due to a corrupt record. PROGRAM WP10 AND WP13 The company/branch entered does not exist on the system. SYSTEM NOT AVAILABLE FOR Enter the company/branch information THIS COMPANY BRANCH through WP00 - System Record Maintenance. As this is a multi- company/branch system the set up procedures must be completed for each company branch within the organisation. WARNING - BASIC HOURS The basic hours worked by the employee > MAXIMUM ALLOWED exceeds the maximum set for the employee. < MINIMUM ALLOWED Issued as a warning only but check to see why the basic hours exceed the maximum. This check may be changed to minimum check if the indicator is set in WP00 - System Record Maintenance. EARNING - EARNING DATE The FROM and TO dates set up for this RANGE INVALID (SIMILAR earnings code are out of range for this WARNING FOR DEDUCTION) pay run. The earnings will be ignored. Check the dates through the WP3 and correct them where necessary. WARNING - GROSS > MAXIMUM The employees gross wage exceeds the PAY ( MAXIMUM (