Ideal Online Documentation

31195 P/R MAINTENANCE
PR4-13 T4 Maintenance

 

PURPOSE

 

The T4 maintenance program allows you to add, modify and delete T4 information regarding your employees. Changes made affect only the T4 file. The employee maintenance information is not touched. The prompts for fields 3-6 are identical and are discussed for field 3 only.

 

T4 Maintenance is accessed from:

  • Payroll Year End Processing menu.

 

PROCEDURE

 

Select T4 Maintenance from the Payroll Year End Processing menu. The T4 maintenance screen displays.

 

PAYROLL T4 MAINTENANCE SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│                                 T4 MAINTENANCE                                 â”‚
│                                                                                â”‚
│EMPLOYEE:  _____                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│PAYROLL CODE GROUP:                                                             â”‚
│                                                                                â”‚
│(1) HOURS                                                                       â”‚
│(2) EARNINGS                                                                    â”‚
│(3) EMPLOYEE DEDUCTIONS                                                         â”‚
│(4) EMPLOYER BENEFITS                                                           â”‚
│(5) NAME & ADDRESS                                                              â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
EMPLOYEE:

 

Enter the employee code you wish to add, modify or delete.

 

To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.

 

 

[F2] to scan through existing codes.

 

[F4] to exit to menu.

 

[F5] to display list of employee codes for selection.

 


ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (ENTER=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (ENTER TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

PROCEDURE

 

Example T4 Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│EMPLOYEE:  CEDJA  JAMES CEDAR                                                   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│PAYROLL CODE GROUP:                                                             â”‚
│                                                                                â”‚
│(1) HOURS                                                                       â”‚
│(2) EARNINGS                                                                    â”‚
│(3) EMPLOYEE DEDUCTIONS                                                         â”‚
│(4) EMPLOYER BENEFITS                                                           â”‚
│(5) NAME & ADDRESS                                                              â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** (1 TO 5)=VIEW/MODIFY, D=DELETE, ENTER=CONTINUE, F4=EXIT: _                   â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** (1 TO 5)=VIEW/MODIFY, D=DELETE, ENTER=CONTINUE, F4=EXIT:

 

"1"..."5" to view or modify payroll code.

 

See MODIFY AN EXISTING CODE.

 

 

[Enter] to clear the display and return to EMPLOYEE field.

 

"D" to delete the employee T4 records.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the T4 records.

 

"N" to not delete.

 

[F4] to exit to menu.

 

 

MODIFY AN EXISTING CODE

 

If you enter an employee code which is currently in the T4 file you will be prompted whether or not you wish to modify or delete the code.

 

** (1 TO 5)=VIEW/MODIFY, D=DELETE, ENTER=CONTINUE, F4=EXIT: _

 

[Enter] to clear the display and return to EMPLOYEE field.

 

"1" to view or modify HOURS.

 

See FIELDS - HOURS.

 

 

"2" to view or modify EARNINGS.

 

See FIELDS - EARNINGS.

 

 

"3" to view or modify EMPLOYEE DEDUCTIONS.

 

See FIELDS - EMPLOYEE DEDUCTIONS.

 

 

"4" to view or modify EMPLOYER BENEFITS.

 

See FIELDS - EMPLOYEE BENEFITS.

 

 

"5" to view or modify NAME & ADDRESS.

 

See FIELDS - NAME & ADDRESS.

 

 

 

FIELDS - HOURS

 

Example Payroll T4 Employee Hours display:

┌────────────────────────────────────────────────────────────────────────────────┐
│EMPLOYEE:  CEDJA  JAMES CEDAR                              ***  HOURS  ***      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CODE DESCRIPTION                AMOUNT    CODE DESCRIPTION                AMOUNT│
│────────────────────────────────────────────────────────────────────────────────│
│001  SALARY HOURS                 0.00                                          â”‚
│002  REGULAR HOURS                0.00                                          â”‚
│003  OVERTIME HOURS               0.00                                          â”‚
│004  BANKED OVERTIME HOURS        0.00                                          â”‚
│005  VACATION HOURS               0.00                                          â”‚
│006  STATUTORY HOLIDAY HOU        0.00                                          â”‚
│007  SICK HOURS                   0.00                                          â”‚
│008  BEREAVEMENT HOURS            0.00                                          â”‚
│009  JURY DUTY HOURS              0.00                                          â”‚
│010  UNUSED                       0.00                                          â”‚
│011  UNUSED                       0.00                                          â”‚
│012  UNUSED                       0.00                                          â”‚
│013  RELEASED BANKED OVERT        0.00                                          â”‚
│014  EI INSURABLE HOURS       2,080.00                                          â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** CODE # TO MODIFY, A=ADD MODE, ENTER=CONTINUE: ___                            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** CODE # TO MODIFY, A=ADD MODE, ENTER=CONTINUE:

 

Enter the 3 digit payroll code total to modify.

 

Enter the desired new value.

 

 

[F2] to set value to "0".

 

[Enter] for modifications complete.

 

** OK TO UPDATE? (ENTER=UPDATE  F2=MODIFY  F4=BYPASS):

 

[Enter] to update changes.

 

[F2] to make additional modifications.

 

[F4] to cancel all modifications and evert to original values.

 

You are returned to the employee selection screen.

 

 

"A" to change to add mode.

 

Add mode enables you to step through each payroll code total one after the other. If you must change more than 1 total, add mode saves a number of key strokes.

 

 

[F4] to exit add mode.

 

[F7] to page up.

 

[F8] to page down.

 

Press [F7] and [F8] when there are more items than will fit on one view.

 

 

 

FIELDS - EARNINGS

 

Example Payroll T4 Employee Earnings display:

┌────────────────────────────────────────────────────────────────────────────────┐
│EMPLOYEE:  CEDJA  JAMES CEDAR                              ***  EARNINGS  ***   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CODE DESCRIPTION                AMOUNT    CODE DESCRIPTION                AMOUNT│
│────────────────────────────────────────────────────────────────────────────────│
│015  SALARY PAY              40,600.00    029  UNUSED                       0.00│
│016  UNUSED                       0.00    030  BONUS                        0.00│
│017  OVERTIME PAY                 0.00    031  UNUSED                       0.00│
│018  BANKED OVERTIME PAY          0.00    032  UNUSED                       0.00│
│019  VACATION PAY             2,042.08    033  UNUSED                       0.00│
│020  STATUTORY HOLIDAY PAY        0.00    034  LUMP OVERTIME PAY REL        0.00│
│021  SICK PAY                     0.00    035  UNUSED                       0.00│
│022  BEREAVEMENT PAY              0.00    036  UNUSED                       0.00│
│023  JURY DUTY PAY                0.00    037  UNUSED                       0.00│
│024  UNUSED                       0.00    038  UNUSED                       0.00│
│025  UNUSED                       0.00    039  UNUSED                       0.00│
│026  UNUSED                       0.00    040  WAGES (NO VP OR TAx B   40,600.00│
│027  RELEASED OVERTIME PAY        0.00    041  GROSS PAY (VP BUT NO    40,600.00│
│028  UNUSED                       0.00    042  DEDUCTIONS (NO VP WIT   10,512.20│
│────────────────────────────────────────────────────────────────────────────────│
│** CODE # TO MODIFY, A=ADD MODE, ENTER=CONTINUE, F7=PAGE UP, F8=PAGE DOWN: ___  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 


FIELDS - EMPLOYEE DEDUCTIONS

 

Example Payroll T4 Employee Deductions display:

┌────────────────────────────────────────────────────────────────────────────────┐
│EMPLOYEE:  CEDJA  JAMES CEDAR                              ***  DEDUCTIONS  *** â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CODE DESCRIPTION                AMOUNT    CODE DESCRIPTION                AMOUNT│
│────────────────────────────────────────────────────────────────────────────────│
│050  INCOME TAX               8,037.42    064  UNUSED                       0.00│
│051  UNUSED                       0.00    065  UNUSED                       0.00│
│052  E.I.                       877.50    066  UNUSED                       0.00│
│053  C.P.P.                   1,496.40    067  UNUSED                       0.00│
│054  UNUSED                       0.00    068  UNUSED                       0.00│
│055  UNUSED                       0.00    069  UNUSED                       0.00│
│056  UNUSED                       0.00    070  UNUSED                       0.00│
│057  UNUSED                       0.00    071  UNUSED                       0.00│
│058  UNUSED                       0.00    072  UNUSED                       0.00│
│059  UNUSED                       0.00    073  UNUSED                       0.00│
│060  UNUSED                       0.00    074  UNUSED                       0.00│
│061  UNUSED                       0.00    075  UNUSED                       0.00│
│062  UNUSED                       0.00    076  EMPLOYEE'S LTD             100.88│
│063  UNUSED                       0.00    077  EMPLOYEE'S LIFE              0.00│
│────────────────────────────────────────────────────────────────────────────────│
│** CODE # TO MODIFY, A=ADD MODE, ENTER=CONTINUE, F7=PAGE UP, F8=PAGE DOWN: ___  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

 

FIELDS - EMPLOYER BENEFITS

 

Example Payroll T4 Employer Benefits display:

┌────────────────────────────────────────────────────────────────────────────────┐
│EMPLOYEE:  CEDJA  JAMES CEDAR                              ***  BENEFITS  ***   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CODE DESCRIPTION                AMOUNT    CODE DESCRIPTION                AMOUNT│
│────────────────────────────────────────────────────────────────────────────────│
│100  EMPLOYER'S E.I.          1,228.46    114  UNUSED                       0.00│
│101  EMPLOYER'S C.P.P.        1,496.40    115  UNUSED                       0.00│
│102  EMPLOYER'S RRSP (NON-        0.00    116  UNUSED                       0.00│
│103  UNUSED                       0.00    117  UNUSED                       0.00│
│104  UNUSED                       0.00    118  UNUSED                       0.00│
│105  UNUSED                       0.00    119  UNUSED                       0.00│
│106  UNUSED                       0.00    120  EMPLOYER'S M.S.P. (TA        0.00│
│107  UNUSED                       0.00    121  EMPLOYER'S LIFE (TAXA        0.00│
│108  UNUSED                       0.00    122  UNUSED                       0.00│
│109  UNUSED                       0.00    123  UNUSED                       0.00│
│110  UNUSED                       0.00    124  UNUSED                       0.00│
│111  UNUSED                       0.00    125  UNUSED                       0.00│
│112  UNUSED                       0.00    126  UNUSED                       0.00│
│113  UNUSED                       0.00    127  UNUSED                       0.00│
│────────────────────────────────────────────────────────────────────────────────│
│** CODE # TO MODIFY, A=ADD MODE, ENTER=CONTINUE, F7=PAGE UP, F8=PAGE DOWN: ___  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 


FIELDS - NAME & ADDRESS

 

Example Payroll T4 Employee Name and Address display:

┌────────────────────────────────────────────────────────────────────────────────┐
│EMPLOYEE:  CEDJA  CEDAR, JAMES                                                  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ 1 SURNAME                    CEDAR                                             │
│ 2 FIRST NAME                 JAMES                                             â”‚
│ 3 MIDDLE INITIAL(S)                                                            â”‚
│ 4 ADDRESS 1                  13 - 1552 LONSDALE AVE                            â”‚
│ 5 ADDRESS 2                                                                    â”‚
│ 6 CITY                       NORTH VANCOUVER                                   â”‚
│ 7 PROVINCE                   BC    BRITISH COLUMBIA                            â”‚
│ 8 POSTAL CODE                V7M 3L6                                           â”‚
│ 9 S.I.N.                     730 758 431                                       â”‚
│10 DIVISION CODE              000   GENERAL DIVISION                            â”‚
│11 PROVINCE CODE              BC    BRITISH COLUMBIA                            â”‚
│12 UNION CODE                 GEN   GENERAL EMPLOYEE GROUP                      â”‚
│13 BIRTH DATE                 Apr25/71                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│** M=MODIFY   F3=BACK UP   F4=END: _                                            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** M=MODIFY   F3=BACK UP   F4=END:

 

"M" to modify field data.

 

[F3] to return to employee selection screen.

 

[F4] to exit to menu.

 

** FIELD NUMBER (ENTER TO CONTINUE):

 

Enter the number of the data field to modify.

 

[Enter] for modifications complete.

 

You are returned to the M=MODIFY prompt where you may Enter another field number to modify or press [Enter] to end modifications.

 

 

** OK TO UPDATE? (ENTER=UPDATE  F2=MODIFY  F4=BYPASS):

 

[Enter] to update modifications.

 

[F2] to make additional modifications.

 

[F4] to cancel modifications and reset all fields to original values.

 

You are returned to the employee selection screen.