APPENDIX A - Standard Reports

What's covered in this appendix:

• Standard Reports Overview
• Standard reports (listed alphabetically)
• Queue reports
• Help Fax reports

Standard Reports Overview

Aatrix Software has included many reports built into your payroll program. To access the reports, click the Reports tab. Click the Standard tab to view the pre-designed reports list. To display a sample image (not containing your actual company data), select a report from the list and the report will display to the right of the list. This appendix describes and provides samples of the Standard and Queue reports as well as the Help Fax report.

Some reports (e.g., Regular Deduction, Regular Contribution) have been designed to print in landscape mode: printing across the longer side of an 8.5 x 11 inch sheet of paper. In order to view all the report information, you will need to select the Page Setup command from the File menu before printing the report.

Standard Reports (Alphabetically)

Form W2

This is the annual IRS Wage and Tax statement you give to employees showing their earnings and withholdings for the year. Generally, you must give it to them by January 31 of the following year. Copy A of Form W-2 is due to Social Security on the last day of February, although electronic filers have until the last day of March. Forms W-2 provide information to your employees, the SSA, IRS, and state and local governments. (Access the IRS website: http://www.irs.gov.)

Form W3

Anyone required to file Form W-2 must file Form W-3 to transmit Copy A of Forms W-2. Make a copy of Form W-3; keep it and Copy D (For Employer) of Forms W-2, with your records for 4 years.

Form 941 Data

This is your Quarterly Employer's Tax Return report of wages you have paid, tips your employees have received, Federal income tax withheld, social security and Medicare taxes withheld, your share of social security and Medicare taxes, and advance earned income credit (AEIC) payments.

Form 1099

Use the IRS income reporting statement to report certain payments you make in your business. If Form 1099 is being sent to the IRS on paper, it must be transmitted with Form 1096 Annual Summary and Transmittal of U.S. Information Returns. (See next description for information on Form 1096.)

Form 1096

Form 1096 reflects the totals from all of the Forms 1099-Misc. that you issued. If the Form 1099-Misc. information is being transmitted to the IRS electronically or on magnetic media, then a Form 1096 is not required.

Certified Payroll Summary

Displays information for pay rate, hours, and amounts. Includes employee name, SSN, Gross Pay and Net Pay for the selected period. Grand totals at the bottom of the last page.

Fields: Regular Pay, Regular Overtime, Regular Double Overtime, Regular Commission, Regular Bonus, EIC Payment, Vacation, Tips Received, Holiday, Reimbursement, Christmas Bonus, Sick, US Federal Taxes, Medicare, Social Security, Pension, SDI, Health Insurance, ETT, State Taxes. Additionally can include employees whose Gross Pay equals zero.

The Certified Payroll Summary report will display information for all payroll items selected in the above window.

If applicable, it will include the pay rate, hours, and amounts for each selected payroll item for each employee. You can use the values in this report to enter into your own state certified payroll report.

Cost Center Analysis

Lists the amounts and percentages of Regular pay, Regular Overtime, and Regular Double Overtime pay paid by the company to its employees. It also lists the deductions withheld for Federal Income Tax, Medicare, and Social Security. Additionally, employer paid contributions (FUTA, Medicare Match, and Social Security Match) are detailed.

Cafeteria Plan: Account Detail

Provides detailed account information for each cafeteria plan your company has set up.

Fields: Cafeteria Plan Name, Date, Description, Contribution, Claims Pending, Claims Paid, Subtotal, Account Balance

Cafeteria Plan: Account Summary

Displays total available amounts on each account plan.

Fields: Cafeteria Plan Name, Projected Contributions for the Plan Year, Eligible Claims Received to Date, Projected Plan Year Ending Balance, Contributions Received to Date, Claims Paid to Date, Claims Received but not Paid, Current Account Balance

Cafeteria Plan: Projection Summary

Projects what the employee would pay over the course of a year.

Fields: Flex Plan Name, Projected Balance, Claims Pending, Projected Loss

Department Report

Breaks down the payroll items by department. Totaled by department as well as a grand total. Employees not assigned to a department are grouped as "Un-departmentalized" with totals listed.

Fields: Employee Name, SSN, Gross Pay, Deductions (total), Contributions (total), Net Pay, and Department Totals.

Employee Data Summary

Details all income sources, assigned deductions and employer paid contributions for a single employee or an entire Employee List. The report lists an employee's pay, as well as all limit amounts and percentages on all pay items. Use this report to check the correctness of your employee files after they have been created or at any time that an employee's pay items are in question. Check the report for properly assigned and personalized payroll items. Each employee has a separate report generated.

Fields: Employee Name, Address, SSN, Department, Group, Income Items (assigned) and Amounts, Deductions (assigned) and Amounts, Employer Paid (assigned) and Amounts.

Employee Data Detail

Breaks out complete detailed information for income sources, deductions, and employer paids. Sorted by employee, one employee per page.

Fields: Employee Name, Address, SSN, Marital Status, Department, Pay Period, Federal Claims, Federal Extra Withholding, State Claims, State Extra Withholdings, Local Claims, Local Extra Withholding, Income Items (assigned), Income Type, Calculation Method for Income Items, Pay Rate, Jobs, Deductions (assigned), Deduction Types, Calculation Method for Deductions, Amount or Percentage for Calculation Method, Sheltered Status, Limits for Deductions, Employer Paid Items (assigned), Employer Type, Calculation Method for Employer Paid Items, Amount or Percentage for Calculations, Limits for Employer Paid Items.

Employee Personal Data Summary

Details all personal data entered in the company employee files.

Fields: Employee Name, Address, SSN, Phone Number, Contact, Contact Phone, Hired On, Birthday, Marital Status, Pay Period, Federal Claims, Federal Extra Withholding, State Claims, State Extra Withholding, Local Claims, Local Extra Withholding.

The Separate Pages option is automatically selected when you choose this report.

Due to the width of the report when setup as a line summary, you may want to print it in landscape (sideways) mode. If the Separate Pages option is not selected, all employee personal data is displayed across the width of the screen.

Using this method doesn't list employee phone numbers, contacts, contact phone numbers, hired dates, or birth dates.

Estimated Annual Wage

Displays the estimated annual income of your employees.

Fields: Employee Name, SSN, Salary/Hourly, Pay Period, Pay Rate, Annual Wage, Total.

The method of calculation is:

Salary employees annual wage = ((# pay periods in year) * rate)

Full-time hourly employees annual wage = ((# hours in year, which is 2080) * rate)

Federal Tax Summary

A two-page report listing detailed wages and taxes. Provides totals.

Fields: On page 1 for Wages: Federal, EIC, SS, SS Tips, Medicare and Total Wages. On page 2 for Taxes: Federal, SS, SS Match, Medicare, Medicare Match, Total Taxes (column) and Total Taxes (row).

When selected, a dialogue will appear prompting you to select the proper item names from the pop-up menus to match the required fields. For example, the Social Security withholding deduction must be selected for the Social Security (FICA) withholding field.

Hours - Holiday

Displays earned, taken, and available hours for each employee.

Report will display all zeroes until the first payroll is recorded after setup.

Hours - Sick

Displays earned, taken, and available hours for each employee.

Report will display all zeroes until the first payroll is recorded after setup.

Hours - Vacation

Displays earned, taken and available hours for each employee.

Report will display all zeroes until the first payroll is recorded after setup.

Income History

Provides the amounts of all income sources for each employee on the Employee list.

Fields: Employee Name, Salary, Per Hour, Per Unit, Per Other, Commission, Bonus, Minimum Pay, Tips, Total and Grand Totals.

The Income History report provides the amounts of all income sources for each employee on the Employee List.

• Salary amounts are all salaries including those extra income sources that are of a Salaried type.
• Per Hour amounts include anything that is on a per hour basis including overtime and double overtime.
• Commission amounts include both regular commission and those extra income sources that are of a Commission type.
• Bonus amounts include both regular bonus and those extra income sources that are of a Bonus type.
• Minimum Pay includes the salaried minimum pay amount and/or hourly minimum pay amount.

Job Costing Detail

Breaks out the actual total income (i.e., job) by state withholding, other deductions, and employer paids. Displays the job percentage breakdown and actual employee totals.

Job Costing Summary

Provides actual and estimated income (i.e., job) by the state withholding, other deductions, and employer paids.

Liabilities Due

Displays the Total Liabilities, Total Deposits and Total Due for each Deduction and Employer Paid item.

New Employee Settings

Displays the current setup of the company's Default Information File. Detailed information on the setup of each income item, deduction and employer paid item including percentage rates, flat amounts, any limits as well as links to the tax tables.

The information displayed in the New Employee Settings Summary report is the current setup of your Default Information File. This setup is what the program will automatically assign to each new employee file created.

It is recommended that the information in this report is reviewed for accuracy before employee files are created. Another verification should take place whenever information is changed in the Default Information File.

New Hire

Federal and state laws require that every employer must report each employee hired on or after October 1, 1997. The report must be made no later than 20 days after the date the employee is hired. If you have any questions about reporting new hire information, call your State Child Enforcement agency.

Fields: Company Name, Company Address, EIN number, State Unemployment Number, Company Contact Name, Contact Title, Company Telephone, Company Fax, Company Email, Employee Name, Employee SSN, Employee Telephone, Date Hired and Date of Birth.

Pay History Detail

Comprehensive report of Pay History records for a single employee or the entire Employee List. The report will list each pay period and detail all the payroll information for that pay period. Use this report to review your past paychecks for proper income, deductions, or employer paid contribution assignment and calculation.

If the Preview option is selected, a Yes/No dialogue asks if you want to skip employee reports and only view totals. This is applicable only if printing or viewing the entire Employee List. The report combines all payroll check information from the selected period.

Pay History Summary

Displays deductions in employee Pay History records. Optionally choose to have individual or all employee pay history records, monthly subtotals, quarterly subtotals and overall totals.

Fields: Employee Name, SSN, Date, Gross, Federal, State, Local, FICA, Misc., Pension and Net Pay.

The Pay History Summary report can be used to show the amounts deducted (e.g., Federal, State, etc.) in the Pay History records of an individual employee or an entire Employee List.

The following dialogue appears when you click the Preview Report or Print buttons.

The above dialogue allows you to select which values you want displayed on the report (individual employee Pay History amounts, monthly subtotals, quarterly subtotals, and/or annual totals). To print one employee per page, click the Separate pages checkbox. To display the totals only, select the Totals of all employees only (the Separate pages and Individual Pay History records options will become inactive). Use Print Options to display report values in the format of your choosing (plain, bold, italic, or underlined).

Pension Detail

Provides detailed pension plan information.

Fields: Employee Name, SSN, Date, Employee Contribution, Employee Contribution Percent, Employer Contribution and Employer Contribution Percent.

Pension Summary

Provides pension totals for employee and employer.

Fields: Employee Name, Total Employee Contribution, Employee Contribution Percent, Total Employer Contribution, Employer Contribution Percent, All Employee Total Contribution and All Employer Total Contribution.

Regular Contribution Summary

Details the employer paid contributions as well as the contribution totals.

The Regular Contribution Summary report will display each employee on the selected Employee List and detail all the employer paid contributions as well as the contribution totals.

This report can be used to check the correctness of an employer paid contribution or whenever the totals of a contribution are in question. Due to the width of this report, you may wish to print it in landscape (sideways) mode.

Regular Deduction Summary

Details all employee deductions as well as the deduction totals.

The Regular Deduction Summary report will show each employee on the selected Employee List and detail all their deductions as well as the deduction totals.

This report can be used to check the correctness of an employee deduction or whenever the totals of a deduction type are in question. Due to the width of this report, you may wish to print it in landscape (sideways) mode.

Regular Income Summary

Details all employee regular income types, as well as the income totals.

The Regular Income Summary report displays each employee on the selected Employee List and details all the regular income types, as well as the income totals.

Use this report to check the correctness of an employee's income or whenever the income totals are in question. Due to the width of this report, you may wish to print it in landscape (sideways) mode.

Regular incomes lists only income built into the program. It does not include extra income sources.

Tax Payment Summary

Shows all payments made on all tax items for chosen period.

Fields: Tax Liability Name, Check Number, Check Date, Paid To, Amount Deposit For and Totals.

Time Card (TC): General Detail

Provides detail for In and Out times, Days Worked, and Weeks Worked.

Time Card (TC): General Summary

Provides Days Worked, Weeks Worked, Total Hours for Regular and OT.

The Time Card General Summary Report is only available when automatic overtime calculation is selected in Time Card preferences.

Time Card (TC): Income Detail

Provides detail of In/Out hour by income source, Days Worked, and Weeks Worked.

Time Card (TC): Income Summary

Provides Days Worked, Weeks Worked, Total Hours by Income Source.

The Time Card General Summary Report is only available when automatic overtime calculation is turned off in Time Card preferences.

Unemployment Summary

Lists amount of wages and taxes (FUTA and SUTA) and provides total tax amounts.

Fields: Employee Name, Wages FUTA, Wages SUTA, Taxes FUTA, Taxes SUTA, Total Taxes, Grand Total FUTA Wages, Grand Total SUTA Wages, Grand Total FUTA Taxes, Grand Total SUTA Taxes, Grand Total FUTA Taxes, Grand Total SUTA Taxes, Grand Total All Taxes.

The Unemployment Summary report lists the amount of wages (FUTA and SUTA) and taxes (FUTA and SUTA) of each employee on the Employee List and provides Total Wage and Total Tax amounts.

When selected, a dialogue will appear prompting you to select the proper item names from the pop-up menus to match the required fields. For example, FUTA should be selected for the Federal Unemployment field.

Queue Reports

When you have checks waiting to be printed in the Check Queue, the following reports can be generated. If necessary, refer to Chapter 5, Process Payroll.

Queue Detail Report

The Queue Detail report lists all paychecks currently waiting to be printed from the Check Queue. It itemizes all the payroll items on each employee's paycheck. Use this report for checking your payroll before actually printing the checks. If you find any mistakes, you can edit the check in the queue before printing.

Queue Hours Report

For each employee in the queue, the Queue Hours report displays the hours for Regular Pay, Overtime, Double Overtime, Vacation, Sick, and Holiday. Any other extra income hours are combined under the heading Other.

Queue Summary Report

This report lists all the employee paychecks currently waiting in the Check Queue for printing. Listed in this report are the amounts deducted (Federal, State, Local, etc.) from the paycheck of each employee. Use this report for checking your payroll before actually printing the checks. If a mistake is found, the check can be removed from the queue, corrected, and added back.

Help Fax Report

The Help Fax feature allows you to print out a Technical Support Fax Report that you can fax to the Aatrix Support Staff. For information on support fees and available plans, please see the visit the Aatrix Support web site at support.aatrix.com.

To access Help Fax, select the Help Fax option under the Apple menu. In the dialogue that appears, enter the question, comment, or enhancement request you want printed on the fax.

The character limit (including spaces) is 246 characters for each text box. If you need additional space, please write this on the page that prints out.

You can also have the program automatically include, on your Help Fax, detailed information about your system (e.g., computer type, memory, extensions, etc.). If you are faxing Aatrix about a particular problem, it can be helpful for the technical support staff to have this information when trying to assess the problem.