You want to set up employees in EasyACCT, including:
- Gross Pay (GP) Items (or "pay items")
- Withholdings (WH)
- The tax treatment for each
- General employee information
How to set up new employees in EasyACCT
Before setting up individual employee records, use the Default Payroll Information and General Ledger Account Posting screens to setup the employee templates. For more information, see How to set up payroll templates in EasyACCT.
To set up individual employee records:
Go to Write-up Processing, Update Company Files and Employee Information.
- Select New Record and complete the Main, Wage, Withholding and Earnings Records sections (see the steps below to fill out each section).
The Main tab
This screen stores the employee's personal data. The fields listed below are required to properly file Form W-2 and calculate payroll checks.
- Enter a unique Employee ID.
- Enter the employee's Social Security Number.
- Enter the employee's First Name, MI and Last Name.
- Enter the employee's Address, City, ST and ZIP.
- Select the appropriate Pay Type: Salaried, Hourly or Piecework.
- Select the appropriate Pay Period: Weekly, Bi-weekly, Semi-Monthly, or Monthly.
- Choose Married or Single for Marital Status.
- Enter the number of Federal Exemptions.
- The other exemption fields will populate automatically based on this entry.
- Enter other fields on the screen as necessary.
- For more information, press the F1 key to access the help screen.
The Wage tab
Use this screen to set up GP and WH items, and to specify the tax treatment.
If you set up the Default Payroll Information screen before this employee record, the screen will automatically complete the section and make individual customizations.
- For Items GP1–GP10, set up common pay categories (like Regular Pay).
- Enter a Description.
- If the amount is separately reported in W-2 boxes 8–14, select the appropriate Code from the dropdown menu.
- For W-2 boxes 1, 3 and 7: if the amount is included in these boxes, select the checkbox in the field.
- Only use box 7 for tipped employees.
- Applicable Taxes:
- FWT: For pay items subject to federal withholding tax, select the checkbox.
- FICA: For pay items subject to FICA and Medicare taxes, select the checkbox.
- FUTA: For pay items subject to FUTA, select the box.
- SUTA: For pay items subject to SUTA, select the SUTA code from the dropdown menu.
- State: For pay items subject to state withholding, select the appropriate code from the dropdown menu.
- Local: For pay items subject to local withholding, select the appropriate code from the dropdown menu.
- OST: For pay items subject to employer-only taxes, select the appropriate code from the dropdown menu.
The Withholding tab
For Items WH1–WH10, set up common withholding items (like Insurance):
- Enter a Description.
- If the amount is separately reported in W-2 boxes 8–14, select the appropriate Code from the dropdown menu.
- For W-2 boxes 1, 3 and 7: if the amount of the WH isn't included in the calculation for these boxes, select the checkbox in the field.
- Applicable Taxes:
- FWT: For WH items not subject to federal withholding tax, select the checkbox.
- FICA: For WH items not subject to FICA and Medicare taxes, select the checkbox.
- FUTA: For WH items not subject to FUTA, select the checkbox.
- SUTA: For WH items not subject to SUTA, select the SUTA code from the dropdown menu.
- State: For WH items not subject to state withholding, select the appropriate code from the dropdown menu.
- Local: For WH items not subject to Local withholding, select the appropriate code from the dropdown menu.
- OST: For WH items not subject to employer-only taxes, select the appropriate code from the dropdown menu.
The Earnings Records tab
Current and prior-year earnings and taxes are recorded on this screen. If you completed the General Ledger Account Posting screen beforehand, this tab will populate automatically. This screen is updated with amounts when the payroll journal is posted.
- If necessary, override any of the general ledger account numbers assigned to pay, withholding, taxes, or net pay.
- Caution: don't enter amounts in the monthly columns.
