Intro – Payroll Employee #

While the Employees app is used for managing and storing general employee information, Payroll Employee is where you set up the employee information required for payroll creation. For earnings, you have to clearly specify what type of earnings (overtime, bonus, commission) the employee is eligible for. For benefits, all benefits must be already setup before an employee is able to enroll in them. And as an employer, company is responsible for withholding employee income tax from their paycheck. You can specify, if any, which tax the employee is exempt from.

Select Employee First #

To edit employee payroll data, you must first select an employee from the dropdown menu located in the top right corner.

Paychecks Tab #

This tab displays a list of all paychecks issued to the employee. From here, you can view individual pay stubs or access the full pay run record if necessary.

Earnings Tab #

• Pay Schedule: Companies can define multiple pay periods, such as weekly or monthly. Each defined pay period is called a pay schedule. Select the pay schedule that suits the employee from the list.
• Payment Method: You can choose payment methods such as cash, check, or direct deposit (ACH Credit). When using direct deposit, the Acci.cloud ACH app generates an ACH file that can be submitted to any bank offering ACH services.
• Salaried Employee: Is this a salaried employee or hourly employee.
• Hours Worked Per Year: The default value is 2080 hours/year. This figure is used for calculating overtime, paid time off (PTO), and vacation pay.
• Salary: Enter salary amount for salaried employee and specify the period (per year or per month).
• Regular Rate: For hourly employee.
• Overtime Rate: For hourly employee.
• Other Earnings Type: There are several other types of earnings for which you must determine employee eligibility, including overtime, commission, bonus, and PTO.

Benefits Tab #

Before enrolling employees in benefit programs, ensure those programs have been set up. To enroll employees, follow these steps:

• Click Add Benefit button.
• On the benefit page, fill in the following fields
  • Provider: Enter a benefit provider name.
  • Employee Contribution:
    • % of Gross Pay: Enter percentage of employee’s gross pay per pay period.
    • Fixed Amount $: Or you can enter the fixed amount contribution per pay period.
    • Annual Maximum: Enter the annual limit for employee contributions if any.
  • Employer Contribution:
    • % of Gross Pay: Enter percentage of employee’s gross pay per pay period.
    • Fixed Amount $: Or you can enter the fixed amount employer’s contribution per pay period.
    • Annual Maximum: Enter the annual limit for employer contributions if any.

• Click Save

W4 Tab #

Information from Form W-4 helps employer withhold the correct federal income tax from employee paycheck.

• Social Security Number (SSN): Enter 9 digits of employee’s SSN.
• Federal Filing Status: Employee filing status determines different federal tax brackets.
• Other Income: This is income that is not from a job.
• Claim Dependents: Enter claim dependents and other credits amount.
• Extra Withholding (per pay period): If employee want employer to withhold more money in each pay period.

Tax Exempt Tab #

Identify which taxes that employee is exempt from.

• Federal Income Tax.
• Social Security tax
• Medicare
• FUTA
• State Income Tax

Time Accrual Tab #

This tab lets you configure Paid Time Off (PTO), Vacation Pay, and Sick Pay accrual policies. You can define the number of hours employees earn annually, specify when time accrues, and set maximum carry-over limits or opt for an annual reset. The system automatically accrues both hours and dollar amounts, with the flexibility to adjust them as needed.

Edit Time Accrual Setting #

• Click or tap edit icon (pencil) for the time type you want to change.
• Accrued Policy: Specify when system accrues time for employee.
  • Pay Period. Both hours and dollar amounts accrue when a new pay run is created.
  • Beginning of Year. Total hours for the year will accrue on January 1st. However, the dollar amount will still accrue when a new pay run is created.
  • Anniversary Date: Total hours for the year will accrue on the employee anniversary date. However, the dollar amount will still accrue when a new pay run is created.
• Hours Earned Per Year: i.e. 40 hours per year.
• Minutes Earned Per Hour Worked: i.e. 1.1538 mins per hour worked.
• Maximum Hours Accrued: highest amount of time that an employee is allowed to accumulate and have in their balance at any given time.
• Reset Every Year: Check this option if the company does not allow accrued time to carry over to the next year.
• Beginning Hours: Use this field if you’re migrating employee balances from another system.
• Beginning Balance: Use this field if you’re migrating employee balances from another system.
• Hours Available: read-only field
• Amount Balance: read-only field
• Click Save button.

View Accrual Log #

The Accrual Log provides a history of accrued time, detailing entries created through actions like Initialization, Adjustments, or the annual clearing process at the beginning of a new year.

• Click or tap log icon (database) for the time type you want to view.
• Type: PTO, Vacation Pay or Sick Pay
• Date: This is the date when the time was accrued or adjusted.
• Source: Init, Adjustment, Reset or Carry Over.
• Hours: It is an accrued or adjusted hours
• Amount: The dollar amount posted to chart of account.
• Hours Available: It is equal the current accrued time + number of accrued / adjusted hours.
• Balance: This is the available dollar amount.
• Journal: This is a journal entry posted to chart of accounts. You may click or tap to view it.

Adjust Accrued Time #

To make an adjustment to an employee’s accrued hours or dollar balance, navigate to the Accrual Log page, as explained previously.

• Click or tap Adjust Accrued Time button.
• Ensure that you have selected type of time accrual (PTO or Vacation Pay or Sick Pay)
• Enter “Adjusted Hours” and “Adjusted Amount”
• Click Save button.

Prior Payroll Tab #