PAYROLL SYSTEM SPECIFICATIONS

System is to interface with the General Ledger so journals for all transactions are created automatically, and updated to the General Ledger system.

Payroll requires password security to prevent unauthorized persons from having access to payroll records.

The system uses central depository banking.  Using the central banking procedure, the system will credit the central depository and automatically create the due to and due from entries to the proper funds.

System provides the option to offer direct deposit of an employee's earnings.  The system maintains the information by bank and reports via magnetic media and creates associated computer reports of deposits.

Ability to set up a split table for an employee and indicate the fund/department codes and percentage to use for split, and post the amounts to the correct General Ledge accounts.

The software must allow the municipality's staff to setup and maintain the following Master Files: Employee Master File - Password Security Required, Federal/State Tax Tables, FICA/Medicare Rates and Employer Rates, Retirement Rates and Employer Rates for General and Law Enforcement Employees, 401K Rate and Employer Rates, Earned Income Credit Table, General Ledger Distribution for earnings and deductions by department, Sick and Vacation Tenure Table,  Holiday and Comp Time earned and used, EEOC Code Tables, Bank Master for direct deposit for employees (handles multiple banks), Employee Job Title Master, Grade and Step Rate Tables and Workers' Comp Category Codes and Rates.

The system has the ability to handle a Grade and Step employee pay compensation plan with ability to update Grade and Step tables by a flat rate or percentage amount.

The grade and step tables can be updated to reflect approved pay increases and after it is proofed, the system will use this file to automatically update the employee's master record.

Provides accrual rate tables for vacation and sick hours earned by department, individual or a combination of both.

The user can maintain the sick and vacation tables with ability to set steps for years of service and hours to accrue.

Provides the ability to set maximum limits on sick/vacation hours that can be carried forward to new year.

The system automatically accrues vacation and sick time for eligible employees based on tenure rate table and date of hire.

As an employee's years-of-service increase, system will automatically increase accrual rate based on tenure rate table.

System provides the ability to create a Payroll Bonus or Longevity Payroll run.

The system is designed to handle the following pay types:  Regular, Overtime (150%), Comp-time, Vacation,  Sick, Holiday, Longevity Pay, Bonus and Other pay types.

The system has the ability to handle following deduction and tax types: Federal Tax, FICA/Medicare,  State Tax, Retirement for General Employee, Retirement for Law Enforcement Employee, 401K Deduction Code, 401K Loan Repayment, Maximum of 40 user-defined deductions, any which could be a Cafeteria Plan Deduction or a Federal and State Sheltered Deduction without program modifications, any deduction can be a fixed amount, any deduction can be computed as a percentage of gross pay or a percentage of pay after taxes (garnishment), allows multiple deferred (cafeteria) deductions, allows 401K and state retirement deductions and deductions can be automatically taken out on a period frequency basis. The employee master record contains the following: Employee Code (Alpha and/or Numeric), Employee Name and Address, Social Security Number, Phone Number, Gender, EEOC Code, EEOC Category, EEOC Function Code, Workers' Comp Job Code, Fund/Department Codes, Retirement Code, Employee Retirement Number, 401K Deductions with Loan Repayment, Pay Frequency Code,  Job Title, Federal/State Filing Status and Number of Dependents, Part Time/Full Time Flag, Earned Income Credit Code, Leave Department Code, Date of Hire, Years Employed, Date of Birth,  Date of Termination, Date Last Raise, Amount Last Raise, Hourly/Salary Rate of Pay, Sick/ Vacation Hours Available and Used,  Bank Account Number for Direct Deposit, Additional State and Federal Withholding Amounts, Current, MTD, QTD, YTD, and Fiscal YTD totals of all earnings and deduction fields,  Total Gross, Regular, Overtime, Sick, Vacation and Holiday Pay and Total Hours by Earnings Code (Minimum of 10 Required).

The operator can input a partial employee number and system will "pop-up" a window with employee numbers starting with a match of the partial number entered and operator can scroll thru list of employee numbers and names to select the proper employee.

When entering a new employee or maintaining a current employee, the following fields offer a "pop-up" window showing codes and descriptions available for the following fields: Employee Code/Number, Fund Number, Department Number, General Ledger Code, Pension Code, Pay Period Code, Pay Type Code, Federal/State Martial Code, Part Time/Full Time Code, Earned Income Credit Code, Leave Department Code, 401K Code, Workers Comp Code, EEOC Code, EEOC Category Code, EEOC Function Code,  Direct Deposit Bank Code and Grade and Step (Minimum of 25 Steps/Grades).

The operator may inquire to an employee record by employee name or account number.

The user has the option of having the operator or the software automatically assign the next employee number.

An employee can be coded as a part-time employee and will not accrue sick or vacation hours.

Each employee record may be coded to allow or not allow for the deduction of tax shelters, retirement, sick and vacation.

The Municipality Paid Employee Benefits can be automatically tracked by the system and at the time payroll checks are written the benefit paid by the Municipality's will be expensed to the proper General Ledger account and an equal amount will be set up as a payable to be paid when an invoice is received.

The system has the ability to set up and maintain a table of the Benefits offered and have the payroll system use this table to calculate employee expenses for these benefits.  The table will have the following information: Benefit Code, Benefit Description, Employee Rate, and Employer Rate.

Each employee can have up to 10 benefits that are tracked by employee and paid by the Municipality.  These benefits can be a flat amount or a percentage amount.
 
Payroll Processing should include: ability to print employee time sheets in departmental order and the ability to automatically track the payroll process sequence and prevent the operator from moving to the next sequence prior to completing the current sequence. System will display the last payroll step completed.

The system will allow for selection of specific deductions based on the frequency of the deduction (each pay period, monthly, quarterly, etc) and automatically applies the
deductions.

The system provides the ability to by-pass withholding taxes.

The system provides the option to process a payroll check for a single employee or department, multiple departments, or all employees in a payroll cycle.

The system is to calculate weekly, bi-weekly, semi-monthly, monthly, or "x" type (user defined cycle) in the same payroll run.

The system is to allow input of manual payroll checks allowing the operator to enter the earnings, taxes, deductions and check number.  The check data is to print on the check register and updates all associated files.
 
The system allows for automatic generation of salary and  hourly pay and hours for each pay period based on standard hours set for each pay period.  Standard hours for each pay period are user defined.

The system provides automatic calculation of employee and employer taxes.

The system provides for automatic calculation of employer retirement contributions (401K and state retirement).

The system will automatically apply up to 24 hours of holiday pay to an employees check per cycle, if selected.  Regular hours will be adjusted by the holiday hours applied.

The system requires manual input only for those employees who have exceptions to their normal hours and deductions.

When vacation and sick time is entered, system will compare against balance available and display the balance.  If amount entered exceeds available, the operator can override the entry and quantity available will reflect a negative balance.

During earnings input, the operator can override an employee's standard earnings and deductions, or add earnings and deduction amounts if required.

The system provides distribution of earnings and fringe benefit expenses to individual departments.

The system has the ability to automatically split an employee's pay so the operator is not required to manually enter the split.

When splitting an employee's pay between departments, the system is to automatically charge each department for the earnings and the matching FICA, Retirement and 401K employer contributions by the same percentage.

If the operator enters additional earnings, the software is to provide the option to
automatically split this additional earnings the same as the base earnings, or to allow all of the additional earnings to be charges to a single department.

The final payroll register prints by fund, department and total for the municipality.  The
system reports split earnings between funds/departments showing the employee's name, earnings by pay type (regular, overtime, etc), retirement and all deduction amounts and net pay by each Fund and Department.

The system prints payroll checks by Fund, Department and Employee.

The system lists the following information on the Payroll Check/Stub: Employee Name, Address and Employee Code, Pay Period Ending Date, Number of Hours Worked by Pay Type (Regular, Overtime, Sick, etc), Gross Pay,  Pay Period and Year-To-Date Earnings by Pay Type, Taxes for Pay Period and Year-To-Date, Deductions Withheld for Pay Period and Year-To-Date, Net Pay, Vacation, Sick, Holiday and Comptime Amounts Earned, Used and Balance.

The checks print with the dollar and cent amounts typed out with asterisks printed before and after the amounts. ****198 DOLLARS AND 5 CENTS****

The system will void a check, update employee record and automatically reverse all entries to the General Ledger.

The system must have a complete payroll check reconciliation program. 

The system has the ability to clear a single check or a range of checks. Ability to reverse a check cleared in error.

The check reconciliation system prints reports for outstanding checks, cleared checks or all checks. The system automatically "tracks" printing of the quarterly reports.  If reports are not printed, system will prevent operator from purging quarterly totals, or running first payroll of next quarter until previous quarter's reports have been completed.

The system prints the 401K Retirement Report in a form acceptable to BB & T Bank.

The system allows magnetic filing of the 401K Retirement Report information in a layout acceptable to BB & T Bank.

The system prints the State Unemployment NCIO-101 form acceptable to the state of
North Carolina.

The system allows magnetic filing of the State Unemployment NCIO-101 form in a layout acceptable to the state of North Carolina.

The system prints the EEOC Report in a form acceptable to the state of North Carolina.

The system allows the operator to copy the payroll data for the current year into a separate history file.  This file will be used to print the W2's. The user can continue with the new year's payroll and print the W2's at a later date without having to have a file restored.

The system will prevent the operator from resetting YTD data, or running the first payroll of the new year if the "Year-end W2 History Copy" has not been completed.

The system provides for the reporting of employee W-2 information via magnetic tape or diskettes.

The system allows operator to enter third party wages (disability/sick pay) at year- end and amount entered will adjust employee's Gross Wages, Fica/Medicare Wages and Fica/Medicare withholding for purpose of W2 reporting.

The payroll history system maintains a file of each check issued to the employee for a user- defined period of time.  This information is available by terminal inquiry or printed report by employee number or by check number.

The system allows user to determine retention period for detail history of employee earnings, taxes, deductions and net pay.

The system reports hours earned, used and available for annual leave, sick, holiday and comp-time for each employee. 

The system reports employee's hours times their pay rate to show separate dollar value for sick and vacation by fund and department.

The system provides a Budget Payroll Projection Report using "what if" projections showing the cost of pay increases and city's matching contributions by department, employee and municipality.

The system provides a listing of all employees by Workers' Comp Category with their job title.

The system has the ability to report gross earnings by Workers' Comp Category for Current, Month, Quarter, Year, or Fiscal Year-to-date.

The Workers' Comp report can also calculate the amount of premium due by category.

The following Payroll reports are available: Detailed or Brief Employee Listing; Changes to Employee Master file (before and after change); Employee Time Sheets; Employee Regular and Overtime Hours for current period, month to date, quarter to date, year to date, fiscal year to date; G/L accounts for pay/deductions; equal employment opportunity codes list; transaction proof (shows hours worked by pay type (regular, overtime, vacation, sick, etc.) by Fund/Department/Employee or by Employee; Payroll Checks; Payroll Register;  Deduction Register by Department by Employee; Deduction Register by Deduction by Employee; G/L Transactions from Payroll; Voided Check Register; Check Reconciliation Register; Current, MTD, QTD and YTD Federal/State Tax Summary; Accrued Sick, Vacation and Comptime Report; Employee Retirement Report- General Employee and Law Enforcement Employee; Quarterly Reports; Payroll Earningsand Withholdings YTD; Employee YTD and Fiscal YTD Deductions; W-2 Wage/Tax Statements; Annual State EEOC Report; Workers' Comp Analysis report; Workers' Comp Employee List by Category; Employee Transaction History Report; Payroll Pay Increase Projection Report; Employee Grade and Step Table Report; Employee Earnings Report for Fiscal Year (showing pay types);  Employee 401K Report- General Employee; Employee 401K Report- Law Enforcement Employee; Employee Benefit Listing showing benefit code,
benefit description, employee benefit rate and employer benefit rate.