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Truly Flexible via Earning & Deduction Codes
Payroll programs abound on the marketplace; each of them has its strengths and weaknesses. None of them, however, is able to handle all contingencies, any combination of events, every possible situation. Until now. We can safely say, without exaggeration, that CCS Payroll will allow you to automate any payroll situation, irrespective of its complexity. And we stand behind what we say: if you come across a common payroll situation that cannot be incorporated into our program with the tools that it provides, we will modify the program at no expense to you so that it can be. How can we make this claim? How does this program allow you to do what no other program on the market can, i.e., handle any payroll circumstance? Read on. Earning and Deduction Codes:
An Employee Level Earning & Deduction Code (Click on any area for more detailed information.)
The heart and soul of the CCS Payroll program is its extremely flexible, robust system for creating and assigning Earning and Deduction Codes (hereafter referred to as "Codes"). All of the transactions that, in aggregate, comprise a payroll check are defined in the program as Codes. Of course Earning & Deduction codes are nothing out of the ordinary, most better Payroll systems incorporate this concept in one form or another, however, CCS has taken Earning & Deduction Codes to a Higher Level. Every Code is first created at the Company Level, with an Employee # of zero. If a Code needs to be further defined and/or assigned to specific employees, then Employee Level Codes can be created. Codes can be assigned globally from the Company Level record by checking the Global checkbox. (The Global checkbox is disabled in the above picture because an Employee Level Code has the focus.) Examples of global Codes would be Regular Pay, Overtime Pay, Federal Withholding, FICA, etc. CCS Payroll ships with a set of globally assigned Codes already defined that handle basic payroll needs. You can edit these Codes if needed, but that is rarely the case. Let's examine the above picture to further explore how Codes work. Note that Code 173 has been defined by the user as Loan Repayment. (In the Company Level record (Employee No. zero), all of the disabled fields in the above picture are enabled except for the accumulator fields in the lower left-hand corner.) Code 173 has been defined as a Deduction Code (Category). The Type is Percent of Gross and the Frequency is Every Pay Period. Because the Type is Percent of Gross, the Amount is interpreted as a percentage. (Had the user chosen Fixed Rate as a Type, for example, the Amount would be a dollar figure.) The Employee Level record that has the focus (Mayfield, Samuel V.) indicates that 5% of his gross pay every pay period, up to a Limit of $100 per occurrence, is to be deducted as Loan Repayment until the Balance ($4,075.00) is paid in full. Assuming that Mr. Mayfield earns enough to deduct the full $100 on his next paycheck, the Balance will show as $3,975.00 after the next paycheck is generated and posted. Once the Balance is paid in full, the deduction will automatically stop occurring (expire). Three other powerful features of Codes that are not being utilized in the above example are as follows:
Tax Entities allow you to provide for pretax deductions. If, for example, you unchecked Federal W/H in the above example, the Loan Repayment would be deducted before Federal taxes were calculated, causing this to be a pretax deduction as far as Federal W/H is concerned. A 401k Deduction will normally un-check the Federal, State and Local W/H checkboxes and leave the remaining checked. The Period, Month, Quarter, and Year fields in the lower left-hand corner show totals for every Code. These totals are automatically updated when a paycheck is posted. Once Codes have been created, they can be assigned to Employees via this screen, from the Employee screen (Payroll Tab), or, temporarily, during the paycheck creation process. All Codes assigned to an employee show up by default whenever a paycheck is generated for that employee. As a result, you can generate paychecks that handle an infinite number of complex operations for an infinite number of employees at the click of a button. All of the Codes are fully editable on each paycheck until you post paychecks. At that point, all balances are updated, and no further editing is possible. This combination of Category, Type, Frequency, Amount, Limit, Balance, Include, Expires, and Replace along with who and when Codes are assigned gives you unprecedented flexibility to incorporate complex payroll situations into a fully automated payroll system that will never forget a detail, that will be lightning quick, and that will save you untold time and aggravation. In addition you can define two types of override links. A Timecard to Paycheck Link and an Expense to Paycheck Link, to handle complex interfacing of Employee Time and Expenses to a Paycheck. Via what we call the "CCS Intelligent Fields" you can go beyond any logic that we define and setup your own custom handling of any field or control in the program. See Validation Methods for more information. Simply unpresedented power. Other Earning & Deduction Codes Examples: Employee Override to Create a Bonus. More Advanced Override Using Timecard to Paycheck Links. Setting up the California EDD and SDI Codes. Setting up the New York SDI Deduction codes Click here for a New Jersey Example: Click here for a New Hampshire Example: Click here for a Iowa Example: Click here for a Massachusetts Example: Click here for a Nevada Example:
Want to learn more? The following links will allow you to explore other areas of CCS Payroll:
The best way to see what CCS Payroll can do for you is to try it for 45 days risk free! Click here to download a free 45 day Trial Version of CCS Payroll
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