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Contents
Requirements 1 - Requirements/Installation
Hardware & Software Requirements
Payroll Series version 13
Payroll Series version 14
Payroll Series version 15
Installing Top Pay

Company 2 - Company
New Company Setup
First time program launch
Setting Up Departments
Setting Up Groups

Default Information 3 - Default Information
New Employee Settings
Employee Information
Payroll Information
Add/delete Payroll Items
Income Items
Deductions
Employer Paid Items

Human Resources 4 - Human Resources
Cafeteria Plans
Pension Plans
Paid Time Off
Evaluate Employees
Loans

  Employees 5 - Employees
Create New Employees
Employee Info
Hours/Wage Info
Tax info
Employee Lists
Personal Information
Deleting /Renaming Employees

Payroll Information 6 - Payroll Information
Income Items
Deductions
Employer Paid Items

Linking to QuickBooks« 7 - Linking Top Pay to QuickBooks
Exporting your Chart of Accounts from QuickBooks
Importing a QuickBooks Chart of Accounts
Linking Aatrix Top Pay and QuickBooks
Hints
Sample of the Required Links Setup

  Liabilities 8 - Liabilities
Creating the Liability Payment

Process Payroll 9 - Processing/Posting Payroll
Processing Payroll
Send/Post Payroll to QuickBooks

Process/Post Liability Payments 10 - Processing /Posting Liability Payment
Processing a Liability Payment
Send/Post Liability Payments to QuickBooks

Pay History 11 - Explanation of Pay History
Pay History Screen

Reports 12 - Reports
Generating Reports
Viewing/Printing Reports
Preview
Printing
Viewing in other applications
Other Report Features
Report Bundles

Backing Up Data 13 - Backing Up
Program Backup
Manual Backup

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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.


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