Previous section - Company
|
Next - Employees
|
Table of Contents
|
Documentation Home
Section 3 - Human Resources
The following information is covered in this
section:
The Human Resources chapter in the User Manual should be consulted for complete information. This section of the QuickStart Guide will cover the basic functions in each section of the Human Resources tab window
Cafeteria Plans
The Cafeteria Plans section of the Human Resources
tab window allows you to set up and administer your company's
cafeteria plan. See the User Guide for more complete information.
Before setting up your employees in the Cafeteria
Plan Administrator, you should have finalized all the details
of your Cafeteria Plan (e.g., benefits being offered, eligibility
requirements, reimbursement schedule, etc. ).
Make sure you have created all applicable deductions
and reimbursement payroll items and assigned them to the appropriate
employees.
Decide whether you want to set up all employees at
the same time, or to individually set up each employee.
- To set up all your employees at the same time, select the
New Employee Settings option located at the
top of the Employee List.
- To set up an individual employee, select the name of the
employee in the Employee List.
Select from the pop-up menus the deductions and reimbursement
payroll items that apply to your Cafeteria Plan's Flexible Spending
Accounts.
Click the Options for Group Insurance Premium
button to display the Flex Options setup window.
Select from the pop-up menus the deductions and reimbursement
payroll items that apply to your Cafeteria Plan's Group Insurance
Premium Conversion.
NOTE: Leave the pop-up menu selection as None
if you don't offer a particular group premium conversion or Flexible
Spending Account.
Click the OK button.
Click the Save button.
If you are setting up the New Employee Settings file,
click the Update button.
When you click the Update button,
the setup in the New Employee Settings file
is assigned to all employees in the Employees List. A message
will appear stating that this has been done. Click the OK
button.
If you need to personalize the setup of any particular
employee, simply select the employee from the Employees List and
make the necessary changes.
Viewing/Editing Flex spending account registers
When you record a paycheck or reimbursement check
that includes Flex Spending Account (FSA) data, the program takes
this data and stores it in separate FSA registers. The following
instruction set explains how to access the FSA registers for viewing
and/or editing purposes.
Viewing/editing a FSA register
In the Human Resources tab window, click the Cafeteria
Plan tab.
Select the name of the employee whose FSA register
you want to view or edit.
Click the Register button.
From the Register pop-up menu,
select either Medical FSA or Dependent
Care FSA.
In the employee's Flex register, view, delete, or
edit any of the recorded entries.
- Delete Entry: To delete an entry, select the entry you wish
to delete. Click the Delete Entry button.
The entry will be permanently deleted from the selected FSA
register.
NOTE: The program does not automatically adjust the FSA registers
if you delete a paycheck from Pay History. You
must go into the FSA register(s) and manually delete the corresponding
entry.
- Edit Entry: To edit an entry, select the entry you wish to
edit. Click the Edit button. A dialogue will
appear allowing you to change any of the information related
to the selected entry.
Click the Done button to return
to the Cafeteria Plan window.
NOTE: Pre-designed Cafeteria Plan reports that cull information
from the FSA registers are available in the Reports tab window.
Entering reimbursement claims
Whenever an employee submits a claim for reimbursement
of an eligible medical or dependent care expense (e.g., child
care, dental fees, eyeglasses, x-rays), you must enter that claim
into the employee's file. If you have questions concerning eligible
expenses, consult IRS Publications 502 (Medical) and 503 (Dependent
Care) or your tax advisor.
NOTE: Insurance premiums are not eligible for reimbursement
from Flexible Spending Accounts.
Entering a reimbursement claim
In the Human Resources tab window, click the Cafeteria
Plan tab.
Select the employee's name in the Employees List.
Click the Make Claim button. The
employee's name will display in the title of the Make Claim dialogue.
Select whether the claim type is a Medical
or Dependent Care expense.
Enter the relevant information (date, amount, and
description) in the text boxes.
Click the Pend button to add the
claim to the employee's file. When you click Pend,
the claim is placed in the Currently
pending list. Pending claims are removed from the list
when the employee is reimbursed.
- If you don't want to reimburse the employee's claim now,
click the Done button to return to the Cafeteria
Plan window.
- If you want to reimburse the employee now, refer to the next
section. It provides instructions for reimbursing claims.
Reimbursing claims
For more details about reimbursing claims, see
the User Guide ### The following method includes the reimbursement
amount in the paycheck's Net pay as a non-taxable
item.
Access the Process Payroll tab window and process
payroll as you normally do.
When you get to an employee who is to receive a reimbursement,
verify that the amount pending for reimbursement displays. When
you record the paycheck, a copy of the paycheck is placed in
Pay History and the reimbursement amount is recorded
in the Flexible Spending Account register.
Viewing Flexible Spending Account registers
Access the Human Resources tab window.
Click the Cafeteria Plan tab.
From the Employee list, select the employee whose
register you want to view.
Click the Register button, and then
select the appropriate register from the Register
pop-up.
NOTE: If you have to reprint a check that contains a Medical
and/or Dependent Care reimbursement, reprint the check from the
Pay History window.
Writing reimbursement checks
Use the following instructions to write out a separate
reimbursement check.
In the Human Resources tab window, click the Cafeteria
Plan tab.
Select the employee for whom you are writing a reimbursement
check.
Click the Pay Claim button.
NOTE: If the claim has not yet been entered in the employee's
file, click the Make Claim button, enter the
claim information, then click the Reimburse a Claim
button.
In the dialogue for the employee's claim, select
whether the reimbursement claim type is for a Medical
or Dependent Care expense.
Enter the relevant information (i. e. , date, amount,
check number, description) in the text boxes. If applicable, the
Reimbursement amount field will contain the
cumulative dollar amount for the claims currently pending for
the selected claim type.
From the Check Register pop-up
menu, select the register you want this check recorded in.
(Optional) If you want to print the check, set up
the bottom check printing portion of the window.
- Print a check. . . : Select the
Print a check. . . checkbox. If this option is not
selected, the check will be recorded only.
- Pay to the order of: Enter the name of the
employee you are printing this check for.
- Checkform: From the Checkform pop-up menu,
select the checkform you want to use for printing.
Click the OK button. If you are
printing the reimbursement check, the print dialogue will appear.
Insert your checkform in the printer, then click the
Print button. The check will be printed and then recorded
in the appropriate Flexible Spending Account register and selected
check register. If you aren't printing the check, the check is
recorded in the appropriate Flexible Spending Account register
and selected check register.
Closing out a Plan Year
At the end of your Plan Year, you will need to
zero out the balances in your employees' FSA registers. If your
Cafeteria Plan has a provision that allows your employees a certain
amount of time (e.g., 90 days) after the end of the Plan Year
to submit claims, you will want to wait to close out your Plan
Year until that time.
NOTE: Money left in Flexible Spending Accounts and not paid
out in reimbursements are forfeited to the company.
Before opening your payroll program, make a backup
of your Flex Register file. Normally, this
is located in the Registers ƒ folder located in the Company
Folder.
In the Human Resources tab window, click the Cafeteria
Plans tab.
Select any employee name from the list to make the
Clear File command active.
NOTE: Selecting an employee name simply makes the Clear
File command active. The Clear File process will remove
ALL the employee records, not just for the selected employee.
Click the Clear File button. A
warning dialogue reminding you to back up your Flex Register appears.
Click the Cancel button to cancel
the operation, or the Continue button to proceed
to the next dialogue.
If you choose Continue, the next
dialogue will offer the following choices:
- Delete all entries (the new Plan Year hasn't started)
- Deletes all entries in the Flex register.
- Delete all entries dated before. . .
- Deletes only all the entries before the date you enter in
the text box.
After making your selection, click the OK
button. The entries you specified will be deleted from the Flex
Register file.
Previous section - Company
|
Next - Employees
|
Table of Contents
|
documentation Home
|