8813-En Human Resources and Payroll-US Student Manual

COURSE 8813: HUMAN RESOURCES AND
PAYROLL-US IN MICROSOFT DYNAMICS GP 10.0
Microsoft Official Training Materials for Microsoft Dynamics

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January 2008
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Table of Contents
Introduction to Project Series in Microsoft Dynamics GP 10.0
0-1
E-Learning..........................................................................................................0-1
Instructor-Led Training .......................................................................................0-1
Training Materials ...............................................................................................0-2
Certifications.......................................................................................................0-2
Certification Exam Preparation Guides ..............................................................0-3
Learning Plans ...................................................................................................0-3
Elements of Training Materials for Microsoft Dynamics .....................................0-4
About This Training Material...............................................................................0-6
Student Objectives .............................................................................................0-8
Chapter 1: System and Organization Setup
1-1
Objectives...........................................................................................................1-1
Introduction.........................................................................................................1-1
Features and Benefits ........................................................................................1-2
Employee Number Setup ...................................................................................1-6
User Setup .........................................................................................................1-7
Lab 1.1 - User Setup ..........................................................................................1-9
Human Resources User Preferences...............................................................1-10
Lab 1.2 - Human Resources User Preferences................................................1-11
Human Resources Preferences .......................................................................1-12
Lab 1.3 - Human Resources Preferences ........................................................1-17
Payroll Preferences and Structure ...................................................................1-18
Organizational Structure...................................................................................1-29
Summary ..........................................................................................................1-42
Test Your Knowledge .......................................................................................1-43
Lab 1.1 - User Setup (Solution) ........................................................................1-44
Lab 1.2 - Human Resources User Preferences (Solution) ...............................1-45
Lab 1.3 - Human Resources Preferences (Solution)........................................1-46
Quick Interaction: Lessons Learned .................................................................1-48
Solutions...........................................................................................................1-49
Chapter 2: Payroll Setup
2-1
Objectives...........................................................................................................2-1
Introduction.........................................................................................................2-1
Setting Up Pay Codes And Types ......................................................................2-2
Setting and Activating Post-Dated Pay Rates ....................................................2-8
Other Pay Code Setups .....................................................................................2-8
Setting Up Overtime Rate Manager .................................................................2-13
Setting Up Payroll Integration To Payables Management................................2-18
Setting Up Employee Classes ..........................................................................2-22
Lab 2.1 - Setting Up Employee Classes...........................................................2-30
Payroll Direct Deposit Setup.............................................................................2-32
ACH File Setup.................................................................................................2-37
ACH Header and Footer Setup ........................................................................2-39
Setting Up Taxes and Compensation Codes ...................................................2-40
Summary ..........................................................................................................2-50
Lab 2.1 - Setting up Employee Classes (Solution) ...........................................2-52

Page
Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

Solutions...........................................................................................................2-55
Chapter 3: Deductions and Benefit Setup
3-1
Objectives...........................................................................................................3-1
Introduction.........................................................................................................3-2
Setting Up Deductions and Benefits...................................................................3-2
Granting Payroll View Access To A User ...........................................................3-3
Setting Up Benefit Preferences ..........................................................................3-3
Setting Up Miscellaneous Benefits .....................................................................3-6
Setting Up A Garnishment..................................................................................3-9
Setting Up Earnings Codes ..............................................................................3-11
Setting Up Maximum Garnishment Rules ........................................................3-12
Saving Garnishments to Payroll .......................................................................3-14
Using Zero Benefit and Deduction Amounts ....................................................3-14
Setting Up a Copayment Record......................................................................3-14
Setting Up a Health Insurance Coverage Type ................................................3-15
Setting Up a Health Insurance Benefit .............................................................3-15
Lab 3.1 - Health Insurance Setup.....................................................................3-18
Setting Up An Age-Based Life Insurance Benefit.............................................3-19
Setting Up A Fixed-Amount Life Insurance Benefit ..........................................3-21
Lab 3.2 - Life Insurance Setup .........................................................................3-23
Setting Up A Retirement Plan ..........................................................................3-24
Lab 3.3 - Retirement Plans Setup ....................................................................3-26
Setting Up A Standard Deduction ....................................................................3-27
Setting Up a Company-Level Deduction Sequence .........................................3-33
Setting Up Deduction In Arrears.......................................................................3-34
Completing a Benefit or Deduction Setup ........................................................3-35
Modifying or Deleting Company Setups ...........................................................3-36
Summary ..........................................................................................................3-37
Lab 3.1 - Health Insurance Setup (Solution) ....................................................3-38
Lab 3.2 - Life Insurance Setup (Solution) .........................................................3-40
Lab 3.3 - Retirement Plans Setup (Solution) ....................................................3-43
Chapter 4: Other Human Resources Setups
4-1
Objectives...........................................................................................................4-1
Introduction.........................................................................................................4-1
Interviews ...........................................................................................................4-2
Lab 4.1 - Interviews ............................................................................................4-4
Skills, Skill Sets and Tests .................................................................................4-5
Lab 4.2 - Skills, Skill Sets and Tests ................................................................4-10
Orientation and Termination Checklists............................................................4-11
Training Courses and Classes .........................................................................4-15
Setting Up a Training Course ...........................................................................4-16
Setting Up a Training Class..............................................................................4-19
Linking Skills To a Training Class.....................................................................4-20
Extra Fields and User-Defined Fields Setup ....................................................4-21
Lab 4.3 - Defining the Employee User Defined Window ..................................4-28
Review Policy Setup.........................................................................................4-29
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Table of Contents
Lab 4.4 - Review Policy Setup .........................................................................4-32
Creating a Property Item Record......................................................................4-33
Lab 4.5 - Creating a Property Item Record.......................................................4-34
Summary ..........................................................................................................4-35
Lab 4.1 - Interviews (Solution)..........................................................................4-37
Lab 4.2 - Skills, Skill Sets and Tests Setup (Solution)......................................4-38
Lab 4.3 - Defining the Employee User Defined Window (Solution) ..................4-39
Lab 4.4 - Review Policy Setup (Solution) .........................................................4-41
Lab 4.5 - Creating a Property Item Record (Solution) ......................................4-42
Solutions...........................................................................................................4-44
Chapter 5: Applicants
5-1
Objectives...........................................................................................................5-1
Introduction.........................................................................................................5-1
Requisitions and Applicant Costs .......................................................................5-2
Lab 5.1 - Adding a Requisition ...........................................................................5-7
Applicant Entry ...................................................................................................5-8
Lab 5.2 - Adding an Applicant Record..............................................................5-12
Applicant Background ......................................................................................5-13
Applicant Skills and Tests ................................................................................5-16
Interviews, Offers and Hiring ............................................................................5-21
Lab 5.3 - Adding an Interview Record ..............................................................5-27
Lab 5.4 - Adding an Offer .................................................................................5-28
Lab 5.5- Hiring an Applicant .............................................................................5-29
Modifying or Deleting Applicant Records .........................................................5-30
Summary ..........................................................................................................5-30
Lab 5.1 - Adding a Requisition (Solution) .........................................................5-32
Lab 5.2 - Adding an Applicant Record (Solution) .............................................5-34
Lab 5.3 - Adding an Interview Record (Solution)..............................................5-35
Lab 5.4 - Adding an Offer (Solution).................................................................5-36
Lab 5.5 - Hiring an Applicant (Solution)............................................................5-37
Solutions...........................................................................................................5-39
Chapter 6: Employee Maintenance
6-1
Objectives...........................................................................................................6-1
Introduction.........................................................................................................6-2
Adding an Employee I-9 Record ........................................................................6-2
Lab 6.1 - Adding an Employee I-9 Record .........................................................6-4
Creating an Employee Record ...........................................................................6-5
Inactivating an Employee Record.......................................................................6-8
Reactivating an Employee Record .....................................................................6-9
Changing an Employee's Position....................................................................6-10
Creating an Additional Position Record for an Employee.................................6-11
Creating Additional Information Records..........................................................6-13
Adding an Employee Address Record..............................................................6-16
Adding an Employee Human Resources Record .............................................6-18

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iii

Employee Vacation-Sick Time Maintenance ....................................................6-20
Adding an Employee Contact Record ..............................................................6-21
Adding an Employee Dependent Record .........................................................6-22
Lab 6.2 - Adding an Employee Dependent Record ..........................................6-24
Property Records .............................................................................................6-25
Lab 6.3 - Assigning a Property Item to an Employee .......................................6-26
Union Records..................................................................................................6-27
Employee Extra Fields and User-Defined Fields..............................................6-28
Employee Pay Code Maintenance ...................................................................6-31
Entering an Employee Tax Record ..................................................................6-36
Entering an Employee State Tax Record .........................................................6-39
Entering an Employee Local Tax Record .........................................................6-42
Employee Direct Deposit Maintenance ............................................................6-44
Deduction Direct Deposit Maintenance ............................................................6-49
Beginning Balances..........................................................................................6-52
Pay Steps Maintenance ...................................................................................6-55
Modifying or Deleting Employee Records ........................................................6-58
Summary ..........................................................................................................6-59
Lab 6.1 - Adding an Employee I-9 Record (Solution) .......................................6-60
Lab 6.2 - Adding an Employee Dependent Record (Solution)..........................6-61
Lab 6.3 - Assigning a Property Item to an Employee (Solution).......................6-63
Chapter 7: Employee Attendance
7-1
Objectives...........................................................................................................7-1
Introduction.........................................................................................................7-1
Attendance Setup ...............................................................................................7-2
Lab 7.1 - Setting Up Attendance ......................................................................7-11
Lab 7.2 - Pay Period Setup ..............................................................................7-12
Lab 7.3 - Setting Up Accruals...........................................................................7-13
Lab 7.4 - Setting Up An Accrual Schedule .......................................................7-14
Lab 7.5 - Setting Up A Time Code ...................................................................7-15
Employee Maintenance and Summary.............................................................7-16
Lab 7.6 - Adding An Employee Attendance Maintenance Record ...................7-20
Attendance Transactions..................................................................................7-21
Lab 7.7 - Using Human Resources - Attendance Transaction .........................7-25
Vacation Planning ............................................................................................7-26
Using Payroll For Attendance...........................................................................7-31
Lab 7.8 - Vacation Planning .............................................................................7-34
Summary ..........................................................................................................7-35
Lab 7.1 - Setting Up Attendance (Solution) ......................................................7-36
Lab 7.2 - Pay Period Setup (Solution) ..............................................................7-37
Lab 7.3 - Setting Up Accruals (Solution) ..........................................................7-39
Lab 7.4 - Setting Up An Accrual Schedule (Solution).......................................7-40
Lab 7.5 - Setting Up A Time Code (Solution) ...................................................7-41
Lab 7.6 - Adding An Employee Attendance Maintenance Record (Solution) ...7-42
Lab 7.7 - Using Human Resources - Attendance Transactions (Solution) .......7-43
Lab 7.8 - Vacation Planning (Solution) .............................................................7-45
Chapter 8: Employee Benefits

Page
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8-1
Table of Contents
Objectives...........................................................................................................8-1
Introduction.........................................................................................................8-1
Benefit Enrollment ..............................................................................................8-2
Lab 8.1 - Enrolling An Employee In A Health Insurance Plan ..........................8-15
Lab 8.2 - Enrolling An Employee In A Life Insurance Plan...............................8-16
Lab 8.3 - Enrolling An Employee In A Retirement Plan....................................8-17
Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan...............................8-18
Deduction and Benefit Records........................................................................8-19
Family and Medical Leave Act (FMLA).............................................................8-26
COBRA.............................................................................................................8-32
Benefit Summary and History...........................................................................8-37
Total Compensation .........................................................................................8-40
Summary ..........................................................................................................8-46
Lab 8.1 - Enrolling An Employee In A Health Insurance Plan (Solution)..........8-47
Lab 8.2 - Enrolling An Employee In A Life Insurance Plan (Solution) ..............8-49
Lab 8.3 - Enrolling An Employee In A Retirement Plan (Solution) ...................8-50
Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan (Solution) ..............8-52
Chapter 9: Daily Payroll Procedures
9-1
Objectives...........................................................................................................9-1
Introduction.........................................................................................................9-1
Activate Post-Dated Pay Rates ..........................................................................9-2
Batches And Posting ..........................................................................................9-3
Payroll Transactions ...........................................................................................9-8
Lab 9.1 - Entering Employee Mass Transactions.............................................9-40
Lab 9.2 - Entering Payroll Computer Check Transactions ...............................9-42
Lab 9.3 - Building Payroll Checks ....................................................................9-44
Lab 9.4 - Calculating Payroll Checks................................................................9-46
Lab 9.5 - Printing and Posting Checks .............................................................9-47
Payroll Direct Deposit Routines........................................................................9-48
Generate ACH File ...........................................................................................9-51
Summary ..........................................................................................................9-56
Lab 9.1 - Entering Employee Mass Transactions (Solution) ............................9-61
Lab 9.2 - Entering Payroll Computer Check Transactions (Solution) ...............9-63
Lab 9.3 - Building Payroll Checks (Solution) ....................................................9-66
Lab 9.4 - Calculating Payroll Checks (Solution) ...............................................9-68
Lab 9.5 - Printing and Posting Checks (Solution).............................................9-69
Solutions...........................................................................................................9-71
Chapter 10: Employee Assets And Development
10-1
Objectives.........................................................................................................10-1
Introduction.......................................................................................................10-1
Employee Education ........................................................................................10-2
Employee Skills and Tests ...............................................................................10-3
Lab 10.1 - Assigning Skills To An Employee Record .......................................10-8
Lab 10.2 - Querying Employee Skills ...............................................................10-9
Lab 10.3 - Creating An Employee Test Record..............................................10-10

Page

Employee Orientation.....................................................................................10-11
Employee Training .........................................................................................10-12
Summary ........................................................................................................10-16
Test Your Knowledge .....................................................................................10-17
Lab 10.1 - Assigning Skills To An Employee Record (Solution).....................10-18
Lab 10.2 - Querying Employee Skills (Solution) .............................................10-19
Lab 10.3 - Creating An Employee Test Record (Solution) .............................10-20
Quick Interaction: Lessons Learned ...............................................................10-22
Solutions.........................................................................................................10-23
Chapter 11: Employee Performance
11-1
Objectives.........................................................................................................11-1
Introduction.......................................................................................................11-1
Employee Discipline .........................................................................................11-2
Lab 11.1 - Employee Discipline........................................................................11-5
Employee Grievances ......................................................................................11-6
Employee Reviews ...........................................................................................11-7
Lab 11.2 - Employee Review .........................................................................11-12
Employee Injury and Illness............................................................................11-13
Summary ........................................................................................................11-18
Lab 11.1 - Employee Discipline (Solution) .....................................................11-19
Lab 11.2 - Employee Reviews (Solution) .......................................................11-20
Chapter 12: Employee History
12-1
Objectives.........................................................................................................12-1
Introduction.......................................................................................................12-1
Employee Earnings And Position History .........................................................12-2
Employee Transfers .........................................................................................12-4
Employee Termination .....................................................................................12-5
Summary ..........................................................................................................12-9
Solutions.........................................................................................................12-12
Chapter 13: Inquiries, Reports And Organization Explorer
13-1
Objectives.........................................................................................................13-1
Introduction.......................................................................................................13-1
Inquiries............................................................................................................13-2
Reports ...........................................................................................................13-17
Lab 13.1 - Reports..........................................................................................13-26
Organization Explorer.....................................................................................13-27
Summary ........................................................................................................13-30
Lab 13.1 - Reports (Solution) .........................................................................13-32
Solutions.........................................................................................................13-34
Chapter 14: Utilities and Routines
14-1
Objectives.........................................................................................................14-1
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Table of Contents
Introduction.......................................................................................................14-1
Human Resources Table Maintenance ............................................................14-2
Company Payroll Record Utilities .....................................................................14-5
Removing Records .........................................................................................14-12
Human Resources Archive.............................................................................14-19
Compensation Management ..........................................................................14-23
Tax Utilities .....................................................................................................14-26
Payroll Updates ..............................................................................................14-31
Payroll Checklist Items ...................................................................................14-32
Payroll Period-End Procedures ......................................................................14-34
Government Forms and Reports ....................................................................14-42
Desk Accessories ...........................................................................................14-55
Summary ........................................................................................................14-61
Solutions.........................................................................................................14-64
Appendix A: Job Aids
A-1
Global and System Setup Checklist .................................................................. A-1

Organization and Payroll Setup Checklist ......................................................... A-1
Applicant Checklist ............................................................................................ A-2
Employee Checklist........................................................................................... A-3
Attendance Checklist......................................................................................... A-3
Benefits and Deductions Checklist .................................................................... A-4
Computer Check Processing Checklist ............................................................. A-5
Manual Check Processing Checklist ................................................................. A-5
Period-end Procedures Checklist ...................................................................... A-6
Quarter-end Procedures Checklist .................................................................... A-6
Year-end Closing Checklist ............................................................................... A-6
Human Resources and Payroll Setup Reports.................................................. A-8
Human Resources and Payroll Quiz ............................................................... A-21
Payroll Quiz Answers ................................................................................... A-25

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Page
viii

Introduction
INTRODUCTION TO PROJECT SERIES IN

MICROSOFT DYNAMICS GP 10.0
Training is a vital component of retaining the value of your Microsoft
Dynamics GP investment. Quality training from industry experts helps keep
you updated on your solution and develops skills to maximize the value of your
solution. Whether choosing E-Learning, instructor-led training, or self-paced
study using training materials, there is a type of training that meets your needs.
Additionally, validate your training and demonstrate your expertise with one of
many certifications for Microsoft Dynamics. Choose the training or certification
type that best enables you to stay ahead of the competition.
E-Learning
Online training for Microsoft Dynamics products helps you increase your
productivity without spending time away from your home or office. E-Learning
allows you to learn at your own pace through flexible access to training, therefore
proving beneficial for those lacking the time or budget to travel. E-Learning are
online training courses designed to cover detailed concepts on specific product
areas and allow you to:
Gain in-depth technical and business application training through
daily on-demand training.
Learn at your own pace - lessons can be stopped and restarted,

skipped or repeated.
Save time and increase your productivity.
Receive product knowledge comparable to instructor-led training

without the need for travel or time away from the office.
Gain beneficial training when preparing for Microsoft Dynamics

certification exams.
Find tips and tricks to show you how to increase productivity and
save time.
Learn about the changes in features and functionality of a new

Microsoft Dynamics product version.
Evaluate a new Microsoft Dynamics module or product.
Instructor-Led Training
With instructor-led training, you can gain a solid foundation or refresh your
knowledge in Microsoft Dynamics products and processes while learning from
an expert in an interactive environment. With courses on a variety of topics, you
can:
Follow demonstrations and attend presentations.
Receive hands-on product experience.

0-1
Participate in classroom activities and discussions with other

attendees.
Gain beneficial training when preparing for Microsoft Dynamics

certification exams.
Training Materials
Training materials can be ordered for the purpose of self-paced study. These
materials are comparable to courseware used with instructor-led training, and
enable you to:
Learn at your own pace, in your own time.
Refer to an abundance of tips, tricks, and insights.
Learn using a self-study format when preparing for Microsoft

Dynamics certification exams.
For selected training materials there are training material local functionality
available which cover country specific features in the product. The training
material local functionality add on to existing training materials and are
designed to teach local functionality within a given country. Please notice that
training material local functionality are used only in conjunction with the
training material, not as stand-alone training materials
Certifications
Certifications help identify and distinguish an individuals technical skill set
using a Microsoft Dynamics or related business product. Certifications for
Microsoft Dynamics are widely recognized by industry employers and provide an
objective validation of an individuals knowledge. Organizations that employ
certified individuals benefit from a complete approach to learning certified
individuals have higher skills retention and increased productivity. Organizations
can streamline their employee recruitment process and lower their external
support costs plus downtime by maintaining technically skilled employees by
requiring Microsoft Certified Business Management Solutions Specialist and
Professional certifications.
Microsoft Certified Business Management Solutions

Specialist
The achievement of this certification demonstrates an individuals proficiency in
one module of a Microsoft Dynamics or related business product. Microsoft
Certified Business Management Solutions Specialists must pass a single
certification exam for a Microsoft Dynamics or related business product to earn
the title.
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Introduction
Microsoft Certified Business Management Solutions
Professional
The Microsoft Certified Business Management Solutions Professional is a
premier certification where an individual has completed a pre-determined set of
required and elective certification exams. These include certification exams for
Microsoft Dynamics and related business products, as well as certification exams
for other Microsoft technologies such as SQL Server. The pre-determined set of
required and elective exams for this certification are focused on one of three
specific knowledge areas Applications, Developer, or Installation and
Configuration for one Microsoft Dynamics product. This certification
demonstrates an individuals broad and deep knowledge of a Microsoft
Dynamics product more knowledge than what is needed to achieve a
Microsoft Certified Business Management Solutions Specialist title.
Certification Exam Preparation Guides

To help prepare for a certification exam, Microsoft highly recommends the use of
the certification exam preparation guides available for each exam. Certification
exam preparation guides contain valuable information about a specific exam,
including:
The target audience
Skills being measured
Time expected to take each portion of the exam
Pass rates and requirements
Question types and topics
Preparation tools, such as:
recommended training
supplemental learning resources
additional recommended skills
Certification Exam Preparation Guides help you determine which learning

options are appropriate to best prepare you for a certification exam. Microsoft
does not expect or intend one course or type of training to be the sole preparation
method for passing a certification exam. A combination of hands-on experience
using the product and training are recommended certification exam preparation.
Certification exam preparation guides are available through PartnerSource and
CustomerSource.
Learning Plans
Learning Plans can help you plan the best learning strategy for you and your
organization. Learning plans illustrate module specific learning tracks that can
be easily targeted towards specific roles. Learning plans also provide a learning
track towards obtaining certifications. Learning plans can be found on both
PartnerSource and CustomerSource,

0-3
NOTE: For more information on E-Learning, instructor-led training, training materials

and certifications for Microsoft Dynamics log in to PartnerSource or CustomerSource
and visit Training & Certification.
Elements of Training Materials for Microsoft Dynamics

Training Materials for Microsoft Dynamics products contain a number of
sections or elements. Each chapter includes the following elements:
Objectives
Each chapter begins with a statement of the learning objectives for that chapter.
Learning objectives are important because they inform you about what needs to
be done to successfully complete the chapter.
Introduction
An introduction sets the stage for the learning to take place and prepares you with
key statements of the chapter.
Topics
Chapters are split up into topic areas, usually according to the learning objectives
for the chapter. This is especially beneficial in large chapters so that the
knowledge and skills to be learned are split up into more manageable units.
Test your Knowledge

The Test your knowledge section consists of review questions for each chapter or
topic and is designed to help reinforce learning concepts. Questions can be short
answer, true and false, multiple-choice, fill-in-the-blank or any other type.
Answers to questions are also provided.
Conclusion
The conclusion wraps up the chapter by highlighting the important parts of the
chapter as well as providing a transition to the next chapter. The conclusion also
offers an opportunity to refresh earlier learning.
Labs
Labs test your skills with the learning concepts presented and learned during a
topic or chapter. Labs begin with a scenario paragraph which describes the
business problem to be solved, and also sets the stage for the exercise. Solutions
to the labs are also provided. Labs may be offered at different levels to
accommodate the variety of skills and expertise of each student.
Challenge Yourself!
Challenge Yourself! labs are the most challenging. These exercises are designed
for the experienced student who requires little instruction to complete the
required task. This level of exercise states the business problem to be solved and
describes the tasks the learner needs to complete.
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Introduction
Need a Little Help?
These exercises are designed to challenge students while providing some
assistance. These exercises do not provide step-by-step instructions; however,
they provide the user with helpful hints and more information to complete the
lab.
We suggest you try the Challenge Yourself! labs first, and if you need help
completing the task, look to the information in the Need a Little Help? labs. If
additional assistance is required, refer to the Step by Step lab solutions located
in an Appendix.
Quick Interaction: Lessons Learned

At the end of each chapter within the Training Material for Microsoft Dynamics,
you will find a Quick Interaction: Lessons Learned page. This interaction is
designed to provide you with a moment to reflect on the material you have
learned. By outlining three key points from the chapter, you are maximizing
knowledge retention, and providing yourself with an excellent resource for
reviewing key points after class.

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About This Training Material

This section provides you with a brief description of:
The training material
Audience
Suggested prerequisites
Training material objectives
Student materials
Related certification exams
Description
This comprehensive course provides you with an in-depth view of the extensive
functionality contained within the Human Resources and Payroll applications.
Besides learning the functionality, you will also learn tips and techniques that can
help make an implementation successful, and you will gain a thorough
understanding of the HR and Payroll applications and its capabilities.
The course covers the setup of the Payroll and Human Resources modules. It
covers the processing of Payroll checks, and the everyday tracking of Human
Resources. It also covers the Applicant functionality found in Human Resources
so you can track the necessary information to hire quality employees. The class
also discusses the Attendance functionality which can be used to track employee
attendance and absences using time codes. The integration of Payroll and Human
Resources is also a focus of this class.
Audience
This class is targeted toward administrators, implementers, consultants and endusers who need to understand the technical aspects of using the Microsoft
Dynamics GP Human Resources and Payroll modules and want to gain the
ability to manage employee and applicant information. Direct Deposit is also
covered in this course. This course focuses on an integrated Human Resources
and Payroll system.
At Training Material Completion

After completing this course, students should be able to:
Use Payroll Setup windows to customize the application to
organizational needs
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Understand the available global setups that are available in Human

Resources
Set up Benefits and Deductions in Human Resources and Payroll.
Set up Attendance including time codes and accruals and how they
are attached to employees
Create pay codes, deduction codes, benefit codes, taxes and other
employee related items used to calculate Payroll checks

Introduction
Assign methods to calculate vacation and sick time for employees
Process, generate and void Payroll checks for employees
Use Human Resource Employee windows and be familiar with how

they may be used to track necessary data about employees
Use the Applicant system to better suit your organizational needs
Use miscellaneous Payroll and Human Resources tools such as

Payroll Gross Up, To-Do Lists and Compensation Management
Create Human Resources and Payroll report options and produce

desired reports
Print numerous other Payroll documents such as W-2s, 1099R's and

others
Use Direct Deposit instead of generating checks for certain

employees
Close the Payroll year and prepare the system for the next year
Prerequisites
Before attending this course, it is recommended that students have:
Some working knowledge of Microsoft Dynamics GP
Some basic understanding of Payroll law and regulations

0-7
Student Objectives
What do you hope to learn by participating in this course?
List three main objectives below.
1.
2.
3.
0-8

CHAPTER 1: SYSTEM AND ORGANIZATION SETUP

Objectives
The objectives are:
Understand what some of the features and benefits are associated

with using Microsoft Dynamics GP Human Resources and Payroll.
Learn how to assign default Employee ID numbers.
Set up a user in Microsoft Dynamics GP Human Resources and

Payroll
Understand how to customize Microsoft Dynamics GP for individual

preferences.
Understand the system preferences available for Human Resources.
Understand the procedures to follow when setting up the Microsoft

Dynamics GP Payroll module.
Understand the various components within Microsoft Dynamics GP

Human Resources and Payroll that define the organizational
structure.
Introduction
Welcome to Microsoft Dynamics GP Human Resources and Payroll, an
integral component of the business management system. Human Resources and
Payroll offers a streamlined solution for a business by providing financial and
human resource information quickly, efficiently and accurately. Using Human
Resources and Payroll helps to make better, timelier, management decisions.

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Features and Benefits

Microsoft Dynamics Human Resources and Payroll are modules that are used to:
Create and maintain employee records and employee classes.
Enter and edit transactions.
Print paychecks automatically.
Information compiled in Payroll is used to generate:
W-2 statements.
Wage and hour reports.
Other crucial Payroll reports.
Payroll includes a variety of flexible features. The following section provides a

sampling of the features and benefits of Microsoft Dynamics GP Payroll and
Human Resources.
Create Employee Classes

Payroll provides the option to group employees into classes. This makes
employee setup and maintenance of employee records much easier and it saves
data entry time. For example, separate classes can be created for hourly
employees, temporary employees, part-time employees or whatever best suits the
business's needs. These classes provide default values for many fields, making
data entry for new employee records easier and faster.
Enter and Maintain Employee Records

Payroll enables the user to:
Maintain personal information.
Create pay records.
Tax records and deductions and benefits records.
These records track monthly information for each employee and maintain this
information throughout the calendar year. Although Payroll allows tracking
comprehensive information about the employees, additional information specific
to the company can be tracked as well. The user can define two fields in the
Employee Maintenance window any way he or she likes, one of the fields might
be used to track employees most recent review dates, for example.
Maintain Deductions and Benefits

Different types of deductions and benefits can be entered and maintained for
employees. These tiers can be used to specify different percentages or amounts to
be withheld or contributed for different wage levels.
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Maintain Unlimited Years of Payroll Data
Historical detail and summary information is available for quick inquiries on
specific employees or full audits of an entire year. Reporting can be on calendar
and fiscal years.
Customize Transaction Entry and Posting

Transactions can be entered in single-use or recurring batches. The user also
determines how often the transactions are posted: weekly, monthly or after a
specified number of days.
Enter Mass Transactions

Groups of similar transactions for employees who share a particular pay type can
be entered using the Mass Transaction Entry window. This provides a means of
easy transaction entry.
Enter Manual Checks

Payroll allows for the entry of information for hand-written checks. This enables
checks to be reversed or adjustments to be made to employee financial
information.
Print Checks
The user can process paychecks, reprint selected paychecks or void selected
checks. Before printing checks, print an alignment form to be sure the checks are
properly aligned.
Print Payroll Reports

Use the Microsoft Dynamics GP reporting feature to create payroll reports that
are straightforward and easy to read. The following can be sorted and printed in a
variety of ways, providing up-to-date information used to analyze payroll
activity:
W-2 statements
Unemployment reports
Employee lists and wage and hour reports
Many different reports and lists can be printed in Payroll to create a permanent
audit trail of transactions. Additionally, W-2 statements can be printed after
making a check run for the next year.

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Print Reports to Multiple Locations
The user can send reports to a file, a printer or the screen. Microsoft Dynamics
GP provides the flexibility to view reports in whatever format is needed.
Zoom to a Transaction's Origin

Microsoft Dynamics GP unique querying tools provide a total financial picture
by allowing the user to zoom on the origin of a particular transaction. This
feature can be helpful if an error is suspected in a transaction and needs to be
traced it to its origin. Also, Payroll's inquiry windows can be used to view
paycheck and employee financial information in both detailed and summary
form. Inquiries can be performed on posted transactions.
Perform Inquiries
Microsoft Dynamics GP allows inquiries to be performed for transactions, checks
and employees.
Human Resources Setup Options

Efficient setup systems allow the user to design the system to match his or her
processes. Instead of forcing the user to alter procedures and processes to
conform to the software, a full selection of easy-to-use setup systems are
included to ensure the system works as desired.
Applicant Tracking Options

Applicant tracking options provide instant access to detailed information about
the following:
Unlimited history
References
Education
Skills
Interviews
Costs
Extensive Employee Tracking

Employee tracking allows the tracking of employees from their first days to their
last, monitoring all phases of an employee's life cycle.
The Employee windows offer a rich assortment of employee-related

features including those for tracking information for benefit plans.
Using the options from the Benefit setup windows, the user can:
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Define multiple benefits that can be applied individually.

Define dependents.

Generate benefit letters.

Track Family and Medical Leave Act (FMLA) usage and cost.
An employee's position and salary history can be tracked.
A user can easily maintain expanded history for reviewing

employees past positions and salaries in the organization, and track
and view changes in employee salaries and positions separately or
combined.
Analyze and Manage Information

The Position Setup window allows the choice for each position's Equal
Employment Opportunity (EEO) classification and to designate its Federal Labor
Standards Act (FLSA) status, store job descriptions, American Disabilities Act
(ADA) requirements and salary ranges, making job profiling simple.
With the Salary Matrixes, ranges of salary and wage information can be defined
and then those matrices can be used to show pay levels for each position and pay
code in the organization. Automatically adjust entire matrices by fixed
percentages or amounts, making maintaining these forms almost effortless.
Another option is to use Pay Steps to associate an employee's amount of time in a
position with a rate of pay using either the Hire Date or an Adjusted Hire Date.
Human Resources Reports

Reports help to summarize and analyze human resources information. Most
reports can be altered with easy-to-use filters that enable the user to select report
specifics (many reports can be limited to specific dates, departments, or
individuals).
Special-use reports include:
Birthday lists
Turnover reports
Vets 100 reports
Employee EEO reports
A disciplinary point system setup
Other reports include:
Mailing labels generated through a user-defined list, based on the

individual, department or division
OSHA Reports and Logs
EEO Reports
ADA Reports

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Integration
Integration in Microsoft Dynamics GP is defined as the process of linking two or
more modules together. Transaction flow occurs between modules that are
integrated. When Microsoft Dynamics GP is installed, modules are automatically
integrated and information is shared between modules. This makes data entry
faster, easier and more accurate.
Also, reports can be printed that are more detailed than is possible in a manual
accounting system, simply because information entered in one module can be
combined and analyzed along with information from other modules. Payroll and
Human Resources are tightly integrated.
FIGURE 1.1 INTEGRATION - PAYROLL AND HUMAN RESOURCES
Employee Number Setup

Microsoft Dynamics GP Human Resources and Payroll allows Employee IDs to
be either manually entered or they can be automatically assigned. If they are
automatically assigned then in the Employee Maintenance window, the default
number increases by one to the next available number.
If a user is registered for Payroll, the same settings in the Payroll Setup window
are updated with his or her settings in the Human Resources Setup window.
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To open the Human Resources Setup window, click the HR and Payroll series
button and then click Human Resources on the Setup content pane.
FIGURE 1.2 HUMAN RESOURCES SETUP WINDOW
User Setup
The system is designed to allow select users to set up benefits and deductions and
enroll employees for benefits and deductions. The User Setup window is used to
control this feature. To open the User Setup window, click the Administration
series button and then click User on the Setup content pane.
A system password is required to use this screen.
FIGURE 1.3 USER SETUP WINDOW
Select the appropriate User ID.

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The Payroll view for Human Resources check box allows a user to complete
benefit enrollment in both Human Resources and Payroll.
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If this check box is selected, when a user is performing benefit

enrollment or benefit changes, the user is prompted to complete the
integration on the payroll side.
If this check box is not selected, the user receives no prompts and the
benefit enrollment is not completed.

Lab 1.1 - User Setup

Scenario
Company: Fabrikam, Inc.
All users are performing benefit enrollment and benefit changes in both Human
Resources and Payroll. Grant these users the proper privileges to complete
benefit enrollment and benefit changes in Human Resources and in Payroll.
Challenge Yourself
Set up all users so they have access for Human Resources and Payroll benefit
enrollments and changes.
Need a Little Help?

1. Set up all users so they have access for Human Resources and
Payroll benefit enrollments and changes.
2. Select the User Setup window to make the applicable changes for
each user.
3. The check box for Payroll View for Human Resources allows
users to perform benefit enrollment and benefit changes in both
Human Resources and Payroll.

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Human Resources User Preferences

Microsoft Dynamics GP allows for the customization of its appearance based on
individual preferences. The user preferences selected are applied to all the
companies the user has access to.
To open this window, click the Microsoft Dynamics GP menu and select User
Preferences and then click the HR button.
FIGURE 1.4 HUMAN RESOURCES USER PREFERENCES WINDOW
At System Login
Use the check boxes to activate the system login options. Select the check box to
activate the Open To Do List option. This feature automatically opens the user's
To Do list upon launching Microsoft Dynamics GP.
Select the check box to activate the Open Personal To Do List option. This
feature automatically opens the user's Personal To Do list upon launching
Microsoft Dynamics GP.
Select the check box to activate the Roll Personal To Do List Forward option.
This feature moves personal to do list entries that are not cancelled or finished to
the next day's to do list.
Organizational Display
Use the Option button to select how information is to be displayed on the
Employee Maintenance window. The selection of Code indicates that only codes
populate the Division, Department and Position fields, whereas, Description
indicates that descriptions is used.
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Lab 1.2 - Human Resources User Preferences

Scenario
Create some preferences for an individual user login. The user wants the default
report destination to be the screen and the user wants the To-Do list to open
automatically upon logging into Microsoft Dynamics GP. In addition, the user
wants the unfinished To-Do list work to be rolled forward to the next day. Create
the appropriate settings.
Challenge Yourself
Create the appropriate settings to:
Set the default report destination for the user to screen.
Open the To-Do List automatically upon logging into Microsoft

Dynamics GP.
Roll forward the unfinished work in the To-Do list to the next day.
Need a Little Help?

Create the appropriate settings to:
Set the default report destination for the user to screen on the HR
User Preferences window.
Open the To-Do List automatically upon logging into Microsoft

Dynamics GP on the HR User Preferences window.
Roll forward the unfinished work in the To-Do list to the next day on
the HR User Preferences window.

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Human Resources Preferences

Preferences are the adjustments made in the setup so the software works more
efficiently for the organization. There are two types of preferences:
User preferences which are tied directly to a particular login.
System preferences which are global and affect all users of Human
Resources and Payroll in the organization.
To open the Human Resources Preferences window, click the Administration

series button and then click Human Resources Preferences on the Setup content
pane.
FIGURE 1.5 HUMAN RESOURCES PREFERENCES WINDOW
Activating Use of Adjusted Hire Date

An adjusted hire date is a date changed to reflect time away from the job. For
example, an employee takes six weeks leave. The employee's employer creates
an adjusted hire date that is six weeks later than the employee's actual hire date.
This date can then be used to calculate the employee's attendance accruals,
benefits eligibility, and length of service.
To use Adjusted Hire Date for accruals such as vacation and sick time, select the
Update Seniority Date with Adjusted Hire Date check box. To use Adjusted
Hire Date to determine benefit eligibility, select the Adjusted Hire Date for
Benefits check box. To use Adjusted Hire Date to determine the length of
service, select the Adjusted Hire Date for Length of Service check box.
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Activating Address Change Reports
Select the Address Change Report check box if Change-of-Address reports
need to be produced when employees move from one residence to another. The
report shows both the old and new addresses.
Purge Applicants
Select the Purge Applicants check box for the system to automatically purge
applicants after a set period of time. Enter the number of days applicant records
can remain in the system before being automatically deleted in the Days before
purging field. Note the last date that applicants records are purged is displayed
in the Last Purge Date box.
Pay Steps/Grade
Mark the Use Pay Steps/Grades check box to enable the use and display of pay
step information throughout Human Resources. An example of using Pay Steps is
when a pay table is created to associate an employee's amount of time in a
position with a rate of pay.
Select the type of date for the basis of the pay step increase. The date options are:
Hire Date
Adjusted Hire Date
Seniority Date
Manual
This selection becomes the default option each time a pay step table is created.
Position Training Link

Select the option to indicate whether to link positions to individual training
classes or to a course of classes.
EEO Reporting
Select the option button for EEO-1 or EEO-4 to change the options in the EEO
Class field in the Position Setup window. Typically, EEO-1 is used by private
businesses and EEO-4 is used by governments for Equal Employment
Opportunity Commission reporting.
Auto Create Position/Pay Code Links

The system automatically links pay codes to specific positions if this check box
is selected. When selected, the system allows any pay code to be attached to an
employee, regardless of his or her position. Left cleared, only pay codes defined
for the employee's position can be attached to the employee.

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Edit Attendance Maintenance and Earnings History
This option allows a user to edit the amount of hours, days, and weeks of benefit
time used and available on the Attendance Employee Maintenance window.
HINT: If edits need to be made, turn this feature on and make the edits. When
the edits are completed, turn this feature off to prevent accidental modifications.
Enable Reason for Pay Adjustment

When selected, upon saving a pay adjustment for an employee, a window opens
asking for the reason why the employee's compensation was adjusted.
Enable Cancel on Reason for Pay Adjustment

Used in conjunction with Enable Reason for Pay Adjustment option, if this
feature is selected, the user can cancel out of the Adjustment Reason message
box without providing a reason.
Ignore Position/Salary Matrix Links

Select this check box if the user does not want a message displayed when an
employee's salary is outside of the salary matrix ranges or a salary matrix does
not exist.
Default Employee Info to Dependent Info

Select this check box to display the employee's address and phone information in
the Employee Dependents window.
To Do Lists
For unfinished items from the System To Do List to be included on the next day's
list, select the Roll Forward To Do List check box. Activate this feature if the
user wants items that fall on the To Do List on Saturdays and Sundays to roll
forward to Monday.
HINT: A red exclamation point (!) indicates this is an item that rolled forward
as opposed to a new entry for that day.
Purge To Do Lists
Select the Purge To Do List check box for the system to automatically purge To
Do items after a set period of time. Enter the number of days that To Do records
can remain in the system before they are automatically deleted in the To Do
purge (#days) box.
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Automatically Create/Update Vacancies and Requisitions
Select the option button that best suits the organization to automatically
create/update vacancies and organizational requisitions. Options are:
Never
Always
Ask Each Time
If an employee is moved from their position (termination/transfer) the system can

create or update an existing vacancy and, optionally, create or update a
requisition for that position.
Employee Lookup Filters

Activate the use of Employee lookup filters to address the security needed with
Human Resources and Payroll. A user's access to employees is determined based
on the division and, or department the employee record is tied to. Note these
filters are used only with Human Resources windows and not with Payroll
windows. Choose the organization level to be the basis of the employee filters.
HINT: Employee Lookup Filters work only with Human Resource windows. If a
user has access to the payroll windows, they can still access those windows,
regardless of the filter settings.
To limit the users access based on divisions, check the Division check box. To
limit the users access based on departments, check the Department check box.
To set a user's access, select the lookup button on the organizational field
(division or department). The employee filter window appears. Select the User
ID in the left side of the window and the organization part of the level that is
given to the user access. All entries with a check indicate the user has access to
the item.
To remove the user's access to parts of the system, remove the check. Continue
making the filter selections. Click the OK button when complete.
HINT: If there are two or more users who need identical access setups, use the
User Access Duplication feature to copy the filter setups.

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User Access Duplication
This feature allows for copying a user's employee filters to another user. Select
the lookup button on the Grant User field. In the lookup window, select the user
to copy the employee filter setup to. Select the lookup button on the Like User
field. In the lookup window, select the user that is already set up with the
employee filters that are to be copied.
Once these two selections are made, the system gives the user displayed in the
Grant User field the same employee filters access as the user displayed in the
Like User field.
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Lab 1.3 - Human Resources Preferences

Scenario
Human Resources is installed on your system, and decisions were made on how
Human Resources should operate within your environment. Set up Human
Resources for these choices.
The Adjusted Hired Date is used for Attendance, Benefits and

Length of Service.
The Address Change report is needed.
Applicants are purged every 365 days.
Positions are linked to Training Courses.
The Position and Pay Code links are already automatically created.
Attendance Maintenance and Earnings History can be edited.
Pay Adjustment reasons are required.
Validation of a Salary Matrix against a Position is not needed.
The Employee Information defaults in the Dependant Information

window.
Unfinished items from the System To Do List roll forward each day.
The To-Do Lists are purged every 365 days.
The user has the preference whether or not to update, and, or create
Vacancies.
Requisitions.
Challenge Yourself
Set up Human Resources for the specifications in the scenario.
Need a Little Help?

Set up Human Resources for the specifications in the scenario. Use the Human
Resources Preferences window for these selections.

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Payroll Preferences and Structure

The information in this lesson helps the user to define how the payroll system
works for his or her organization. By determining organizational and user
preferences, developing a payroll posting account structure, and then structuring
various codes such as department and position, an overall payroll process begins
to be defined.
Company, Financial and Posting Setup Procedures

Before beginning to setup Payroll, be sure to complete the following set up
procedures using selections from the following menus. If all the following tasks
are not completed, be sure to do so before continuing with the procedures in this
lesson.
Company Setup
Company
Fiscal Periods
Account Format
Bank
Financial Setup - Bank Reconciliation

Financial Cards
Account
Checkbook
Posting Setup
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Posting
Posting Accounts
Source Document
Audit Trail Codes


Payroll Setup
Use the Payroll Setup window to set default entries that appear throughout the
Microsoft Dynamics GP Payroll system. To open this window, click the HR and
Payroll series button and then click Payroll on the Setup content pane.
FIGURE 1.6 PAYROLL SETUP WINDOW
Also use this window to select:
Automatic Overtime in Payroll.
Options for tracking history and employees.
Employee numbers in Payroll.
Setting up Payroll default entries.
Options for including year-to-date amounts.
Payment and adjustment numbers in Payroll.
Payroll setup options for tips.
Overtime in Payroll
Use Automatic Overtime to:
Pay overtime after employees work a specified number of regular

hours in one pay period.
Save time when entering transactions since a single transaction can

be entered with the total number of hours worked during the pay
period.

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Have the Payroll system automatically calculate regular and

overtime pay.
Set up an hourly pay record and an overtime pay record.
If automatic overtime is not used, one transaction needs to be entered for the
regular hours, and a second transaction needs to be entered for the overtime
hours.
In some cases, automatic overtime does not work for businesses that pay
overtime after a specified number of hours per day or week, regardless of the
total hours worked in a pay period. Additionally, there can be times when
automatic overtime does not work for companies that have pay periods other than
weekly. Check with federal, state, and local laws before implementing Automatic
Overtime.
To automatically calculate overtime for hourly employees:
1. Select the Automatic Overtime box.
2. Enter the number of regular hours required to tell the system how
many hours are considered to be regular hours each pay period, on a
pay record by pay record basis. Overtime is calculated for the hours
that exceed the regular hours.
3. Enter 40.00, if using a weekly pay period and overtime is paid for
hours worked in excess of 40.
The Overtime Factor is set as a fraction of the regular rate. If overtime is paid at
one and one half times the regular rate, the overtime factor is 1.50. If using the
automatic overtime feature, it is not necessary to enter a rate for the employee's
overtime codes, since the system calculates it during the transaction entry
process.
Automatic overtime is based on the total units for a specific pay code. The
overtime reduces the hourly pay code and creates an overtime pay transaction for
the overtime hours, based upon the transaction entered for the hourly pay code,
and what is set up in the Regular Hours Required field. If overtime is not being
calculated automatically, overtime pay transactions must be entered manually.
For example, enter 40 for regular hours required if employees are paid weekly.
Assume Automatic Overtime is selected for a biweekly pay period and it is based
on 40 hours a week. Two hourly pay code transactions must be entered for each
employee and each hourly pay code must have a corresponding overtime pay
code.
If a pay record transaction is entered for an hourly employee who worked 35
hours the first week and 45 hours the next, 35 hours must be entered in the first
hourly pay code transaction and 45 hours in the second hourly pay code
transaction. The employee then receives 75 hours of hourly pay and 5 hours of
overtime pay.
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Passwords
Entering passwords in the Vacation Available and Sick Time Available fields
prevents any transaction from being entered where the transaction amounts
exceeds the available amount. If this happens, the system prompts the data entry
person to enter the password to accept the transaction.
Maintain History
The option to maintain historical information for checks, transactions and
account distributions is available. Any or all of these options can be selected,
depending upon the business's needs.
Check history is a summary of payroll checks.
Transaction history includes pay, deduction, benefit, state, and

local tax transaction information.
Account distribution history is a record of the distributions that

posted to posting accounts.
Since history can be maintained for an unlimited number of years, reports can be
printed, and inquiries on payroll information can be made across multiple years.
Auto Assign Employee ID

Check this box for the system to automatically assign employee IDs, instead of
entering them manually. If this function is activated:
Enter a starting ID in the Next Employee ID field.
A user's own Employee IDs can be entered, if necessary, in the

Employee Maintenance window.
HINT: For the Next Employee ID field to increment properly and

automatically, the ID must end with a number(s). For example, EMP0001
increments properly whereas 0001EMP does not.
Last Date Posted

The last date posted fields are:
Updated when the unemployment taxes and workers compensation

payments post.
Blank when this window is first opened.
Updated automatically when posted in Microsoft Dynamics GP

Payroll, and can be updated manually when recording the last time
the liabilities are posted in the previous system.

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Defaults
When using defaults:
1. Enter or select the checkbook for checks that a pay run is typically
issued for.
2. Specify a different default checkbook for computer and manual
check pay runs. Other checkbooks can be selected during a computer
or manual pay run.
Select the type of checks that are typically used during the payroll process in the
Check Format drop-down menu. These defaults can be changed during payroll
processing.
Last Year End Update

The Last Year End Update field is automatically updated when the Year End
Update is installed and contains year-end information including W-2 and 1099-R
changes. Year end updates can automatically be downloaded by selecting Check
for Tax Updates from the U.S. Payroll Updates option on the Maintenance
Menu.
Payroll Setup Options

Use the Payroll Setup Options window to setup additional options that can be
defined to use in the payroll process. To open this window, click the HR and
Payroll series button, click Payroll on the Setup content pane and then click
Options on the Payroll Setup Options window.
FIGURE 1.7 PAYROLL SETUP OPTIONS WINDOW
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Next Transaction Numbers
When using the Next Transaction Numbers feature:
A payment number identifies a group of related entries that are

entered in Manual Payroll Checks/Adjustment Entry and Payroll
Computer Checks windows and are posted collectively as a single
computer or manual check.
An adjustment number identifies a group of adjustments that can be

made in the Manual Payroll Checks/Adjustment Entry window. Use
payment and adjustment numbers to trace transactions to the check
they originated from in Payroll. These numbers appears on the
reports as part of the audit trail.
A computer check transaction number identifies a specific

transaction entered in the Payroll Transaction Entry window.
A manual check transaction number identifies a specific transaction

in the Payroll Manual Check/Adjustment Entry window.
Enter next payment, adjustment, computer check and manual check

transaction numbers or accept the default, 1, for each. Each time
transactions are entered, the default numbers are incremented by one.
The next numbers can be changed; these numbers are not check
numbers.
HINT: If using Microsoft Dynamics GP Payroll on a network where more than

one person is entering transactions at the same time, the number can appear to
increment by two or more.
These payment/adjustment numbers appear on reports as part of the audit trail,
and they can be used to trace transactions to the check they originated from.
Decimal Places
Select the number of decimal places for:
Pay rates
Deductions
Benefits
For example, a hardware factory that pays employees on a piecework basis might
use more than two decimal places if employees are paid $.0575 per piece made.

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User-defined Fields
When using user-defined fields the option exists to customize two fields used to
track additional employee information. For example, to keep track of the dates of
the employee's most recent performance review, enter Last Review Date in this
field. This prompt appears in the Employee Maintenance window, where the
actual last review date can be entered, or whatever other information is chosen to
track for each employee.
Options
Track Days Worked/Track Weeks Worked
There is the option of keeping track of the number of days worked per pay code
by each employee. The number of days worked must be entered in transaction
entry for all pay codes except the automatic pay types. For the automatic pay
types, the number of days worked must be entered when building the check file.
When this information is entered in the Build Payroll Checks window, the days
and weeks worked are rolled down to all automatic pay types.
HINT: Depending upon the calculation method used by a state, this
information can be needed to calculate workers compensation tax.
To keep track of the number of days and, or weeks worked per pay code by each
employee, select the appropriate Option(s). This information prints on state
unemployment reports.
Edit Financial Fields
Use Microsoft Dynamics GP Payroll to edit the employee's monthly financial
information throughout the system, such as employee wage summary and
liabilities information. Select the Edit Financial Fields box to edit financial
fields.
HINT: To ensure accurate information and to maintain optimum control over
payroll records, make sure this box is clear. To make changes, select the box,
make the changes, and then clear the box again after the changes are made.
Display Pay Rate on Trx
Mark this option to edit pay rates in the Payroll Transaction Entry window for the
following pay types:
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Hourly
Piecework
Overtime, double time, vacation, sick or holiday pay types based on

hourly or piecework pay types


However, the following pay types or pay types based on these cannot be edited in
the Payroll Transaction Entry window:
Salary
Commission
Business Expense
Pension
Earned Income Credit (EIC)
Other
Overtime, double time, vacation, sick or holiday pay types based on

salary pay types
If the person entering time record information does not have knowledge of
employees pay rates, do not display pay rates.
Codes with YTD Amounts on Checks

Year-to-date amounts can be printed on check stubs or earnings statements for
any code even if they are not included on the current pay run, providing
employees with a complete record of all year-to-date amounts that affected their
paycheck.
Select which code types to include year-to-date amounts, even though they are
not being used on the current payroll check run. For example, for a deduction that
is only taken every other pay period, for the year-to-date amount of the deduction
to appear on the check when the deduction is not taken, select the check box.
This feature works in conjunction with the check format used and, or modified
using Report Writer. Once all selections are made on the Payroll Setup Options
window, click OK to save the options and return to the Payroll Setup window.

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Classes
Click the Classes button on the Payroll Setup window to open the Employee
Class Setup window. Use this window to create employee classes.
FIGURE 1.8 EMPLOYEE CLASS SETUP WINDOW
Typically the following is set up prior to setting up employee classes:
Department
Position
Workers compensation
Pay code
Deduction
Benefit
Unemployment tax records
Setting up Employee Classes is discussed later in this course.
Required Payroll Posting Accounts

Payroll has several posting accounts that are required and are used only for
Payroll transactions. They are:
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Gross Pay - This account type is an expense account entered for all
employees salaries.

Federal Tax Withholding - This account type is a liability account.

Transactions are posted to it for the following tax withholding codes:
EFIC/M (Employer FICA/Medicare Tax)

EFIC/S (Employer FICA/Social Security Tax)
FED (Federal Tax Withholding)
FICA/M (FICA/Medicare Tax Withholding)
FICA/S (FICA/Social Security Tax Withholding)
State Tax Withholding - This account type is a liability account

entered for state tax codes.
Local Tax Withholding - This account type is a liability account

entered for local tax codes.
Deduction Withholding - This account type is a liability account

entered for deduction codes.
Employer's Tax Expense - This account type is an expense account.

Transactions are posted to it for the following tax expense codes:
FIC/ME (FICA/Medicare Tax Expense)

FIC/SE (FICA/Social Security Tax Expense)
FUTA (FUTA Tax Expense)
SUTA (SUTA Tax Expense)
Benefits Expense - This account type is an expense account entered

for benefit codes.
Benefits Payable - This account type is a liability account entered

for benefit codes.
Taxable Benefits Expense - This account type is an expense

account entered for taxable benefit codes.
Taxable Benefits Payable - This account type is a liability account

entered for taxable benefit codes.
SUTA Payable - This account type is a liability account entered for

state unemployment tax liability.
FUTA Payable This account type is a liability account which allows

only FUTA to be entered for federal unemployment tax liability.
Workers Compensation Tax Expense This account type is an

expense account entered for state codes to record workers
compensation expense.
Workers Compensation Tax Payable This account type is a

liability account entered for state codes to record workers
compensation liability. It is recommended to set up default
information using the Payroll Setup window before setting up
posting accounts.

1-27

The following table shows the posting accounts required in Payroll and the
departments, positions, and codes associated with each.
Payroll Account Type
Dept.
Position
Code
Gross Pay (DR)
ALL
ALL
ALL
Federal Tax Withholding (CR)
ALL
ALL
ALL
State Tax Withholding (CR)
ALL
ALL
ALL
Local Tax Withholding (CR)
ALL
ALL
ALL
Deduction Withholding (CR)
ALL
ALL
ALL
Employer's Tax Expense
ALL
ALL
ALL
Benefit Expense (DR)
ALL
ALL
ALL
Benefit Payable (CR)
ALL
ALL
ALL
Taxable Benefit Expense (DR)
ALL
ALL
ALL
Taxable benefit Payable (DR)
ALL
ALL
ALL
SUTA Payable (CR)
ALL
ALL
ALL
FUTA Payable (CR)
ALL
ALL
ALL
Workers Comp. Tax Exp. (DR)
ALL
ALL
ALL
Workers Comp. Tax Pay (CR)
ALL
ALL
ALL
Setting Up Payroll Posting Accounts

Use the Payroll Posting Accounts Setup window to enter and maintain posting
accounts for payroll. To open this window, click the Administration series
button and then click Payroll Accounts on the Setup content pane.
FIGURE 1.9 POSTING ACCOUNTS SETUP WINDOW
1-28


Payroll Account Type - Select the appropriate option from the drop-down list
for the employee's Payroll code. When an account type is selected, existing
accounts and an account description for the account type chosen are displayed in
the scrolling window.
Either accept the default entry for all departments and positions, or post with
more detail to General Ledger when entering departments and positions. Enter a
department and position for the employees pay code transactions when the
transaction is entered. The Code lookup window displays codes for the selected
posting account type. For example, if Gross Pay is selected for the Payroll
account type, pay codes are displayed in the window.
Organizational Structure
The Human Resources and Payroll modules can be used to further define the
organizational structure through the use of additional company-related
information and operating procedures, as well as through various codes for
divisions, departments, positions, location, and shifts.
Company
The Company Human Resources window stores company related fields used for
Human Resources reporting. To open this window, click the Administration
series button, click Company on the Setup content pane, and then click the
Human Resources button on the Company Setup window.
FIGURE 1.10 COMPANY HUMAN RESOURCES SETUP WINDOW
Type of Business - Enter the business engaged in.

SIC Number - Enter the standard industrial code.
DUNS Number - Enter the Dun and Bradstreet number associated with the
business.

1-29

VETS-100 Number - This is a number that government contractors commonly
use. It is used for VETS 100 reporting.
Select OK to save the entries.
Operating Procedures
Use the Operating Procedures Setup window to set up an operating procedure. To
open this window, click the HR and Payroll series button and then click
Operating Procedures on the Setup content pane.
FIGURE 1.11 OPERATING PROCEDURES SETUP WINDOW
Files created in other applications can be attached using the OLE (Object Linking
and Embedding) Container. Enter a Category name that describes the procedure
and then enter the operating procedure information either by attaching a file
using the OLE Container or by typing in the information. Click Save to save the
information.
Division Code
A division is an organizational level between a company and a department. A
company can have several divisions, and each division can have several
departments. Information can be added using extra fields.
1-30


To open the Division Code setup window, click the HR and Payroll series
button and then click Division on the Setup content pane.
FIGURE 1.12 DIVISION SETUP WINDOW
Enter the appropriate information for the fields on the Division Setup window.
The fields are:
Division
Division Code
Address
City
State
Zip Code
Phone
Fax
E-mail
Click Save to save the Division Code.
Department Code
A department is a specialized unit of a division or company, which usually
concentrates on one type of task. For example, accounting and purchasing are
typical departments.

1-31

To open the Department Code setup window, click the HR and Payroll series
button and then click Department on the Setup content pane. The Department
Setup window can also be accessed through the Payroll Setup content pane.
FIGURE 1.13 DEPARTMENT SETUP WINDOW
Use up to six letters and numbers to create a Department Code. Enter a

Description for the Department. Additional information can be added using
Extra Fields.
Department codes:
Help to keep track of employee records.
Allow for flexibility when printing Payroll reports and for posting
transactions to General Ledger.
To ensure reports are printed in the correct order:
Ensure each department code has the same number of characters if

using a mixture of letters and numbers.
The characters are sorted from left to right, and numbers take priority
over letters.
Some examples of department codes to use are:
1-32
Department Code
Description
ACTNG
Accounting
CNTRT
Contract Work
COMMS
Communications
MKTNG
Marketing
PRGMG
Programming
RSDVP
Research/Development
SALES
Sales

Department Code
Description
SLSUP
Sales/Support
SRVCS
Service Work
HINT: An unlimited number of departments can be created; however, at least

one must be set up since all employees must be assigned to a department.
Position Code
Use the Position Setup window to set up position codes. To open this window,
click the HR and Payroll series button and then click Position on the Setup
content pane.
FIGURE 1.14 POSITION SETUP WINDOW
A position is a defined role within a company. Training courses can be linked,

and skill sets, if any are required, can be specified for a position. Pay codes and
Americans with Disabilities Act (ADA) physical requirements can also be linked
to a position code.

1-33

If the company uses salary matrices, the low, middle, and high salaries for each
position can be linked to a position code. Information can also be added using
extra fields.
Field Name
Data
Position Code
Enter letters or numbers (up to 6).
Description
Enter a description for the Position.
EEO Class
Drop-down list to choose class depending on whether

it is EEO-1 or EEO-4.
FLSA Status
Choices are Exempt, Non-exempt Salary, and Nonexempt Hourly.
Reports To Position
Select which position this one reports to.
Review Type
Enter the type of review this position receives.
Default Skill Set
Enter a required skill set.
Position Description
Can either manually type in a job description or can

attach a file with the description using an OLE
container.
Linked Pay Codes
Opens the Position/Pay Code Setup Window. Allows

pay codes and salary ranges to be linked to this
position.
Notes
Located next to the Position Code field, additional

information can be attached.
Some examples of position codes to use are:

Position Code
Description
ACT
Accountant
BYR
Buyer
CEO
Chief Executive Officer
CPR
Computer Programmer
GMR
Group Manager
LBR
Laborer
MFG
Machinist First Grade
HINT: An unlimited number of positions can be created; however, at least one

must be set up since all employees must be assigned to a position.
1-34


ADA Requirements
The Americans with Disabilities Act (ADA) prohibits employers from
discriminating against qualified individuals with disabilities. Use the ADA
Physical Requirements window, the ADA Physical Requirements Page 2 window
and the ADA Physical Requirements Page 3 window to add an ADA physical
requirements record.
Use the following steps to access these windows:
1.
2.
3.
4.
5.
6.
Click the HR and Payroll series button.

Click Human Resources on the Setup content pane.
Expand the Organization option.
Click Position.
Select a Position Code.
Click the ADA button.
FIGURE 1.15 ADA PHYSICAL REQUIREMENTS WINDOW

1-35

Select the appropriate requirements for the position on each of the three pages. A
job purpose can also be entered on the first page. When the requirements are
complete, click Save.
FIGURE 1.16 DUPLICATE ADA WINDOW
ADA requirements can be duplicated by clicking the Duplicate button, which

opens the Duplicate ADA window. Enter the From and To Positions the copy
ADA requirements are being requested for.
Linking Courses to a Position Code

Use the Position Course Link window to link courses to a position code. Course
must be marked as the position training link in the Human Resources Preferences
window to link courses to position codes.
The steps to reach the Position Course Link window are:
1.
2.
3.
4.
5.

Click Human Resources on the Setup content pane.
Click Position.
Click the Training button.
FIGURE 1.17 COURSES AVAILABLE TO LINK WINDOW
1-36


When the Position Course Link window opens, the defined courses are displayed.
Select a Course ID to link to this position; a black dot appears next to the Course
ID. To select all courses, click Mark All. To unmark all courses, click Unmark
All. Click the Print button to print the HRP Position Classes report. Click OK to
return to the Position Setup window.
Linking Classes to a Position Code

Use the Courses Available to Link window to link classes to position codes.
Class must be marked as the position training link in the Human Resources
Preferences window to link classes to position codes.
Use the following steps to reach the Position Course Link window:
1.
2.
3.
4.
5.

Click Human Resources in the Setup content pane.
Click Position.
Select the Training button.
Select a course and choose the Zoom button to open the Position Class Link
window.
FIGURE 1.18 POSITION CLASS LINK WINDOW

1-37

In the Position Class Link window, select the Class IDs to link to this position. A
black dot appears next to selected Classes. To select all courses, choose Mark
All. To unmark all courses, choose Unmark All. Select the Print button to print
the HRP Position Classes report.
The OK button returns the screen to the Courses Available to Link window.
Selecting OK again returns the user to the Position Setup window.
Location Code
Use the Company Addresses Setup window to set up a location code, which
includes an address, phone numbers, and a contact person for each location. To
Location on the Setup content pane.
FIGURE 1.19 COMPANY ADDRESS SETUP WINDOW
Once each location is set up, assign the location that each employee works at in
the Employee Maintenance window.
1-38


Company Internet Information
Use the Internet Information window to track Internet-related information about
the company, such as e-mail addresses, Web page URLs, and FTP sites. If the
company has multiple addresses setup, tracking can be done for each address. To
open this window click the Administration series button, click Company on the
Setup content pane, and then click Internet Information.
FIGURE 1.20 INTERNET INFORMATION WINDOW
Select a company in the Select Information for field. Select an Address ID and
enter the appropriate Internet information. Click Save to retain the entries.
Shift Code
Use the Shift Code Setup window to set up a shift code. A shift premium can be
entered as an amount or percentage. To open this window, click the HR and
Payroll series button, and then click Shift Code on the Setup content pane.

1-39

If using Human Resources, but not Payroll, follow these instructions to set up a
shift code. If using both Human Resources and Payroll, use the Payroll
documentation to set up a shift code.
FIGURE 1.21 SHIFT CODE SETUP WINDOW
Use the following steps to set up a shift code:

1. Enter a Shift Code and a Description that identifies this shift.
2. If employees working this shift are eligible for additional pay then
mark Amount or Percent for the Shift Premium and enter either an
amount or a percent.
3. Click Save.
Supervisor Record
Use the Supervisor Setup window to enter and maintain supervisor codes and
descriptions. To open this window, click the HR and Payroll series button and
then click Supervisor on the Setup content pane.
FIGURE 1.22 SUPERVISOR SETUP WINDOW
1-40


When using a supervisor code:
Be sure to make it generic and do not use the employee's name. In

the setup screen link the employee that currently holds the
management position.
If the manager/supervisor changes, it is not necessary to set up a new

supervisor code. Instead, assign the new employee to the previous
supervisor code.
If using the supervisor code to identify the employee, change the

code on employees assigned to that supervisor if they leave the
company or change positions.
If there is no need to track employee supervisors for tracking or

reporting purposes, do not set them up.
Unlike positions and departments, supervisors are not required setups

for Employee Maintenance.
If supervisor codes are not assigned by name, it is not necessary to

delete codes when the manager/supervisor changes. Instead, assign
the new employee by supervisor code. All employees assigned to the
supervisor code are affected by the change.
Delete supervisor codes that are no longer needed. If a supervisor code is

assigned to an employee, remove the code from the employee or an error
message is generated by the system. The message generated is This supervisor
code cannot be deleted. It is assigned to an employee. Reassign employees to a
different supervisor code to remove the code.
HINT: Return to this window after entering the employees to setup specific
employees as supervisors.

1-41
Summary
Planning for the setup of Microsoft Dynamics GP Human Resources and Payroll
is very important. System, organizational and user preferences are taken into
consideration during setup, as well as, developing structures for Payroll and
Human Resources that help to define how outputs are determined.
Some key points to remember from this chapter include:
1-42
It is important to complete some system and company setups prior to

setting up Human Resources and Payroll.
Setting up Payroll Posting Accounts is necessary prior to using

Payroll.
Human Resources and Payroll Setup windows includes options to

password functions, define defaults and decide whether you wish to
use certain feature options.
Codes for Department, Position, Location, Shift, and Supervisor help

to define the structure of the organization in Human Resources and
Payroll.
Information tracking occurs with both Human Resources and Payroll

information.
User and system preferences can be customized.
General company information and company Internet information can

be recorded for reporting purposes.

Test Your Knowledge

Test your knowledge with the following questions.
Payroll Posting Accounts Setup

1. Which of the following are used in conjunction with the Payroll accounts in
the Payroll Posting Accounts Setup window?
( ) Department and Position only
( ) Position only
( ) Department, Position and Code only
( ) Position and Code only

2. If a red exclamation point appears on a User's To Do List, what does it
mean?
( ) The item is marked as Important.
( ) The item rolled forward from a previous day.
( ) There is an error associated with this item.
( ) The item transferred from another User's To Do List.
Position Code Setup

3. Which of the following can be accomplished using the Position Setup
window? (Select all that apply.)
( ) Attach required skills to a position.
( ) Attach ADA requirements to a position.
( ) Attach notes with additional information.
( ) Link the position to an employee.

1-43
Lab 1.1 - User Setup (Solution)

Scenario
All users are performing benefit enrollment and benefit changes in both Human
Resources and Payroll. Grant these users the proper privileges to complete
benefit enrollment and benefit changes in Human Resources and in Payroll.
Step by Step
1. Set up all users so they have access for Human Resources and
Payroll benefit enrollments and changes.
2. Click the Administration series button. In the content pane under
Setup, click User. Click the lookup button next to User ID and
select LESSONUSER1.
3. Select the check box for Payroll View for Human Resources and
Click Save.
4. Continue the process for each additional user.
1-44

Lab 1.2 - Human Resources User Preferences (Solution)

Scenario
Create some preferences for an individual user login. The user wants the default
report destination to be the screen and the user wants the To-Do list to open
automatically upon logging into Microsoft Dynamics GP. In addition, the user
wants the unfinished To-Do list work to be rolled forward to the next day. Create
the appropriate settings.
Step by Step
Access the Human Resources User Preferences window. To open this window,
click the Microsoft Dynamics GP menu and select User Preferences. On the
User Preferences window click the HR button.
1. On the User Preferences window, select Screen in the Default
Report Destination field.
2. Click the HR button on the User Preferences window. In the Human
Resources User Preferences window, select the following At System
Login options:
Open To Do List
Roll Personal To Do List Forward

1-45
Lab 1.3 - Human Resources Preferences (Solution)

Scenario
Human Resources is installed on your system, and decisions were made on how
Human Resources should operate within your environment. Set up Human
Resources for these choices.
The Adjusted Hired Date is used for Attendance, Benefits and

Length of Service.
The Address Change report is needed.
Applicants are purged every 365 days.
Positions are linked to Training Courses.
The Position and Pay Code links are already automatically created.
Attendance Maintenance and Earnings History can be edited.
Pay Adjustment reasons are required.
Validation of a Salary Matrix against a Position is not needed.
The Employee Information defaults in the Dependant Information

window.
Unfinished items from the System To Do List roll forward each day.
The To-Do Lists are purged every 365 days.
Vacancies.
Requisitions.
Step by Step
1. To open the Human Resources Preferences window, click the
Administration series button and then click Human Resources
Preferences on the Setup content pane.
2. Make the following selections in the Human Resources Preferences
window. Accept the defaults for information not provided.
1-46
Check Boxes/Options
Values
Update Seniority Date with Adjusted Hire Date
Select
Adjusted hire date for benefits
Select
Adjusted hire date for length of service
Select
Address change report
Select
Purge Applicants
Select

Check Boxes/Options
Values
Days before purging
365
Position Training Link
Course
Auto Create Position/Pay Code links
Select
Edit Attendance Maintenance and Earnings History
Select
Enable Reason for Pay Adjustment
Select
Ignore Position/Salary Matrix Links
Select
Default Employee Info to Dependent Info
Select
Roll Forward system To Do List
Select
Purge To Do Lists (System/Personal)
Select
To Do Purge (# Days)
365
Automatically Create/Update Vacancies
Ask Each Time
Automatically Create/Update Organizational

Requisitions
Ask Each Time

1-47

Take a moment and write down three key points you have learned from this
chapter:
1.
2.
3.
1-48

Solutions
Test Your Knowledge
Payroll Posting Accounts Setup
1. Which of the following are used in conjunction with the Payroll accounts in
the Payroll Posting Accounts Setup window?
( ) Department and Position only
( ) Position only
() Department, Position and Code only
( ) Position and Code only

2. If a red exclamation point appears on a User's To Do List, what does it
mean?
( ) The item is marked as Important.
() The item rolled forward from a previous day.
( ) There is an error associated with this item.
( ) The item transferred from another User's To Do List.
Position Code Setup

3. Which of the following can be accomplished using the Position Setup
window? (Select all that apply.)
() Attach required skills to a position.
() Attach ADA requirements to a position.
() Attach notes with additional information.
( ) Link the position to an employee.

1-49
1-50

CHAPTER 2: PAYROLL SETUP

Objectives
The objectives are:
Set up the pay code window and the codes required to pay
employees wages.
Set up Post-Dated Pay Rates and activate them.
Set up pay codes for tips, understand and setup Pay Steps and Salary
Matrixes.
Set up Overtime Rate Manager calculation methods and Overtime

Rate Manager options.
Accurately setup the integration to make the association between the

payroll totals and their appropriate vendors.
Set up Employee Classes.
Accurately follow setup procedures for Direct Deposit.
Attain ACH File setup skills.
Properly setup the ACH Header and Footer.
Set up Taxes and Compensation Codes.
Introduction
Microsoft Dynamics GP Human Resources and Payroll requires various setups
to be completed prior to use. This course focuses on the additional payroll setups
that need to be completed.
Focusing on pay codes, employee classes, direct deposit and taxes enables the
user to define the payroll structure within Microsoft Dynamics GP Human
Resources and Payroll. Other setups including the Payroll Integration to Payables
and Workers Compensation further define how Payroll integrates with other
modules.

2-1
Setting Up Pay Codes And Types

Use the Pay Code Setup window to enter and maintain company pay codes. To
open the Pay Code Setup window, click the HR and Payroll series button, then
click Human Resources on the Setup content pane and then click Pay Code.
This screen can also be opened by clicking Payroll in the Setup content pane and
clicking Pay Code.
FIGURE 2.1 PAY CODE SETUP WINDOW
These codes are used as default entries when setting up employee pay codes.
They can be used to apply changes to employee pay codes and also can be
included in employee classes. Pay types can be assigned to pay codes. For
example, an hourly pay type can be assigned to the HOUR pay code. As many
pay codes as necessary can be set up for each pay type.
Changes made to a pay code can be reflected in any pay codes that are based on
it, causing the dependent codes, including overtime and double time codes, to
recalculate their pay rates. Overtime and double time pay rates are also affected
by changes made to the pay factor.
Pay Code And Description

Enter a Pay Code; use up to six characters. Then, enter a Description to further
identify the code for reference. The maximum length of the description field is 30
characters.
To ensure reports are printed in the correct order, be sure that each pay code has
the same number of characters. The characters are sorted alphabetically, and
numbers take priority over letters.
2-2


The following are some examples of common pay codes:
Pay Code
Description
HOUR
Hourly
SALY
Salary
VACN
Vacation
SICK
Sick Time
PCWK
Piecework
COMM
Commission
OVER
Overtime
Pay Type
Select a Pay Type for the pay record. The following table gives a description of
each pay type available in Microsoft Dynamics GP Payroll.
Pay Type
Definition
Hourly
Tracks employees paid by the hour.
Salary
Tracks employees who are paid a specific amount each

pay period.
Piecework
Tracks employees who are paid a certain amount per unit

made or completed.
Commission
Tracks employees who earn their wages according to

what and how much they sell.
Business Expense
Tracks employees who are reimbursed for mileage, travel

expenses and so on.
Overtime
Tracks employees who receive pay for working more

than the assigned number of hours and are paid at a
different pay rate for the additional hours.
Double Time
Tracks employees who earn double their normal rate for

working special hours.
Vacation
Tracks employees who receive pay while they are on

vacation.

2-3
Pay Type
Definition
Sick Time
Tracks employees who receive pay while they

are sick.
Holiday
Tracks employees who receive paid time off for

holidays.
Pension
Tracks employees who are retired and receive

pension pay.
Other
Classifies additional types of pay. For example,

jury duty, bonus pay and long term disability.
Earned Income Credit
Tracks employees who qualify for earned income

credit and have filed a W-5 form.
Charged Tips
Tracks employees who receive tips in non-cash

format (credit card, check and so on).
Reported Tips
Tracks employees who receive cash tips.
Minimum Wage Balance
Tracks employees who need to be paid an

amount to increase them to minimum wage.
Based On Pay Code

The following pay types need to be Based On another pay code:
Overtime
Double Time
Vacation
Sick Time
Holiday
For example, there might be a need for multiple Vacation pay codes such as one
based on the:
Starting hourly pay code
Salary pay code
Senior hourly pay code
Pay Factor And Pay Rate

If the pay type is overtime, specify a Pay Factor that is calculated against the
pay rate. Depending on the pay code selected, this field can be unavailable.
2-4


The Pay Factor is taken into account during payroll processing. The amount paid
per pay period is calculated according to the:
Rate
Unit of pay
Pay period
Enter the Pay Rate for the selected pay type. The number of decimal places
available on this field is determined by the number specified in the Decimal
Places: Pay Rates field in the Payroll Setup Options window.
If Minimum Wage Balance is the pay type, enter the minimum

hourly wage rate in this field.
If Earned Income Credit is the pay type to calculate, use the EIC
tables supplied with Payroll and leave this field blank.
If Charged Tips or Reported Tips is the pay type, this field is not
available.
Unit Of Pay
Select the Unit of Pay. The units available depend on the pay type.
For example if the pay type is:
Piecework - Enter the name of the unit of work. This name is printed
on Payroll reports.
Salary, or is based on Salary, EIC or Pension - Select the unit of pay

from the list of pay periods.
Hourly or Minimum Wage Balance - This field is locked and

displays Hourly.
Charged Tips or Reported Tips - This field becomes Tips

Received, then select how the tips are received, either Directly or
Indirectly.
Pay Period
Select the appropriate Pay Period according to how often payroll is run in the
business.
The following is a list of the Pay Periods used in Payroll:
Pay Period
Periods/Yr
Hours/Period
Weekly - Paid once a week
52
40.00
Biweekly - Paid every two weeks
26
80.00
Semimonthly - Paid twice a month
24
86.67
Monthly - Paid once a month
12
173.33

2-5
Pay Period
Periods/Yr
Hours/Period
Quarterly - Paid four times a year
520.0
Semiannually - Paid twice a year
1040.0
Annually - Paid once a year
2080.0
Daily/Miscellaneous - Paid every day or paid

on the days specified
260
8.0
Data Entry Defaults

Select the Data Entry Default option to use Pay Code Setup as the default
information when creating pay runs based on this pay code. Selecting this option
makes data entry easier when entering transactions.
When an Employee ID number is entered on a transaction entry window,
information from Pay Codes selected as the data entry default automatically
populates the transaction entry window with the appropriate amount of hours for
the pay period specified.
Shift Code
Enter a Shift Code associated with the pay code. Use the Shift Code field to
specify a shift code used with this pay record. Typically a shift code is used on a
night shift where an extra amount of compensation is given, compared to a
regular shift.
Maximum Per Period And Advance Amount

Enter the Maximum Amount Per Pay Period for commission and business
expense pay types. A transaction that exceeds the pay period maximum cannot be
saved.
Enter an Advance Pay Amount if this is a salary or commission pay type. An
advance pay run is a way to pay employees in advance on their salary or
commission pay. When the next salary or commission pay run is paid, this
amount is subtracted from their net pay.
When using an Advance Amount:
2-6
Salary and Commission pay types can be set up to include an amount

that can be paid in an advance pay run.
No taxes are withheld on an advanced pay run. All taxes are withheld
during the next normal pay run.


Subject To Taxes And Flat Tax Rates
Select the taxes that this pay record is subject to. When this window is first
opened, all selections are selected. Later, it defaults with the last selections made
for this pay code.
Enter flat tax percentages in the federal and state flat tax rate fields if it is
necessary to override the federal or state tax calculations and instead calculate the
tax at a specific flat rate. For example, bonus pay can be taxed at a flat rate of 28
percent.
Tax-sheltered annuity deductions are not sheltered from tax on pay records that
have flat tax rates.
To calculate the Federal Tax Rate at a flat rate for this pay code
instead of using the tax tables, enter the flat rate.
To calculate the State Tax Rate at a flat rate for this pay code
instead of using the tax tables, enter the flat rate.
Accrue Vacation And Sick Time

If calculating these accruals in payroll, select the Vacation and Sick Time
boxes. Attendance accruals are discussed in detail later in the course.
Report As Wages
Select Report As Wages if this pay code is for business expenses and these
expenses are reported as wages on the W-2 statement.
Business expense pay record - Accountable plan

Payments made under an accountable plan are excluded from the
employee's gross income and are not required to be reported on the
W-2 statement. Refer to the current Internal Revenue Service rules
for more information.
Business expense pay record - Nonaccountable plan

Payments made under a nonaccountable plan are reported as wages
on the W-2 statement and are subject to income tax withholding,
Social Security, Medicare and federal unemployment taxes. Refer to
the current Internal Revenue Service rules for more information.
HINT: Pay records must exist on a company level. They are set up here or can
be added when setting up an employee pay code in the Employee Pay Code
Maintenance window.

2-7
Setting and Activating Post-Dated Pay Rates

Use the Post-Dated Pay Rates window to enter a value for a pay code which is
not currently being used, but can still be activated at a later date. More than one
post-dated pay rate for one pay code can be entered. To open this window, click
the HR and Payroll series button and then click Post-Dated Pay Rates on the
Cards content pane.
FIGURE 2.2 EMPLOYEE POST-DATED PAY RATES WINDOW
Selecting the Employee and Pay Code

Select the Employee ID and pay code. The selected employee's name and the pay
code and pay code's description displays.
New Pay Rate and Effective Date

Enter the new pay rate and the effective date the pay code is to be activated.
Click Save to save the record to update the employee pay record on the effective
date entered.
Other Pay Code Setups

In conjunction with setting up pay codes, the organization needs to determine if it
is necessary to have pay codes for tips and whether Pay Steps or Salary Matrixes
are necessary. Pay Steps allows the association of a pay code to the length of
service, whereas Salary Matrix allows a low, middle, and, or high range to be set.
Linking Pay Codes To A Position Code

By linking a pay code to a position, only specific pay codes are allowed to be
assigned to an employee in that specific position. Pay codes can be assigned to
positions using this window.
2-8


To open the Position\Pay Code Setup window, click the HR and Payroll series
button, then click Human Resources on the Setup content pane and then click
Position. Select the position a pay code is to be attached to, and then click
Linked Pay Codes on the Position Setup window.
HINT: If auto create position/pay code link is checked on the HR Preferences
window, the system allows any pay code to be assigned to the employee and it
also links the pay code to the position. If it is not checked, the pay code must be
set up here before the pay code can be assigned to the employee.
FIGURE 2.3 POSITION \ PAY CODE SETUP WINDOW
The position selected on the Position Setup window displays. Then, enter the Pay
Code to be linked to this position. If a Salary Matrix is assigned to this pay code,
then the information also displays in this window.
Setting Up Pay Codes For Tips

Use the Pay Code Setup window to set up pay codes for Charged Tips, Reported
Tips and Minimum Wage Balance, in addition to the regular hourly pay code.
The following table shows possible pay codes and descriptions:
Pay Code
Description
CTIPS
Charged tips
RTIPS
Reported tips
MINWG
Minimum wage balances
HR-W
Hourly weekly

2-9

Suppose an employee has the following four pay codes: hourly weekly, minimum
wage balances, charged tips and reported tips. The first pay code is the normal
hourly pay rate and weekly pay period.
The setup information shows the employee's minimum wage is $2.13 per hour.
Because the employee's wages are derived primarily from tips, he or she also
needs a charged tips and reported tips pay code.
The charged tips pay code is used to report tips included in charge cards or
checks, not cash paid directly to the employee. Generally, these are paid to the
employee in the paycheck on a regularly scheduled basis, in this case, weekly.
Reported tips are tips that the employee receives from patrons in cash.
Employees need to report this amount to employers on a regular basis so that a
transaction can be entered for these tips. Taxes are calculated on the tips wages
and reported on the employee's W-2, but not withheld from the employee's
paycheck. Therefore, the employee also needs a pay code for reported tips.
The employee also is guaranteed a minimum hourly wage, so the employee needs
a minimum wage balance pay code in addition to the three pay codes already
assigned to him or her.
Understanding Pay Steps

Pay Steps are used to associate an employee's amount of time in a position with a
rate of pay. A pay step table lists pay steps (or grades) by number, the assigned
duration of each step and the dollar amounts for each step under successive
effective dates.
When an employee and an associated pay code is assigned to a pay step table (in
the Employee/Pay Step Table Entry window or the Employee Pay Code
Maintenance window), the employee's step increases can be based on the
employee's hire date, adjusted hire date, seniority date, or a manually entered
date.
The Payroll system creates post-dated pay rates for the future increases indicated
in the pay steps table. A reminder on the user's Microsoft Dynamics GP home
page lists employee post-dated pay rates eligible for activation. After activating
an employee's post-dated pay rate, it becomes effective, on the designated date,
for all future pay periods.
Setting Up Pay Step Tables

In the Pay Step Table Entry window, pay step tables can be created having as
many steps, number of months in each step and effective dates, as needed. Past
effective dates can be entered to record historical pay rate information. Pay Step
table information can be exported to a Microsoft Excel file for further analysis
and review.
2-10


To open the Pay Step Table Entry window, click the HR and Payroll series
button, then click Human Resources on the Setup content pane and then click
Pay Step Table.
FIGURE 2.4 PAY STEP TABLE ENTRY WINDOW
Use the Pay Step Table Entry window to create, edit, save and delete pay step
tables. Enter a Pay Step Table ID for the table and a Description that describes
it. Select either Hourly Rate or Salary for the Unit of Pay. The Step/Grade field
is completed with sequential numbers for each row. Months in Step is used to
designate the range of months in the pay step. Enter an amount in the column for
the specified effective date.
The tabs on the Pay Step Table Entry window are used as follows:
Tab Name
Field Name
Description
Add Column
Effective Date
Enter a date when the new

period begins for a series of
pay rates.
Copy Column
Adjust Effective Date

amounts by
Select Percent or Amount,

and then enter a number to
adjust the amounts.
Remove Column
Effective Date
Select a column by effective

date. Choose Remove to
delete the selected column.

2-11

Adding A Salary Matrix
The Salary Matrix window allows the set up of pay range information for
different positions in the business. Salary matrixes are assigned in the
Position/Pay Code Setup window. To open this window, click the HR and
Payroll series button, click Human Resources on the Setup content pane and
then click Salary Matrix.
FIGURE 2.5 SALARY MATRIX WINDOW
Clicking the Printer button at the top right in the window prints the matrix
report.
To enter a new table, select the New Table button. Enter a Table Name when
prompted. Next, select a pay unit. New rows and columns can be added to the
table using the appropriate buttons. Rows down the left side can be set up as
position titles, grade levels, or however it is decided to break down pay scales.
Columns across the top could be 0-6 months experience, 6 months to 1 year, and
so on, across the matrix.
HINT: Salary ranges of minimum, mid and maximum are entered for each
column. The amounts must be in proper order or calculation problems can
exist.
2-12


Once a salary matrix is assigned to a pay code, the system displays a warning
when salaries are entered in Payroll that are higher or lower than the standards set
in the salary matrix. The message displayed is Pay rate is outside of the Salary
Matrix. The rates can be saved outside the matrix. This message does not appear
if the Ignore Positions/Salary Matrix links is selected.
Updating Or Deleting A Salary Matrix

The Update button is used to update single or multiple tables. It is possible to
update by a percentage or a fixed amount. The update process also recreates the
Red Lined status table.
There are two delete functions on the Salary Matrix window. The Delete button
on the toolbar deletes the entire table, but does ask the user if this is what he or
she wants to do. The second option is a Delete Row button. This the last row in
the table to be deleted after prompting with a question.
Setting Up Overtime Rate Manager

Many methods are used to calculate overtime hours and overtime pay rates to
apply to those hours. The methods are framed by federal law, state law, corporate
policies, collective bargaining agreements and rules according to certain
positions and employee classifications. To open the Calculation Method Setup
window, click the HR and Payroll series button and then click Overtime
Methods on the Setup content pane.
FIGURE 2.6 CALCULATION METHOD SETUP WINDOW

2-13

Overtime Rate Manager provides enhanced overtime calculation methods. It
allows for setting up calculation methods that meet requirements of law, and
requirements based on unique company policies. The flexibility provided in this
tool allows blended rates to apply where needed and make exceptions based on
certain pay scenarios such as shift codes, positions or departments. Each
calculation method can be applied at an employee level and rolled down from the
company level by using the Pay Code Setup window. With the ability to assign
the calculation methods defined to employee levels, it makes it easier to manage
overtime calculation variables due to multiple employee types.
Overtime Rate Manager is used to:
Set up multiple calculation methods to match company policies.
Calculate overtime with blended rates.
Set up exceptions within each calculation method to include hours,

and or, dollars in the calculation.
Set up exceptions within each calculation method to exclude hours,

and or, dollars for specific departments, positions or shifts.
Apply calculation methods at the employee level.
Calculate average overtime by transactions in batch only or in all

batches included in the current build.
When Overtime Rate Manager is installed and registered it is important that the
Automatic Overtime option is not selected on the Payroll Setup window. Use
Overtime Rate Manager to set up calculation methods that can be assigned to pay
codes at both the company (Pay Code Setup window) and employee (Employee
Pay Code Maintenance window) levels.
The calculation method selected determines what calculation is used, as well as
what average calculations and exclusions are applied for the transactions entered
for that pay code. If no calculation method is selected for the employee pay code,
no rate adjustments take place to transactions with those pay codes. Any number
and configuration of calculation methods can be created and used with Overtime
Rate Manager.
Calculating Overtime Hours And Pay Rates

Overtime hours are earned when an employee works in excess of a set amount of
hours in a specific time frame. This can be hours in a day, week, and, or payperiod, and so on.
Overtime hours are the hours worked by the employee that are eligible to receive
a pay rate at least 1.5 times the standard rate. This increased rate is referred to as
the overtime rate.
2-14


The overtime rate can be calculated in a number of ways. However, by law
(Federal Standards Labor Act), the overtime rate must be at least 1.5 times the
standard rate. Sometimes, the difficult part is determining what the standard rate
is for a particular time period where an employee works for different rates of pay.
The standard rate can also take into account bonus amounts that are paid to the
employee.
Weekly Overtime
Weekly overtime is the method an employee is given overtime for any hours over
40 worked in a week.
The overtime hours are calculated by subtracting 40 from the total hours worked
in that week. The result is the number of hours the employee is paid the overtime
rate for. For example, if an employee works 45 hours in that week, the overtime
hours are 5 (45-40 = 5).
Overtime Rate And Simple Method

The calculation of the overtime rate paid for the overtime hours is dependent on
other variables. The simplest method of calculating the overtime rate occurs if
the employee works at the same rate for all hours. In this situation, that pay rate
is multiplied by 1.5 to arrive at the overtime rate.
Example: The employee works 45 hours in a week at a rate of $10 per hour for
all 45 hours. The threshold for overtime is 40 hours. The employee receives $10
per hour for 40 hours and $15 ($10 * 1.5) for the 5 hours of overtime (45-40 = 5).
The employee's gross pay is $475.
Blended Rate
The employee's overtime rate is calculated differently if the employee works
hours at multiple rates of pay. In this situation, the employee's overtime rate is
calculated by multiplying a weighted average rate times the overtime factor of
1.5.
Example: The employee works 45 hours in a week. The employee works 20
hours at a rate of $10 per hour, 20 hours at a rate of $12 per hour and 5 hours at a
rate of $15 per hour. The employee receives the overtime rate for 5 hours. In this
situation, the overtime rate is the weighted average rate for all the hours worked
* 1.5. The weighted average rate is determined by dividing the total wages / total
hours: ($200 + $240 + $75) / 45 = $11.44
Typically, the overtime rate is calculated as $11.44 * 1.5 = $17.16. However, in
this case, the standard pay rate is not known for those 5 hours that are now
considered overtime. It is not necessary to breakout the 40 hours of standard time
and 5 hours of overtime. Consider the 45 hours as paid and the standard rate
(factor of 1.0), so now only the overtime factor (.5) is paid for the overtime
hours. So, the overtime premium for this employee is $11.44 * .5 = $5.72 * 5
(hrs) = $28.60. The employee's gross pay is $514.80 + $28.60 = $543.40.

2-15

Overtime Rate With Bonus Pay
Much like the blended rate calculation, when an employee is given a
performance based bonus, this amount must be figured into the overtime
calculation. Again, in this case, the weighted average rate (which the overtime
rate is applied to) is determined by taking the gross wages (including bonus) /
hours worked.
Example: The employee works 45 hours, and also receives a $100 performance
bonus in this pay period. The weighted average rate is determined by dividing the
total wages / total hours: ($200 + $240 + $75 + 100) / 45 = $13.67 / hour.
Consider the 45 hours as paid and the standard rate (factor of 1.0), so now only
the overtime factor (.5) is paid for the overtime hours. So, the overtime premium
for this employee is $13.67 * .5 = $6.84 * 5 (hours) = $34.20. The employee's
gross pay is $514.80 (hourly wages) + $100 (bonus) + $34.20 (Overtime
Premium) = $649.00.
The result is that even though the employee only earned a $100 bonus, the
employee's gross pay increased $105.60 compared to the blended rate example.
Weekly Overtime With Bi-Weekly Pay

Overtime Hours
The overtime hours are calculated by subtracting 40 from the total hours worked
in each week. The result is the number of hours in each week the employee is
paid the overtime rate for. For example, if an employee works 45 hours in that
week, the overtime hours are 5 (45-40 = 5).
Overtime Rate
The overtime rate is calculated according to the methods described in this course.
However, these calculations happen twice (one for each week) producing two
distinct results for overtime hours and overtime pay rates.
Setting Up A Calculation Method

The Calculation Methods created are implemented into the calculations when
they are assigned to a Pay Code or Employee Pay Code.
2-16
Calculation Method - Enter a code to identify this calculation

method.
Description - Enter a description to identify this calculation method.
Inactive - Makes a calculation method inactive. An inactive

calculation method cannot be assigned to any pay codes or employee
pay codes.
Factor - Enter the factor to calculate by.

Pay Codes to Include - Select all Pay Codes to use to figure this
calculation method. Click the Insert button. For each Pay Code
selected, select to use only the hours, only the dollars or both hours
and dollars from that pay code to impact the calculations.
Use in Average - Hours - Select to include all payroll

transaction hours for this pay code in the calculation. If this box
is selected for a pay code that does not track hour units, a
message stating, This pay code does not track hours appears,
and this box cannot be selected.
Use in Average - Dollars - Select to include all payroll
transaction dollars for this pay code in the calculation.
Setting Up Exceptions
The Calculation Method window allows further restrictions to the calculation
method by assigning exclusions. Exclusions can be selected for Departments,
Positions or Shifts. Each exception can be set to use only the hours, only the
dollars or both hours and dollars from that pay code to impact the calculations.
Select the drop-down arrow next to Pay Codes to Include.
Select one of the following items to base the exception upon:
Department Exceptions
Position Exceptions
Shift Exceptions
In the following example, the calculation method is setup to include all selected
Pay Code Hours and Dollars excluding payroll transactions where the
Department is ADMN. When the transaction Department is ADMN the
calculation method includes only the Dollars from that transaction when
calculating the overtime rate.
Overtime Rate Manager Options

The Overtime Rate Manager Options window extends the functionality provided
in the Overtime Rate Manager by allowing the overtime average to be calculated
by only transactions within a batch or across all batches in the current build. To
Overtime Options on the Setup content pane.
FIGURE 2.7 ORM OPTIONS WINDOW

2-17

The standard ORM Calculation uses all transactions across all batches in the
current build. If the Batch Only Average Calculation option is selected on the
ORM Options window, the overtime average is calculated based only on
transactions within the same batch as the overtime transaction being calculated.
Setting Up Payroll Integration To Payables Management

Use the Payroll Vendor Setup window to make the association between the
payroll totals and their appropriate vendors. To open this window, click the HR
and Payroll series button, then click Payables Integration on the Setup content
pane and then click Vendors.
FIGURE 2.8 PAYROLL VENDOR SETUP WINDOW
Transaction Type And Employee ID

Selecting the desired Transaction Type, the fields, and, or options reflect that
selection. For example, when Transaction Type of Local Tax is selected the
Code field lookup contains a list of all Local Tax codes and only allows selecting
a code that is a Local Tax type.
Transaction Type drop-down contains the list of transaction types that vendor
assignments can be setup for.
Employee and Name fields are only accessible when the Transaction Type of
Employee Deduction or Employee Benefit is selected. This allows vendor
assignments to be setup for deductions at the employee level, not just the
company education level.
2-18


For example, if a Child Support deduction is sent to different vendors for each
employee, then setup Payroll Vendor Setup records for Employee Deductions for
each employee required with that child care deduction code. The Vendor
assigned can then be set to the correct one for that specific Employee's Child
Care deduction payments.
Code
Code varies based on the Transaction Type selected. Selecting the code here
allows selecting related Payroll Vendor setup information that is used to create a
purchasing transaction for each code. The zoom and lookup features available on
the Code field allow the appropriate transaction type data available based on
which transaction type is currently selected.
For example, if transaction type of Local Tax is selected the Code field reflects a
zoom to the correct Local Tax setup window and the lookup window reflects
only Local Tax codes.
Description displays the appropriate description for the selected code.
The Code field is always a required field.
Vendor
Use the Vendor field to select an existing vendor to assign to a particular Payroll
Vendor Setup record. The Vendor Name field displays the appropriate name for
the selected Vendor.
Voucher Description And Document Number

The Voucher Description list varies based on the Transaction Type selected.
When any of these options are selected, when the voucher is created, the related
information is pulled and inserted into the Description field. For example: If a
voucher description of Deduction Code + Check Date is selected, the
Description field in the corresponding payables transaction created displays UW
4/17/2014 where the deduction code used is UW and the check date for that Pay
Run is set to 4/17/2014.
Also, any specific text value can be entered by typing in this field. If the value
United Way Deductions is entered, when the voucher is created, the Document
Number field on the payables transaction displays United Way Deductions.
When usingVoucher Document Number the system auto-increments by the
selected Vendor ID (the first Voucher Created by Payroll Integration to Payables
for a specific vendor has the Voucher Document Number set to
PIP00000000000000001). A Payroll Vendor Setup report can be printed from
this window. This report contains the Payroll Vendor Setup records.

2-19

Prompt Print Edit Reports Window
Use this window to turn On and Off the prompt to Print Edit Reports after
Calculating Payroll Checks and printing the Precheck report. To open this
window, click the HR and Payroll series button, then click Payroll on the Setup
content pane and then click Prompt Print Edit Reports from the Additional
menu item.
FIGURE 2.9 PROMPT PRINT EDIT REPORTS WINDOW
By default, this option is set to Off. If this is changed to On the system prompts
the user to print the Payroll Pre-Posting reports and the Payroll Integrations
Payables specific reports.
Setup For Multiple Account Distributions

Use this window to setup distributions across multiple accounts. To open this
window, click the Administration series button and then click Payroll Accounts
on the Setup content pane.
FIGURE 2.10 PAYROLL POSTING ACCOUNTS SETUP WINDOW
An example of this requirement is to departmentalize the accruals into multiple

accounts. The configuration requirements to use Payroll Integration to Payables
are listed in this course.
2-20


Payroll Account Type - Select Deduction Withholding (CR). The Payroll
Posting Account Setup window is setup to allocate Deduction Withholding (CR)
by department to separate General Ledger accounts.
Use the Vendor Account Maintenance window to set both the Accounts
Payable and Purchases GL account to post to the same account number. To open
this window, click the Purchasing series button, then click Vendor on the Cards
content pane and then click the Accounts button on the Vendor Maintenance
window.
FIGURE 2.11 VENDOR ACCOUNT MAINTENANCE WINDOW
The distributions created are based on the Account setup for the particular
corresponding Vendor ID. To have the payment affect the correct General Ledger
account, it is necessary to change the payment Distribution to reflect the amount
of each departmental accrual being paid to the associated General Ledger
account. These accounts mirror the setup in Payroll Posting Accounts Setup.

2-21
Setting Up Employee Classes

Use employee classes to group employee information according to common
entries. To open this window, click the HR and Payroll series button and then
click Employee Class on the Setup content pane.
FIGURE 2.12 EMPLOYEE CLASS SETUP WINDOW
Information is not required for every field. However, the more information
entered, the faster data entry is when setting up new employee records through
the Employee Maintenance window.
It is recommended to enter the class with the most common entries first and
select this class as the default class. Select Default in the Employee Class Setup
window and the information set up for this class automatically appears as the
default information for every subsequent class created. Only one default
employee class is permitted.
For example, create classes for hourly employees, temporary employees, parttime employees or any other similar characteristics. After the different classes are
identified for the employee records, group the employee records into classes and
identify those classes by assigning Class IDs. It can be helpful to name each
Class ID something that describes the class. For example, a Class ID can be
CLERKS or MACHINISTS.
2-22


Class ID, Description, Department And Position
Enter or select a Class ID up to fifteen characters. Enter a Description to further
characters.
Use Microsoft Dynamics GP Payroll to select one default class. If using this class
as the default, select the Default ID box. This default class provides default
entries for new classes. Create the default class first. That way, when entering
subsequent classes the posting accounts and other information appears as
defaults, which can save data entry time.
Enter or select the Department code for the primary department that applies to
the employees in the class. Enter or select the Position code for the primary
position of the employees in the class.
Use the Department Code and Job Title Code that works for the majority of the
employees in the class. If an individual employee's department code or job title
code differs, override the default when adding that employee.
SUTA, State And Workers' Comp Code

Enter or select a SUTA State code to identify the SUTA state for most
employees in the class. Unemployment taxes are paid to the selected state for
these employees.
Enter or select a Workers Comp Code to identify the workers compensation
code for most employees in the class.
Minimum Net Pay And Work Hours Per Year

Enter the Minimum Net Pay amount the employees in the class can receive for
each paycheck. Net pay is determined by gross pay minus tax-sheltered annuities
(TSAs) and taxes. If the paycheck amount is below the minimum net pay after
TSAs and taxes are deducted, Payroll deductions are not taken. The paycheck
amount can be below this amount because TSAs and taxes are always deducted.
For example, suppose the minimum net pay amount entered is $700. If the gross
pay is $1,000, and TSA and tax deductions are $400, the net pay is $600.
Because $600 is less than the minimum net pay amount entered ($700), no
additional deductions are taken and the paycheck amount is $600.
Enter the Work Hours Per Year each employee in the employee class typically
works in a year. For example, employees who work 40 hours per week typically
work 2,080 hours in a year (52 weeks x 40 hours = 2,080). This information is
used for calculating accrued vacation and sick time if using the hours worked
method. It also is used for calculating the hourly pay rate on salary pay records
when vacation and sick time transactions are entered and salary pay is adjusted or
reduced.

2-23

Calculate Minimum Wage Balance
Select Calculate Minimum Wage Balance to allow Payroll to calculate the
minimum wage balance for this employee.
For example:
If an employee's pay transactions do not equal at least the Minimum

Wage Balance specified in the Employee Pay Code Maintenance
window, an additional transaction for the difference can be generated
during the check calculation process. This ensures employees are
being paid the minimum hourly wage. (This is beneficial for
employees who receive tips or are paid by piecework.)
If the majority of employees in the class must be paid at least the

minimum wage when their regular wage plus tips do not equal the
minimum wage. Calculate Minimum Wage Balance can only be used
with pay codes that have charged tips or reported tip pay types.
Employment Type And Cash Account

Select an Employment Type for the employee from one of the following types:
Full Time Regular
Full Time Temp
Intern
Part Time Regular
Part Time Temp
Other
Indicate whether to post the next pay for the employees in the class to a Cash
Account from the checkbook used for each pay run or to an account specified for
each employee. If using Bank Reconciliation, it is recommended to use the cash
account entered in the Checkbook Maintenance window for a checkbook to
easily reconcile the cash account balance in General Ledger.
Accrual Methods For Vacation And Sick Time

Use the Employee Vacation-Sick Time Maintenance window to specify an
accrual method for vacation and sick time. The option is available to
automatically accrue employee vacation and sick time. By doing this, the Payroll
system automatically calculates the employees vacation and sick time and
decreases vacation and sick time as hours are taken, whether accruing vacation
and sick time or not. A warning can be set up to display when the available
vacation or sick time for an employee is below zero.
2-24


The option is available to accrue vacation, and, or sick time automatically for
some employees and not for others. Set up the Payroll system so each employee's
vacation, and, or sick time pay can be accrued by different methods. At least two
scenarios are possible, as outlined in the following examples. The examples
given are for vacation pay, but sick pay can be treated the same way.
Selected Accrue Vacation Or Accrue Sick Time

If an employee can accrue a specified number of vacation and sick time hours
throughout the year, enter the number of vacation and sick time hours that can be
taken during the year. Then enter the number of vacation and sick time hours this
employee has remaining for the year, the number of hours currently available to
the employee. The hours available increases as hours are accrued. Employees are
able to take vacation and sick time hours for greater than the amount of vacation
and sick time hours available. As a result, the vacation and sick time available is
a negative amount.
Not Selected Accrue Vacation Or Accrue Sick Time

If the number of hours per year for vacation and sick time is set at the beginning
of each year, enter the number of hours that can be taken during the year. Then
enter the number of vacation and sick time hours this employee has available for
the year. In this case, all vacation and sick time hours are available to the
employee as soon as the new year begins.
Hours Worked
To accrue vacation and sick time by the Hours Worked method, the number of
hours that accrue each pay period are calculated using the following formula:
Hours worked x (Vacation or sick time hours per year/Work hours per year) =
Hours of vacation accrued.
Here, hours worked per year is from the entry in the Employee Maintenance,
Employee Additional Information window.
For example:
Hours worked during the pay period = 40
Vacation or sick time hours per year = 80
Work hours per year = 2080
(40 x 80) / 2080 = 1.54 hours of vacation accrued

2-25

Available vacation and sick time can be higher than the hours per year. When
employees are allowed to carry over unused vacation hours into the next year, for
example. In this case, an employee is allowed 40 hours of vacation time each
year, but he or she used only 20 hours last year. Hours Per Year are 40 hours (the
amount this employee is allowed each year), but Available are 60 hours (to
reflect the fact this employee still has 40 hours this year, in addition to the 20
hours carried over from last year).
Set Hours
To accrue vacation and sick time by Set Hours, enter the number of hours that are
accrued each pay period for the employee.
For a specified number of hours to be accrued per pay period:
Select Based on Set Hours and enter the number of hours to be

accrued per pay period in the Hours Per Pay Run field.
Enter the number of hours this employee has remaining for the year
(the number of hours currently available to the employee) in the
Hours Available field.
The hours available increment as hours are accrued.
Available vacation and sick time can be higher than the hours per year. When
employees are allowed to carry over unused vacation hours into the next year, for
example. In this case, an employee is allowed 40 hours of vacation time each
year, but he or she used only 20 hours last year. Hours Per Year are 40 hours (the
amount this employee is allowed each year), but available are 20 hours. In this
example, the Available field updates at each pay run for the 40 hours for the
year.
No Accrual
If selecting not to accrue vacation and sick time, track employee's available
vacation and sick time by entering an amount in the Hours Available field.
These amounts are automatically reduced for an employee when vacation or sick
time transactions are entered for the employee. This field can then be updated
manually as needed in the Employee Vacation-Sick Time Maintenance window
or by using the Employee Mass Update window.
To be alerted during payroll transaction entry when the sick or vacation
transaction being saved creates a negative Vacation or Sick time balance, check
the Warn option when sick or vacation available falls below zero.
2-26


Applying Class Changes
When information is changed in an employee class record, it is easy to quickly
add that information to all the employee records included in the class by applying
the changes to all employee records. For example, change the method of accruing
vacation time in a class from Hours Worked to Set Hours and apply the changes
so that for all the employee records in the class, Set Hours is the vacation accrual
method.
If Human Resources is being used, do not assign deduction or benefit codes to
employee classes. Such assignments only apply in Payroll and not in Human
Resources.
Choose not to apply the changes to existing employee records, if desired. New
employee records added to the class have Set Hours as the vacation accrual
method, but existing records are not affected by the change.
If an employee record from a particular class is customized and is changed from
the original class, the system asks if those changes need to be inactive if the
employee class is changed and those changes are rolled down.
Assigning Codes To An Employee Class

Use the Employee Class Codes Setup window to assign pay codes, deduction
codes, benefit codes, state tax codes and local tax codes to an employee class. To
open this window, click the Codes button on the Employee Class window.
FIGURE 2.13 EMPLOYEE CLASS CODE SETUP WINDOW
1. Select a Code Type to assign to the employee class.

2. Select each code to assign the class from the Available Codes list.

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3. Select Insert to add the code to the Assigned Codes list. To Remove
a code in the Assigned Codes, select Remove.
4. Select OK to close the window and return to the Employee Class
Setup window.
Employee Class And Position Setup Options For Tracking

Tips
If several employees receive tips, directly or indirectly, set up employee classes
for these employees in the Employee Class Setup window. For example, if the
company has servers who receive tips directly, as well as bus persons or hosts
who share tips indirectly, set up the following classes:
Employee Class
Employee Position
SERV
Servers
BUS
Bus persons, salad bar workers
HOST
Hosts and hostesses
Deleting Or Changing An Employee Class

If an employee class is obsolete and no longer needed, delete it. There can be
some circumstances where it is necessary to change an existing employee class to
reflect changes, such as adding a new pay code. When an existing employee class
is changed, the option is available to apply the changes to all employee records in
the class.
If the class that needs to be changed is assigned to employees, it is recommended
to print an employee list before the changes are made, to determine how changes
to the class affects those employee records.
If an employee record from a particular class is customized and changed from the
original class, the system asks if the employee class is changed and if those
changes need to be rolled down.
Use the Employee Class Setup window to delete or change an employee class.
To delete or change an employee class:
1.
2.
3.
4.
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Enter or select the ID for the employee class to delete or change.

Choose Delete to delete the class.
To change the class, select the field and enter the new information.
Select Save to save the changes. The option is available to apply
changes to all the employee records assigned to the class.


Deleting an employee class does not affect the existing employee records
assigned to the class. However, changes cannot be applied to this group (class) in
the future.
Print And Save

Select Print from the File menu to print an Employee Class List to verify the
information. Click Save to save the class or any changes made to an existing
class record.

2-29
Lab 2.1 - Setting Up Employee Classes

Scenario
You are asked to make the setup of new salaried employees easier and more
accurate, and decided the best way to accomplish this is by setting up an
employee class for salaried employees using the following information.
Challenge Yourself
Field
Value
Accrue Vacation
Select this option
Method
Hours Worked
Hours: Per Year
80.00
Hours: Available
0.00
Accrue Sick Time
Select this option
Method
Hours Worked
Hours: Per Year
48.00
Hours: Available
48.00
Salaried employees use the following codes:

Field
Values
Pay Codes
SALY
Deductions
401K and INS1
Benefits
401K
State Taxes
IL
Need a Little Help?
2-30
Set up an employee class for salaried personnel. Use the following

information to set up the class. Accept defaults for information not
provided:
Field
Value
Class ID
SALARY
Description
Salaried Employee
Accrue Vacation
Select this option
Method
Hours Worked

Field
Value
Hours: Per Year
80.00
Hours: Available
0.00
Accrue Sick Time
Select this option
Method
Hours Worked
Hours: Per Year
48.00
Hours: Available
48.00
Add the following codes listed to this class using the Employee Class
Code Setup, accessed by using the Codes button located on the
Employee Class Setup window.
Field
Value
Code Type
Pay Codes
Available Codes
Insert SALY
Code Type
Deductions
Available Codes
Insert 401K and INS1
Code Type
Benefits
Available Codes
Insert 401K
Code Type
State Taxes
Available Codes
Insert IL
Save and Close the Employee Class Setup window

2-31
Payroll Direct Deposit Setup

Payroll Direct Deposit is a system of distributing employees earnings directly to
their checking or savings accounts. Direct deposit relies upon the use of a
standardized electronic file. This file is called an ACH file. It summarizes basic
information about the account the company uses for Payroll transactions, and it
includes basic information about the employees accounts.
Each employee's pay can be distributed between up to twelve bank accounts.
There are two types of direct deposit accounts: direct deposit accounts, the ones
most employees use and deduction direct deposit accounts
Use the Direct Deposit Setup window to enter:
Direct deposit information, such as the type of printing method to

use and the next earnings statement number.
Specific information about the bank or credit union account the

company uses to generate its payroll.
To open this window, click the HR and Payroll series button and then click
Direct Deposit on the Setup content pane.
FIGURE 2.14 DIRECT DEPOSIT SETUP WINDOW
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Choose Active to activate Payroll Direct Deposit. If Direct Deposit is not offered
to employees, choose Inactive to inactivate Payroll Direct Deposit temporarily or
permanently.
HINT: Inactive can be selected to turn off Direct Deposit for a single pay-run;
however, it is recommended to do this in the Print Payroll Checks window. The
option appears at the bottom of the window if Direct Deposit is activated.
Earning Statements Print Options

Select an Earning Statement print option using the drop-down menu. The two
options are:
Separate From Checks - Generates separate print jobs - one for

employees who receive actual checks and another for employees
whose entire paychecks are deposited directly.
This option does not require the printing of voided checks for
employees whose entire earnings are deposited directly.
Earnings statements for employees using Direct Deposit are
printed, and can be printed on plain paper, or on pre-printed
earnings statement forms.
As Voided Checks - Generates a single Payroll print job that
prints a Payroll check for every employee.
The print job includes voided checks for employees whose pay is
entirely dispersed using Direct Deposit.
Next Earnings Statement Number

Enter the next earnings statement number that appears on the next deposit slip.
This number increases automatically as earnings statements are printed.
Default Prenote Count

Enter the number of prenotes required of new employee direct deposit accounts.
A prenotification or prenote is a test run of direct deposit information to help
verify the financial institution and employee account numbers entered in Payroll
Direct Deposit. Each time an employee begins using Direct Deposit, he or she
might be required to complete a prenotification for his or her distributions. Check
with the financial institution for more details about particular requirements.
If an ACH file is generated that includes an employee account with prenote
status, the ACH file line item includes financial institution and account numbers,
but a zero dollar value.

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Payment to employees that have entries that are in prenote status depends on
whether all or some of the employee's accounts have prenote status:
If all an employee's accounts have prenote status, the employee is not

paid by Direct Deposit. A check is generated for the employee
instead.
If the employee has a combination of active and prenote status

accounts, the employee's distributions to the active accounts are
completed. The remainder of net is deposited in a direct deposit
account; the employee is not paid by check.
Days From Pay To Post

In the Days From Pay to Post field, enter the number of days after the end of the
check date that the direct deposit funds are available to employees. For example,
if the:
Check date is a Friday and the funds need to be available on the

following Monday, enter 3 in the Days From Pay to Post field.
Check date and direct deposit posting date are the same, leave the
Days from Pay to Post field set to zero.
Check For Exceptions

Select the type of exceptions to check for. It is recommended to select all three
types to ensure there are no problems with employee deposits.
When it is not possible to complete the direct deposit transaction specified by
employees, this causes an exception to the direct deposit process. Exceptions are
the instances when direct deposit transactions are not completed as intended.
Payroll direct deposit exceptions are grouped into three categories:
Insufficient Funds
Amount Deducted, Not Deposited
Other
For additional information regarding Direct Deposit Exceptions, including

examples, refer to the Help available for Payroll in Microsoft Dynamics GP.
Visual Indicators For Voided Checks

If choosing to print voided checks, select one or both of the Visual Indicators for
Voided Checks.
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Select Mask Dollar Amount to place a row of X's on the line used
to spell out the check amount on the check portion of the paycheck.
The amount displayed in the other amount field on the check is $0.
Select VOID Due to DD Stamp for those words to appear in large

letters on the signature line of the Payroll check.


Update Bank Reconciliation With
Choose to update Bank Reconciliation with one of the following:
Each individual employee earnings statements.
One total amount for all employee earnings statements.
Headers/Footers Button
When using the Headers/Footers button:
Use the ACH File Header and Footer window to define headers and
footers to add extra information to the ACH file.
The headers and footers are automatically added to the file each time
it is generated.
The header and footer lines appear exactly as shown in the window
and become part of the ACH file.
Some banks or credit unions can require additional information

be included in the ACH file, such as a password or account
number.
To open this window, click the Headers/Footers button on the Direct Deposit
Setup window.
FIGURE 2.15 ACH FILE HEADER AND FOOTER WINDOW

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Be sure to check with the financial institution for more information about specific
requirements for these headers and footers.
Links Button
When using the Links button:
Use the Link Deduction Setups to Direct Deposit window to link a

deduction to Payroll Direct Deposit. Only deductions used in Direct
Deposit are linked.
A deduction direct deposit account is set up as a link to a payroll

deduction, rather than as a separate Payroll Direct Deposit account
entry.
Use the deduction direct deposit only if an employee requests to have

some payroll funds deposited to a direct deposit account and the
remainder of his or her earnings paid with a check.
If deduction direct deposits are being used, the effect of prenotes is

slightly different.
For additional information regarding direct deposit deductions and their linking
refer to the Payroll printable manual or the Help available within the application.
Linking Deduction Setups To Payroll Direct Deposit

A deduction direct deposit account is set up as a link to a Payroll deduction,
rather than as a separate Payroll direct deposit account entry. Use deduction
direct deposit only if an employee requests to have some Payroll funds deposited
to a direct deposit account and the remainder of his or her earnings paid with a
check. To open this window, click the HR and Payroll series button, then click
Direct Deposit on the Setup content pane and then click Links on the Direct
Deposit Setup window.
FIGURE 2.16 LINK DEDUCTION SETUPS TO DIRECT DEPOSIT WINDOW
2-36

HINT: The key difference between direct deposit accounts and deduction direct
deposit accounts is the setup of each. Once the setup of the ACH file is
completed, it can be generated the same as if it was a regular direct deposit
account.
When a deduction direct deposit is used an advice slip or earnings statement for
the deduction deposit amount is not printed for the employee. A check is printed
only for the remainder of the employee's earnings. Also, the linked deduction
amount is not posted to Bank Reconciliation.
Linking Deduction Setups To Direct Deposit

Select the deduction to link to Direct Deposit from the Deductions Not Linked
list and choose Insert. The deduction is moved to the Deductions Linked to the
DD list.
A Direct Deposit option is linked to the Payroll process one time only. After the
link is established, it is available for future pay runs. Do not link all deductions,
only those created to use with Payroll Direct Deposit.
ACH File Setup

Use the ACH Fields Setup window to define information that appears in
Automated Clearing House (ACH) files generated when using direct deposit for
Payroll records. An ACH file is a transaction file, or a text file containing a group
of electronic payments. To open this window, click the HR and Payroll series
button, then click Direct Deposit on the Setup content pane and then click ACH
Fields on the Direct Deposit Setup window.
FIGURE 2.17 ACH FIELDS SETUP WINDOW

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In the case of direct deposit, electronic payments are deposited into employee
bank accounts in lieu of paper checks. ACH files are submitted to a financial
institution that is a member of the National Automated Clearing House
Association (NACHA) to transmit the payments contained in the ACH files. The
files can be transferred to the bank or credit union on a computer disk medium or
by the Internet.
Fields
Enter up to ten digits to identify the company in the Company Identification
field. Enter the name of the company. Part of the information entered, like the
company's identification number, might not change from one pay run to the next.
Enter this information in the ACH Fields Setup window so it is automatically
included in the ACH files generated.
Immediate Origin and Name - Enter the routing number and name
of the financial institution that is sending the ACH file.
Immediate Destination and Name - Enter the routing number and

name of the financial institution receiving the ACH file.
Originating Institution - Enter the routing number of the

originating financial institution.
Description - Enter text to appear on the employee earnings

statements.
Auto Settle
The auto-settle line is an optional line of information added to some ACH files
generated by Direct Deposit to bring the ACH file into balance.
HINT: Some financial institutions that process direct deposit payments require
ACH files to contain the auto-settle line. Others require that the ACH files do
not contain it. Check with the financial institution for its requirements.
Select Include Auto-Settle-Line if the financial institution requires this. If it is
not selected, the financial institution creates the balancing line. Use the
Checkbook Maintenance window and the Bank Maintenance window to enter
Payroll Direct Deposit auto-settle line information.
HINT: An ACH file cannot be generated that includes some Payroll runs with
the Auto-Settle Line option and some without; they must all have the Auto-Settle
Line or they all must not have it.
2-38


Other ACH Fields
ACH File Location - Browse to find where to place the ACH file on
the computer or network. Use the path button to find the file, or type
in the location, and, or path of where the ACH file needs to be
created.
Next ACH Filename - Enter the name of the next ACH file. If there
is no check mark in the Increment ACH Filename check box, and
each file needs to be saved, each file needs to be moved to a new
location before generating a new file, or each file is overwritten.
Increment ACH Filename - Select to have the system generate a

file name each time an ACH file is created to keep the ACH files for
future reference. If choosing to increment the filename, ensure the
Next ACH Filename ends with a number so that it can increment
properly. (ACH001.TXT, ACH002.TXT and so on.)
ACH Header and Footer Setup

Use the ACH File Header and Footer window to define headers and footers for
the ACH File. Headers and footers are lines of data that can be created to be
added to the beginning or the end of the ACH File. To open this window, click
the HR and Payroll series button, then click Direct Deposit on the Setup
content pane and then click Headers/Footers on the Direct Deposit Setup
window.
FIGURE 2.18 ACH FILE HEADER AND FOOTER WINDOW

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Headers and footers can be used for extra information needed in the ACH File
and are automatically added to the file each time it is generated. The lines then
appear exactly as shown in the ACH File Header and Footer window and become
part of the ACH File.
Some banks or credit unions require additional information in the ACH file, such
as a password or account number. Be sure to check with the financial institution
for more information about specific requirements for these files.
Use the following steps to setup the Header for the ACH File:
1. Click Add under the Header for the ACH file scrolling window on
the ACH File Header and Footer window.
2. Enter the information on the first available line in the scrolling
window.
Use the following steps to setup the Footer for the ACH File:
1. Click Add under the Header for the ACH file scrolling window on
the ACH File Header and Footer window.
2. Enter the information on the first available line in the scrolling
window. Be sure to check with the financial institution for more
information about specific requirements for ACH file headers and
footers.
Setting Up Taxes and Compensation Codes

Set up tax codes, including workers compensation, local and unemployment
taxes, as default entries for setting up employee taxes. Changes can be applied to
several employees tax records at once and assigned to employee classes.
State and federal taxes do not need to be set up, but the latest federal, FICA, and
state tax tables are available for download from the Customer Source Web site. A
prerequisite for setting up Workers Compensation codes is the completion of the
Setting up Payroll default entries section.
To ensure reports are printed in the correct order, be sure that each deduction
code has the same number of characters. The characters are sorted alphabetically,
and numbers take priority over letters.
2-40


Setting Up Workers' Compensation Codes
Workers compensation codes are used to track the amount of workers
compensation taxes the company is liable for, as an employer. Use the Workers
Compensation Setup window to enter and maintain the tax rates and yearly wage
limits for workers compensation codes. To open this window, click the HR and
Payroll series button and then click Workers Compensation on the Setup
content pane.
FIGURE 2.19 WORKERS' COMPENSATION SETUP WINDOW
Things to keep in mind when creating Workers Compensation codes and

descriptions are:
Enter a code up to six characters.
Enter a description to further identify the code for reference. The

maximum length of the description field is 30 characters.
To ensure reports are printed in the correct order, be sure that each
deduction code has the same number of characters.
The characters are sorted alphabetically, and numbers take priority

over letters.
If needed, set up multiple workers compensation codes for each

state
Enter a Workers Comp Code and Description assigned by each state.

Some workers compensation codes are provided. These codes are displayed in
the lookup window. Use the Payroll Tax Setup window to view the taxes
provided. To open this window, click the Administration series button and then
click Payroll Tax on the Setup content pane.
Enter the two-character postal abbreviation for the State this workers
compensation code is being entered for.

2-41

Workers' Compensation Calculations Methods
A tax liability can be based on a specified percentage or amount. Use one of the
following four Calculation Methods for workers compensation tax.
Percent of Gross calculates the workers compensation tax liability

as a percentage of gross earnings. If this method is used, indicate
how tax on overtime pay, the straight pay rate or the overtime pay
rate, is calculated. Also, enter the tax percentage and the yearly wage
limit established by the state for this code.
Fixed Amount calculates workers compensation tax liability as a

fixed amount per employee on a monthly or quarterly basis. If this
method is used, enter the tax amount per month or quarter. For
example, the fixed amount can be $100 per month per employee.
Number of Hours/Units calculates the workers compensation tax

liability as a fixed amount per hour or unit per employee entered.
Use the number of units for a piecework pay type. For example, if
the fixed amount is $2.00 per hour and the employee works 160
hours in a month, the total workers compensation is $320 for this
employee.
Days Worked calculates the workers compensation tax liability as a

fixed amount per days worked per employee. If this method is used,
enter the tax amount for each day worked. For example, if the tax
amount is $5 per day worked and the employee worked 21 days, the
workers compensation is $105.
Track Days Worked in the Payroll Setup window must be selected and the
number of days worked must be entered when entering transactions for taxes to
be calculated correctly.
Calculate Tax on Overtime Using Percent Of Gross

If the Percent of Gross calculation method is selected for workers compensation
taxes, select a method for calculating the tax on overtime:
2-42
Straight Rate - The workers compensation tax is calculated using

the pay rate assigned to the pay record that the overtime pay is based
on. For example, assume the pay rate is $5 per hour, the overtime
pay rate is $7.50 per hour and the employee works 5 overtime hours.
The workers compensation tax for overtime pay is calculated on $25
(5 hours x $5 per hour).
Overtime Pay Rate - The workers compensation tax is calculated

using the overtime pay rate. For example, assume the pay rate is $5
per hour, the overtime pay rate is $7.50 per hour and the employee
works 5 overtime hours. The workers compensation tax for
overtime pay is calculated on $37.50 (5 hours x $7.50 per hour).


Workers' Compensation Tax Rate And Year To Date Wage
Limit
Enter the Tax Rate Amount/Percent to use in the workers compensation tax
calculation. A percentage is required if the calculation method is Percent of
Gross. The Year To Date Wage Limit field is available only if the calculation
method is Percent of Gross.
Enter the annual wage limit for this workers compensation tax calculation.
Workers compensation taxes are no longer calculated for individual employees
when their wages exceed this limit. If no wage limit is required for the workers
compensation code entered, leave this field at $0.
Click Save to save the code. Select Print from the file menu to print a Workers
Compensation Codes List to verify the information.
Setting Up A Local Tax

Use the Payroll Local Tax Setup window to maintain tax tables for local taxes.
Employees local taxes can be calculated automatically for each pay run. To open
this window, click the HR and Payroll series button and then click Local Tax
on the Setup content pane.
FIGURE 2.20 PAYROLL LOCAL TAX SETUP WINDOW

2-43

The tax calculations take place in the order they appear in the Sequence list.
Therefore, it is important to be sure the order is correct or the calculations can
differ. For example, if the order is Apply Tax Rate followed by Check Maximum
Withholding, the tax rate is always taken. However, if a Check Maximum
Withholding is followed by Apply Tax Rate, the tax rate is not applied when the
maximum amount is reached.
Local Tax Code, Description And Type

Enter or select a Local Tax Code and a Description. Some local tax codes can
be downloaded from the Customer Source Web site. The downloaded tax codes
appear in the lookup window. Use the Payroll Tax Setup window to view the
provided taxes. To open this window, click the Administration series button and
then click Payroll Tax on the Setup content pane.
Enter the Tax Type information the local taxing entity requires for the MMREF1 table.
Choices include:
City Income Tax
County Income Tax
School District Income Tax
Other Income Tax
Check with the local and state tax offices for additional information about state
tax requirements.
Local Tax Calculations

Select a tax calculation and click Insert to insert it in the Sequence list. To
remove a calculation from the Sequence list, select the calculation and select
Remove.
The Calculations options are:
2-44
Select Subtract Exemption to subtract employees local tax

exemptions. Then enter the amount the locality allows for each
exemption in the Amount Per Exception field. This amount is
multiplied by the number of exemptions specified on each
employee's local tax record.
Select Check Min. Annualized Taxable Wages to specify the

minimum annualized taxable wages an employee must earn before
the tax is calculated. Taxes are not calculated until this limit is
reached. Then enter the minimum wages that an employee must earn
on an annualized basis before the tax is calculated in the Minimum
Annualized Taxable Wages field.

Select Apply Tax Rate to multiply the taxable wages by the tax rate
entered.
Select Apply Tax Table to calculate the tax using the tax table set
up for the local tax code in the Payroll Local Tax Tables window.
Select Subtract Flat Tax Amount to subtract a flat amount to be

withheld from the wages of each pay period.
Select Check Maximum Withholding to enter a maximum limit on

the amount of tax to be withheld for the calendar year.
Select Check Minimum YTD Taxable Wages to enter a minimum

amount of wages tax to be withheld for the calendar year.
Select Subtract Standard Deduction to subtract an amount or

percentage based on the standard deduction information from the
amount of taxes due on wages for each pay period.
Select Check Maximum YTD Taxable Wages to enter a maximum

amount of wages tax to be withheld for the calendar year.
Payroll Local Tax Tables

Use the Payroll Local Tax Tables window to enter or edit a tax table for a local
tax. To open this window, click the Tables button on the Payroll Local Tax Setup
window. Select Tables at any time to edit the tax table for a local tax.
FIGURE 2.21 PAYROLL LOCAL TAX TABLES WINDOW
If Over - Displays the lower limit of the tax bracket.

But Not Over - Enter the upper limit of the tax bracket. If an employee's annual
wages are in a tax bracket where his or her wages are greater than a certain limit
and less than or equal to the upper limit.

2-45

Tax Amount - Enter the amount of tax for the tax bracket and the tax rate
applied to taxable wages in excess of the amount subtracted.
Tax Rate - Enter the tax rate that is applied to any taxable wages that exceed the
amount entered in the On Excess Over field.
On Excess Over - Displays the amount the tax rate is applied over. No tax is
calculated until the employee's table wages reach this amount.
Click OK to redisplay the Payroll Local Tax Setup window. Click Save on the
Payroll Local Tax Setup window to store the code. Select Print from the File
menu to print a Company Local Taxes List to verify the information.
Setting Up An Unemployment Tax

Use the Unemployment Tax Setup window to enter unemployment tax rates used
to calculate state and federal unemployment tax amounts the company is liable
for as an employer. To open this window, click the HR and Payroll series button
and then click Unemployment Tax on the Setup content pane.
FIGURE 2.22 UNEMPLOYMENT TAX SETUP WINDOW
If entering a state unemployment tax, enter the two-character postal abbreviation

for the state the unemployment tax information is for. If entering federal
unemployment tax, enter FED as the tax code.
2-46


Unemployment Tax Code And Description
Enter or select a valid Tax Code. When FED is selected as the Tax Code, the
Unemployment Tax ID field is locked and displays what is set up in the Payroll
Tax Identification Setup window for the federal tax code. The Description
displays the description associated with the tax code.
Unemployment Tax ID, Tax Rate And Wage Limit

Enter an Unemployment Tax ID. If entering a federal unemployment tax, enter
the company's federal Employer ID. A valid Employer Identification Number
(Federal EIN) must be numeric with a format of 00-0000000. The first two digits
cannot be 00, 07, 08, 09, 10, 17, 18, 19, 20, 26, 27, 28, 29, 30, 40, 49, 50, 60, 69,
70, 78, 79, 80, 89 or 90. This is the number used on W-2 statements for the
federal ID number.
If entering a state unemployment tax, enter the employer's State ID number. This
is the number used on W-2 statements for the State ID number.
Enter the unemployment Tax Rate. Enter state and federal unemployment tax
rates using four decimal places. For example, if the unemployment tax rate is 5
percent, enter 5. or 5.0000.
Enter a Wage Limit for the unemployment tax code or accept the default wage
limit.
Include Amounts
When setting up a state unemployment tax, the option is available to include
other amounts when calculating whether individual employees meet state
unemployment wage limits.
Select Previous State Wages if wages employees earned in other

states are included when calculating whether individual employees
meet state unemployment wage limits.
Select Tax Sheltered Annuities to include employees tax-sheltered

annuities in the wages subject to unemployment taxes.
TSA Deductions And Taxable Wages

The TSA Deductions contains all tax sheltered annuity (TSA) deductions that
are sheltered from federal tax, FICA tax, state tax and local tax in the Deduction
Setup window.
Select TSA deductions for the specified tax code, the deduction must be inserted
into the Include as Taxable Wages list. TSA deductions can only be included if
the Tax Sheltered Annuities option is previously selected.
Click Save to save the code. Select Print from the File menu to print an
Unemployment Rates List to verify the information.

2-47

Setting Federal And State Tax ID Numbers
Use the Payroll Tax Identification Setup window to set up assigned federal and
state tax identification numbers so they are printed correctly on employee W-2s
and employer W-3 forms when completing Payroll year-end processes. To open
this window, click the HR and Payroll series button and then click Tax ID on
the Setup content pane.
FIGURE 2.23 PAYROLL TAX IDENTIFICATION SETUP WINDOW
For example, two different state identification numbers can be necessary, one for
filing taxes and another for filing the unemployment forms and taxes. Using this
window, assign codes for the correct numbers for each of the forms, eliminating
the need to edit the form each time a different federal or state tax identification
number is filed.
The Payroll system also accommodates states with just one number. If there is no
value in the SUTA Tax ID when setting up the Tax ID Number, the Payroll
system fills the SUTA Tax ID with the same value as the Tax ID Number. If
there is a value in the field when entering the Tax ID Number, no change takes
place.
The reverse is also true; if there is no value in the Tax ID Number when setting
up the SUTA Tax ID, the Payroll system fills the Tax ID Number with the same
value as the SUTA Tax ID. If there is a value in the field when entering the
SUTA information, no change takes place.
Tax Code, Description And Tax ID Numbers

Enter or select a valid Tax Code. The Description displays the description of the
selected tax code. Enter the Federal or State Tax ID Number for the tax code
selected, including dashes and space, as assigned by the state or federal
government.
2-48


If FED is selected as the tax code, the Tax ID Number displays nine digits in the
format 99-9999999 and Microsoft Dynamics GP verifies if the number is a valid
identification number.
If there is no value in the SUTA Unemployment Tax ID when the Tax ID
Number is set up, the system fills the SUTA Unemployment Tax ID with the
same value as the Tax ID Number. If there is a value in the SUTA
Unemployment Tax ID when entering the Tax ID Number, no change takes
place.
MMREF-1 Information
MMREF-1 information is available only if using Magnetic Media. Check with
the state tax office for additional information about state tax requirements.
Enter the Taxing Entity Code information the state requires for the MMREF-1
table. The information in this field updates the Taxing Entity Code in the RSState Record of the MMREF-1 table.
Enter the Other State Data information the state requires for the MMREF-1
table.
Enter the State Control Number information the state requires for the MMREF1 table. This field updates the State Control Number in the RS-State Record of
the MMREF-1 table.

2-49
Summary
Microsoft Dynamics GP Payroll must be setup properly to get the results needed
for a payroll run. Setups must be completed for pay codes, employee classes,
direct deposit, workers compensation and various taxes. The benefit to the
proper planning and execution of this step is minimal adverse impact, if any, to
the employee pay check or direct deposit. This course showed the user how to
accomplish the payroll setup procedures objectives.
2-50
Setup pay codes including default entries, linking to positions, Pay

Step tables or Salary Matrixes, and calculation methods for overtime
rates.
Employee classes provide a way to further define the organizational

hierarchy.
Properly set up the Direct Deposit and ACH file because it ensures
electronic payments are deposited correctly into employee bank
accounts.
Set up the integration to make the association between the payroll

totals and their appropriate vendors to distribute company and
employee withholdings to the appropriate vendors and account for
the correct distribution of costs and liabilities in the general ledger.
Various taxes including workers compensation, local, FUTA and

SUTA need to be setup to ensure the proper reporting is completed.

Test Your Knowledge


1. Which of the following pay codes need to be based on another pay code?
(Select all that apply.)
( ) Vacation
( ) Commission
( ) Overtime
( ) Holiday
2. Which of the following pay types can be excluded from gross wages by not
selecting the Report as Wages box?
( ) Pension
( ) Commissions
( ) Holiday
( ) Business Expense
3. When using the Calculation Method Setup window for Overtime Rate
Manager exceptions can be made based on which item?
( ) Location
( ) Company
( ) Department
( ) Class

4. Which of the following tax records allows entry for an additional
withholding amount? (Select all that apply.)
( ) State Tax
( ) Local Tax
( ) Unemployment Tax
( ) Federal Tax

2-51
Lab 2.1 - Setting up Employee Classes (Solution)

Scenario
You are asked to make the setup of new salaried employees easier and more
accurate, and decided the best way to accomplish this is by setting up an
employee class for salaried employees using the following information.
Step by Step
2-52
Set up an employee class for salaried personnel. Use the following

information to set up the class. Accept defaults for information not
provided.
Open the Employee Class Setup window. (Microsoft Dynamics GP >

Tools > Setup > Payroll > Employee Class)
Field
Value
Class ID
SALARY
Description
Salaried Employee
Accrue Vacation
Select this option
Method
Hours Worked
Hours: Per Year
80.00
Hours: Available
0.00
Accrue Sick Time
Select this option
Method
Hours Worked
Hours: Per Year
48.00
Hours: Available
48.00
Click the Codes button to access the Employee Class Code Setup
window.
Select the appropriate code type from the drop-down list. Then
highlight the appropriate code in the available codes list. Click
Insert to assign the codes to the employee class. Repeat for each of
the code types listed:
Field
Value
Code Type
Pay Codes
Available Codes
Insert SALY
Code Type
Deductions

Field
Value
Available Codes
Insert 401K and INS1
Code Type
Benefits
Available Codes
Insert 401K
Code Type
State Taxes
Available Codes
Insert IL
When all codes are assigned, click the OK button to close the
Employee Class Code Setup window, and to return to the Employee
Class Setup window.
Click the Save button to save the record.
Close the Employee Class Setup window.

2-53

chapter:
1.
2.
3.
2-54

Solutions
Test Your Knowledge
1. Which of the following pay codes need to be based on another pay code?
() Vacation
( ) Commission
() Overtime
() Holiday
2. Which of the following pay types can be excluded from gross wages by not
selecting the Report as Wages box?
( ) Pension
( ) Commissions
( ) Holiday
() Business Expense
3. When using the Calculation Method Setup window for Overtime Rate
Manager exceptions can be made based on which item?
( ) Location
( ) Company
() Department
( ) Class

4. Which of the following tax records allows entry for an additional
withholding amount? (Select all that apply.)
() State Tax
() Local Tax
( ) Unemployment Tax
() Federal Tax

2-55
2-56

CHAPTER 3: DEDUCTIONS AND BENEFIT SETUP

Objectives
The objectives are:
Identify what a deduction and benefit are in Microsoft Dynamics GP.
Set up a user to have Payroll View Access in Microsoft Dynamics

GP to allow them to complete a benefit enrollment in both Human
Resources and Payroll.
Set up standards and defaults for benefits and deductions.
Set up Miscellaneous Benefits for employee benefits that include

charitable contributions and union dues.
Set up court ordered garnishment deductions.
Set up the Earnings Setup window to define an employee's net

disposable income.
Set up the Garnishment Maximum Setup window in accordance with

federal and state laws.
Set up a corresponding deduction code in Payroll for garnishments

when creating a miscellaneous benefit for a garnishment.
Learn when to use zero amounts in benefit and deduction setups.
Set up CoPay information for use with Health Insurance.
Set up Coverage Type for use with Health Insurance setups.
Set up a Health Insurance benefit.
Set up an Age-Based Life Insurance Benefit.
Set up a Fixed-Amount Life Insurance Benefit
Set up a Retirement Plan.
Set up Payroll Deductions.
Set up the Employee Deduction Sequence window to specify

sequences for individual employees.
Set up deduction in arrears parameters on the Deduction Setup

window.
Complete a benefit or deduction setup using the Incomplete Setup

Codes window.
Modify or delete Company-level codes.

3-1
Introduction
Microsoft Dynamics GP Human Resources and Payroll requires various setups
to be completed prior to use. This chapter focuses on the Benefit and Deduction
setups that need to be completed.
Benefit and Deduction codes are instrumental in defining the structure within
Microsoft Dynamics GP Human Resources and Payroll. Included in these codes
are health insurance, life insurance, retirement plans and miscellaneous benefits.
There also is the ability to setup garnishments and to track deductions in arrears.
Setting Up Deductions and Benefits

Use the Deduction Setup window to enter and maintain company deduction and
benefit records, also known as deduction and benefit codes.
These records are used:
As defaults for setting up employee deductions and benefits.
For rolling down changes to employee deduction and benefit records,

and can be included in employee classes.
A deduction is an amount withheld from an employee's wages. A garnishment is

a court-ordered deduction, often for child support, delinquent taxes, or
bankruptcy debts. A tax-sheltered annuity (TSA) is a deduction exempt from one
or more types of taxation. Examples of deductions include donations to charities,
union dues and contributions to retirement plans.
Set up a deduction as a percentage of gross, net or earnings wages, as a fixed
amount or as an amount per unit of wages. Set up deduction sequences at the
company or employee level to specify the order the deductions are taken in.
A benefit is an amount paid by the employer on the employee's behalf. Some
benefits are taxable. Examples of benefits include employer-paid portions of
insurance premiums and 401(k) matching contributions. Set up a benefit as a
percentage of gross or net wages, as a percentage of a deduction, as a fixed
amount or as an amount per unit of wages.
3-2

Granting Payroll View Access To A User

The system is designed to allow select users to set up benefits and deductions and
enroll employees for benefits and deductions. The User Setup window is used to
control this feature. To open this window, click the Administration series button
and then click User on the Setup content pane.
FIGURE 3.1 USER SETUP WINDOW
A system password is required to use this screen. Select the appropriate User ID.
The Payroll View for Human Resources check box allows a user to complete
benefit enrollment in both Human Resources and Payroll.
If this check box is selected, when a user is performing benefit

enrollment or benefit changes, the user is prompted to complete the
integration on the payroll side.
If this check box is not selected, the user receives no prompts and the
benefit enrollment is not completed.
Setting Up Benefit Preferences

The Benefits Preferences window is used to set several standards and defaults for
the company which is useful when working with benefits and attendance. The
standards and defaults include setting posting procedures, establishing a standard
work week and work day, choosing an FMLA (Family Medical Leave Act) year
and a method for tracking FMLA and COBRA payments.

3-3

To open the Benefit Preferences window, click the HR and Payroll series
button, click Human Resources on the Setup content pane, click Benefits and
Deductions and then click Benefit Preferences.
FIGURE 3.2 BENEFIT PREFERENCES WINDOW
Determine whether to post estimated return dates or payment dates for FMLA to
the user's To Do Lists.
FMLA 12 Month Period

Click the Set FMLA 12-Month Period button to define the FMLA period the
company uses. This opens the Setting FMLA 12-Month Period window.
FIGURE 3.3 SETTING FMLA 12-MONTH PERIOD WINDOW
3-4

Measured from the calendar year - 12 month period is from

January to December.
Measured from a fixed 12 month period - Any fixed 12 month

period. When Company-Wide is selected a start date must be
entered. When Employee-Specific is selected, enter each employee's
FMLA year start date when it is the employee's first instance of
FMLA leave.
Measured from an employee's previous FMLA leave - The 12

month period is measured forward from the date the employee's first
FMLA leave begins. The 12 month period always begins on the first
day FMLA begins, provided the previous 12 month period expired.
Rolling - 12 month period is measured backward from the date an

employee uses any FMLA leave.
FMLA Calendar
Click the FMLA Calendar button to set a company down day such as weekends
and holidays. A company down day is not counted as part of any FMLA leave.
Use the company wide down day settings to select Saturdays and Sundays.
Individual days can be marked down by clicking on the day with the mouse.
Down days are displayed in black in the FMLA calendar.
FIGURE 3.4 FMLA CALENDAR WINDOW
Click the Printer icon to generate a FMLA calendar report. Clicking OK returns
the screen to the Benefit Preferences window.
On the Benefit Preferences window selections also need to be made for the
following under FMLA Preferences:
Post Estimated Return Date to the To Do list
Post Payment Dates in the To Do List

3-5

The selections available include Never, Always, and Ask Each Time.
Benefit Preferences
The Number of working days in a week and the Number of hours in a work day
are filled from the Attendance Setup window, when using attendance. When the
Attendance module is not being used, record the company's standard work day
and work week. To edit this information, select the Override button to change it.
The remaining fields include the COBRA Preferences button which allows for
posting to the To-Do list.
HINT: Once benefit preferences are established for FMLA, and entries are
made, they should not be changed. When they are, all entries need to be reentered for the system to calculate correctly.
Setting Up Miscellaneous Benefits

Use the Miscellaneous Benefits Enrollment window to record information about
miscellaneous benefits. Some examples of benefits which can fall into the
miscellaneous account category are:
3-6
Charitable contributions
Union dues
Medical flex plans
Uniform expenses


To open the Miscellaneous Benefits Setup window, click the HR and Payroll
series button, click Human Resources on the Setup content pane, click Benefits
and Deductions and then click Miscellaneous Benefit.
FIGURE 3.5 MISCELLANEOUS BENEFITS SETUP WINDOW
Miscellaneous Accounts Setup

On the Miscellaneous Benefit Setup window enter an Account Name and
Description. Select a Frequency to annualize employee benefits or deductions
for tax calculation purposes. Next, enter a group or agency the benefit is
affiliated with. If it is not on the current list, click on Affiliation and add the
group to the Card Catalog window.
The field Benefit Begins is used to indicate the date the benefit starts. This date
is on or before the ending date of the pay period when the first deduction is
made; otherwise, the deduction is not taken. For example, when the pay period's
beginning date is 1/1/10 and its ending date is 1/15/10, for the deduction to be
withheld the deduction must have a starting date on or before 1/15/10. If it is a
continuous benefit no end date is required. However, if there is a plan year
involved or it expires, enter a date in Benefit Ends. The Garnishment check box
is used to indicate the benefit is a garnishment.
Select the Employee check box to indicate a deduction, and, or select the
Employer check box to indicate whether the Miscellaneous account is a benefit.

3-7

On the Employee side, select one of the following methods of calculating
deductions (only available if using Payroll):
Percent of Gross Wages
Percent of Net Wages
Fixed Amount
Amount per Unit
Percent of Earnings Wages
On the employer side, the selections for Method include:
Percent of Deduction
Fixed Amount
Amount per Unit
Select the type of Deduction Tier required for both the deduction and benefit
side of the window. When a deduction or benefit is a flat amount or percent for
all wages or units, select Single and enter the amount. When a deduction amount
or percent changes based on different tiers of wages or units, select Multiple.
Click the Tiers button and the Tiered Deduction Setup window opens which
allows for wage/unit tiers and their associated amounts or percents to be entered.
Enter Maximum Deduction for the Employee side and the Maximum Benefit
for the Employer side. These fields are only available if using Payroll. If there is
no maximum leave the field blank. Leaving the field blank creates the record in
Human Resources, but not in Payroll.
3-8
Pay Period - Enter the maximum amount to be deducted for one pay
period.
Year - Enter the maximum amount to be deducted in one calendar

year.
Lifetime - Enter the maximum amount to be deducted while the

employee works for the company.

Setting Up A Garnishment
Use the Deduction Setup window to enter and maintain garnishments. To open
this window, click the HR and Payroll series button, then click Deduction on
FIGURE 3.6 DEDUCTION SETUP WINDOW
Garnishments are mandatory deductions from employee pay, such as debt

payments enforced by court order. For example, a bankruptcy court can order an
employer to deduct wages to pay an employee's outstanding debts.
Specify the portion of an employee's wages which are subject to garnishments.
Refer to the Setting Up Earnings Codes lesson for additional information on this
topic.
Federal and state governments often set maximum percentages allowed for
garnishments. Refer to the Setting Up Maximum Garnishment Rules lesson for
additional information on this topic.
Deduction Code, Description And Type

Enter a Deduction Code up to six characters. Enter a Description to further
characters. Select Garnishment as the deduction type.

3-9

Garnishment Category
Select one of the following garnishment categories:
Support Order - Support of a child or other dependent
Tax Levy - Overdue taxes
Bankruptcy - Bankruptcy debts
Garnishment - Student loan or creditor debts
Other - Garnishments without a designated category
This field is not used for any calculation. The field is informational only.
Garnishment Deduction Methods

Select one of the following garnishment deduction methods:
Percent of Gross Wages, to calculate the deduction as a percentage

of total wages before taxes are deducted.
Percent of Net Wages, to calculate the deduction as a percentage of

gross wages minus taxes.
Fixed Amount, when a fixed amount is calculated from the

employees wages.
Amount per Unit, when the deduction is based on hours or units

using piecework, hourly or overtime pay.
Percent of Earnings Wages - Select to calculate the deduction as a percentage

of net disposable income. Define which portions of an employee's income are
subject to a deduction by defining earnings codes in the Earnings Setup window.
To deduct a company fee from employee wages for processing garnishments,
create a deduction code and include the deduction code in the earnings code.
Frequency
The selection made in the Frequency field is used to annualize the tax-sheltered
deduction when taxes for paychecks are calculated. The Frequency field is not
used when determining which deductions are included in the Build Checks
process.
W-2 Information
When the deduction amount needs to be printed in a special box on the W-2
statement, enter the number of the box in the W-2 Box field, then a label, when
required, to print in the W-2 Label field. For more information about W-2 labels,
refer to the instructions supplied by the Internal Revenue Service for the W-2
forms.
3-10

Setting Up Earnings Codes

Use the Earnings Setup window to enter and maintain garnishments. To open this
window, click the HR and Payroll series button, click Payroll on the Setup
content pane and then click Earnings Setup.
FIGURE 3.7 EARNINGS SETUP WINDOW
Use the Earnings Setup window to define an employee's Net Disposable Income
(NDI). NDI is a legally-defined selection of wages, deductions and taxes which
garnishments and standard deductions can be taken from. The definition of NDI
depends on state law. Set maximum deduction amounts in the Garnishment
Maximum Setup window.
NOTE: Before changing a deduction code to apply a new earnings code,
confirm the earnings code does not use the same deduction code in its own
definition. Such a circular reference can cause inconsistent and undesired
results.
Earnings Code and Description

Enter an Earnings Code up to 15 characters. Enter a Description to further
characters.

3-11

Include In Earnings
Select a Pay Code to be used for the earnings and select Insert to move the Pay
Code to the Selected list for inclusion in this earnings code. Select Insert All to
move all pay codes to the Selected list. To remove a pay code from the Selected
list, select the pay code and select Remove. Select Remove All to remove all pay
codes.
Reduce In Earnings
Select a Deduction Code and select Insert to move the Deduction Code to the
Selected list for inclusion in this earnings code. Deductions in the Selected list
reduce net disposable income. To deduct a company fee from employee wages
for processing garnishments, create a deduction code and include the deduction
code in the earnings code.
Taxes
Select the Taxes to apply to this earnings code and reduce net disposable income.
Setting Up Maximum Garnishment Rules

Use the Garnishment Maximum Setup window to enter and maintain
garnishments. To open this window, click the HR and Payroll series button,
click Payroll on the Setup content pane and then click Garnishment Maximum
Setup.
FIGURE 3.8 GARNISHMENT MAXIMUM SETUP WINDOW
3-12


Federal and state law each establishes maximum rates and amounts for
garnishments. Payroll calculates garnishment amounts using both state and
federal maximum amount rules, compares them to the target garnishment
amount, and selects the smallest of the three amounts as the garnishment.
Use the Garnishment Maximum Setup window to define garnishment limits
according to state and federal rules. Set up garnishment limit formulas for
different garnishment types, and when necessary, for different garnishment
frequencies.
Maximum Deduction Code and Description

Enter a Maximum Deduction Code up to 15 characters. Enter a Description to
further identify the code for reference. The maximum length of the description
field is 30 characters.
State/Fed
Enter a state by postal abbreviation, enter FED for federal, or select a jurisdiction
using the lookup window.
Methods
Select the Method of garnishment. Method options are Percent of Gross Wages,
Percent of Net Wages and Percent of Earnings. When selecting Percent of
Earnings as the method, confirm the earnings code selected does not use the same
garnishment maximum deduction code.
Maximum Withholding Percent/Exempt Amount

Enter the maximum percentage of wages to be garnished. Enter the maximum
amount of wages exempt from garnishment.
Minimum Wage Rule Amount

Enter the minimum wage rule amount, when required. For some types of
garnishments, the law can exempt an amount of the employee's wages equal to a
specified number of hours multiplied by the minimum wage.
Earnings Code and Description

When Percent of Earnings is selected as the calculation method, enter or select an
Earnings Code. The Description displays the description for the selected
earnings code.

3-13
Saving Garnishments to Payroll

If Payroll is being used, then setting up a miscellaneous benefit as a garnishment
needs to have a corresponding deduction code setup up in Payroll to enroll
employees in the garnishment.
In the Deduction Setup window, select Garnishment as the Deduction Type.
Then select one of the following as the Garnishment Category:
Support Order
Tax Levy
Bankruptcy
Garnishment
Other
After completing the rest of the Deduction Setup window by choosing a

Deduction Method and a Deduction Frequency, click Save. If the entries differ
from the Miscellaneous Benefit account, a message appears.
Using Zero Benefit and Deduction Amounts

Enter a zero amount for benefits and deductions when setting up benefit and
deduction records. When a zero amount is entered, a zero amount defaults for
new employee records when created. Then, enter the appropriate amount of the
benefit or deduction for each employee without having to edit a standard default
amount.
When setting up benefits, leaving a field blank creates the record in Human
Resources but not in Payroll. By entering a zero a corresponding benefit record is
created in Payroll.
Setting Up a Copayment Record

The CoPay Setup window is for defining copayment codes for use with benefit
setups. CoPay Setups are optional. To open this window, click the HR and
Payroll series button, click Human Resources on the Setup content pane, click
Benefit and Deductions and then click CoPay.
FIGURE 3.9 COPAY SETUP WINDOW
3-14


Information in this window is:
Not used in any calculations by the system.
For informational purposes only.
Used only to default information into the Health Insurance Definition

windows.
Enter a CoPay Code, Description and Amount.
Setting Up a Health Insurance Coverage Type

The company can offer several types of health insurance coverage to its
employees. Define these coverages in the Health Coverage Type Setup window.
Define types by both the coverage and who is covered, such as health employee,
health employee plus one, dental employee, dental employee plus one, and so on.
To open this window, click the HR and Payroll series button, click Human
Resources on the Setup content pane, click Benefits and Deductions and then
click Health Coverage Type.
FIGURE 3.10 HEALTH COVERAGE TYPE SETUP WINDOW
Enter a Code to be used to define the coverage types. Examples can be Single,
Family, Family+1, Health, Dental, HMO, PPO, and so on. Enter a Description of
the coverage defined by the Type of Coverage code.
Setting Up a Health Insurance Benefit

Use the Health Insurance Setup window to enter and maintain health insurance
benefit records. The plans setup in this window can be used as default entries for
setting up employee benefits. Health Insurance benefits can include medical
insurance, dental insurance and vision insurance.

3-15

Resources on the setup content pane, click Benefits and Deductions and then
click Health Insurance.
FIGURE 3.11 HEALTH INSURANCE SETUP WINDOW
Code, Description and Frequency

Enter a Code to use for this benefit and deduction. Describe the benefit in more
detail in the Description field. Select a Frequency the benefit is administered
with.
Benefit Carrier, Group Number and Maximum Age

Select a Benefit Carrier using the Lookup button or add a new carrier by
clicking the field name. Clicking the field name opens the Card Catalog window
where information about the carrier such as name, address and telephone number
can be entered.
Group Number is the number assigned to the plan by the insurance carrier.
Maximum Age is the age required to enter the plan for an employee and an
employee's dependent.
3-16


Waiting Period and Type of Coverage
The Waiting Period field entry is for the number of days an employee must
work for the company before being eligible for the health insurance benefit.
Enter a Health Insurance Coverage type into the Coverage Type field either
using the Lookup button or by selecting the field name to make a new entry into
the Card Catalog window.
Contributions, Deductible, and COBRA Premium

Enter the amount the employee and the employer contributes to the Health
Insurance benefit under Contributions. Under Deductible enter the amount of
the deductible for this plan. The COBRA Premium is the amount an employee
must pay if electing COBRA coverage.
Maximum Benefit, Major Medical and Out of Pocket

The Maximum Benefit is defined as the maximum amount of claims paid out for
this insurance policy. Some policies do not have a maximum. Major Medical
Coverage is provided to enter the percentage of costs the major medical benefits
covers. Maximum Out-of-Pocket is the amount of expense the employee must
pay before the insurance covers expenses at 100%.
CoPay Code, Description and Amount

Select a CoPay code and the Description field populates. This can be done either
by selecting an existing code using the Lookup button or by clicking on the field
name and entering a new code. The CoPay Amount also populates with the
default amount. This amount can be overridden if necessary. Click Save.
If amounts are entered for Employee or Employer fields and Payroll View for
Human Resources in the User Setup window is selected, the option to set up
corresponding codes in Payroll appears in a message box. Select Yes to complete
the integration.
If amounts are not entered in the Employee and Employer fields, the
corresponding codes do not have to be completed in Payroll. If Payroll View for
Human Resources is not marked, the benefit enrollment is not completed. The
Reconcile Human Resources window can be used to update the benefit setups.

3-17
Lab 3.1 - Health Insurance Setup

Scenario
You are now ready to create the new Dental plan. The Co-Pay is created along
with the new Health Coverage Type. Create the new Dental plan keeping in mind
the plan needs to be created in both Human Resources and Payroll. Set up the
plan to meet the following specifications:
A monthly frequency and the carrier is Humana.
The waiting period is 30 days.
The employee contribution is $12.00 and the employer contribution

is $28.00.
There is a $250.00 deductible.
Assign the dental co-pay code to the plan. The start date for payroll
is 1/1/17.
In addition to the new plan, a change needs to be made to an existing health

insurance plan. Change the contribution amounts for the INS insurance plan to
$20.00 for employees and $69.36 for employers. The start date is 1/1/17 for the
deduction.
Challenge Yourself
1. Create a new dental plan to the specifications in the scenario.
2. When the setup of the new dental plan is complete, change the
existing health insurance plan as specified in the scenario.
Need a Little Help?

1. Create a new dental plan as specified in the scenario beginning in the
Health Insurance Setup window.
2. Save the Health Insurance Setup window and you are prompted to
create the plan for payroll purposes. Follow the prompts to complete
the integration to payroll. The start date for payroll is 1/1/17.
3. Once the setup of the new dental plan is completed, change the
contribution amounts for the INS insurance plan as specified in the
scenario.
3-18

Setting Up An Age-Based Life Insurance Benefit

The Life Insurance Setup window is used to set up an age-based life insurance
benefit. Premiums for this type of benefit are typically tiered based on an
employee's age. To open this window, click the HR and Payroll series button,
click Human Resources on the Setup content pane, click Benefits and
Deductions and then click Life Insurance.
FIGURE 3.12 LIFE INSURANCE SETUP WINDOW
The Life Insurance Setup window is used to create and define the life insurance
plans offered to employees. These plans can also include Short Term and Long
Term disability plans.
Age-Based Life Insurance Setup

Enter a Plan Name and a Description for the benefit. Select a benefit
Frequency and Carrier using the Lookup button. Enter the Group Number for
this plan. Plan Term is the date to start paying this benefit and is on or before the
ending date of when the pay period is in effect. The To date can be left blank if it
is continuous, otherwise enter a date the plan ends.
This system provides either a fixed-rate plan or an age-based plan. Select AgeBased under Premium Method. Below the Premium Method box enter the
Increments of coverage for Employee, Spouse and Child. When the age-based
option is selected, click the Table button and enter the necessary information in a
spreadsheet-like window for the various age-based tiers.

3-19

Enter the company-wide ceiling on life insurance benefits for Coverage Max.
Amt. The Factor is the multiple of employee annual income for coverage cap for
employees.
For example, when $200,000 is entered in the maximum amount field and a
factor of 3.00 is entered. When an employee earns $70,000, the maximum
amount of life insurance is the lesser of the factor times the salary amount.
If a factor other than 0 is used, select a Rounding option of up, down or fixed to
match predetermined life insurance coverage increments. Portable Plan needs to
be checked if the employee can continue the life insurance plan after leaving the
company.
The following are options available in the Employer Pays section:
When the employer pays an amount based on the number of

increments purchased for the employee's coverage, select Increment
Employee.
When the employer pays an amount based on the number of

increments purchased for the employee's family, select Increment
Whole Family.
When the employer pays a fixed cost when an employee enrolls in

the life insurance plan, select Portion of Employee Premium.
When the employer pays the entire cost of the life insurance, select
Full Amount.
When the employer pays none select Employer Pays Nothing.
When saving the plan, the Human Resources system prompts to set up the
deduction and benefit as applicable for the plan.
3-20

Setting Up A Fixed-Amount Life Insurance Benefit

Use the Life Insurance Setup window to set up a fixed amount life insurance
benefit. This window allows the maximum coverage amount and other details of
the plan to be defined. To open this window, click the HR and Payroll series
button, click Human Resources on the setup content pane, click Benefits and
Deductions and then click Life Insurance.
FIGURE 3.13 LIFE INSURANCE SETUP WINDOW
This window can also be used to setup long term and short term disability
benefits.
Fixed-Amount Life Insurance Setup

Enter a Plan Name and Description that describes the policy. Select a
Frequency from the pull-down list. Use the Lookup button to select a Carrier or
click the field name to make a new entry into the Card Catalog window. Enter the
policy's Group Number and enter a date into Plan Term and To that reflects the
plan start and end dates.
Under Premium Method mark the Fixed Amount option. Enter the premium
increments for Employee, Spouse and Child. The Fixed Premium amount is the
full premium amount for the insurance. Any premium paid by the employer is
indicated in the Employer Pays section of the window.

3-21

Enter the maximum coverage offered by the plan in the Coverage Max Amt.
field. If a zero is entered in the Factor field, it indicates the employee's
maximum is the plan maximum. If another number is entered, also select a
Rounding option; up, down or fixed.
For example, assume an employee has an annual income of $52,000, the factor is
set to 2, and coverage increments are set at $10,000. The calculated maximum
coverage in this case is $104,000. If round up is chosen, the employee's
maximum coverage is set to $110,000 which is the nearest higher increment.
Select Portable Plan if the employee is able to continue the life insurance plan
after leaving the company.
Select from the following in the Employer Pays section:
Increment Employee
Increment Whole Family
Portion of Employee Premium
Full Amount
Employee Pays Nothing
If either of the first two options is chosen, enter the portion of the insurance
premium the employer pays for each increment. If the Portion of Employee
Premium is selected enter the amount the Employer is to pay. Click Save.
When saving the plan, the Human Resources system prompts to set up the
deduction and benefit in Payroll as applicable for the plan.
NOTE: If choosing to set up this information later, the windows can also be
opened by clicking the benefits icon.
To verify a Life Insurance plan is completely set up, click the benefits icon and
Incompletes. This window shows when the plan was set up on the Payroll side.
3-22

Lab 3.2 - Life Insurance Setup

Scenario
The company is offering two new Life Insurance plans. These plans need to be
created in both Human Resources and in Payroll.
Based on the plan definition, create the plans as follows:
The first plan name is LIFE2 and it has a monthly frequency. The
carrier is Blue Cross/Blue Shield. The group number is 345978 and
the plan begins 1/1/17. The premium method is Fixed Amounts. The
increments are $5000 for employees and their spouses with the fixed
premium being $1.00. Smoker premiums are $2.00. The maximum
amount of coverage an employee can enroll for is $100,000 or two
times their annual salary. The employer pays increments on the
whole family with the premium payment of $.75. Create this plan for
both Human Resources and Payroll.
The next plan is LIFE3 and it has a monthly frequency. Blue

Cross/Blue Shield is the carrier and this plan begins on 1/1/17. The
premium method is Age Based and the table is as follows:
Low age of 18, employee and spouse premium is $1.25 with the
premium doubling for smokers.
The employer pays the full amount of the premiums in
increments of $5000. The premium for children is $.50 and
employees can enroll for up to $100,000 in insurance or two
times their annual salary. Create this plan for both Human
Challenge Yourself
1. Set up the first new plan as specified in the scenario.
2. Set up the second new plan as specified in the scenario.
Need a Little Help?
Create the first new life insurance plan. To open this window, click
the HR and Payroll series button, click Human Resources on the
setup content pane, click Benefits and Deductions and then click
Life Insurance.
Enter the appropriate information.
Create the second new life insurance plan using the same window.
Select Age-Based Premium.
Click the Table button.
Complete the table and any other appropriate information.

3-23
Setting Up A Retirement Plan

Human Resources also includes systems which allow retirement funds to be
created for employees. To define these plans, use the Retirement Plans Setup
Window. To open the Retirement Plans Setup window, click the HR and Payroll
series button, click Human Resources on the Setup content pane, click Benefits
and Deductions and then click Retirement Plans.
FIGURE 3.14 RETIREMENT PLANS SETUP WINDOW
This window allows funds to be listed, employee contributions enumerated and

an employer match to be defined.
Retirement Plans Setup

On the Retirement Plan Setup window, enter a Benefit Code and Description to
describe the retirement plan. Select a Frequency for the plan. Select a Trustee
using the Lookup button or click the field name to make a new entry in the Card
Catalog window. Enter the Account Number for the plan.
Choose Add a Fund to activate a row in the scrolling window and enter a fund
code and the name of the fund. MarkActive if the fund is currently active. Funds
can be added where employees can invest their funds and for Human Resources
to track allocation to each fund. Funds can be deleted when they are no longer an
investment option in the company.
3-24


Premium Structure requires that a choice of Fixed or Tier be selected. Setting
up Tiers is addressed later in the chapter.
Premium Method selections are either Amount or Percentage. Enter the amount
or percentage for this and then enter the Max. Annual Contrib. amount. Enter
the typical way an employee contributes to this plan, a fixed amount or a
percentage. This is a default and can be changed when signing up the employee
for this plan.
Employer Match Percent indicates the percentage the employer matches for
each employee dollar contributed. Employer Maximum Match indicates the
maximum percentage the employer matches.
Retirement fund contributions are usually defined as a percentage of the
employee's pay. To allow an employee the option to contribute a percentage of
his or her bonus pay, select the Bonus Elections Active check box.
When employees are allowed to withdraw contributions as loans, select the
Loans Allowed check box. When employees are allowed to withdraw
contributions for hardship cases, select the Hardship Withdrawals check box.
Minimum Age is the minimum employee age required for eligibility to
participate in the retirement program. If there is a waiting period before the
employee can participate in the plan, enter the number of days in the Waiting
Period field. Plan Entrance Dates allows specific dates to be entered that the
employee can begin participation. Click Save.
If amounts are entered in the Employee or Employer fields and Payroll View for
Human Resources in the User Setup window is marked, the option to set up
corresponding codes in Payroll appears in a message box. Choose Yes to
complete the integration.
If amounts are not entered in the Employee and Employer fields, the
corresponding codes do not have to be completed in Payroll. If Payroll View for
Human Resources is not marked, the benefit enrollment is not completed. The
Reconcile Human Resources window can be used to update the benefit setups.

3-25
Lab 3.3 - Retirement Plans Setup

Scenario
The retirement plan policy changed. The employer contribution to the plan was
raised and the setup in both Human Resources and Payroll needs to reflect this
change. Also, the default employee contribution amount changed and the Human
Resources and Payroll setup windows need to reflect this change also.
Change the employer contribution to the 401k plan from 5% to 6%. Also, change
the employee contribution from 3% to 5%. Roll down the employer change but
not the employee change.
Challenge Yourself
Change the plan as defined in the scenario.
Need a Little Help?

When changes are made to existing benefits, always begin in the Human
Resources setup window and then follow the prompts after saving your changes.
This ensures the payroll setup windows are updated also.
1. Change the employer contribution to the 401k plan from 5% to 6%.
2. Change the employee contribution from 3% to 5%.
3. When asked if you wish to roll down the changes, consider what is
being rolled down. Do not roll down the change on the employee
contribution (because individual employee contribution amounts
change) but roll down the change on the employer contribution as
this change affects all employees enrolled in the retirement plan.
3-26

Setting Up A Standard Deduction

Use the Deduction Setup window to enter and maintain company payroll
deduction records which can be used as default entries for setting up employee
deductions. To open this window, click the HR and Payroll series button, click
Payroll on the Setup content pane and then click Deduction Setup.
The frequency a deduction is taken at depends on selections made during the

build paychecks. Selections in the Frequency field in the Deduction Setup
window are used to annualize the tax-sheltered deduction when taxes for
paychecks are calculated. Some examples of deduction codes are:
Deduction Code
Deduction Description
ADV
Advance to Employee
CHD
Child Care Deduction
DEP
Family Health
EPU
Employee Purchases
401K
401(k) Deduction
MED
Medical Flex
SGL
Single Insurance
UW
United Way

3-27

Deduction Code and Description
To start entering a deduction, complete the following:
1. Enter a Deduction Code up to six characters.
2. Enter a Description to further identify the code for reference. The
maximum length of the description field is 30 characters.
To ensure reports are printed in the correct order, be sure each deduction code
has the same number of characters. The characters are sorted alphabetically, and
numbers take priority over letters. Some examples of deduction codes are:
Deduction Code
Description
401K
401(k) Contribution
CHDC
Child Care Deduction
HLFM
Family Health
HLSG
Single Insurance
UWAY
United Way
CAFE
Medical Cafeteria Plan
Deduction Type
Select a deduction type. Use Standard for most deductions. When the deduction
is a court ordered garnishment, select Garnishment. Refer to the lessons on
garnishments for additional information on setting up garnishment deductions.
Starting and Ending Dates

Enter the Start Date when the deduction takes effect. This date is on or before
the ending date of the pay period when the first deduction is made. Otherwise the
deduction is not calculated.
Enter the End Date the deduction ends. When the deduction is continuous, one
which does not have a definite end point, leave this field blank.
For example, when the pay period's beginning date is 1/1/2017, and the ending
date is 1/15/2017, for the deduction to be withheld requires a starting date of on
or before 1/15/2017.
Transaction Required - Data Entry Default

Select Transaction Required when the dollar amount or percentage of the
calculated deduction varies each time. For example, when an employee purchase
plan and the amount withheld vary with each paycheck, or there is no
withholding for some paychecks, mark Transaction Required.
3-28


When Transaction Required is selected, enter a transaction for the amount or
percentage of the deduction for each pay run the deduction is taken. The
deduction is not calculated automatically for any employees.
When a transaction is required for this deduction, select Data Entry Default to
use the information in this window when a transaction is created for the
deduction code during a pay run.
Frequency
Select a Frequency to annualize employee deductions for tax calculation
purposes. The frequency a deduction is calculated at depends on whether the
frequency is selected during the build paychecks process.
The frequency options are:
Weekly
Biweekly
Semimonthly
Monthly
Quarterly
Semiannually
Annually
Daily/Miscellaneous
Tax Sheltered Annuity

Select the taxes the deduction is sheltered from. Taxable wages are reduced by
the amount of the tax-sheltered deduction before taxes are calculated.
For example, when Federal Tax is selected, the amount of the deduction is not
included in the Wages, Tips and Other Comp field on the selected employee's
W-2 form.
Based On
Select Based on Pay Codes to base the deduction on all pay codes or selected
pay codes.
Select All to automatically select all pay codes.
Highlight each code to base the benefit on and select Insert to add
the pay code to the Selected list.
To remove a pay code from the Selected box, highlight the pay code and click
Remove.

3-29

Method
A deduction can be based on a specified percentage or amount of income. One of
four deduction methods can be used to calculate the deduction amount. The
deduction methods include:
Methods
Description
This method calculates the deduction using

total wages before taxes are deducted. Taxes
are calculated before deductions are made, so
deducting from gross wages does not affect
taxable amounts, unless the deduction is a taxsheltered annuity.
This method calculates the deduction as a

percentage of gross wages after taxes. This
method is only permitted when all TSA check
boxes are unmarked and when the deduction is
based on all pay codes.
Fixed Amount
Use this method to deduct a fixed dollar

amount from the employee's wages.
Amount per Unit
This method calculates the deduction based

upon units using piecework, hourly, double
time or overtime pay.
Percent of Earnings Wages
This method calculates the deduction as a

percentage of an employee's Net Disposable
Income (NDI). NDI is a legally-defined sum of
wages, deductions, and taxes which
garnishments and other deductions can be taken
from. The definition of NDI depends on state
law. This method is not permitted for Tax
Sheltered Annuities and is only permitted for
deductions based on all pay codes.
NOTE: Pay type choices made in theBased on Pay Codes: Selected box only
affects percent of gross wages, and amount per unit deduction methods.
For additional information on this topic, refer to the lesson on Setting Up
Earnings Codes.
Deduction Tiers
Select either a Single Deduction Tier or Multiple Tiers.
3-30


When implementing deduction tiers note the following:
When a deduction is a flat amount or percent for all wages or units,

select Single and enter the amount.
When a deduction amount or percent changes based on different tiers

of wages or units, select Multiple.
Click the Tiers button and the Tiered Deduction Setup window
opens.
Enter wage/unit tiers and their associated amounts or percents.
FIGURE 3.16 DEDUCTION TIERS WINDOW
Tiered Deduction Example 1

When Percent of Gross Wages is selected as the calculation method, the tiered
deduction is set up as follows:
Percentage
Wage Level
4.375 percent
Up to and including $2,541.66
7.25 percent
Over $2,541.66
When the gross wages equaled $3,000, the deduction is calculated as follows:
Wage
Rate
Deduction Amount
$2,541.66
4.375 percent
$111.20
$458.34
7.25 percent
$33.23
Total Deduction
$144.43

3-31

When Fixed Amount is selected as the calculation method, the tiered deduction
is set up as follows:
Amount
Wage Level
$10
Up to $1,000
$15
Over $1,000 and up to $2,000
$20
Over $2,000
When the wages equaled $3,000, the deduction is calculated as follows:

Wage
Deduction Amount
First $1,000
$10
Second $1,000
$15
Third $1,000
$20
Total Deduction
$45

When Amount per Unit is selected as the calculation method, the tiered
deduction is set up as follows:
Rate Per Unit
Number of Units
$0.10
Up to 100
$0.20
Over 100 units up to 500 units
$0.39
Over 500 units
When the number of units equaled 250, the deduction is calculated as follows:
Units
Rate Per Unit
Deduction Amount
First 100 units
$0.10
$10
Remaining 150 units
$0.20
$30
Total Deduction
3-32
$40


Maximums
When a maximum is not applicable, enter 0. When using:
Pay Period, enter the maximum amount to be deducted for one pay
period.
Year, enter the maximum amount to be deducted in one calendar

year.
Lifetime, enter the maximum amount to be deducted while the

W-2 Information
When the deduction amount needs to be printed in a special box on the W-2
statement, enter the number of the box in the W-2 Box field, then a label, when
required, to print in the W-2 box. For additional information about W-2 labels,
refer to the instructions supplied by the Internal Revenue Service for W-2 forms.
Setting Up a Company-Level Deduction Sequence

Use the Deduction Sequence Setup window to specify a company-level sequence
the deductions are deducted in from employees wages. To open this window,
click the HR and Payroll series button and then click Deduction Sequence on
FIGURE 3.17 DEDUCTION SEQUENCE SETUP WINDOW
Use the Employee Deduction Sequence window to specify sequences for

individual employees. Assign all types of deductions to the sequence, including
standard, garnishment and TSA types. The Microsoft Dynamics GP Human
Resources and Payroll system calculates the TSA deductions from pre-tax wages,
regardless of the sequence.

3-33

When deduction sequences are not created, the Payroll system applies this default
sequence:
1. Standard TSA deductions (FICA sheltered), in alphanumeric order
by code.
2. Standard TSA deductions (not FICA sheltered), in alphanumeric
order by code.
3. Garnishment deductions, in alphanumeric order by code.
4. Standard non-TSA deductions, in alphanumeric order by code.
Select an Unsequenced Deduction from the Unsequenced Deductions list and
select Insert to add to the Sequenced Deductions list in the lowest position. To
move a sequenced deduction to a higher or lower position, select the deduction
and select the up or down arrow button. Click OK to save the changes.
Setting Up Deduction In Arrears

Use the Deduction Setup window to enter and maintain company deduction in
arrears records to use as default entries for setting up employee deductions. To
Deduction Setup on the Setup content pane.
3-34


Use the Deductions In Arrears feature to track deduction balances when the
employee's net pay cannot meet all deductions, or to collect mandatory arrears
for employee deductions where the employee does not receive a pay check.
Often, Microsoft Dynamics GP Human Resources and Payroll users need to track
deduction amounts the system is unable to collect during a specific pay run or
originated outside of a standard deduction. The Deductions In Arrears feature is
designed to allow the uncollected deductions to be tracked, edited, added to or
deleted providing activity level tracking of all arrear transactions.
When processing payroll the Deductions In Arrears calculates and attempts to
take any deductions which are currently in arrears. Any new deductions which
cannot be collected during payroll processing are then assigned as new arrears
records for the employee.
Deduction Code
Select each Deduction Code to assign the default arrears fields:
Allow Arrears, select to default as a selected option when creating a

new employee deduction.
Mandatory Deductions, select to default as a selected option when

creating a new employee deduction. This option is not available
unless the Allow Arrears option is selected.
Collect When Possible, select to default as a selected option when

creating a new employee deduction. This option is not available
unless the Allow Arrears option is selected.
Deduction Arrears Settings - Roll Down

When changes are made to the Arrear Options, and the Deduction Setup record
is saved, the following message appears Do you want to roll down Deduction in
Arrears changes to all employees with this Deduction?
Click Yes to modify all employee deduction Arrear Options settings

to match the Deduction Setup Arrear Option settings.
Click No to continue with the save of this Arrear Options setting at

the Deduction Setup level without modifying any existing employee
deduction Arrear Options settings.
Completing a Benefit or Deduction Setup

A benefit or deduction set up is incomplete when a benefit or deduction is created
in Human Resources and the Payroll View for Human Resources is not checked
in the User Setup window. It can also be incomplete if the benefit or deduction is
created in Payroll and not applied to Human Resources.

3-35

Use the Incomplete Setup Codes window to complete a benefit or deduction
setup. To open this window, click the HR and Payroll series button, click
Human Resources on the Setup content pane, and click Benefits and
Deductions. Choose one of the following: Miscellaneous Benefits, Health
Insurance, Life Insurance or Retirement Plans. On the setup window selected,
click the GoTo button and then click Incompletes.
FIGURE 3.19 INCOMPLETE SETUP CODES WINDOW
Incomplete Setup Codes

On the Incomplete Setup Codes window, highlight the code to complete and
click Select. If the code is a benefit, the Benefit Setup window opens or if it is a
deduction, the Deduction Setup window opens.
If the code is both a benefit and a deduction, the Deduction setup window opens.
Complete the necessary information and then click Save. Next the Benefit Setup
window opens. Enter any additional information in the Benefit Setup window
and then click Save.
Modifying or Deleting Company Setups

When opening one of the Company level setup windows and selecting an
appropriate code, the user can modify the existing data on the window. When
making changes be sure to click Save when they are completed. At this point the
option is given to apply the changes to all active benefit records.
In addition, there is a Delete button on the toolbar. In general, a code cannot be
deleted if it is assigned to an employee.
3-36

Summary
The proper setup of Benefit and Deduction codes in Microsoft Dynamics GP
ensures the accuracy of payroll deductions and company contribution amounts.
The various Benefit and Deduction setups provide the necessary data to describe
various benefits to the employees that are enrolled.
Benefit codes can be set up for health insurance, life insurance,

retirement plans and other miscellaneous benefits.
Deduction codes can be set up that relate to the employee portion of

contributions on various benefits.
Enable the tracking of Deductions in Arrears if necessary in the

company.
Earnings codes can be defined to calculate an employee's net

disposable income.
Garnishments can be set up for Support Orders, Tax Levy,

Bankruptcy and various other categories.
Benefit Preferences for FMLA and other To Do list items can be

completed.

3-37
Lab 3.1 - Health Insurance Setup (Solution)

Scenario
You are now ready to create the new Dental plan. The Co-Pay is created along
with the new Health Coverage Type. Create the new Dental plan keeping in mind
the plan needs to be created in both Human Resources and Payroll. Set up the
plan to meet the following specifications:
A monthly frequency and the carrier is Humana.
The waiting period is 30 days.
The employee contribution is $12.00 and the employer contribution

is $28.00.
There is a $250.00 deductible.
Assign the dental co-pay code to the plan. The start date for payroll
is 1/1/17.
In addition to the new plan, a change needs to be made to an existing health

insurance plan. Change the contribution amounts for the INS insurance plan to
$20.00 for employees and $69.36 for employers. The start date is 1/1/17 for the
deduction.
Step by Step
1. Create a new dental plan beginning in the Health Insurance Setup
window. To open this window, click the HR and Payroll series
button, click Human Resources on the Setup content pane, click
Benefits and Deductions and then click Health Insurance.
2. Accept the defaults for information not provided.
3-38
Field
Data
Code
DENTAL
Description
Dental Coverage
Frequency
Monthly
Carrier
Humana (add to card catalog)
Waiting Period
30 days
Type of Coverage
DENTAL
Employee Contribution
$12.00
Employer Contribution
$28.00
Deductible
$250.00
Co-Pay Code
DENTAL


3.
4.
5.
6.
7.
8.
9.
Click Save.
Select Yes to set up the corresponding codes in Payroll.
The Deduction is set up first. Use a start date of 1/1/17.
Save the Deduction Setup window.
The Benefit is set up next. Use a start date of 1/1/17.
Save the Benefit Setup window.
Make a change to an existing setup.
Field
Data
Select Code
INS
Employee Contribution
$20.00
Employer Contribution
$69.36
10.
11.
12.
13.
14.
15.
16.
17.
Click Save.
Select Yes to roll down changes.
The Deduction is set up first. Use a start date of 1/1/17.
The Benefit is set up next.
Save the Benefit Setup window.
Select Yes to roll down the changes.

3-39
Lab 3.2 - Life Insurance Setup (Solution)

Scenario
The company is offering two new Life Insurance plans. These plans need to be
created in both Human Resources and in Payroll.
Based on the plan definition, create the plans as follows:
The first plan name is LIFE2 and it has a monthly frequency. The
carrier is Blue Cross/Blue Shield. The group number is 345978 and
the plan begins 1/1/17. The premium method is Fixed Amounts. The
increments are $5000 for employees and their spouses with the fixed
premium being $1.00. Smoker premiums are $2.00. The maximum
amount of coverage an employee can enroll for is $100,000 or two
times their annual salary. The employer pays increments on the
whole family with the premium payment of $.75. Create this plan for
both Human Resources and Payroll.
The next plan is LIFE3 and it has a monthly frequency also. Blue
Cross/Blue Shield is the carrier and this plan begins on 1/1/17. The
premium method is Age Based and the table is as follows:
The employer pays the full amount of the premiums in
increments of $5000. The premium for children is $.50 and
employees can enroll for up to $100,000 in insurance or two
times their annual salary. Create this plan for both Human
Step by Step
1. Create the first new life insurance plan. To open this window, click
the HR and Payroll series button, click Human Resources on the
Setup content pane, click Benefits and Deductions and then click
Life Insurance.
3-40
Field
Data
Plan Name
LIFE2
Description
Life Insurance 2
Frequency
Monthly
Carrier
BCBS of IL (Add to card catalog)

Field
Data
Group Number
345978
Plan Term
01/01/17
Premium Method
Fixed Amounts
Increments
$5,000 for Employee and Spouse
Fixed Premium
$1.00
Smoker Fixed
Premium
$2.00
Coverage Maximum
Amount
$100,000.00
Factor
2.0
Rounding
Up
Employer Pays
Increment Whole Family
Employer
Increments
$5,000
Employer Fixed
Premium
0.75
3.
4.
5.
6.
7.
8.
9.
Click Save.
The Deduction is set up first.
Set up the Benefit.
Save the Benefit Maintenance window.
Accept the defaults for information not provided.
Field
Data
Plan Name
LIFE3
Description
Life Insurance 3
Frequency
Monthly
Carrier
BCBS of IL
Plan Term
01/01/17
Premium Method
Age Based
Select the Table button

Low Age
18

3-41
Field
Data
Employee
1.25
Smoker
2.50
Spouse
1.25
Smoker
2.50
Select Insert
Low Age
30
Employee
1.50
Smoker
3.00
Spouse
1.50
Smoker
3.00
Insert and close window

Employer Pays
Full Amount
Increments
$5,000 for all
Fixed premium for children
$0.50
Coverage Maximum Amount
$100,00.00
Factor
2.0
10. Click Save.

11. Select Yes to set up the corresponding codes in Payroll.
12. Select Save in Benefit Setup.
3-42

Lab 3.3 - Retirement Plans Setup (Solution)

Scenario
The retirement plan policy changed. The employer contribution to the plan was
raised and the setup in both Human Resources and Payroll needs to reflect this
change. Also, the default employee contribution amount changed and the Human
Resources and Payroll setup windows need to reflect this change also.
Change the employer contribution to the 401k plan from 5% to 6%. Also, change
the employee contribution from 3% to 5%. Roll down the employer change but
not the employee change.
Step by Step
1. Change the employer contribution to the 401k plan from 5% to 6%.
Also, change the employee contribution from 3% to 5%. To open the
Retirement Plans Setup window, click the HR and Payroll series
Benefits and Deductions and then click Retirement Plans.
Field
Data
Benefit
Select 401K
Premium Method
Change from 3.00% to 5.00%
Employer Match %
Change from 5.00% to 6.00%
3.
4.
5.
6.
7.
8.
9.
10.
Click Save.
The Deduction is set up first.
Save the Deduction Setup and do not roll down the changes.
The Benefit is set up next.
Save the Benefit Setup.

3-43

chapter:
1.
2.
3.
3-44

CHAPTER 4: OTHER HUMAN RESOURCES SETUPS

Objectives
The objectives are:
Create Interview forms based on position or other variables.
Define, understand and setup a Skill, a Skill Set and a Test in

Microsoft Dynamics GP.
Set up checklists to guide Human Resources employees through the

Orientation and Termination processes.
Understand the difference between a Course and a Class when

dealing with Training in Microsoft Dynamics GP Human Resources.
Setup a Training Course including Classes, Costs and Skills.
Set up a Training Class including dates and maximum employee

enrollment.
Link Skills to a class so that they can be added to an employee's skill

record.
Set up Extra Fields for both Applicant and Employee related

windows.
Set up Review Policies to create the forms necessary to administer

employee reviews.
Setup Property records to track the issuance and return of company

property such as keys, tools or computers.
Introduction
The setups found in this chapter completes the foundation for the Microsoft
Dynamics GP Human Resources and Payroll modules. These employee-related
setups include Interviews, Skills, Training and Reviews.
In addition, User-defined fields and Extra fields can be used to provide flexibility
for the organization and enable them to customize data within Microsoft
Dynamics GP.

4-1
Interviews
Different positions require various skills, and therefore, different types of
interviews. Customizing interview forms for different positions can help the
interviewer determine the best candidate for a position.
Creating an Interview Form

Use the Interview Types window to create score cards to use to grade applicants
on their interviews. This window is used to enter unlimited categories and to
assign score ranges to each item. To open the Interview Types window, click the
HR and Payroll series button, click Human Resources on the Setup content
pane and then click Interview.
FIGURE 4.1 INTERVIEW TYPES WINDOW
Enter a name assigned to this Interview Type. These can be based on the type of
position (assembly worker, clerical, and so on) or some other designation.
Enter the number corresponding to the top rating that an applicant can receive
during an interview when completing the Interview Range from 1 to field.
(When all applicant responses are judged the same on a scale from 1 to 10, for
instance, enter a 10 in this field.) The top score can be up to 99.
When the cursor is moved out of the field, a black dot appears in the top line of
the scrolling window. This dot indicates the active record in the scrolling
window.
4-2


Enter the first category description directly in the Category column in the row
the dot appears in. The category name can be up to 30 characters long, including
spaces and punctuation.
Move the cursor (using the mouse or tab key) to the Weight column, and enter
the multiplier for this category. To enter another category, move the cursor to the
next line in the scrolling window. (Use the mouse or the tab key.)
Continue, adding as many categories as needed. Sequence is determined by the
order categories are added in. They are sequentially ordered by increments of 10.
To change the sequence, enter a unique number in the Sequence field that
reflects where the category is to be placed and choose Reorder.
The interview form can also be copied by choosing Duplicate and entering a
name for the new Interview form. Click Save.

4-3
Lab 4.1 - Interviews

Scenario
The Applicant component of Microsoft Dynamics GP Human Resources and
Payroll tracks different types of interviews administered to applicants. A series of
telephone interviews started recently and now a template needs to be created in
Microsoft Dynamics GP Human Resources and Payroll to facilitate this type of
interview.
Create a setup appropriate for use during a telephone interview. The review range
is 1 to 10. During the phone interview review the applicant's resume, and also
review the job description. Find out why the applicant is looking for a new job
and learn about any particular skills and experience the applicant has.
Challenge Yourself
Create an Interview setup as defined in the scenario.
Need a Little Help?

1. Use the Interview Types window to create a setup as defined in the
scenario.
2. The review range is from 1 to 10.
3. During the phone interview you want to review the applicant's
resume, and review the job description; find out why the applicant is
looking for a new job and learn about any particular skills and
experience the applicant has.
4. You can create five categories for this information.
4-4

Skills, Skill Sets and Tests

Microsoft Dynamics GP Human Resources provides a strong framework for
entering and storing information about employee and applicant skills. The setups
on the skills windows are shared between applicant and employee so that
regardless of where the setup is performed, it is available to both.
When using the Skills component the benefits are:
Create skill sets, comprised of unlimited individual skills.
Determine the order the skills are displayed.
Store proficiencies at any skill, along with comments about the

skills.
Link compensation values to specific skills.
The Skills components can then be combined to create a skill set. For example, a
position can require various skill components such as typing, filing, ability to
answer phone, and so on. These individual skills can be combined into one skill
set.
Tests help to gauge the extent of knowledge and skills an employee or applicant
can have. Standardized testing, such as knowledge base testing or personality
indices, can be setup in Microsoft Dynamics GP to record scores of both
applicants and employees.
Creating a Skill
There are two windows used to complete a skill setup and a skill set, use the:
Skills Setup window to define the individual skills for applicants

and, or employees and to group the skills into different skill sets.
Employee Skills window to enter and retrieve information about

employees skills.

4-5

Skills Setup Window
Use the Skills Setup window to define the skills required in the organization. A
compensation value can also be attached to each skill. These skills are used for
both applicants and employees once they are attached to a skill set. To open the
Skills Setup window, click the HR and Payroll series button, click Human
Resources on the Setup content pane and then click Skills.
FIGURE 4.2 SKILLS SETUP WINDOW
Enter a Skill name and choose the insert button to save the skill. If additional
compensation is offered for possessing certain skills enter a value in the
Compensation Value field. If a value is entered, then select a frequency from
the drop-down list. Click OK to save.
4-6


Create a Skill Set
Use the Skill Set Setup window to link skills into skill sets, to use for employees
and applicants. To open this window, click the HR and Payroll series button,
click Human Resources on the Setup content pane and then click Skills Sets.
FIGURE 4.3 SKILL SET SETUP - PAGE 1 WINDOW
On the Skill Set Setup - Page 1 window, enter the description for the Skill Set. A
message appears giving the option to add the skill set. Select Yes. Select a skill
from the Available Skills box. Click the insert arrow.
Skills can be sorted using the Drop-down list by either Sequence Number or
Alphabetically. Skills can also be removed from the list by clicking on the
remove arrow.

4-7

Click the Page Turn button to open the Skill Set Setup - Page 2 window. The
second page of Skill Set Setup allows the user to re-sequence the skills and to
indicate which skills are required.
FIGURE 4.4 SKILL SET SETUP - PAGE 2 WINDOW
To re-sequence the skills, select the skill's Sequence Number and change it to
reflect where it needs to be in the list. Select the Reorder button. In the column
called Required, check the box next to the skills required for this skill set. In the
Comment field, enter any information about the skill needed. For example, the
skill for Typing can have a wpm comment indicating the speed required. Close
the window to save the changes.
Synchronizing Skills and Skill Sets

The Synchronize button on the Skill Set Setup window verifies the skills
sequence in each skill set so skills reports print accurately.
One of the benefits of the Skills component is its ability to compare the number
of skills in a skill set with the number of the skills a particular employee has.
This can help match jobs or tasks to individual employees. This information
appears in the Percent Completed/Required and Percent Completed/Skill Set
on the Employee Skills window.
Two things affect these numbers:
4-8
Changes in the number of skills an employee is certified for.
Changes in the skills in a particular skill set.


When an employee skill record is saved, Microsoft Dynamics GP automatically
updates the Percent Completed/Required and Percent Completed/Skill Set
fields for the employee.
To be sure that the sequence of skills is printed accurately on skills reports, a
synchronization is performed when any of the following tasks are completed:
Adding skills to a previously-defined skill set
Removing skills from a previously-defined skill set
Selecting or unselecting required skills in a skill set
Changing the number of skills assigned to an employee
While the skills synchronization process takes place, the user can continue to use
Microsoft Dynamics GP Human Resources; however, the user cannot exit
Microsoft Dynamics GP Human Resources and any skills reports are not to be
printed until the process is complete. On the toolbar select Microsoft Dynamics
GP, and then select Process Monitor to see if the synchronization process is
complete. Click Redisplay to refresh the window.
Defining a Company Test

Use the Tests Setup window to enter the kinds of tests the company uses. The
tests can be used for both applicants and employees. To open this window, click
the HR and Payroll series button, click Human Resources on the Setup content
pane and then click Tests.
FIGURE 4.5 TESTS SETUP WINDOW
To define a company test, enter a description that identifies the test. Then enter a
code or accept the default code and select Save.

4-9
Lab 4.2 - Skills, Skill Sets and Tests

Scenario
With the creation of the appropriate skills to track for the employees, these skills
need to be assigned to a skill set.
Create a skill set named Technician with the following skills: Basic Microsoft
Windows XP, Microsoft Word, Microsoft Excel, Microsoft Access,
Microsoft Internet Explorer, Microsoft Outlook, and Microsoft Windows
2003 server. Add a comment next to the Microsoft Outlook skill which says
Latest version. Also, change the order of the skills, so that Microsoft Windows
2003 server is required first.
Challenge Yourself
1. Create the skills needed for the skill set in the scenario.
2. Create the skill set named Technician and assign the skills to this
skill set defined in the scenario.
3. Add a comment next to the Microsoft Outlook skill as defined in the
scenario. Also, change the order of the skills so that Microsoft
Windows 2003 server is first.
Need a Little Help?

1. Use the Skill Setup window to create the skills needed for the Skill
Set in the scenario.
2. Use the Skill Set Setup window to create a skill set named
Technician, and assign the skills to the skill set as defined in the
scenario.
3. Highlight the available skill and use the blue insert arrow to insert
the skill into the skill set.
4. On the Skill Set Setup - Page 2 window add a comment next to the
Microsoft Outlook skill which says, Latest version. These skills are
all required in this skill set. Also, change the order of the skills so
that Microsoft Windows 2003 server is first.
4-10

Orientation and Termination Checklists

Human Resource professionals are usually a new employees first contact with
an organization. Human Resources professionals can also have a key role in
making new employees first days on the job easier. A strong orientation
program gives the new employee a good impression of the organization, and
makes the transition smoother for the employee.
Orientation is a process that helps a new employee become accustomed to the
organization and to his or her position within the organization. Orientation plans
can include paperwork tasks, training, allotting office keys or any other task
needed to get the employee started in the right direction.
In Human Resources, termination is an event leading to an employee's separation
from the organization. Terminations can be voluntary or involuntary. When an
employee leaves the company, a standard set of steps needs to be followed.
Create and use a checklist to make sure the tasks like notifying an employee of
his or her benefits rights, and having company property returned is completed.
Setting Up an Orientation Checklist

Use the Orientation Setup window to set up an orientation checklist. Select a
predefined checklist item or create a new item for the checklist. This window can
be used to assign responsibility for each item to other employees. To open the
Orientation Setup window, click the HR and Payroll series button, click Human
Resources on the Setup content pane and then click Orientation.
FIGURE 4.6 ORIENTATION SETUP WINDOW
1. Enter a name in the Orientation Name field to identify the

orientation checklist.

4-11

2. Select the User Defined option to enter a unique item. Select the
Predefined option to select a predefined item. This is a combination
box and acts like both a text field and a drop-down list. When a
checklist item is not included in the drop-down list, enter it directly
in the field and then select the blue insert arrow. Once items are
added, when the Show button is selected, add information on the line
item, such as person responsible.
3. Enter or select an item to include in the checklist and select the insert
button.
4. Select the hide and show buttons to view all the fields in the scrolling
window. Enter or select a person responsible for each task.
5. Enter the date and time the checklist item starts. If applicable, enter
an end date and time.
6. Click Save.
Duplicate, Reorder and Default Setup Buttons

Enter a new Orientation name and select the Duplicate button to open the Setup
Names window. Select an orientation name to display the same checklist items
for the new orientation name.
The Reorder button re-sequences the items in the checklist once the numbers are
changed. Click Default Setups to open the Orientation Default Select window.
Select Default option 1, 2 or 3 and click Select.
Default Orientation Checklists

There are three default orientation checklists included with the Microsoft
Dynamics GP Human Resources program. Use these checklists or modify them
to suit the company's specific needs.
The three checklists and their contents are described in the following table.
4-12
Checklist
Step
Default
Setup 1
Notify payroll of new employee

W-4 completed
I-9 completed
Completed employee file
Nametag issued
Employee photograph taken
Keys issued
Employee tracking data completed
Policy manual and safety manual verification
Supervisor's checklist for new employee returned
Hazard communication/right-to-know training
Pre-employment training completed
Set first review date

Checklist
Step
Default
Setup 3
W-4 completed
I-9 completed
Issue keys/nametag
Employee tracking data completed
Policy manual issued and reviewed
Pre-employment training completed
Notify payroll of new employee
Setting Up a Termination Checklist

Use the Termination Setup window to set up a termination checklist. Select a
predefined checklist item or create new items. This window can also be used to
assign responsibility for each item to other employees. To open this window,
click the HR and Payroll series button, click Human Resources on the Setup
content pane and then click Termination.
FIGURE 4.7 TERMINATION SETUP WINDOW
Information entered in the Date Completed field appears in the Termination

Checklist window. Do not enter a date in this field until the checklist is
completed. Therefore, leave that field empty.
1. Enter a name in the Termination Name field that identifies the
termination checklist.
2. Select the User Defined option to enter a unique item. Select the
Predefined option to select a predefined item.

4-13

3. Enter or select an item to include in the checklist and select the insert
button.
4. Select the hide and show buttons to view all the fields in the scrolling
window. Enter or select a person responsible for each task.
5. Enter the date the termination checklist item is to be completed in the
Date Completed field.
6. When finished adding items, select Save.
Duplicate, Reorder and Default Setup Buttons

Enter a new Termination name and select the Duplicate button to open the Setup
Names window. Select a termination name to display the same checklist items
for the new orientation name.
The Reorder button re-sequences the items in the checklist once the numbers are
changed.
After entering a checklist name in the Termination Name field, select the
Defaults Setups button to view a series of default termination setups, or edit
them to suit the needs of the organization. There are seven termination checklists
included with the Human Resources program. Use these checklists or modify
them to suit the company's specific needs.
Default Termination Checklists

The seven checklists and their contents are described in the following table:
4-14
Checklist
Step
Default Setup 1
Voluntary separation received

Last day worked
Accounting notified
Credit union notified
Garnishment/child support officials notified
COBRA plan initiated
Life insurance status changed
Retirement options explained
Exit interview completed
Company property returned
Rehire note received by supervisor
Termination procedure closed by
Default Setup 2
Voluntary separation received

Accounting notified
Jump to employee tracking
Payroll notified
Benefits ended

Checklist
Step
Default Setup 3
Reason for leaving determined

Last day worked
COBRA plan initiated
Life insurance options explained
Termination procedure closed by
Default Setup 4
Last day worked

Default Setup 5
Life insurance status changed

COBRA benefits explained
Default Setup 6
Reason for leaving

Last day worked
Default Setup 7
Accounting notified
Payroll notified
Credit union notified
Security notified
Mail room notified
Training Courses and Classes

To help keep the employees skills up-to-date, the company may offer a variety
of classes and seminars. Some of these are one-time classes while others are
more lengthy courses which include several sessions.
The Training Course and Class Definition window is used to define courses and
classes, and then allows enrollment for students. The system also includes other
features:
Check which employees have completed any classes
Check which employees are currently enrolled in a class
Link skills to class definitions, so employees who complete a class

automatically have those skills transferred to their employee skills
records.
Certify students have completed session requirements.

4-15

Training Course and Class Terms
The following terms are used in the Training Course and Class Definition
window:
A course is basic class information, which can be used over and over
again as part of a class definition.
A class can be either a single incidence of a single-session course, or

one part of a more comprehensive course.
Setting Up a Training Course

Use the Training Course and Class Definition window to set up a training course.
Specify a default instructor and location and assign credits for each course.
Assign costs to each course, such as tuition costs, supply costs and instructor
fees. To open this window, click the HR and Payroll series button, click Human
Resources on the Setup content pane and then click Training.
FIGURE 4.8 TRAINING COURSE AND CLASS DEFINITION WINDOW
Training classes can be one-time classes or part of a more comprehensive course.

For example, a CPR class and an injury class are a part of a First Aid Course.
4-16


Course ID, Course Name, Default Instructor and Location
Use the fields in the top part of the Training Course and Class Definition window
to define the courses offered. Enter up to six alpha-numeric characters for the
Course ID. The Course Name describes the course. In addition, a Default
Instructor and a Default Location can be assigned to the course, type in the
name of each, if applicable.
Credits and Prerequisite

If credits are awarded for the completion of this course, enter the appropriate
number in the Credits field. Use this field to set prerequisite courses for this
course. To select a prerequisite, use the lookup button on the Prerequisite field.
Select up to five prerequisites for each course.
HINT: When using the scrolling window to enter class information, first save
the Course ID information.
Enter Classes
Select the top line of the scrolling window. A black dot appears near the left
margin, stating which part of the scrolling window is active. Enter information
directly in the scrolling window, use the mouse or tab key to move from field to
field.
Enter Cost Information

Select the top line of the scrolling window. A black dot appears near the left
margin, stating which part of the scrolling window is active. Enter information
directly in the scrolling window, use the mouse or tab key to move from field to
field.

4-17

Class Skills and Class ID
Use the Class Skills window to link skills to a training class. To open this
window, click the Class Skills button on the Training Course and Class
Definition window.
FIGURE 4.9 CLASS SKILLS WINDOW
When the class is selected as completed for the employee, the skills that are
linked to the class are added to the employee skills record. Use the lookup button
on the Class ID field to select the class to link the skills to.
All the skills defined in the system are displayed in the left scrolling window. In
the scrolling window, locate the skill linked to the active class. Select it once to
highlight it, and then click the Insert button between the two scrolling windows.
HINT: When enrolling employees in a class which has skills linked to the class,
and then those employees are certified after completion of the class, the skills
linked to the class definition appear as part of the employee's skill records.
4-18

Setting Up a Training Class

Use the Training Course and Class Definition window to set up a training class
after the course is set up. Specify the start and end dates for each class and
indicate a maximum number of employees that can enroll in a class at one time.
Resources and then click Training.
FIGURE 4.10 TRAINING COURSE AND CLASS DEFINITION WINDOW
1. Enter or select a Course ID.

2. In the scrolling window, enter a code that identifies the class and a
description of the class.
3. Enter the start date and start and end times for the class. If
applicable, enter the end date for the class.
4. Select the hide and show buttons to enter the instructor name, the
maximum number of employees that can sign up for the class and the
location of the class. Once the employees are enrolled in the class,
the Enrolled field displays the number of employees enrolled using
the Training Batch Signup window.
5. Select Save.

4-19
Linking Skills To a Training Class

Use the Class Skills window to link skills to a training class. When the class is
selected as completed for an employee in the Training Batch Signup window or
the Employee Training window, the skills that are linked to the class are added to
the employee's skill record. To open this window, click the HR and Payroll
series button, click Human Resources on the Setup content pane, click Training
and then click the Class Skills button on the Training Course and Class
Definition window.
FIGURE 4.11 CLASS SKILLS WINDOW
1. Enter or select a Course ID and select Class Skills to open the Class
Skills window. Select a Class ID.
2. Select a skill in the Available Skills list and select the insert button.
3. To remove a skill from a class, highlight the skill in the Skills in
Class Skill Set list and select the remove button.
4. Close the window.
4-20

Extra Fields and User-Defined Fields Setup

The system has an Extra Fields Setup window for Applicant, Employee,
Company, Division, Department and Position. The Extra Fields windows help to
track information for the company and its divisions, departments, positions,
employees and applicants.
The Applicant User Defined windows and the Employee User Defined windows
allow additional information to be tracked in 36 additional fields.
Setting Up Organizational Extra Fields

Use the Extra Fields Setup windows to set up company, division, department,
position, employee and applicant extra fields. Enter up to 15 characters or spaces
per field. The labels entered here appear in the Extra Fields Setup windows, and
information about the label in the field can be entered. To open these windows,
click the HR and Payroll series button, click Extra Fields on the Setup content
pane and then click Applicant, Employee, Company, Division, Department or
Position.
FIGURE 4.12 EXTRA FIELDS SETUP WINDOW
It is possible to enter data and view data in the Extra Fields window for each of
these organizational setup windows. Use these windows to create up to 25 extra
fields:
Five for storing dates
Five for storing numbers
Five for storing yes/no information

4-21
Five for storing dollar figures
Five for storing words or phrases
Use the Extra Fields Setup to define how to label the fields available:
To store date information, enter a label for the date in one of the Date
fields.
To store a number (other than a dollar amount), enter a label in one

of the Integer fields.
To store yes/no information, enter a label in one of the Check box

fields.
To store a dollar amount, enter a label in one of the Dollar fields.
To store a key word or phrase, enter a label in one of the String

fields.
HINT: The Integer and Dollar fields automatically fill with zero values, so be
careful as to how these fields are used. (Consider this when deciding how to use
these fields.)
Adding an Company Extra Field Record

To add an Organizational Extra Field Record for Company, open the individual
Extra Fields window. To open this window, click the Administration series
button, then click Company on the Setup content pane, click Company and then
click the Extra Fields button.
FIGURE 4.13 COMPANY EXTRA FIELDS WINDOW
4-22


Enter the appropriate information in the fields for the Company Extra Field
window.
Adding A Division, Department or Position Extra Field

Record
To add an Organizational Extra Field Record for Division, Department or
Position, open the individual Extra Fields window. To open these windows, click
the HR and Payroll series button, then click either Human Resources (or
Payroll if applicable) on the Setup content pane, click either Division,
Department or Position, and then click the Extra Fields button on the
respective Setup window.
FIGURE 4.14 DIVISION EXTRA FIELDS WINDOW
Enter the appropriate data in the fields on the Extra Fields window.

4-23

Setting Up Applicant or Employee Extra Fields
Use the Extra Fields Setup window to set up applicant or employee extra fields.
Enter up to 15 characters or spaces per field. To open either window, click the
HR and Payroll series button, click Extra Fields on the Setup content pane and
then click either Applicant or Employee.
FIGURE 4.15 EXTRA FIELDS SETUP WINDOW
NOTE: Use the Applicant User Defined Setup window and Employee User
Defined Setup window to create a customized window to store additional
information.
To set up applicant or employee extra fields, enter labels for each field to be
created and then click OK.
4-24


Defining the Applicant User Defined Window
Use the Applicant User Defined Setup window and the Applicant User Defined
Setup Page - 2 window to create customized windows used to store additional
information. To open this window, click the HR and Payroll series button and
then click Applicant User Defined on the Setup content pane.
FIGURE 4.16 APPLICANT USER DEFINED SETUP WINDOW
Customize the information to include a combination of string, date, currency,

integer, and up to ten check boxes. After Enable is selected for a field, enter up to
15 characters or spaces per field. The labels entered here appear in the Applicant
User Defined window and information can be entered about the label in the
fields. Print reports that include user-defined information.
Steps to Complete the Applicant User Defined Window

1. Enter a name for this window. This name displays in the Applicant
User Defined window.
2. Select Multi Record to store multiple records for each applicant.
3. Select Enable for each field to be used and enter a label for that field.
4. Select the page turn button to open the Applicant User Defined Setup
Page - 2 window and create additional fields.
5. When finished, select the page turn button to return to the Applicant
User Defined Setup window.
6. Select Save. As fields are added to the window, select Window
Layout to view how the fields appear in the window. Then, the
Applicant User Defined Window Layout window displays.
7. Select Report Setup to open the Applicant User Defined Report
Setup window and define a user-defined report.

4-25

Defining the Employee User Defined Window
Use the Employee User Defined Setup window and the Employee User Defined
Setup Page - 2 window to create customized windows that can be used to store
additional information. To open the Employee User Defined Setup window, click
the HR and Payroll series button and then click Employee User Defined on the
Setup content pane.
FIGURE 4.17 EMPLOYEE USER DEFINED SETUP WINDOW
Customize the information to include a combination of string, date, currency,

integer, and up to ten check boxes. After Enable is selected for a field, enter up to
15 characters or spaces per field. The labels entered here appear in the Employee
User Defined window and information can be entered about the label in the field.
Print reports that include user-defined information.
Steps to Complete the Employee User Defined Window

1. Enter a name for this window. This name displays in the Employee
User Defined window.
2. Select Multi Record to store multiple records for each employee.
3. Select Enable for each field to be used and enter a label for that field.
4. Select the page turn button to open the Employee User Defined
Setup Page - 2 window and create additional fields.
5. When finished, select the page turn button to return to the Employee
User Defined Setup window.
4-26


6. Select Save. As fields are added to the window, select Window
Layout to view how the fields appear in the window. Then, the
Employee User Defined Window Layout window displays.
7. Select Report Setup to open the Employee User Defined Report
Setup window and define a user-defined report.
Defining an Applicant or Employee User Defined Report

Use the Applicant User Defined Report Setup window or the Employee User
Defined Report Setup window to create reports for the user-defined information.
Any of the user-defined fields that are created can be included in this report. To
open this window, click the Report Setup button on either the Applicant User
Defined Setup or Employee User Defined Setup windows.
FIGURE 4.18 EMPLOYEE USER DEFINED REPORT SETUP WINDOW
1. Select any Field Code lookup button to open the User Defined Field
Lookup window. Select a user-defined field. Continue adding userdefined fields to the report.
2. Select Save.
3. Select the print button to print the Applicant User Defined Test
Report or the Employee User Defined Test Report.

4-27
Lab 4.3 - Defining the Employee User Defined Window

Scenario
The decision is made to implement a drug testing program for the employees.
Testing regular employees for a variety of drugs and tracking the results is
implemented. The Employee User Defined window is a good window to use to
track this information.
Challenge Yourself
Create a window used to track drug testing results. Multiple records

for each employee need to be tracked along with the following
information:
The name of the drug being tested.

The cost of the test and the date of the test.
Also, in case the employee needs to be re-tested, track the cost of
a re-test along with the date of a re-test.
Additionally, determine when the results are positive or negative and

when those results are the results of the original test or the re-test.
Finally, determine the time of the test and the time of a re-test.
HINT: It is not necessary to enable consecutive fields. For example, when you
enable String 1 and String 3, a space is placed between the two fields on the
window.
Need a Little Help?

1. Use the Employee User Defined window to create a window used to
track drug testing results.
2. Multiple records for each employee need to be tracked along with the
following information: The name of the drug being tested, the cost of
the test and the date of the test. Also, in case the employee needs to
be re-tested, track the cost of a re-test along with the date of a re-test.
3. For this information String, Currency and Date fields are required.
4. Track when the results are positive or negative and when those
results are the results of the original test or the re-test.
5. Track the time of the test and the time of a re-test.
6. This information is set up on page 2 and the check boxes and time
fields are used.
window.
4-28

Review Policy Setup

Use the Review Policies Setup window to create review forms to administer
reviews to employees. To open the Review Policies Setup window, click the HR
and Payroll series button, click Human Resources on the Setup content pane
and then click Reviews.
FIGURE 4.19 REVIEW POLICIES SETUP WINDOW
Review Setup Name and Review Intervals

Enter the Review Setup Name used to describe this review form. Select Review
Intervals for this review so that the system automatically generates review dates.
For example, create a review form for clerical employees in the organization that
is administered after the employees are on the job for two months, again at six
months, one year, 18 months, two years and then every 12 months. In this
situation, select 2 Months, then 6 Months, then 12 Months and so on for Review
Intervals. Select Previous + Every 12 Months once the point is reached where
the review is administered every year.
HINT: Intervals are automatically displayed in chronological order; if 18
Months is in the scrolling window and then 6 Months is added, the proper order
is maintained.

4-29

Review Categories
Use this combination box to select the categories used to evaluate an
organization's employees. Use the drop-down list choices, or create and enter a
choice(s) directly in the field.
Numbers/Words and Review Range

Use the options to specify when this review type uses Numbers or Words.
Numbers can signify a rating for each category on a scale of 1 to 10; Words can
signify a scale of Poor to Excellent. When using Numbers enter in a Weight
Factor associated with each category. For example, weigh Quality of Work more
than Attendance. When Words is selected, it is necessary to setup Word Sets.
See more details in this course on how to set up Word Sets.
When Numbers is selected instead of words for the options, access is available
to the Review Range. Enter the top score an employee can earn for any one
category. The maximum score is 10.
Word Set Name and Word to Insert

To set up the Words Sets click the lookup button next to Word Set Name and
then click the zoom button at the top. This opens the Review Word Setup
window; or use the Go To button to open this window.
FIGURE 4.20 REVIEW WORD SETUP WINDOW
Enter the Word Set Name such as Standard. Enter the words to include in the
word set and click the Insert button.
4-30


For example, a word set might include the following words:
Excellent
Good
Average
Unacceptable
HINT: To reorder the items in the Rating Words scrolling window, change the
sequence numbers in the Sequence column so they reflect the new order to
review the categories to appear and then click the Reorder button.
Next Review Based on Employee's

Use the options near the bottom of the window to show what dates this review
form is to be based upon. Selections include Hire Date, Date of Last Review
and Adjusted Hire Date. This date is then calculated by the system and posted
in the Date of Next Review field on page two of the Employee Review window.
All three of these dates are displayed on the Employee Maintenance window.
The calculated next review date is used as a default and can be changed at the
time the review is entered into the system on the second page of the Employee's
review form.
HINT: When there is no review interval specified in the Review Intervals
scrolling windows, specifying a date to base the next review on has no effect.
Post Date of Next Review to the To Do List?

Select this option to post the reviews to the system-generated to-do list.

4-31
Lab 4.4 - Review Policy Setup

Scenario
Performance Reviews are being implemented at the company. Create a new
review to capture the information needed to assess employees.
This review is to be performed one month after the hire date, six months, 12
months and annually thereafter. Use the five predefined categories for this review
and the review range is from 0 to 10. You want to be reminded of the next review
date for each employee assigned to this review type.
Challenge Yourself
Create a new review type named Performance Review as defined in the scenario.
Need a Little Help?

1. Create a new review type named Performance Review as defined in
the scenario.
2. This review is performed one month after the hire date, six months,
12 months and annually thereafter.
3. Insert each of these intervals. Previous + 12 is the interval to use
when a review is to be performed annually from the date of hire.
4. Use the five predefined categories for this review and the review
range is from 0 to 10.
5. Categories can be created but for example purposes, the predefined
categories are used here. Select each category one at a time.
6. You want to be reminded of the next review date for each employee
assigned to this review type. Use the check box to post the date of
the next review to the To-Do list.
4-32

Creating a Property Item Record

As a part of many organizations orientation process, employees are issued
property such as keys, tools, computers and even training materials. To more
efficiently track the property a company has, Microsoft Dynamics GP Human
Resources has the ability to track this property. Use this feature to define the
items an organization lends to employees, and to track which employees have
which items. Due dates can be assigned for the return of the items loaned to
employees.
To open the Property Setup window, click the HR and Payroll series button,
click Human Resources on the Setup content pane and then click Property.
FIGURE 4.21 PROPERTY SETUP WINDOW
Setup a Property Record

Enter an Item Number and Description to identify the property item. When the
prompt is moved out of the Item Number field, the Available box is marked.
Assign the item to an employee at this stage of setup or through the Property
window. Use the lookup button to identify which Employee to assign the
property item.
When entering in many similar items, use the Duplicate Item button. For
example, when employees have multiple keys enter in 99 in the Items to Create
area and click Duplicate Item. This creates 100 items (1 original item + 99
duplicate items) with all information duplicated and it increments the item
number automatically.

4-33
Lab 4.5 - Creating a Property Item Record

Scenario
You just received 11 keys for the back door of your office. These keys need to be
set up in the Property window of Human Resources. These items are all available
to be checked out.
Challenge Yourself
Create 11 back door keys in the Property Setup window. The first Item number
begins with BACK DOOR KEY 001.
Need a Little Help?

1. Create 11 back door keys in the Property Setup window. The first
Item number begins with BACK DOOR KEY 001.
2. Each key does not have to be entered individually; automate the
process by selecting the Duplicate feature.
4-34

Summary
Employee-related setups for Interviews, Skill Sets, Tests, Orientation and
Termination Checklists, Training and Property complete the Microsoft Dynamics
GP Human Resources Setup topics. Additional information can be used with the
system by using Extra Fields and User-Defined windows.
Future topics are going to discuss how to apply the setups that are completed in
the first courses to Applicants and Employees. Each of the setups covered to this
point are providing the groundwork to be able to apply information to the
individual Applicant and Employee records.
Interview forms can be created to score applicant responses and rate

information from resumes or discussions during the interview
process.
Skills are individual components that are used to develop various

skill sets that can then be assigned to positions as required skills.
Checklists for Orientation and Termination processes can be

developed to document an organization's process through the use of
pre-defined or user-defined lists.
Training courses and classes can be used to track employee learning

and upon completion can add skills to the employee record.
Reviews are an integral part of the employee performance process

and can be recorded by assigning a review policy to an employee.
Property tracking of company items such as keys, computers and

other equipment allows the company to regain possession prior to an
employee leaving.

4-35
Test Your Knowledge


1. Which of the following statements does not apply to Skills and Skill Sets?
( ) Individual skills are assigned to various skill sets.
( ) Skill sets can be applied to Training classes.
( ) Skills and skill sets cannot be assigned to individual employees.
( ) Skills and skill sets can be identified as being required for a particular
position.
2. In which of the following situations is a synchronization performed to ensure
that the sequence of skills is printed accurately on skills reports? (Select all
that apply.)
( ) Adding skills to a previously-defined skill set.
( ) Removing skills from a previously-defined skill set.
( ) Selecting or unselecting required skills in a skill set.
( ) Any skills report is printed.
4-36

Lab 4.1 - Interviews (Solution)

Scenario
The Applicant component of Microsoft Dynamics GP Human Resources and
Payroll tracks different types of interviews administered to applicants. A series of
telephone interviews started recently and now a template needs to be created in
Microsoft Dynamics GP Human Resources and Payroll to facilitate this type of
interview.
Create a setup appropriate for use during a telephone interview. The review range
is 1 to 10. During the phone interview review the applicant's resume, and also
review the job description. Find out why the applicant is looking for a new job
and learn about any particular skills and experience the applicant has.
Step by Step
1. Create a setup as specified in the scenario. To open the Interview
Types window, click the HR and Payroll series button, click
Human Resources on the Setup content pane and then click
Interview.
2. Enter the following Interview information:
Field
Data
Interview Type
Telephone
Interview Range
1 to 10
Category
1) Review Resume
2) Review Job Description
3) Why are you looking?
4) Special Skills
5) Special Experience

4-37
Lab 4.2 - Skills, Skill Sets and Tests Setup (Solution)

Scenario
With the creation of the appropriate skills to track for the employees, these skills
need to be assigned to a skill set. Create a skill set named Technician with the
following skills: Basic Windows XP, Microsoft Word, Microsoft Excel,
Microsoft Access, Microsoft Internet Explorer, Microsoft Outlook, Microsoft
Windows 2003 server and Microsoft Internet Explorer. Add a comment next to
the Microsoft Outlook skill which says Latest version. Also, change the order of
the skills, so that Microsoft Windows 2003 server is required first.
Step by Step
1. To open the Skills Setup window, click the HR and Payroll series
button, click Human Resources on the Setup content pane and then
click Skills.
2. Create the skills needed for the scenario. Accept the defaults for
information not provided.
3. Use the blue insert arrow to insert the skill into the scrolling window.
There is no compensation value assigned to these skills.
4. Create a skill set named Technician and assign the skills to the skill
set as defined in the scenario. To open this window, click the HR
and Payroll series button, click Human Resources on the Setup
content pane and then click Skills Sets.
5. Enter the following Skill Set information:
6. Click the next page icon and go to Page 2.
7. Because these are all required skills, select the Required check box
next to each skill.
8. Add the following comment next to Microsoft Outlook, Latest
version.
9. Change the sequence number for Microsoft Windows 2003 server to
5 and click the Reorder button.
4-38

Lab 4.3 - Defining the Employee User Defined Window

(Solution)
Scenario
The decision is made to implement a drug testing program for the employees.
Testing regular employees for a variety of drugs and tracking the results is
implemented. The Employee User Defined window is a good window to use to
track this information.
Step by Step
1. Create a window which can be used to track drug testing results. To
open the Employee User Defined Setup window, click the HR and
Payroll series button and then click Employee User Defined on the
Setup content pane.
2. Multiple records for each employee are tracked along with the
following information: The name of the drug being tested, the cost of
the test and the date of the test. Also, in case the employee needs to
be re-tested, track the cost of a re-test along with the date of a re-test.
3. Additionally, determine whether the results are positive or negative
and when those results are the results of the original test or the retest. Finally, determine the time of the test and the time of a re-test.
4. Enter the following information on the first page:
Field
Data
Window Name
Drug testing
Multi Record
Selected
String 1 - Enabled
Drug Tested
Currency 1 - Enabled
Cost of Test
Currency 2 - Enabled
Cost of Retest
Date 1 - Enabled
Date Tested
Date 2 - Enabled
Date Retested

4-39

5. Enter the following information on the second page:
Field
Data
Checkbox 1 - Enabled
Positive
Negative
Original Test
Retest
Time 1 - Enabled
Time of Test
Time 3 - Enabled
Time of Retest
window. A space is placed between the two fields on the window.
4-40

Lab 4.4 - Review Policy Setup (Solution)

Scenario
Performance Reviews are being implemented at the company. Create a new
review to capture the information needed to assess employees. This review is to
be performed one month after the hire date, six months, 12 months and annually
thereafter. Use the five predefined categories for this review and the review range
is from 0 to 10. You want to be reminded of the next review date for each
employee assigned to this review type.
Step by Step
1. Create a new review type named Performance Review. To open the
Review Policies Setup window, click the HR and Payroll series
button, click Human Resources on the Setup content pane and then
click Reviews.
2. This review is performed one month after the hire date, six months,
12 months and annually thereafter. Use the five predefined
categories for this review and the review range is from 0 to 10. You
want to be reminded of the next review date for each employee
assigned to this review type.
Field
Data
Review Setup Name
Performance Review
Review Intervals
1 month
6 months
12 months
Previous + 12
Categories to Insert
Select all 5
Review Range
0 to 10
4. Select the check box Post date of next Review to the To Do List?
5. Click Save.

4-41
Lab 4.5 - Creating a Property Item Record (Solution)

Scenario
You just received 11 keys for the back door of your office. These keys need to be
set up in the Property window of Human Resources. These items are all available
to be checked out.
Step by Step
1. Create 11 back door keys in the Property Setup window. To open the
Property Setup window, click the HR and Payroll series button,
click Human Resources on the Setup content pane and then click
Property. The first Item number begins with BACK DOOR KEY
001.
Field
Data
Item Number
BACK DOOR KEY 001
Description
Back Door Key
Available
Select
3. Select Save.
4. Select BACK DOOR KEY 001 in the look up next to Item number.
Field
Data
Items to Create
10
5. Click the Duplicate Item button.

6. Close the Property Setup window.
4-42


chapter:
1.
2.
3.

4-43
Solutions
Test Your Knowledge
1. Which of the following statements does not apply to Skills and Skill Sets?
( ) Individual skills are assigned to various skill sets.
( ) Skill sets can be applied to Training classes.
() Skills and skill sets cannot be assigned to individual employees.
( ) Skills and skill sets can be identified as being required for a particular
position.
2. In which of the following situations is a synchronization performed to ensure
that the sequence of skills is printed accurately on skills reports? (Select all
that apply.)
() Adding skills to a previously-defined skill set.
() Removing skills from a previously-defined skill set.
() Selecting or unselecting required skills in a skill set.
( ) Any skills report is printed.
4-44

CHAPTER 5: APPLICANTS
Objectives
The objectives are:
Add a requisition and learn how to view applicants that have applied
and the related costs.
Add information into the Applicant Entry window using the Extra
Fields and User Defined window options.
Enter information about an applicant's education, work history and

references.
Enter and retrieve information about an applicant's skills,

proficiencies, and any related comments.
Perform a skills query and sub-query to extract data from the

applicant pool.
Enter interview information, make an offer and hire the applicant of

choice.
Learn to modify existing records and to delete specific information

or all of the applicant-related records.
Introduction
Microsoft Dynamics GP has an Applicant feature that supports gathering data
about applicants for demographics, Equal Employment Opportunity (EEO),
background information, requisitions, and queries. The applicant portion of the
Microsoft Dynamics GP Human Resources and Payroll module crosses all
companies so that when a person applies for a position, he or she can be assigned
to whichever company is necessary.
The more an organization knows about an applicant, the better their decisionmaking ability when it comes time to choose an applicant to hire. The Applicant
feature also enables the user to record interview information, score interviews,
prepare offer letters, and hire an applicant. Once an applicant is hired through
this feature, relevant data is transferred to the Employee record to minimize the
time involved when bringing someone new on board.

5-1
Requisitions and Applicant Costs

A requisition is a request to fill a position. Each requisition contains the position
and department, opening date, costs for advertising and recruiting, the number of
positions available and filled, and the applicants that have applied for the
position.
An applicant cost is any expense associated with an applicant's application for an
open position. By tracking the expenses related to each applicant and combining
them with requisition expenses, information is available about the total costs
resulting from any requisition in the company.
Adding a Requisition
Use the requisitions window to enter the formal request to fill a position.
Requisitions are entered prior to entering the applicant information. To open the
Requisitions window, click the HR and Payroll series button, click Human
Resources on the Cards content pane, click Applicant and then click
Requisitions.
FIGURE 5.1 REQUISITIONS WINDOW
The next available Requisition Number then defaults into the field. Accept the
default or enter the number of the requisition to be created.
5-2

Use the Status drop-down list to enter the requisition status. Selections include:
Open - The requisition is open.
Closed - The requisition is closed.
On Hold - The hiring for this position is on hold.
Immediate - This position needs to be filled immediately.
Enter the following dates:
Internal Post Date - Enter the date the position is advertised inside
the company.
Internal Close Date - Enter the date the position closes inside the
company.
Opening Date - Enter the date the position opens.
Internal Close Date - Enter the date the position closes inside the
company. This date is posted to the To Do list.
Enter the name of the Recruiter or the recruiting company for this requisition.
Select whether this is an Internal or External Job Posting. Enter the Company,
Division and Department information for the open positions and then select the
Position to be filled.
In the Positions Available field, enter the number of positions available through
this requisition. When more than one position is open and they are the same
position, then positions available can be incremented.
The Positions Filled field is automatically updated by the system as the open
positions are filled. Applicants Applied is updated as requisitions are assigned to
the applicants through the Applicant window.
Enter the advertising and recruiter costs incurred for this requisition.
Advertising - Enter the advertising costs incurred for this

requisition.
Recruiter - Enter the recruiter costs incurred for this requisition.
Total Costs
Enter cost information for this requisition. The Total Costs button shows the cost
totals for this requisition. Other fields on this window are optional. Enter
information in these fields as needed.

5-3

Viewing Applicants for a Requisition
Use the Applicant / Requisition Inquiry window to view applicants that have
applied for an open position. The Applicant window can be opened to display
applicant records or make changes to applicant information. To open this
window, click the HR and Payroll series button and then click Requisitions on
the Cards content pane.
FIGURE 5.2 APPLICANT / REQUISITION INQUIRY WINDOW
1. Enter or select a requisition number.

2. Select the Applicants Applied field to open the
Applicant/Requisition Inquiry window.
3. Select an applicant record and click Select to open the Applicant
window. This window is used to view the applicant record and to
make changes, if needed.
4. Close the window when finished.
Adding Applicant Cost Information

Use Microsoft Dynamics GP Human Resources to track the expenses related to
each applicant. The information is then combined with any expense information
tied to each requisition, allowing the user to get an overall picture of the costs
resulting from any requisition in the company.
5-4

To open the Costs window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, click Applicant and then click
Costs.
FIGURE 5.3 COSTS WINDOW
Enter the costs incurred for this candidate in the appropriate fields for Travel,
Lodging, Moving and Other. Enter notes about the costs by clicking the notes
button next to Costs. Click the Insert button (blue arrow button) to the right of
the Costs scrolling window to enter the information in the Total Costs scrolling
window, where the information is saved. Each requisition number displays its
own costs total.
Select the applicant with the cost information to edit and choose the requisition
which includes the cost information to edit. Make changes as needed and click
the Insert button to the right of the scrolling window, to update total costs.

5-5

Viewing Requisition Total Cost Information
On the Costs window, cost information is stored on a per-applicant, perrequisition basis. To see all the costs associated with a particular requisition, use
the Total Costs window. Select the requisition to examine more closely, and the
Total Costs information defaults into the correct fields. To open the Total Costs
window, click the HR and Payroll series button, click Human Resources on the
Cards content pane, click Applicant, click Requisitions and then click the Total
Costs button.
FIGURE 5.4 TOTAL COSTS WINDOW
Deleting Cost Information

Use the Costs window to delete a cost record(s). To delete a cost record,
complete the following steps.
1. Select the applicant with the record to remove.
2. Locate the record to delete in the scrolling window, and click once to
highlight it.
3. Click the Select button to the right of the scrolling window. The
related cost information fills the fields to the left of the window.
4. Click the Delete button.
5. A dialog box appears, asking to delete the following:
This Item - Select to delete the one cost record selected.
All Items - Select to delete all the cost records for this applicant.
Cancel - Select to cancel the deletion.
HINT: Costs cannot be edited or deleted from the Total Costs window. The
Costs window from the applicant record must be used to complete this.
5-6

Lab 5.1 - Adding a Requisition

Scenario
The company recently began using Requisitions to track available positions
within the organization. You are just notified of a new position which is available
12/15/17.
The scenario and information for this position is defined as follows:
Post this requisition internally beginning 12/1/17 and the requisition

remains posted through 12/31/17.
The position is available on 12/15/17.
You decided to advertise the position in the Tribune, the Web page
and the employee bulletin board.
The position is at the Main division of Fabrikam, Inc. in the

Installation Department as a Technician.
Gather the information necessary to complete a requisition in the system.
Challenge Yourself
1. Create a requisition for the available position defined in the scenario.
2. The company does not track vacancies and you wish to post a
reminder to the To-Do list for the close date of the requisition.
Need a Little Help?

1. Use the Requisitions window to create a requisition for the position
defined in the scenario.
2. Post this requisition internally beginning 12/1/17 and the requisition
3. The position is available on 12/15/17.
4. You decided to advertise the position in the Tribune, the Web page
5. The position is at the Main division of Fabrikam, Inc. in the
6. The company does not track vacancies and you wish to post a
reminder to the To-Do list for the close date of the requisition.

5-7
Applicant Entry
After positions are opened or requisitions are created, information needs to be
entered about the candidates who apply to fill those positions. For tracking
applicant information that does not fit into predefined windows, use the
Applicant Extra Fields and Applicant User Defined windows.
Use the Applicant Extra Fields window to track information in 25 additional
fields:
Five for storing dates
Five for storing numbers
Five for storing yes/no information
Five for storing dollar figures
Five for storing words or phrases
Use the Applicant User Defined window to track employee information in 36

additional fields:
5-8
Five string fields, for storing characters and numbers
Five currency fields, for storing currency amounts
Five date fields, for storing dates
Five integer fields, for storing whole numbers
Ten check box fields, for storing yes/no information
Five time fields, for storing time information
A notes area, for storing longer text entries

Adding an Applicant Record
After opening requisitions, information needs to be entered about the candidates
who apply to fill those positions. To open the Applicant window, click the HR
and Payroll series button, click Human Resources on the Cards content pane,
click Applicant and then click Applicant.
FIGURE 5.5 APPLICANT WINDOW
An advantage of the Microsoft Dynamics GP Human Resources Applicant

component is its multi-company functionality. An applicant applying for a
position as an administrative assistant can be considered for any of the companies
created.
When using the Applicant component the benefits are:
It stores basic demographic information about unlimited applicants.
It defines and uses up to 25 additional fields for each applicant.
EEO information can be entered and stored, such as gender, ethnic

origin, and age.
Hiring the applicant from this module transfers some information to

the Employee Module, which reduces redundant data entry.
To use these features, use the Applicant window.

HINT: The Applicant window also acts as the main hub for the other Applicant
windows, such as Interviews and References.

5-9

Enter the applicant's name in the Last Name, First Name and Middle Name
fields. Enter the applicant's address information in the appropriate fields. Also
enter applicant EEO information in the fields in the lower left corner of the
window.
Only if Required by Law - If considering using this, the recommendation is to
verify with legal counsel when making this decision.
Enter the date of the application in the Apply Date field. Use the Requisition
No. lookup button to select the correct requisition. The Company, Division,
Department, Position, and Location fields automatically fill with information
linked to the requisition.
Use the Status drop-down list to enter the applicant's status. Selections include
Active, Option, Rejected, Hired, or Other. An applicant must have a status of
Active or Open to be hired. Active and Open mean the same thing, which one
selected depends on the terminology the company uses. If Rejection is selected,
fields for a reason and a comment become available.
Select the option to indicate whether Relocation is an option for the applicant.
Select a Referral Source from the drop-down list, when desired. Options include
Word of Mouth, Referred to by an Employee, Referred to by an Agency,
Newspaper, Other and Internet. Enter more information about the source in the
description field below.
Use the Color Code to indicate an applicant's status. Select the colored dot to
cycle through the available colors. (The company needs to assign its own
definitions for each color.) A good example is selecting different colors to
determine where the applicant is in the interviewing process.
To enter in extra field information, select the Extra Fields button and enter the
information in the Applicant Extra Fields window.
Adding Multiple Applications

Use the Applicant window to track each application separately if multiple
applications are received from a candidate. If more than one application is
entered for a candidate, the application displayed when opening the Applicant
window is the application with the most recent Apply Date.
To enter multiple applications for one candidate:
1. Select the applicant for whom another application record is being
entered.
2. Select the New button near the Apply Date field.
3. Use the lookup buttons as needed to select the requisition and/or
position the candidate is applying to.
4. Click the Save button under the word New.
5-10

Deleting Applicant Records
Use the Applicant window to delete every aspect of an applicant's records, all
applications, all skills records, interview records and so on. Select the applicant
whose records need to be deleted and then select the Delete button.
Adding an Applicant User-Defined Record

Use the Applicant User Defined window to add an employee user-defined record.
Track any additional information, like security checks or drug testing results. The
window name created in the Applicant User Defined Setup window is the name
that is displayed.
To open the Applicant User Defined window, click the HR and Payroll series
button, click Human Resources on the Card content pane, click Applicant and
then click User Defined.
FIGURE 5.6 APPLICANT USER DEFINED WINDOW
The fields displayed are those previously setup through the Applicant User
Defined setup window. Fill in the previously set up fields with the correct
information for this applicant. There can be multiple user defined records for
each applicant by selecting to save the record. This is indicated by the presence
of the field called Record Number.
Use the Applicant User Defined window to print reports for user-defined
information by clicking the Printer icon. This brings up the Applicant User
Defined Print window where a selection is made to print all records or a single
record.

5-11
Lab 5.2 - Adding an Applicant Record

Scenario
You received an application for the position which just became available in the
Installation Department for a Technician. You are ready to create an application
in Microsoft Dynamics GP Human Resources.
For data entry ease, the exercises related to the Applicant component are
designed to be completed using your own information. If you do not wish to
enter your own information, then when applicable, enter fictitious information.
Challenge Yourself
Set yourself up as an applicant.
The Apply date is 12/1/17.
The Status is Open.
Use the requisition number previously set up.
Need a Little Help?
5-12
Open the Applicant window.
Enter demographic and other data about yourself.
The Apply date is 12/1/17.
The Requisition number is the one previously set up.
The Status is Open.

Applicant Background
Compiling information about the applicant's background is an important part of
the hiring process. Enter and store information such as an applicant's educational
background, work history and references.
Information about applicants educational backgrounds can have a huge impact
on their desirability as employees. In the Applicant Education window, enter and
store unlimited information about applicants educational past including schools
attended, majors, degrees earned and grade point averages. Information about
past employers can be stored, and then combined with details about position,
years of service and pay.
One of the key considerations when hiring an applicant is his or her references.
Using Microsoft Dynamics GP Human Resources allows unlimited references for
every applicant in the system.
Adding an Applicant Education Record

Use the Applicant Education window to enter and store information about an
applicant's educational background. To open the Applicant Education window,
click the HR and Payroll series button, click Human Resources on the Cards
content pane, click Applicant and then click Education.
FIGURE 5.7 APPLICANT EDUCATION WINDOW

5-13

Use the lookup button to select the applicant's Last Name, First Name and Soc
Sec Number.
Field
Content Description
School
School name
Major
Major pursued at this school
Year
Graduation year or year of attendance
Deg
Degree granted
GPA
Grade Point Average
Base
Perfect Grade Point Average
Notes
Additional comments about education
Adding an Applicant Work History

Use the Work History window to enter unlimited information about an
applicant's previous work history. To open the Applicant Work History window,
content pane, click Applicant and then click Work History.
FIGURE 5.8 WORK HISTORY WINDOW
5-14

Sec Number. Enter Previous Employment Information for Employer, Position,
Start Date, End Date, Years of Experience, Wage, and Compensation Period.
Click the Insert arrow to populate the scrolling window. Continue to add job
history records to this applicant's record by repeating the process.
Adding an Applicant Reference Record

Use the Applicant References window to document information received from
the applicant's references including former employers and other people provided
by the applicant. To open the References window, click the HR and Payroll
series button, click Human Resources on the Cards content pane, click
Applicant and then click References.
FIGURE 5.9 REFERENCES WINDOW
Sec Number.
Field
Content Description
Reference Name
Name of person providing information.
Reference Relationship
Enter a word or phrase describing the

relationship between the two parties, such
as, supervisor.

5-15
Field
Content Description
Company
Name of the company the person providing

the reference is affiliated with.
Address, City, State, Zip Code
Full address of the company providing the

reference.
Phone
Phone number of the person/company

providing the reference.
Select the Notes button to enter the details from the reference. Click the Insert
button to the right of the scrolling window. The reference record appears in the
scrolling window, and is automatically saved. Repeat the process until all
references are entered.
Applicant Skills and Tests

Use the Applicant Skills window to enter and retrieve information about the
applicants skills, such as skill proficiencies and comments. Query applicants
skills and continue to narrow the list of eligible applicants for a position by
completing a sub-query.
Because applicants have all types of training, education, skills, and work
experience, pre-employment testing can be a good way to make comparisons
between applicants. The Applicant Tests window is used to enter and store
information about an applicant's tests, such as the date the tests were taken, and
the test scores received. For any applicant that is hired using the Hire window,
the skill and test records are automatically transferred.
Adding an Applicant Skill Record

Use the Applicant Skills window to assign skills to applicants. A skill is a special
task or operation, such as typing or welding. Skills must be part of a skill set to
be assigned to an applicant. Applicant skills carry from one skill set to the next.
EXAMPLE: Skill X is part of Skill Set 1 and Skill Set 2. Information is entered
about an applicant's proficiency for Skill X and now this information can be
viewed when either Skill Set 1 or Skill Set 2 is selected for the applicant.
5-16

To open the Applicant Skill window, click the HR and Payroll series button,
click Human Resources in the Cards content pane, click Applicant and then
click Skills.
FIGURE 5.10 APPLICANT SKILLS WINDOW
Use the lookup button to select the applicant. A Skill Set can be selected by
using the associated lookup button. The scrolling window fills with the skills that
are part of that skill set.
Enter information about the applicant's skills by selecting the appropriate check
box in the Skill column. Comments about an applicant's skill can be entered in
the Comments field, up to 20 characters. Enter a proficiency rating, if applicable,
for the skill in the Proficiency field.

5-17

Querying Applicant Skills
Use the Skills Query to comb through applicants to find those that meet certain
skill criteria. This feature combines searching skill records with reporting. To
open this window, click the HR and Payroll series button, click Human
Resources on the Cards content pane, click Applicant, click Skills and then
click the Skills Query button.
FIGURE 5.11 SKILLS QUERY WINDOW
Enter a name in the Query Name field for a new query, or use the lookup button
to find a query previously set up. Use the lookup button on the Skill Set field to
select the skill group which contains skills. The scrolling window is filled with
the skills which are part of the skill set. Select either Query Employees, Query
Applicants, or Query Both to define how the query is to be run.
In the Skill column, select the skill(s) that are to be included in the Search
Criteria and click the Insert arrow. Enter a required amount in the Proficiency
field. Click the Query button or turn the page to get the results.
5-18

Creating an Applicant Skills Sub-Query
After a query is completed, narrow the list of eligible applicants down further for
a position by completing a sub-query. Use the Skills Query window to create a
skills sub-query.
1. Complete a query as described in this lesson.
2. After the report on the first query is generated, return to the Skills
Query window.
3. Click the Sub-Query button. The skills used in the first query appear
in the display-only Query Search Criteria window.
4. Use the lookup button on the Skill Set field to select the skill group
which contains other skills the applicant must have. The scrolling
window fills with the skills which are part of the skill category.
5. Continue for a query, selecting skills and entering minimum
proficiencies as needed.
6. Click the Query button. When no applicants meet all the query
requirements, a window displays stating this. When one or more
applicants are found who meet the requirements, the Query Results
window opens. Here the names and IDs of the applicants which
match the query appear. Sort the applicants by ID or name. The
Query Search Criteria scrolling window is filled with all the skills
used in the query.
7. Click the Zoom button to open the Applicant window to more
closely view the highlighted applicant's information.
8. To produce a report, click the Print button, the Report Destination
window appears. Continue processing the report normally.
An Undo Sub-Query button is available to undo the last query, or as many
queries as needed.
Adding an Applicant Test Record

Use the Applicant Tests window to enter test information about an applicant.
This window is a centralized area for storing information about the tests the
applicants take. Also use this window to store unlimited testing records for each
applicant. To open this window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, and then click Tests.

5-19
HINT: The Applicant Tests and Employee Tests windows share test definitions.
Any tests defined for the applicants show up as a selection for employees, and
vice versa. All tests are defined in the Tests Setup window.
FIGURE 5.12 APPLICANT TESTS WINDOW
To enter applicant test information, complete the following:

1.
2.
3.
4.
Enter or select an Applicant record.

In the Test column, select a test the applicant has taken.
Enter the Date the test is administered.
Enter the applicant's Score. Enter the total possible score, such as 95
of 100.
5. Select the Notes button to add comments about a particular test.
6. Continue adding the applicant's tests scores.
7. Close the window when finished.
5-20

Interviews, Offers and Hiring

Interviews can be tailored to different types of applicants, requisitions or
positions by creating different interview forms based on the type of position
open. The sequence can also be rearranged in which the interview questions are
to appear and apply weights to different interview topics to place more emphasis
on critical aspects of the interview, and less emphasis on other issues.
Use the following tips:
Use the Applicant Interview Rating window to enter and store

unlimited interview information, including multiple interviews with
a single candidate, and unlimited notes about applicant interviews,
including specific notes about each applicant's response to each
question.
After completing interviews, organize and track the offers to

applicants and subsequent hiring.
Hiring an applicant can often be a time-consuming process.

However, once the information is entered and saved in the Hire
window, several events occur. Demographic and EEO information
about the applicant is transferred to the employee files, so the new
employee's record can be opened in the Employee window.
Education and skill records are transferred and become part of the
employee record. If the new employee's position is tied to a review
form, the date of the next review is calculated and entered in the
employee record.
All information linked to the position description, such as company,

division, department or supervisor, also becomes part of the
employee's record. The employee's first Date of Next Review is set
to the default date if the position the employee is hired for is linked
to a review schedule.
Adding an Interview Record

Use the Applicant Interview Rating window to enter and store unlimited notes
about applicant interviews, including specific notes about each applicant's
response to each question. Also enter and store unlimited interview information,
including multiple interviews with a single candidate.

5-21

To open the Applicant Interview Rating window, click the HR and Payroll
Applicant and then click Interviews.
FIGURE 5.13 APPLICANT INTERVIEW RATING WINDOW
Enter or select the applicant's Last Name. The appropriate information pre-fills
for the First Name and Soc Sec Number fields. Company displays the name of
the current company. Position displays the position selected in the Applicant
window. The option is available to select a different position.
The New button clears the interview information in the window and allows new
interview records to be created for this applicant. Enter the Date of the
applicant's interview. Select the Interview Type for the applicant.
Category displays the interview categories created in the Interview Types
window. Weight Factor displays the interview category weight factor created in
the Interview Types window. This number multiplied by the category score plus
the other weight factors multiplied by the other scores are equal to the Interview
Rating.
Notes displays the information entered in the Note Entry window. Notes can be
entered for each category in the scrolling window and by using the notes buttons.
To view the notes of each category use the Hide and Show buttons. Interview
Rating displays the sum of the weight factors multiplied by the scores.
5-22

Scoring Interviews
An interview score is generated for each applicant interview. The score an
applicant receives for an interview is the total of the scores the applicant receives
in each category. Those scores are the applicant's category scores multiplied by
the weight given that particular category.
For example, assume the following categories and weights are entered in the
Applicant Interview Rating window for an interview:
Category
Weight
Review of Resume
Why this company?
Why this position?
Strengths/weaknesses
Why should we hire you?
An applicant scored 8, 6, 7, 10 and 9 in each category, respectively. The

interview score for each category and the final interview score are calculated
below.
Review of Resume 8 x 1 = 8
Why this company? 6 x 1 = 6
Why this position? 7 x 1 = 7
Strengths/weaknesses 10 x 2 = 20
Why should we hire you? 9 x 0 = 0
To calculate the final score, add each of the category scores: 8 + 6 + 7 + 20 + 0 =

41. Then divide this number by the total number of categories: 41 / 5 = 8.2

5-23

Adding an Offer
Microsoft Dynamics GP Human Resources and Payroll allows the creation of
records for the offers being extended to successful candidates. The offers can
include other arrangements, like benefits, too. A single candidate can even have
multiple offers extended. To open the Applicant Offers window, click the HR
click Applicant and then click Offers.
FIGURE 5.14 APPLICANT OFFERS WINDOW
Enter or select an Applicant record. In the Start Date field, enter the date the
person is to begin work and in the Reply by Date field enter the date which this
person needs to respond back by concerning the offer. In the Position field,
select the position being offered to this applicant. Enter the proposed Salary
included in the offer and use the drop-down list to set the unit of time the pay is
based on (hourly, weekly, and so on).
In the Signature Line field, enter the name of the person who signs the letter and
in the Title field, enter the title of the person who signs the letter.
In the scrolling window, specify which Benefits are offered as part of the
package by selecting the check boxes for the entries which apply.
5-24

Click the Printer icon to print the Applicant Offers Letter. The Report
Destination window appears; choose where to send the offer letter:
To a computer file
To the screen
To a printer
Click the Save button and the To Do Entry window automatically opens. Select
the Post Early Reminder box. This activates the Days field. Enter the number of
days in advance to receive a reminder. Fill in the other fields as necessary.
Hiring an Applicant
Use the Hire window to enter hiring information for an applicant. The applicant's
skills are transferred and are part of the new employee record that is created.
However, any skill entries that are added to the employee's record are not
included in that person's applicant record. To open the Hire window, click the
HR and Payroll series button, click Human Resources on the Cards content
pane, click Applicant and then click Hire.
FIGURE 5.15 HIRE WINDOW
Entering applicant information in the Hire window does not remove the new hire
from the list of applicants. Enter the Employee ID to use for this person. The ID
needs to match the one being used in the Employee Maintenance window. Once
this ID is saved on the Hire window, it cannot be changed.
HINT: The user is required to be logged into the company the applicant is
being hired for.

5-25
HINT: Once an applicant is selected, the window defaults with the Department
and Position information based on the latest application date for this applicant.
Select a Position Type from the drop-down list and enter the number of work
hours per year as well as the hire date for this employee.
When the Save button is selected on the Hire window, the applicant is hired for
the position chosen. Once an applicant is hired, several events occur:
Demographic information about the applicant is transferred to the

employee files, so the new employee's record can be opened on the
EEO information (gender, race, and special statuses such as veteran

or handicapped) is copied to the new employee record.
When the new employee's position is tied to a review form, the date
of the next review is calculated and entered in the employee record.
Education, tests, and skill records are transferred and become

employee records.
All information tied to the position (division, department, supervisor,

and so on) becomes part of the employee's record.
When the applicant has an application record for the position he or

she was hired for, the status on the record is Hired.
HINT: When using the Hired button, it does not remove the new hire from the
list of applicants. To remove the new hire from the list of applicants it is
necessary to delete the new hire from the Applicant window.
5-26

Lab 5.3 - Adding an Interview Record

Scenario
You completed a telephone interview with the applicant for the Technician
position. Record the results of this interview in Microsoft Dynamics GP Human
Resources.
Challenge Yourself
Enter interview information about yourself.
The Interview date is 12/10/17.
This is a phone interview.
Need a Little Help?
Open the Applicant Interview Rating window.
Enter information about yourself.
The Interview date is 12/10/17.
This is a phone interview.

5-27
Lab 5.4 - Adding an Offer

Scenario
After interviewing a candidate for the Technician position, you decided to offer
the position. Microsoft Dynamics GP Human Resources tracks offers made to
applicants along with printing an offer letter.
The start date is 1/1/18 and you wish to hear back regarding
accepting the position by 12/18/17.
The offer includes a $70,000 annual salary along with health, dental,
life insurance and participation in the company 401k plan.
Print an offer letter and post a 5 day early reminder in the To-Do list
for the reply to the offer.
The applicant you are using for these exercises is still the applicant created
earlier; either yourself or a fictitious person.
Challenge Yourself
You are prepared to offer the Technician position to an applicant.

Use the details as defined in the scenario.
Create the offer in Microsoft Dynamics GP Human Resources. Print

an offer letter and post a 5 day early reminder in the To-Do list for
the reply to the offer.
Need a Little Help?

1. You are prepared to offer the Technician position to an applicant as
defined in the scenario. Use the Applicant Offers window to record
the job offer.
2. Print an offer letter and post a 5 day early reminder in the To-Do list
5-28

Lab 5.5- Hiring an Applicant

Scenario
The applicant accepted the job offer. The hire feature within Microsoft Dynamics
GP Human Resources can be used to begin the employee setup along with
transferring some information from the applicant's file to the new employee file.
Information defaults in this window based on the department and position on the
latest application. These fields can be changed, when necessary. You are hiring
the applicant created in an earlier lab.
Challenge Yourself
The Employee ID is the last name and first initial. When there is no
social security number assigned to the application, the social security
number is needed at this point. The position type is full time regular
and the hire date is 12/18/17.
You can choose to increase the number of positions filled on the

requisition and decrease the number of positions available on the
same requisition. Change the status of the requisition to Closed.
Setup the remaining employee information at another time.
Need a Little Help?

1. Use the Hire window to record this information.
2. Set the Employee ID to the last name and first initial.
3. When there is no social security number assigned to the application,
the social security number is needed at this point.
4. The position type is full time regular and the hire date is 12/18/17.
5. You can choose to increase the number of positions filled on the
requisition and decrease the number of positions available on the
same requisition.
6. Change the status of the requisition to Closed.
7. Set up the remaining employee information at another time.

5-29
Modifying or Deleting Applicant Records

When opening one of the Applicant record windows, the user can modify
existing data on this window. When making changes it is necessary to click Save
when the charges are completed.
In addition, there is a Delete button on the toolbar on many of the Applicant
windows. If the user is on the Applicant window, this action clears all related
records including skills, interviews, and so on.
Summary
The Applicant feature in the Microsoft Dynamics GP Human Resources and
Payroll module allows the organization to gather applicant data, automate the
hiring process for an applicant, and transfer that data to the applicant's employee
records.
5-30
An organization can track open positions through the requisition

process in the Microsoft Dynamics GP Human Resources and
Payroll module.
Applicant data that can be tracked includes demographics, EEO,

Education, Work History, References, Skills and Tests.
Detailed information about interviews can be recorded and scored for

decision-making on who to hire.
The process of writing an offer letter is automated and can also

include information about benefits.
The automated applicant hiring process moves relevant data over to

the Employee record to minimize time required to enter employee
data.

Test Your Knowledge

Adding Applicant Test Records

1. How many testing records can be added for each applicant?
()0
()5
( ) 15
( ) Unlimited

2. Which of the following statements is true about Applicant Skills Records?
( ) A Proficiency rating is entered for a skill set, not a skill.
( ) Applicant skills carry from one skill set to the next skill set.
( ) All applicants are required to have skills assigned to them.
( ) Skills do not have to be a part of a skill set to be attached to an employee.
Adding Applicant Costs

3. Which of the following costs can be tracked for an applicant?
4.

( ) Travel
( ) Lodging
( ) Moving
( ) Meals
5. Which of the following statement(s) are true when entering information
about an Applicant's background? (Select all that apply.)
( ) Use the Work History window to enter previous compensation data.
( ) Education records can be entered that include a grade point average.
( ) When entering a reference, fields are present to record the person talked to
and what company he or she represented, but actual comments cannot be
put down.
( ) Work history includes previous employers and dates of employment but
not positions held.

5-31
Lab 5.1 - Adding a Requisition (Solution)

Scenario
The company recently began using Requisitions to track available positions
within the organization. You are just notified of a new position which is available
12/15/17.
The scenario and information for this position is defined as follows:
Post this requisition internally beginning 12/1/17 and the requisition

The position is available on 12/15/17.
You decided to advertise the position in the Tribune, the Web page
The position is at the Main division of Fabrikam, Inc. in the

Gather the information necessary to complete a requisition in the system.
Step by Step
1. Create a requisition for the available position. (Cards > Human
Resources > Applicant > Requisitions)
2. Enter the information as follows:
5-32
Field
Data
Requisition No.
Accept default
Status
Open
Internal Post Date
12/1/17
Internal Close Date
12/31/17
Opening Date
12/15/17
Advertising
Tribune, Web Page, Employee Bulletin

Board
Company
Fabrikam, Inc.
Division
Main
Department
Installation
Position
Technician
Positions Available

3.
4.
5.
6.
Accept the defaults for information not provided.

Click Save.
Select No to update the number of vacancies.
The company does not track vacancies and you wish to post a
reminder in the To-Do list for the close date of the requisition. Click
OK in the To-Do Entry window.

5-33
Lab 5.2 - Adding an Applicant Record (Solution)

Scenario
You received an application for the position which just became available in the
Installation Department for a Technician. You are ready to create an application
in Microsoft Dynamics GP Human Resources.
For data entry ease, the exercises related to the Applicant component are
designed to be completed using your own information. If you do not wish to
enter your own information, then when applicable, enter fictitious information.
Step by Step
5-34
Set yourself up as an Applicant. (Cards > Human Resources >

Applicant > Applicant)
Use the following information to complete the setup.
Field
Data
Apply Date
12/01/17
Requisition No.
Use the number created in the previous Lab
Status
Open

Lab 5.3 - Adding an Interview Record (Solution)

Scenario
You completed a telephone interview with the applicant for the Technician
position. Record the results of this interview in Microsoft Dynamics GP Human
Resources.
Step by Step
Open the Applicant Interview Rating window. (Cards > Human

Resources > Applicant > Interview)
Enter information about yourself.
The Interview Date is 12/10/17.
The Interview Type is Phone.
Enter scores for each category.
Enter notes for each category.

5-35
Lab 5.4 - Adding an Offer (Solution)

Scenario
After interviewing a candidate for the Technician position, you decided to offer
the position. Microsoft Dynamics GP Human Resources tracks offers made to
applicants along with printing an offer letter.
The start date is 1/1/18 and you wish to hear back regarding
accepting the position by 12/18/17.
The offer includes a $70,000 annual salary along with health, dental,
life insurance and participation in the company 401k plan.
Print an offer letter and post a 5 day early reminder in the To-Do list
The applicant you are using for these exercises is still the applicant created
earlier, either yourself or a fictitious person.
Step by Step
1. You are prepared to offer the Technician position to an applicant as
defined in the scenario. (Cards > Human Resources > Applicant >
Offers)
Enter the following Offer information:
Field
Data
Start Date
1/1/18
Reply By Date
12/18/17
Company
Fabrikam, Inc.
Position
Technician
Salary
$70,000.00 Annually
Signature Line
Lisa Johnson
Title
HR Director
2.
3.
4.
5.
6.
5-36
Select benefits for yourself.

Print the offer letter.
Close the window.
Click Save.
To Do Entry, Post Early Reminder-5 days.

Lab 5.5 - Hiring an Applicant (Solution)

Scenario
The applicant accepted the job offer. The hire feature within Microsoft Dynamics
GP Human Resources can be used to begin the employee setup along with
transferring some information from the applicant's file to the new employee file.
Information defaults in this window based on the department and position on the
latest application. These fields can be changed, when necessary. You are hiring
the applicant created in an earlier exercise.
Step by Step
1. Open the Hire window. (Cards > Human Resources > Applicant >
Hire)
2. Enter the following Hire information:
Field
Data
Employee ID
Your first initial and last name
Position Type
Full time regular
Hire Date
12/18/17
3. Click Save.
4. Select Yes to increment the number of positions filled for
Requisition 6 and decrease the number of positions available.
5. Select Yes to change the status of the requisition to Closed.
6. Select No to finish entering the employee information.
7. View the setup using the Employee Maintenance window.

5-37

chapter:
1.
2.
3.
5-38

Solutions
Test Your Knowledge
Adding Applicant Test Records
1. How many testing records can be added for each applicant?
()0
()5
( ) 15
() Unlimited

2. Which of the following statements is true about Applicant Skills Records?
( ) A Proficiency rating is entered for a skill set, not a skill.
() Applicant skills carry from one skill set to the next skill set.
( ) All applicants are required to have skills assigned to them.
( ) Skills do not have to be a part of a skill set to be attached to an employee.
Adding Applicant Costs

3. Which of the following costs can be tracked for an applicant?
4.

() Travel
() Lodging
() Moving
( ) Meals
5. Which of the following statement(s) are true when entering information
about an Applicant's background? (Select all that apply.)
() Use the Work History window to enter previous compensation data.
() Education records can be entered that include a grade point average.
( ) When entering a reference, fields are present to record the person talked to
and what company he or she represented, but actual comments cannot be
put down.
( ) Work history includes previous employers and dates of employment but
not positions held.

5-39
5-40

CHAPTER 6: EMPLOYEE MAINTENANCE

Objectives
The objectives are:
Add an I-9 form and enter the verification data needed to support
citizenship or immigration status.
Enter an employee record for a new employee and change the

employee record to reflect the current employee information.
Inactivate an employee record and know under what conditions this

can or cannot be done.
Reactivate an employee record and choose which records become

active again.
Change an employee's position on the Employee Maintenance screen

and view Position History.
Create an Additional Position for an employee.
Enter an employee additional information record for a new employee

and modify the record to reflect the current employee information.
Create additional address records including phone numbers and

Internet information.
Set up additional Human Resources information such as ethnicity,

gender, Vets-100, and information about the spouse.
Assign Vacation and Sick information to an employee when using

Payroll to accrue for this time.
Create employee contact information in the case of an emergency.
Set up employee dependent information to use in the Benefits

subsystem.
Assign property to an employee.
Assign union information to an employee.
Enter data for extra fields or for user-defined windows per employee.
Assign pay codes to an employee.
Enter and maintain employee tax records.
Enter and maintain employee state tax records.
Enter and maintain employee local tax records.
Enter direct deposit information for a specific employee.
Set up a deduction direct deposit for employees wanting only a

partial direct deposit.
Set up beginning balances for organization's that are using payroll

after the beginning of the calendar year.

6-1
Assign a Pay Step Table to an employee and activate post-dated pay

rates.
Learn to modify or delete employee records.
Introduction
Employee records are the foundation of Microsoft Dynamics GP Human
Resources and Payroll. This information is used to track the status of employees
and store vital information. It is important to keep this information up-to-date to
reflect the company's current activity.
When entering the first employee records:
Consider how to arrange current and future employee records.

Specific groups of IDs can be assigned to different types of
employees or to different locations.
Once the most appropriate numbering system for the employees is

determined, consistently use it for the best results when printing
reports or using other Payroll windows.
Information that can be stored as part of the employee maintenance process

includes: I-9 information, additional employee-related information such as birth
date and spouse, multiple addresses, HR Status, VETS-100, Review date
information, dependent information, company property, and union information.
From a payroll perspective, ongoing maintenance for pay codes, tax information,
direct deposit and pay steps is needed.
Adding an Employee I-9 Record

Use the I-9 form window to add I-9 information. An I-9 form must be completed
and kept on file for each employee. To open this window, click the HR and
Payroll series button, click Human Resources on the Cards content pane, click
Employee and then click I-9.
FIGURE 6.1 I-9 FORM WINDOW
6-2


This window is also available from the Employee Maintenance window using the
GoTo menu. For I-9 verification, one item must be selected from List A or one
item from both List B and List C. Go to the USCIS Web site at
http://www.uscis.gov for a copy of the I-9 form.
Employee ID, Preparer and Eligibility

Enter or select an Employee ID. Enter a Maiden Name, if appropriate, and the
File Date. Enter the Preparer's Name and Address, including the Date
Prepared, if applicable. The preparer can be either the person preparing the
paper form or the person entering the information in the window. Within the
Eligibility section, select the employee's employment eligibility. Enter the
employee's eligibility verification (proof) information.
Verification and Issuing Authority

Within the Verification section use the lookup buttons near the list names (List
A, List B, List C) to open a different window to choose the documents the
employee is using as proof of employment eligibility. Select either one item from
List A, or one item from each List B and List C. For the latest list of INS
acceptable documents please check the INS Web site at: http://www.uscis.gov.
The document selected in the list names displays in the Document Title field.
HINT: If the employee is a citizen, use List B and List C. If the employee is a
legal alien, use List A and List C.
Enter the Issuing Authority for the document(s), the Document #, if applicable,
and the document Expiration Date.
Remaining I-9 Fields

Enter the Employer's or Authorized Representative's Name and Title, the
Organization and Date signed. If the employee is using a New Name, enter the
name in this field. Enter the Rehire Date the employee is rehired on, if
applicable.
Enter the Document, Number and Expiration in the next line. A date must be
entered in the Document Expiration field. This date is used to set the I-9
renewal date. Enter the date in the Date signed by the Employer or Authorized
Representative field and select Save.

6-3
Lab 6.1 - Adding an Employee I-9 Record

Scenario
I-9 information can be stored electronically in the Microsoft Dynamics GP
Human Resources system. You received the following eligibility information
from Shannon Elliot and can now enter that information into Microsoft
Dynamics GP Human Resources:
On 3/18/17, Shannon Elliot turned in her I-9 information. You prepared the I-9
form for her in Microsoft Dynamics GP Human Resources. She is a citizen and
gave you a copy of her Illinois driver's license along with her social security card.
Her driver's license number is: E065-6812-9054 and it expires 12/31/19. Her
social security number is: 420-02-1592. The form is completed on 3/18/17.
Challenge Yourself
Enter Shannon Elliot's I-9 information as specified in the scenario.
Answer Yes to indicate the I-9 form is filed on Shannon's employee

record.
Need a Little Help?

1. Enter Shannon Elliot's I-9 information as specified in the scenario.
Prepare the I-9 form for her in Microsoft Dynamics GP Human
Resources.
2. The I-9 form window can be opened directly from the HR Employee
menu or from the Employee Maintenance window.
3. Answer Yes to indicate the I-9 form is filed on Shannon's employee
record.
6-4

Creating an Employee Record

Use the Employee Maintenance window to create an employee record. To open
this window, click the HR and Payroll series button and then click Employee on
FIGURE 6.2 EMPLOYEE MAINTENANCE WINDOW
A class can be used when entering employee records. This class supplies default
values for many fields, making data entry easier and faster. If an individual
employee record differs, override the defaults for the employee.
Employee ID
Enter the Employee ID (number) use up to fifteen characters.
To ensure reports are printed in the correct order, be sure each

Employee ID has the same number of characters and format.
The characters are sorted alphabetically, and numbers take priority

over letters.
If selecting to use Auto-Assign Employee IDs in Payroll Setup, tab off the
Employee ID field and the next ID appears automatically. After an ID is
assigned to an employee it cannot be modified.

6-5

Employee Photo
On the Employee Maintenance window, use the Note (paper clip) button next to
the Employee ID field to open the OLE (Object Linking and Embedding)
Container window. This window can be used to store a file containing an
employee photo. For more information about the OLE container, refer to
application help or the Foundation training manual.
Class ID
Employee information can be categorized by classes when entering employee
cards. A Class ID supplies default values for many fields, making data entry
easier and faster. If an individual employee record requires some different
information than what is defaulted from the class, the default information can be
overridden for the employee.
HINT: If changing the information defaulted from the Employee Class Setup,
remember if opting to roll-down changes from the Employee Class Setup in the
future, the changes at the employee level are set back to the employee class
settings.
Name and Social Security Number

Enter the employee's full name in the following fields:
Last Name
First
Middle
Enter the employee's Social Security Number. Note the following about this
field;
The Payroll system validates the Social Security number.
If the number is invalid, an error message displays.
If the number is not provided by the employee when entering the

employee record, enter all zeros for the Social Security number.
Once the number is provided, edit the Social Security Number field,
and save the record again.
Hire and Adjusted Hire Date

It can be necessary to adjust the hire date because of benefit requirements, and
this can or cannot be the same as the hire date. If left unmodified, the Adjusted
Hire Date defaults to the Hire Date. The Adjusted Hire Date is used to
determine the length of service time for employees.
6-6

HINT: An employee took six weeks of FMLA leave after he or she adopted a
child. The employer creates an adjusted hire date six weeks later than his or her
actual hire date.
Last Day Worked

Enter the Last Day Worked date for the employee. This field is helpful when an
employee is recently terminated, and it is still necessary to process payroll for the
employee, therefore, the employee cannot be selected as inactive. Once the
employee's final payroll is completed, return to this window to select the
employee as inactive.
Date Inactivated and Reason

Enter the Date Inactivated for this record and all linked records, such as, pay
codes, benefit, deduction, tax, time code and so on, for it to become inactive.
This field can be edited once the Inactive check box is selected. Enter the
Reason for inactivation.
SUTA State, Workers' Comp Code and Employment Type

Enter the SUTA State initials or use the lookup window to find the State the
unemployment taxes are to be paid in. Enter or select the Workers Comp code
for the employee. This code appears as the default when entering pay records and
transactions.
Select an Employment Type for the employee from one of the following types:
Full Time Regular
Full Time Temp
Intern
Part Time Regular
Part Time Temp
Other
Address and Internet

Enter the Address ID and the relevant address information related to this ID for
the employee including telephone numbers. Use the Internet button to access the
Internet Information window for the selected ID. The Internet Information
window can be used to record e-mail and Web site information regarding the
selected employee.

6-7

Division, Department, Position, Location and Supervisor
Use the Division field to identify where the employee works and to run Human
Resources reports.
Enter or select the Department code for the primary department the employee
works in, as well as the Position code for the employee's primary position. These
codes appear as defaults when entering pay records.
Enter the business Location the employee works for. Select from the address
codes set up in the Company Address Setup window. Select the employee's
Supervisor to track the employee's supervisor.
Inactivating an Employee Record

Use the Employee Maintenance window to inactivate an employee record. An
employee record can be inactivated for a time and reactivated at a later date. To
Resources on the Cards content pane, click Employee and then click Employee.
This window is also available by clicking Payroll in the Cards content pane and
then by clicking Employee. If an employee record is entered incorrectly and
there are no plans to use it in the future, delete it.
6-8


An employee record cannot be deleted if there:
Are un-posted Payroll transactions.
Is monthly information.
Is quarterly information.
Is yearly information.
Throughout the normal course of business, employees leave the company and
their records need to be removed. If the employee has current-year activity and
cannot be deleted yet, mark the employee's records as inactive. W-2 statements
can be printed for inactive employees during the middle of the year, or at yearend.
To inactivate the record, select the Inactive check box. Then enter the date the
employee record is inactivated in the Date Inactivated field and the reason for
inactivation in the Reason field. All records for the employee are automatically
selected as Inactive. Inactive employee records continue to appear on the payroll
reports if they have current-year activity. When printing other reports in Payroll,
such as employee lists, inactive employee records can be included, if desired.
The option is available to delete inactive employee records during the year-end
closing process.
HINT: It is recommended to use the termination checklist procedure within
Human Resources to terminate an employee if using the Microsoft Dynamics
GP Human Resources module.
Reactivating an Employee Record

Use the Employee Maintenance window to reactivate an inactive employee
record. To open this window, click the HR and Payroll series button and then
click Employee on the Cards content pane.

6-9

Seasonal layoffs require that an employee's records be selected as inactive for a
time, and then be reactivated at a later date.
To reactivate an employee:
Clear the Inactive check box and click the Save button. The
Reactivate Employee window opens, and the employee's records can
be reactivated.
The following records can be reactivated for the employee:
State tax records
Local tax records
Pay records
Time records
Deductions records
Benefit records
Direct deposit information
All these options are selected to be reactivated when the Reactivate Employee
window opens. Clear any selections that are not going to be reactivated. Click
OK to save the changes made and to reactivate the records selected.
Changing an Employee's Position

Use the Employee Maintenance window to change an employee's position. To
Resources on the Cards content pane, click Employee and then click Employee.
6-10


After the employee's position changes are saved to history, use the Position
History window to view the employee's position history.
Creating an Additional Position Record for an Employee

Use the Employee Positions window to add, view or delete an employee's
position. To open this window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, click Employee, click Employee,
select an Employee ID and then click Additional Positions.
FIGURE 6.6 EMPLOYEE POSITIONS WINDOW
Scrolling Window Fields

Employee displays the Employee ID and employee name selected in the
Employee Positions window.
Position displays the employee's position.
Department displays the department for this position.
Primary is selected if this is the employee's primary position.
FTE (Full Time Equivalency) displays the full time equivalency for this position.
Division displays the division for this position.
Supervisor displays the supervisor for this position.
Effective Date displays the effective date for this position.

6-11

Total Full Time Equivalency (FTE) displays the sum of the full time
equivalencies for all of the employee's positions. Usually this figure is 1.00.
Employee Positions Detail Window

Use the Employee Positions Detail window to create an additional position
record for an employee. To open this window, click the New button on the
Employee Position window.
FIGURE 6.7 EMPLOYEE POSITIONS DETAIL WINDOW
Enter a FTE for each position, if desired, and indicate which position is the
employee's primary position.
Viewing or Deleting an Employee's Position

Use the Employee Position window to view position, department, division, and
supervisor information. Also view the effective date of the position and the FTE
for the position. Delete an employee's position only if it is not the employee's
primary position.
To delete an employee's position, select the Position and click the Remove
button. When finished, close the window.
6-12


Viewing or Deleting an Employee Position History Record
Use the Employee Positions History window to view or delete an employee's
position history. To open this window, click the HR and Payroll series button,
click Human Resources on the Cards content pane, click Employee, click
Employee, click the Additional Positions button on the Employee Maintenance
window, and then click the History button.
FIGURE 6.8 EMPLOYEE POSITIONS HISTORY WINDOW
Use this window to view position, department, division, and supervisor

information. The effective date of the position and the FTE for the position can
also be viewed. An employee's position can only be deleted if it is not the
employee's primary position.
Creating Additional Information Records

Use the Employee Additional Information Maintenance window to add more
detailed information about an employee. To open this window, click the
Additional Information button on the Employee Maintenance window.
FIGURE 6.9 EMPLOYEE ADDITIONAL INFORMATION MAINTENANCE

WINDOW

6-13

For example, enter the employee's birth date and marital status. If net pay for the
employee is going to be posted to a specific account, use this window to specify
the account.
Birth Date, Nickname and Alternate Name

Enter the employee's Birth Date. Enter the employee's Nickname, if he or she
has one. Enter the employee's Alternate Name. For example, Jack might be
entered as John Smith's alternate name.
Gender and Ethnic Origin

Select a Gender from the following list:
Female
Male
N/A
Select an Ethnic Origin from the following list:
American Indian or Alaskan Native
Asian
Black or African American
Hispanic or Latino
N/A
Native Hawaiian or Pacific Islander
Two or more races
White
Spouse Information
If known, enter the employee's Marital Status. Select one of the following:
Married
Single
N/A
If applicable, enter the Spouse Name and Spouse Social Security Number.
6-14


Calculate Minimum Wage Balance
Select Calculate Minimum Wage Balance if the minimum wage balance is
going to be calculated for this employee. If selected, a Minimum Wage Balance
pay code and pay rate, a Charged Tips pay code and pay rate or Reported Tips
pay code and pay rate must be set up for this employee. If this is not set up, an
error message displays on the Check File Report when doing a pay run to include
this employee and pay code.
For more information, refer to Employee class and position setup options for
tracking tips and how Payroll calculates the minimum wage balance.
Minimum Net Pay

Enter the Minimum Net Pay amount the employee must receive in each
paycheck. Net pay is determined by gross pay minus tax-sheltered annuities
(TSAs) and taxes. If the paycheck amount is below the minimum net pay after
TSAs and taxes are deducted, Payroll deductions are not taken. The paycheck
amount might be below this amount because TSAs and taxes are always
deducted.
For example, suppose the minimum net pay amount entered is $700. If the gross
pay is $1000 and TSA and tax deductions $400, the net pay is then $600.
Because $600 is less than the minimum net pay amount entered ($700), no
additional deductions are taken and the paycheck amount is $600.
Work Hours Per Year

Enter the number of Work Hours Per Year the employee typically works in a
year. For example, employees who work 40 hours per week typically work 2,080
hours in a year (52 weeks x 40 hours = 2,080).
The information entered in this field is used for calculating accrued vacation and
sick time if the hours worked method is used. It also is used for calculating the
hourly pay rate on salary pay records when vacation and sick time transactions
are entered and salary pay is adjusted or reduced.
Cash Account From

Use the Cash Account From option button to indicate whether the posting of the
net pay for this employee is to use:
The cash account used for the Checkbook.
An account to be specified for the Employee.
If selecting to post to an account specified for the employee, enter an Account

Number to use for the employee along with a description.

6-15
HINT: If using Bank Reconciliation, it is recommended to use the cash account

from the checkbook option to ensure integrity between the Payroll and Bank
Reconciliation modules.
Adding an Employee Address Record

Use the Employee Address Maintenance window to enter multiple records for
address and phone information for each employee. To open this window, click
the Address button on the Employee Maintenance window.
FIGURE 6.10 EMPLOYEE ADDRESS MAINTENANCE WINDOW
For example, interns might have one address during the school year and another
address in the summer.
Employee and Phone Information

Enter or select an Employee ID and select the Address button to open the
Employee Address Maintenance window. Enter an Address ID to describe the
address and then enter the address information, including City, State and Zip
Code. Enter the County and Country information and the Phone and Fax
Numbers.
6-16


Internet Information
Use the Internet Information window to record e-mail and Web site information
regarding the selected employee. To open this window, click the Internet button
on the Employee Address Maintenance window.
FIGURE 6.11 INTERNET INFORMATION WINDOW
Enter specific information to track Internet information. Depending on the entry

in each field, when link is selected, the Internet browser or the application
associated with the file extension opens with the specified location, image or
document displayed.
Company login and password information for Internet sites or employee,
customer, salesperson information can be stored. This information is not used
elsewhere in Microsoft Dynamics GP, so either type of information can be
tracked in this window.

6-17
Adding an Employee Human Resources Record

Use the Employee Human Resources Maintenance window to enter Human
Resources information. To open this window, click the HR and Payroll series
button, click Human Resources on the Cards pane, click Employee, click
Employee and then click the Human Resources button on the Employee
Maintenance window.
FIGURE 6.12 EMPLOYEE HUMAN RESOURCES MAINTENANCE WINDOW
This information can be used for reporting and benefit purposes. The Employee
Contacts window and the Employee Extra Fields window can both be opened
from the Employee Human Resources Maintenance window. The Employee ID
and Name for the selected employee are automatically displayed.
HR Status
Choose the employee's current HR Status. Choices include:
6-18
Active
Family leave
Leave of absence
Maternity
Other
Retired
Separated
Suspended
Terminated


I-9 Renew Date and Personal Information
Enter the I-9 Renew Date for when this employee needs to be renewed.
Select the following Personal Information that applies to the selected employee:
Citizen - A citizen of the United States.
Disabled - Is disabled.
Smoker - Is a smoker.
I-9 Verified - Employee's I-9 is verified.
Veteran - Is a veteran.
VETS-100 Information
Select the following VETS-100 Information that applies to the selected
Employee:
Special Disabled Veteran - The employee is a special disabled

veteran.
Vietnam Era Veteran - The employee is a veteran of the Vietnam

era.
Other Veterans - The employee is a veteran who served in a war

other than the Vietnam War, or served in a campaign or expedition
and was awarded a campaign badge, service medal or an
expeditionary medal.
Enter the employee's Discharge Date for newly separated veterans.
Last / Next Review

Last Review displays the last review date entered in the Employee Review
window for this employee. Next Review displays the information from the Date
of Next Review in the Employee Review - Additional Information window.

6-19
Employee Vacation-Sick Time Maintenance

Use the Employee Vacation-Sick Time Maintenance window to enter and edit an
employee's vacation and sick time information if Payroll is being used to accrue
an employee's benefits. To open this window, click the HR and Payroll series
button, click Human Resources on the Cards pane, click Employee, click
Employee and then click the Vac/Sick button on the Employee Maintenance
window.
FIGURE 6.13 EMPLOYEE VACATION-SICK TIME MAINTENANCE WINDOW
The Employee ID and Name are pre-filled with the information from the
Employee Maintenance window. Select the check boxes as appropriate to
Accrue Vacation, Warn When Vacation Available Falls Below Zero, Accrue
Sick Time and Warn When Sick Time Falls Below Zero.
If the Accrue options are selected then select either Hours Worked or Set Hours
upon which to base the Accrual. Enter the Hours Per Year or the Hours Per
Pay Run the employee earns and the current Available for the employee. Click
OK to save.
6-20

Adding an Employee Contact Record

Use the Employee Contacts window to create employee contact records. This
information can be used in case of an emergency. To open this window, click the
pane, click Employee, click Employee, click the Human Resources button and
then click the Contacts button on the Employee Human Resources Maintenance
window.
FIGURE 6.14 EMPLOYEE CONTACTS WINDOW
Enter the following information for the contact:
Contact name
Relationship to the employee
Home Phone
Work Phone
Address, City, State and Zip Code.
Select Save, or the Insert button to add the record to the scrolling window.
Repeat the process until all the contact information is added for the employee.

6-21
Adding an Employee Dependent Record

Each employee's dependents must be defined for full functionality of the Benefits
subsystem. A dependent is a person who relies on the employee to provide him
or her with certain basic necessities, such as insurance coverage. Use the
Employee Dependents window to enter the dependents information. To open the
Employee Dependents window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, click Employee and then click
Dependents. This window is also available from the Employee Maintenance
window using the GoTo menu.
FIGURE 6.15 EMPLOYEE DEPENDENTS WINDOW
This helps ensure that the benefits the company offers are administered properly.
Use this window to enter basic information about the dependents, including their:
Full Name
Relationship to the employee
Social Security Number
Gender
Date of birth
Address
Relationship and Comment Fields

Use the drop-down list in the Relationship field to show the type of relationship
this dependent has to the employee.
6-22


Choices include:
Spouse
Child
Parent
Sibling
Guardian
Other
Self
If desired, enter additional comments in the Comment field. The employee is

already defined as a dependent of him or herself. Therefore, the employee's
information defaults in this window automatically.
HINT: The Comment field for the self dependent is automatically filled with
the phrase Used for benefits.

6-23
Lab 6.2 - Adding an Employee Dependent Record

Scenario
You are collecting dependent information from employees and it is now time to
enter that information into Microsoft Dynamics GP Human Resources.
The following dependent information was submitted from employees:
Shannon Elliot, needs to set up her son Kyle as a dependent.
Adam Barr's wife, Elizabeth, needs to be set up as a dependent.
Michael Delaney, Aidan Delaney's brother, needs to be set up as a

dependent.
Challenge Yourself
Enter the dependent information specified in the scenario.
Need a Little Help?
6-24
Use the Employee Dependents window to assign dependent

information to employees as specified in the scenario.
Open this window from the HR Employee menu or from Employee

Maintenance.

Property Records
Property records are used to track the property the company has and who has
possession of property items. For instance, define the property items the
organization lends to employees, and track which employees have those items.
Due dates can be assigned for the return of the loaned items. Use the Property
window to track an item on loan to an employee.
Assigning/Returning a Property Item to an Employee

To open the Property window, click the HR and Payroll series button, click
Property. This window is also available from the Employee Maintenance GoTo
menu.
FIGURE 6.16 PROPERTY WINDOW
Select the Employee ID to assign Property to. If entering a new item for this
employee to check out, enter the Item Number here or use the lookup button for
a selection. Selecting an item saves it into the scrolling window and then
selecting the check box indicates the item is out. The system date is used for the
Date Out field.
To indicate that an employee returned an item, click the show details icon to see
all fields in the scrolling window. Enter a date in the Date In field and the system
automatically clears the Available check box allowing this item to be checked
out by someone else. The information however, remains in this window as a
record of what property is checked out by the employee.
HINT: Items are listed in the scrolling window in alphanumeric order

according to the Item Number.

6-25
Lab 6.3 - Assigning a Property Item to an Employee

Scenario
The Human Resources Department just finished setting up all company property
in the system. You are now ready to begin assigning the property to your
employees.
Assign the front door key and back door key (#001) to Shannon Elliot. Keys also
need to be assigned to Pilar Ackerman, Adam Barr and John Chen.
Challenge Yourself
Assign the keys to Shannon Elliot, Pilar Ackerman, Adam Barr and John Chen as
indicated in the scenario.
Need a Little Help?

1. Use the Property window to assign the front door key and back door
key (#001) to Shannon Elliot.
2. Keys also need to be assigned to Pilar Ackerman, Adam Barr and
John Chen.
6-26

Union Records
A Union is a labor organization that represents the interests of employees,
usually in a particular industry. Many businesses and industries employ union
members. Use Microsoft Dynamics GP Human Resources and Payroll to track
basic information about employees union memberships.
Adding an Employee Union Record

Use the Union window to enter and store basic information about the employee's
union memberships. To open this window, click the HR and Payroll series
button, click the Human Resources in the Cards content pane, click Employee
and then click Union. This window is also available from the Employee
Maintenance window using the GoTo menu.
FIGURE 6.17 UNION WINDOW
Select an Employee ID using the lookup button if the Union window is opened
directly from the Human Resources options.
Assign basic union information, such as:
Seniority dates
Union name
Contract number
Contract Effective Dates
Union dues
HINT: Setting up union dues here does not create a deduction in Payroll. A
deduction must still be set up to take this out of the employee's paycheck.

6-27
Employee Extra Fields and User-Defined Fields

For tracking employee information that does not fit into predefined windows, use
the Employee Extra Fields and Employee User Defined windows.
The Employee Extra Fields window allows for tracking information in 25
additional fields:
Five fields for storing dates
Five fields for storing numbers
Five fields for storing yes/no information
Five fields for storing currency figures
Five fields for storing words or phrases
The Employee User Defined window allows for tracking employee information
in 36 additional fields:
6-28
Five string fields for storing characters and numbers
Five currency fields for storing currency amounts
Five date fields for storing dates
Five integer fields for storing whole numbers
Ten check box fields for storing yes/no information
Five time fields for storing time information
A notes area for storing longer text entries


Adding an Employee Extra Field Record
Use the Employee Extra Fields window to create an employee extra field record.
Resources on the Cards content pane, click Employee, click Employee, click the
Human Resources button and then click the Extra Fields button on the
Employee Human Resources Maintenance window.
FIGURE 6.18 EMPLOYEE EXTRA FIELDS WINDOW
To add an employee extra field record, enter the information in the fields and
then select Save.

6-29

Adding an Employee User-Defined Record
Use the Employee User Defined window to create an employee user-defined
record. To open this window, click the HR and Payroll series button, click
User Defined.
FIGURE 6.19 EMPLOYEE USER DEFINED WINDOW
Any additional information can be tracked, like security checks or drug testing
results. The window name created in the Employee User Defined Setup window
is the name that is displayed.
To add an employee User-Defined record:
1. Select an Employee ID.
a. If Multi Record is not selected in the Employee User Defined
Setup window, proceed with Step 2.
b. If Multi Record is selected in the Employee User Defined Setup
window, the window opens with the Record Number field set to
a value of 1.
2. To enter information for Record 1, proceed with Step 2.
3. To create another record, use the browse buttons on the Record
Number field until reaching the number record that needs to be
created.
4. Enter information in the fields and select Save.
6-30


Printing an Employee User-Defined Report
Use the Employee User Defined window to print reports and notes for the userdefined information. Select the Printer button. The report or notes are printed or
the Report Destination window opens, depending on the report destination user
preferences.
Employee Pay Code Maintenance

Use the Human Resources Employee Pay Code Maintenance window to view the
position, compa-ratio, and annual pay information for an employee. To open this
Cards content pane, click Employee, click Pay Code and then click the Human
Resources button on the Employee Pay Code Maintenance window.
FIGURE 6.20 EMPLOYEE PAY CODE HR MAINTENANCE WINDOW
Viewing Employee Human Resources Pay Code

Information
The Position field displays the employee's position. The Compa-Ratio field
displays the employee's pay rate divided by the middle value of the salary matrix
linked to the employee's position. The Annual Pay field displays the employee's
annual pay for hourly and salary pay types.
The Pos/Pay Link button opens the Position \ Pay Code Setup window that is
used to link pay codes to a position code. The Earnings History button opens
the Earnings History window. Use this window to view, change or delete an
employee earnings history record.

6-31

Adding an Employee Pay Record
Use the Employee Pay Code Maintenance window to enter and maintain
employee pay records. To open this window, click the HR and Payroll series
button, click Payroll on the Cards content pane and then click Pay Code.
FIGURE 6.21 EMPLOYEE PAY CODE MAINTENANCE WINDOW
Select a Pay Code for the record to be added for this employee. The lookup list
contains the company pay codes that are set up using the Pay Code Setup
window.
HINT: There are two ways to access the lookup list of the existing pay codes.
First, click the Pay Code look up button to access the entire list of the existing
pay codes, or second, use the browse buttons to bring up the pay codes assigned
to the employee's class.
After selecting a pay code from the lookup list, the system asks whether the
default information from the company or employee pay code is going to be used.
If Company is selected, the settings default from the Pay Code Setup window. If
Employee is selected, the settings default from the base pay code for the selected
employee. Using the default information speeds data entry time. Any of the
default information can be overridden, if necessary.
6-32


Pay Rate
Enter the Pay Rate amount for the selected pay code. If the pay rate is changed, a
message is received asking whether the rate change needs to be rolled down to all
pay codes based on the current pay code. Select Yes to change the pay rate
amount for all pay codes based on the pay code. Select No to change only the
current pay code.
Data Entry Default
By selecting the Data Entry Default box, this pay code is selected to be the
default when entering transactions. When entering transactions, once the
Employee ID is entered, this pay code automatically defaults into the transaction
entry window.
There is no need to select salary pay codes as data entry defaults, since salary can
automatically be included in the Build Checks process and does not require a
transaction to be entered each time.
Subject To Taxes
Select the taxes this pay code is subject to. The options include Federal, FICA,
State, Local and Federal and State Unemployment taxes.
Flat Tax Rates
Enter the Flat Tax Rates in the Federal and State Flat Tax Rate fields to
override the federal or state tax calculations and calculate the tax at a specific flat
rate; for example, if bonus pay is taxed at a flat rate of 20 percent. Tax-sheltered
annuity deductions are not sheltered from tax on pay records which have flat tax
rates.
Advance Amount
Salary and Commission pay types can be set up to include an amount which can
be paid in an Advance pay run. An advance pay run is a way to pay employees in
advance on their salary or commission pay. When the next salary or commission
pay run is paid, this amount is subtracted from their net pay. No taxes are
withheld on an advanced pay run. All taxes are withheld during the next normal
pay run.

6-33

Employee Pay Code Options
Use the Employee Pay Code Setup window to select an Employee and Pay Code
to assign a Calculation Method to the combination. To open this window, click
the HR and Payroll series button, click Pay Code on the Cards content pane,
click the Go To button, and then click Employee Pay Code Options.
FIGURE 6.22 EMPLOYEE PAY CODE SETUP WINDOW
When Payroll Transactions are created with this Employee and Pay Code, the
pay rate is adjusted based on that Calculation Method. If there is a Calculation
Method assigned to this Pay Code at the Pay Code Setup level when the
Employee Pay Code record is created, the Calculation Method defaults.
The values for this window default from the Pay Code Options window for the
pay code selected. The default values are saved upon clicking Save on the
Employee Pay Code Maintenance window. To change the defaults, enter the
changes, click OK and then Save on the Employee Pay Code record.
Employee Pay Code Option records are created when an Employee Class ID is
assigned to an employee in the Employee Maintenance window: This occurs
when first answering Yes to the Do you want to use default information from
the employee class record? message that appears when exiting the Class ID
field and Save the Employee Maintenance record.
Select an active Calculation Method and assign it to the displayed Employee
and Pay Code combination. This field is only enabled if the Pay Code is pay type
overtime or double-time.
6-34


Employee Pay Code Summary
Use the Employee Pay Code Summary window to view pay amounts, hours and
pay advance taken for an employee in a selected year. To open this window, click
the Summary button on the Employee Pay Code Maintenance window.
FIGURE 6.23 EMPLOYEE PAY CODE SUMMARY WINDOW
Employee Pay Code History

Use the Employee Pay Code History window to view pay history information for
an employee in a selected year. To open this window, click the History button on
the Employee Pay Code Maintenance window.
FIGURE 6.24 EMPLOYEE PAY CODE HISTORY WINDOW

6-35
Entering an Employee Tax Record

Use the Employee Tax Maintenance window to enter and maintain employee tax
records. These tax records keep track of individual employees tax liability to
various government agencies. To open this window, click the HR and Payroll
series button, click Payroll on the Cards content pane and then click Tax.
FIGURE 6.25 EMPLOYEE TAX MAINTENANCE WINDOW
Select an Employee ID. The Name displays from the Employee Maintenance
window.
Federal Filing Status

Select the appropriate Federal Filing Status for the employee from his or her W4 form. This status determines the tax table to be used to calculate federal taxes.
Select one of the following:
6-36
Married
Single
Exempt


EIC Filing Status
If the employee is eligible for advanced earned income credit payments, select
the appropriate Earned Income Credit (EIC) Filing Status for this employee.
This status determines the tax table used to calculate EIC payments.
Not Eligible
Married Both Spouses File Cert
Married w/o Spouse Filing Cert
Single/Head of Household
Transaction Entry Defaults

Enter the Tax Withholding State the employee must pay income tax to, and then
enter the Local Tax where the taxes are paid for the employee.
The preceding information appears as defaults when entering pay transactions
and is used for automatic pay records subject to state or local tax.
HINT: A state must be entered and if the employee is being paid salary, this is
the state used for withholding. A corresponding state tax record must be setup.
Federal Withholding Information

Enter the Number of Exemptions the employee claimed on his or her W-4 form.
If the employee's W-4 form specified an Additional Amount to be withheld on
the W-4 form, enter the additional amount. This amount is added to either the
calculated or estimated federal withholding to determine the total federal
withholding for each pay run.
If the employee wants to estimate his or her federal tax liability instead of using
tax table calculations, enter the amount in the Estimated Withholding field.
This is the amount withheld from an employee's check, unless an additional
withholding amount is entered.
Household Employee
Select if the employee is a Household Employee and the information is not
going to be reported on Form 941.
Medicare Qualified Gov't Employee

If the employee is exempt from FICA/Social Security tax but subject to
FICA/Medicare tax, select the Medicare Qualified Gov't Employee check box.

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HINT: This box is active for a new employee. However, once a pay run is
completed for the employee, this box is not available.
W-2 Check Boxes

Use these boxes only to specify which boxes are selected on the employee's W-2
statement. These boxes include:
Option
Description
Statutory Employee
The employee is subject to FICA withholding but not

federal withholding.
Pension Plan
The employee is an active participant in a retirement

plan, such as a 401(k) plan.
State Tax
Use the Employee State Tax Maintenance window to enter and maintain
employee state tax records. To open this window, click the State Tax button on
the Employee Tax Maintenance window. Employee state tax entry is explained
later in this chapter.
Local Tax
Use the Employee Local Tax Maintenance window to enter and maintain
employee local tax records. To open this window, click the Local Tax button on
the Employee Tax Maintenance window. Employee local tax entry is explained
later in this training.
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Entering an Employee State Tax Record

Use the Employee State Tax Maintenance window to enter and maintain
employee state tax records. Employee tax records keep track of individual
employees tax liability to various state government agencies. The option also
exists to set up multiple state taxes for each employee. To open this window,
click the HR and Payroll series button, click Payroll on the Cards content pane
and then click State Tax.
FIGURE 6.26 EMPLOYEE STATE TAX MAINTENANCE WINDOW
HINT: Not all fields are required for all states. Complete the appropriate fields
for the state entered.
HINT: A state tax record must be set up for state taxes to be withheld.
Enter the Employee ID. The Name displays from the Employee Maintenance
window.
State Code
Enter the two-character State code for the employee's income tax to be withheld.

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Filing Status
After a state code is entered, the filing status choices for the state tax are
displayed in the Filing Status List. Select the appropriate filing status for the
employee. If there are none for a state, Not Applicable appears in the Filing
Status list.
Withholding and Exemption Information

Enter the Number of Dependents claimed by this employee as exemptions.
When entering the number of dependents do not count the employee's own
exemption or his or her spouse.
Additional and Estimated State Withholding taxes work the same as described
for federal taxes. The Additional Allowances, Estimated Deduction
Allowances and Special Exemption Amount fields are used by some states
including California and Mississippi. For more information contact a CPA, or the
appropriate state tax agency.
The following states do not require income taxes:
Alaska
Florida
New Hampshire
Nevada
South Dakota
Tennessee
Texas
Washington
Wyoming
For the state of Massachusetts, special exemption amounts are for Married Both
Spouses only. For the state of Mississippi, personal exemptions are for Blind and
Blind Spouse only.
Personal Exemption Check Boxes

The personal exemptions listed are accounted for differently in each state. Select
all the exemptions the employee claimed on his or her state's equivalent of the
W-4 form. These exemptions are for state tax purposes only.
The selections are:
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Self
Spouse
Blind

Blind Spouse
Over 65
Spouse Over 65
Special Allowance
Inactive
Select the Inactive check box to inactivate the state tax record.
Local Tax Summary

Use the Employee State Tax Summary window to view state tax amounts and
taxable wages for an employee in a selected year. To open this window, click the
Summary button on the Employee State Tax Maintenance window.
FIGURE 6.27 EMPLOYEE STATE TAX SUMMARY WINDOW

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Entering an Employee Local Tax Record

Use the Employee Local Tax Maintenance window to enter and maintain
employee local tax records. Employee tax records keep track of individual
employees tax liability to various government agencies. The option also exists to
set up multiple local taxes for each employee. To open this window, click the HR
and Payroll series button, click Payroll on the Cards content pane and then click
Local Tax.
FIGURE 6.28 EMPLOYEE LOCAL TAX MAINTENANCE WINDOW
Enter the Employee ID. The Name displays from the Employee Maintenance
window.
Tax Code and Filing Status

Enter or select the Local Code for the local government the employee pays taxes
to.
HINT: There are two ways to access the lookup list of the existing local tax
codes. First, click theLocal Code look up button to access the entire list of
existing local tax codes, or second, use the browse buttons to bring up the local
tax codes assigned to the employee's class.
Automatically Calculate Local Taxes

Select the Automatically Calculate check box if the local tax is going to be
automatically deducted from the pay records which are subject to local taxes for
each pay run. For example, assume there is an employee who lives in a particular
city and is subject to the city's tax, regardless of where he or she works. By
selecting this box, his or her resident city's local tax can be deducted
automatically.
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If this local tax is not going to be automatically deducted from the pay records
which are subject to local taxes, leave this box clear. For example, assume the
employee in the previous example occasionally works at the company's branch
office, which is located in a different city. When he or she is working in the
second city, he or she still is subject to his or her resident local tax, and to a local
tax assessed by the second city.
The local tax for the second city is not going to be automatically deducted from
this employee's pay. Instead, enter the second city's local tax code and pay
transactions using the tax code for the time the employee worked at the branch
location. Local taxes for his or her resident city are still deducted, along with the
local taxes for the city the branch office is located in.
Filing Status and Number Of Exemptions

Select the employee's Filing Status for the local tax. If a local code is entered
from the codes provided by Microsoft Dynamics GP Human Resources and
Payroll, this list displays each filing status for the local tax code. Not Applicable
appears in the list if a code entered is not provided with Microsoft Dynamics GP
Human Resources and Payroll or if there is no filing status for the locality.
Enter the Number of Exemptions this employee claims from local taxes if the
locality allows exemptions to be taken.
Additional Withholding
If necessary, specify an Additional Withholding amount for the selected local
tax. This amount is withheld in addition to the calculated amount of the tax.
Inactive
Select the Inactive check box to stop calculating the selected tax for the selected
employee.

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State Tax Summary
Use the Employee Local Tax Summary window to view local tax amounts and
taxable wages for an employee in a selected year. The quarterly and year-to-date
fields display the total of the amounts from the monthly fields. To open this
window, click the Summary button on the Employee Local Tax Maintenance
window.
FIGURE 6.29 EMPLOYEE LOCAL TAX SUMMARY WINDOW
Employee Direct Deposit Maintenance

Employee direct deposit information needs to be entered when an employee
requests his or her Payroll funds be directed to a direct deposit account. There are
two types of direct deposit distributions: single-account and multiple-account.
Each is explained in the following section.
Single and Multiple Account Direct Deposit Distribution

Use Single-Account Distributions when only one account line is entered for an
employee and the entire net wages from the pay run is deposited to that account.
Use the Percentage field and set it to 100%. This makes distribution of any
unusual Payroll amounts easier; for example, for employees who earn overtime.
Use Multiple-Account Distributions when more than one account is set up for
an employee and net wages are to be distributed into the accounts in a certain
order. Because Payroll Direct Deposit pays each account in order, and it is
possible to have some accounts receive less than the entered amount.
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Creating an Employee Direct Deposit Record
Use the Employee Direct Deposit Maintenance window to set up direct deposit
information for a specific employee. To open this window, click the HR and
Payroll series button, click Payroll on the Cards content pane and then click
Direct Deposit.
FIGURE 6.30 EMPLOYEE DIRECT DEPOSIT MAINTENANCE WINDOW
Remainder Of Net Line Number

Enter the line number where any remaining pay is going to be sent. A line
number is assigned to each line in the scrolling window. A deduction direct
deposit account cannot be assigned as a Remainder of Net account.
Add Account Button
Click the Add Account button to enter information for a bank account in the
scrolling window. A black dot appears in the scrolling window to indicate an
active record. Up to 12 active or prenote accounts can be added for each
employee.
Bank Number
Enter the Bank Number or credit union where the employee's pay is deposited.
This is also sometimes referred to as the routing number.

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Status
Select a Status option for the direct deposit account. The following options exist:
Active means the direct deposit account is active. Payroll funds are
deposited to that account.
Inactive means the direct deposit account is inactive. Use this option
to temporarily stop direct deposits to this account.
Prenote means the direct deposit account is in a trial run. Use the
Prenote status to verify the entries are properly set up.
Use the Default Prenote Count field in the Direct Deposit Setup window to
track the number of prenotifications that are required for each employee's direct
deposit account. Each time an Automated Clearing House (ACH) file is
generated, the prenote count changes in the Employee Direct Deposit
Maintenance window.
When the # field in the Employee Direct Deposit Maintenance window is zero
and the status is Prenote, the Employee ID and Employee Name appears in the
Completed Prenotes window.
Use the Completed Prenotes window to update an employee direct deposit
account status. This window is a shortcut to the Employee Direct Deposit
Maintenance window, where changes can be made to the employee's account
status from Prenote to Active. To open this window, click the HR and Payroll
series button, click Payroll on the Transactions content pane, click Generate
ACH File and then click the View Completed Prenotes button on the Generate
ACH File window.
FIGURE 6.31 COMPLETED PRENOTES WINDOW
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Complete the following steps to update an employee's Completed Prenotes
record:
1. Select an Employee ID and click Select. The Direct Deposit
Employee Maintenance window opens.
2. Update the status of the appropriate account or accounts. It might be
helpful to look for accounts that have zeros in the # column but are
still set to Prenote status; those accounts have completed prenotes.
3. Select Save. The Employee Direct Deposit Maintenance window
closes and the Completed Prenotes window opens.
4. Repeat Steps 1 through 3 for each employee whose records need to
be updated.
After an employee record is selected in the Completed Prenotes
window, the employee's name is removed from the scrolling window
whether or not changes are made to the employee's account status.
5. When finished, close the Completed Prenotes window.
Inactivating Employee Direct Deposit Account Status

The Employee Direct Deposit Maintenance window provides two ways to
inactivate employees direct deposit accounts: inactivating an employee's entire
direct deposit record and inactivating individual employee direct deposit
accounts. Inactivate direct deposit to run checks for special situations like onetime, holiday bonus payments. To open this window, click the HR and Payroll
series button, click Payroll on the Cards content pane and then click Direct
Deposit.

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Direct deposit records can also be inactivated in the Employee Maintenance
window. If an employee card is inactivated in the Employee Maintenance
window, Payroll also inactivates the employee's direct deposit records. If a direct
deposit record is inactivated in the Employee Maintenance window, the accounts
for the direct deposit accounts are not automatically inactivated.
Inactive employee direct deposit records are automatically deleted when Remove
Inactive Records is selected in the Remove Inactive Records window.
To inactivate a direct deposit record for an employee:
1. Enter or select an Employee ID.
2. Select Inactive to inactivate the employee's direct deposit record.
3. Select Save.
To inactivate individual employee direct deposit accounts:
2. Change the Status field for each account in the scrolling window to
Inactive.
3. Select Save.
Reactivating Direct Deposit Records

Direct deposit records can be reactivated in the Employee Maintenance window.
If Inactive is not selected in this window and Direct Deposit is selected in the
Reactivate Employee window, the employee's direct deposit records will be
reactivated.
Direct deposit records can also be reactivated from the Employee Direct Deposit
Maintenance window, but the records should have been reactivated first in the
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Reactivating an Employee Direct Deposit Account
If an account is inactive and then is reactivated, more prenotifications might need
to be completed. Rules vary, so be sure to check with the financial institution. To
open this window, click the HR and Payroll series button, click Payroll on the
Cards content pane and then click Direct Deposit.
To reactivate an employee direct deposit account:

2. Unselect Inactive to activate all accounts for this employee, or
change the appropriate Status field to activate individual accounts.
3. Select Save.
Deduction Direct Deposit Maintenance

Use employee deduction direct deposits if an employee requests having some
Payroll funds deposited into a direct deposit account and the remainder of his or
her earnings paid with a check.
Enrolling an Employee in a Direct Deposit Deduction

These instructions assume that Microsoft Dynamics GP Human Resources and
Payroll deductions are already created; set the sequence for the deductions and
establish a link between those deductions and Payroll Direct Deposit.

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After creating the Payroll Direct Deposit deduction and linking it to Payroll
Direct Deposit, employees can be enrolled in that Payroll Direct Deposit
deduction. Use the Employee Deduction Maintenance window to assign the
Payroll Direct Deposit deduction. To open this window, click the HR and
Payroll series button, click Payroll on the Cards content pane and then click
Deduction.
FIGURE 6.34 EMPLOYEE DEDUCTION MAINTENANCE WINDOW
To enroll an employee in a direct deposit deduction:

2. Enter or select the appropriate Payroll Direct Deposit deduction.
3. Select Save.
Creating an Employee Deduction Direct Deposit Record

After the deduction is created and linked to Payroll Direct Deposit, employeespecific deduction direct deposit information can be entered. Inactivating
deduction direct deposit accounts can be done in two ways: inactivating
employee direct deposit accounts or deduction direct deposit accounts marked
Inactive are noted in the Exceptions Report.
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Use the Employee Direct Deposit Maintenance window to create an employee
deduction direct deposit record. To open this window, click the HR and Payroll
series button, click Payroll on the Cards content pane and then click Direct
Deposit.
Use the following steps to create an employee deduction direct deposit record:
1. Select an Employee ID and select the Link Deduction button to
open the Deductions window.
2. Select a Deduction and choose Select. The deduction direct deposit
record is displayed in the Employee Direct Deposit Maintenance
window.
3. Enter a Bank Number and an Account Number for the deduction.
4. Select Checking or Savings to indicate the type of bank account the
deduction is to be deposited to.
5. Verify the Amount or Percentage for this account. The amount or
percentage cannot be changed in this window. Use the Employee
Deduction Maintenance window to make changes.
6. Select a Status for the account.
7. Enter a Remainder of Net Line Number. This is the last line
number with bank account information. A deduction direct deposit
account cannot be assigned as a Remainder of Net account.
8. Select Save.

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Remainder Of Net
Payroll calculates the net wages for an employee's earnings, which can then be
distributed to one or more direct deposit accounts. If all direct deposit accounts
are paid and the net wages are not fully exhausted, the remaining amount is
called the remainder of net.
If the employee is using regular direct deposit accounts, the remainder of net is
added to the amount paid to the account indicated by the Remainder of Net Line
Number on the Employee Direct Deposit Maintenance window.
For example, suppose Jane's net wages are $1,200. She has two direct deposit
accounts:
Line 1 is a $500 Direct deposit to a savings account.
Line 2 is a $500 Direct deposit to a checking account.
$1200 - $500 - $500 = $200

The Remainder of Net Line Number is 2, her checking account. The remainder of
net is $200. This amount is added to Jane's checking account. The total deposits
are $500 to savings and $700 to checking.
If the employee is using deduction direct deposit, those deductions are processed
in Payroll just like any other Payroll deduction. The amount for a deduction
direct deposit is determined by Payroll and is not changed by Payroll Direct
Deposit. If an employee is using deduction direct deposit, then the employee's net
wages, the amount left after deductions are paid, is paid with a paycheck.
Beginning Balances
If setting up Payroll for the first time and the calendar year already started, enter
beginning balances to ensure that the monthly, quarterly and yearly financial
amounts are correct, as well as to correctly process W-2 statements at the end of
the year.
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Entering Beginning Balances
Use the Payroll Manual Check-Adjustment Entry window to create a batch of
transactions for beginning balances. A batch is a group of transactions identified
by a name or number. To open this window, click the HR and Payroll series
button, click Payroll on the Transactions content pane and then click Manual
Checks.
FIGURE 6.36 PAYROLL MANUAL CHECK-ADJUSTMENT ENTRY WINDOW
There are several options when entering beginning balances:

1. Enter an amount for each month for each employee.
2. Enter an amount for each quarter for each employee. If this method
is selected, monthly reports are not printed accurately.
3. Enter a total amount for the year-to-date for each employee. If this
option is selected, period-end or quarterly reports are not printed
accurately, but W-2 statements print accurately at the end of the year.
4. Select Beginning Balances as the Check Type. These transactions
do not update Bank Reconciliation or General Ledger information.
5. Enter an Adjustment Number and enter or select a Batch ID. A
batch ID identifies a group of related entries that are posted
collectively as a single, complete transaction.
6. Enter a Check Date to help track information about individual
transactions. Enter the Posted Date for the beginning balance
transaction. This date reflects the month the amounts are posted.
8. Select the Transactions button to open the Payroll Manual Check
Transaction window.

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9. Select a Transaction Type and enter or select a code. Then enter the
appropriate information for the code. Continue with additional
transaction types and codes. For some Transaction Types, such as
Federal Tax and State Tax, the Taxable Wage amount must be
entered.
10. Select Save and close the window.
11. The Payroll Manual Check-Adjustment Entry window opens. Select
Save.
12. Enter Beginning Balance information for another employee. Repeat
this process until beginning balances are entered for all employees.
13. Choose Print from the File menu to print a Manual Check Edit List
to verify the beginning balance information.
14. If errors are identified in transactions on the edit list, refer to
Correcting manual check transactions.
Posting Beginning Balances

Use the Payroll Batch Entry window to post beginning balances. To open this
window, click the HR and Payroll series button, click Payroll on the
Transaction content pane, click Manual Checks and then click the Batch ID
Expansion button.
FIGURE 6.37 PAYROLL BATCH ENTRY WINDOW
Always back up a company before posting batches of transactions. If there is a

posting problem, the data can easily be restored and the posting process can
begin again. For more information about making backups, refer to your System
Administrator or the help available in Microsoft Dynamics GP.
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Click Post. Depending on how the transactions are entered, the posted amount
reflects for the month and for the year-to-date figure as each employee's
beginning balance. An audit trail code automatically assigns to these transactions
as they are posted.
Audit trail codes can be used to trace the posting sequence of a transaction back
to the check. The audit trail code for the beginning balance transactions has the
prefix UPRMC. For more information about how to use audit trail codes, refer to
the application user guide.
Pay Steps Maintenance

After setting up pay step preferences and tables, begin assigning employees to
pay step tables using the Employee/Pay Step Table Assignment window. Use the
Activate Employee Post-Dated Pay Rates window in both Human Resources and
Payroll to activate new pay rates generated by pay step tables.
SmartLists and Reminders can help keep track of the employees due for pay
changes each month. Select the SmartList Favorite Employees due for pay
change and the Reminder Employees due for pay change this month* (# of
records).
Assigning a Pay Step Table to Employees

Pay step tables can be assigned to one or more employees based on hire dates,
adjusted hire dates or seniority dates. The employee's pay step effective date can
be specified manually, after which the subsequent pay steps are calculated
automatically.
Use the Detailed Employee List report to review pay step information regarding
employees, including seniority date, pay step table ID, basis for step increase,
step number and step effective date.

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Use the Employee/Pay Step Table Assignment window to assign a pay step table
to employees. To open this window, click the HR and Payroll series button,
click Human Resources on the Setup content pane, click Pay Step Table, select
Pay Step Table ID and then click the Assign Employees button on the Pay Step
Table Entry window.
FIGURE 6.38 EMPLOYEE/PAY STEP TABLE ASSIGNMENT WINDOW
Complete the following steps to assign a Pay Step Table to an employee:

1. Enter or select a Pay Code.
2. In the Base Step Increases on field, select a type of date to base step
increases on. Choices are Hire Date, Adjusted Hire Date, Seniority
Date or Manual.
3. If Manual is selected as the type of date, enter or select the Pay Step
or Pay Grade to assign to employees, as well as a Step Effective
Date for that step or grade.
4. Enter or select the Ranges to select employees by. Choices include
Employee ID, Location, Department, Position, Union and Class
ID.
5. Select the appropriate check box if to Exclude Employees who are
already assigned to pay step tables or who have a pay increase on
hold.
6. To display employee records from the ranges selected, select
Redisplay.
7. In the left column, select the check box for each Employee ID to be
assigned the pay step table.
8. To select all of the Employee ID check boxes, click the Mark All
button.
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9. To clear all of the Employee ID check boxes, click the Unmark All
button.
10. Select the Assign button to assign the selected employees to the Pay
Step Table ID. The assigned Employee IDs move to the column on
the right.
11. To remove an employee assigned to the pay step table, select the
Employee ID check box in the right column and click Remove. Use
the Mark All or Unmark All buttons above the right column.
12. Select Process to process the changes.
Activating Post-Dated Pay Rates

The Payroll system creates post-dated pay rates based on upcoming effective
dates in pay step tables. To enable pay rates to change on the effective dates, use
the Activate Employee Post-Dated Pay Rates window in either Payroll or Human
Resources. To open this window, click the HR and Payroll series button, click
Payroll on the Transaction content pane and then click Activate Post-Dated or
click Human Resources on the Transaction content pane and then click Activate
Post-Dated.
FIGURE 6.39 ACTIVATE EMPLOYEE POST-DATED PAY RATES WINDOW
To activate post-dated pay rates:

1. Select the type of Range to search post-dated pay rates: Effective
Date, Employee ID, Pay Code or Reason for Change.
2. Enter or select Start and End values to define the range, or select
All.
3. In the Sort By field, select how to sort the search results: Effective
Date, Employee ID, Pay Code or Reason for Change.

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4. Click Redisplay to list the sorted results.
5. Select the Activate check box next to each post-dated pay rate to be
activated.
6. Click Process to activate the selected post-dated pay rates.
7. Select a print destination for the Post-Dated Pay Rates audit report
and click OK.
Modifying or Deleting Employee Records

Use the Employee Maintenance window to modify or delete an employee record.
An employee record can be modified to reflect changes such as a department or
address. An employee record can be deleted if the plans are not to use it in the
future.
A message displays when an employee record with summary information is
deleted, such as monthly, quarterly or yearly information. Do not proceed unless
the record is intended to permanently be removed.
Inactive employee records can be deleted at any time. The deleted records do not
appear in Human Resources and Payroll reports, even when the report option is
used to include inactive records. Deleting an employee record might adversely
affect EEO, VET100 and OSHA reporting.
VET100 reporting requires employee records to be maintained for one year prior
to when the report is produced to ensure the correct calculation of employees by
category. OSHA requires all records for employees with open cases be
maintained and that all employee records with an OSHA Reportable Injury for
the previous year not be deleted.
Use the Employee Maintenance window to modify or delete an employee record.
To open this window, click the HR and Payroll series button, click Payroll on
the Cards content pane and then click Employee or click Human Resources on
the Cards content pane and then click Employee.
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2. Make changes by selecting the fields to change, entering new
information and selecting Save.
3. To delete an employee record, select Delete.
To save an employee record to access at a later date, archive the employee record
rather than deleting it.
Summary
The information stored in the Microsoft Dynamics GP Human Resources and
Payroll modules for employee records needs to be maintained on a regular basis.
This information provides the foundation for reporting and must be kept current
to meet those needs.
I-9 information can be stored electronically by employee.
Employee photos can be attached to the employee record to facilitate

recognition.
Additional positions can be added to an employee record when an

employee works in multiple positions.
Multiple address records per employee can be stored.
Employee dependent information can be recorded for more complete

benefit enrollment data.
Payroll information such as pay codes, taxes and direct deposit

require maintenance as employee information changes.

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Lab 6.1 - Adding an Employee I-9 Record (Solution)

Scenario
I-9 information can be stored electronically in the Microsoft Dynamics GP
Human Resources system. You have received the following eligibility
information from Shannon Elliot and can now enter that information into
Microsoft Dynamics GP Human Resources:
On 3/18/17, Shannon Elliot turned in her I-9 information. You prepared the I-9
form for her in Microsoft Dynamics GP Human Resources. She is a citizen and
gave you a copy of her Illinois driver's license along with her social security card.
Her driver's license number is: E065-6812-9054 and it expires 12/31/19. Her
social security number is: 420-02-1592. The form is completed on 3/18/17.
Step by Step
Use the I-9 Form window to add I-9 information. (Cards > Human Resources >
Employee > I-9)
Field
Information To Be Entered
Employee ID
ELLI0001
File Date
03/18/17
Preparer's Name and Address
Your name and business address
Date Prepared
03/18/17
Eligibility
Citizen
List B
Select Driver's License
Issuing Authority
Illinois
Document #
E065-6812-9054
Expiration Date
12/31/19
List C
Social Security Number
Document #
420-02-1592
Employer/Authorized Rep
Your name
Title
HR Director
Date signed
03/18/17
Date signed by employer
03/18/17
Click Save.
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Lab 6.2 - Adding an Employee Dependent Record (Solution)

Scenario
You are collecting dependent information from employees and it is now time to
enter that information into Microsoft Dynamics GP Human Resources.
The following dependent information was submitted from employees:
Shannon Elliot, needs to set up her son Kyle as a dependent.
Adam Barr's wife, Elizabeth, needs to be set up as a dependent.
Michael Delaney, Aidan Delaney's brother, needs to be set up as a

dependent.
Step by Step
1. Enter the dependent information specified in the scenario. (Cards >
Human Resources > Employee > Dependents)
2. Enter the following information:
Field
Data
Employee ID
ELLI0001
Last Name
Elliot
First Name
Kyle
Relationship
Child
3. Click the blue insert arrow to insert the dependent into the scrolling
window.
Field
Data
Employee ID
BARR0001
Last Name
Barr
First Name
Elizabeth
Relationship
Spouse

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window.
Field
Data
Employee ID
DELA0001
Last Name
Delaney
First Name
Michael
Relationship
Sibling
window and close the window.
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Lab 6.3 - Assigning a Property Item to an Employee

(Solution)
Scenario
The Human Resources Department just finished setting up all company property
in the system. You are now ready to begin assigning the property to your
employees.
Assign the front door key and back door key (#001) to Shannon Elliot. Keys also
need to be assigned to Pilar Ackerman, Adam Barr and John Chen.
Step by Step
1. Assign the front door key and back door key (#001) to Shannon
Elliot. (Cards > Human Resources > Employee > Property)
2. Keys also need to be assigned to Pilar Ackerman, Adam Barr and
John Chen.
3. Enter the following Property information:
Field
Data
Employee ID
ELLI0001
Item Number
Back Door Key 001
Item Number
Front Door Key 006

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chapter:
1.
2.
3.
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CHAPTER 7: EMPLOYEE ATTENDANCE

Objectives
The objectives are:
Set up Attendance including accrual periods, accruals, accrual

schedules and time codes to account for benefit time using the
Attendance features in Microsoft Dynamics GP Human Resources.
Assign time codes to employees using the Employee Attendance

Maintenance window.
View employee time used and time available using the Employee
Attendance Summary window.
Use the Attendance Transaction Entry window to enter transactions

for Hours Used and for Hours Available adjustments.
Create Absence Entry records to update the vacation calendar for

planned absences in the future.
Set up Attendance to accrue benefit time in Payroll.
Introduction
Microsoft Dynamics GP allows for the accruing of benefit time through
Microsoft Dynamics GP Payroll or the Microsoft Dynamics GP Human
Resources attendance feature. To accrue time using Microsoft Dynamics GP
Human Resources, accrual periods, accruals, accrual schedules and time codes
must be set up. The Microsoft Dynamics GP Payroll system allows for the
automatic calculation of vacation and sick time and the reduction of time as
hours are taken, whether accruals are being used or not.

7-1
Attendance Setup
Use the Attendance Setup window for the following purposes, to:
Specify if Accrue Type is Microsoft Dynamics GP Payroll or

Microsoft Dynamics GP Human Resources Attendance.
Link Attendance to the Vacation Calendar.
Set default hours per day and days per week.
Allow the entry of the attendance type and the reason in the
Microsoft Dynamics GP Payroll module, when using Microsoft
Dynamics GP Human Resources for accruals.
Setting Up Attendance
To open the Attendance Setup window, click the HR and Payroll series button,
click Human Resources on the Setup content pane, click Attendance and then
click Setup.
FIGURE 7.1 ATTENDANCE SETUP WINDOW
Select an Accrue Type to specify how the company accrues benefit time:
Human Resources to track attendance in the Microsoft Dynamics

GP Human Resources module.
Payroll to track attendance in the Microsoft Dynamics GP Payroll

module.
Attendance transactions can be set up to update the vacation calendar. Set default
hours per day and default days per week and set up reasons and types to use
when creating attendance transactions.
7-2


Select the Allow entry of attendance type and reason in Payroll option to link
attendance types and reason codes to payroll transactions in the Payroll
Transaction Entry window. This option is available only when the accrue type is
Human Resources and Payroll is a registered module.
Complete the following steps to set up attendance:
Enter the Current Accrual Year and the Last Day Accrued for
attendance, and indicate whether Seniority is to be based on Months
or Days. These fields are available when Payroll is not registered, or
when Payroll is registered and the accrue type is Human Resources.
Enter the Number of days in a week and the Number of hours in a

day to define the organization's work schedule. For example, a
standard 40 hour work week might be: Number of days in a week = 5
and Number of hours in a day = 8.
Enter the Next Transaction Number. This number also appears in

the Attendance Transaction Entry window and is the number used
for the next transaction to be posted.
Select Update Vacation Calendar to link benefit and absent time codes to the
Vacation Calendar. If this option is selected, an entry appears in the Vacation
Calendar window for each benefit or absent time code transaction.
Any absences created when this is selected appear in the Attendance Setup
Options window. If the option is not selected, absences are entered in the
Absence Entry window.

7-3

Attendance Setup Options
Use the Attendance Setup Options window to create any reasons and types which
need to be tracked in the business for attendance. To open this window, click the
Options button on the Attendance Setup window.
FIGURE 7.2 ATTENDANCE SETUP OPTIONS WINDOW
Both selection boxes can be found with their default data on the transaction entry
window.
Defaults for Reason are:
Sick
Funeral
Vacation
Military
Leave of Absence
FMLA
Defaults for Type are:
Planned
Unplanned
To enter additional reasons employees are absent or tardy, use the Reason field.
Enter the reason and click the Insert button to the right of the scrolling window.
Note the original entries cannot be deleted.
7-4


To enter additional types of attendance, enter the description in the Type field
and click the Insert button to the right of the bottom scrolling window. Note the
original entries cannot be deleted.
Setting Up Accrual Periods

Use the Accrual Period Setup window to set up the company's accrual period
structure. To open the Accrual Periods Setup window, click the HR and Payroll
series button, click Human Resources on the Setup content pane, click
Attendance and then click Accrual Periods.
FIGURE 7.3 ACCRUAL PERIOD SCHEDULE WINDOW
The accrual periods are used when creating transactions and time accruals.
Accrual periods for the current year and the next year are already previously
setup, and at the end of each year, set up the following year. At least the current
year and the following year must be set up.
1. Enter the current Year and select the button for the accrual period
intervals that the organization uses. The appropriate accrual period
setup window opens.
2. Enter the starting date of the first accrual period for this year in the
Start Date #1 field. Press TAB to display dates in the rest of the
fields. If Semimonthly Setup is selected, enter the starting date for
the #2 field, or the End Date for the #1 field.
3. Select the * check box - for Accrued - next to previous periods to
indicate accrued attendance transactions. As attendance transactions
are accrued, each accrued transaction displays with an asterisk that is
for reference only.
4. To select all accrual periods, select Mark All. To unselect all accrual
periods, select Unmark All.

7-5

5. Select OK to save the changes in the accrual period setup window
where the accrual period dates are entered.
6. Check the Annual Accrued box when time is accrued for the entire
year.
7. Select OK to save the changes in the accrual period setup window.
Setting Up Accruals
Use the Accrual Setup window to create accruals that determine the rate at which
benefit time, such as vacation time or sick time, is earned. Time codes indicate
what is earned and accruals indicate how that time is earned. To use the Accrual
Setup window, Human Resources must be selected as the accrue type in the
Attendance Setup window. To open the Accrual Setup window, click the HR
and Payroll series button, click Human Resources on the Setup content pane,
click Attendance and then click Accruals.
FIGURE 7.4 ACCRUAL SETUP WINDOW
Accruals are the level an employee earns benefit times at, such as vacation or
sick time. The company can choose to use up to four different methods of
accruing benefits.
The methods are:
7-6
Benefits which accrue based on the number of hours worked.
Benefits which accrue each pay period.

Benefits which accrue based on the number of days worked.
Benefits which accrue based on the number of months worked.
An accrual code must be defined for each benefit type the company uses. An
accrual must be defined for all possible options.
Example:
Most employees at Universal Industries earn vacation time based on a simple
schedule:
At the end of their first six months of work, they get 24 hours of
vacation time.
At the end of the first year, they earn another 40 hours.
At the end of years two through five, they earn 80 hours of vacation
time.
From five to 10 years, they earn 120 hours of vacation time per year.
Each of these levels can be defined as an accrual.

Enter an Accrual Code and Description of the accrual. Use the Accrue By dropdown list to show how this time is earned.
Options available include:
Post Once - When employees earn this allotment only once.
Interval - When employees earn this allotment repeatedly after a

fixed number of days.
Hour/Yr - When employees earn this allotment based on hours

worked.
Pay Period - When employees earn this allotment based on their pay
periods.
In the Number of Hours to Accrue enter the number of hours to accrue. When
Interval is selected for the Accrue By field, enter the Number of Days per
Intervals. Enter the Maximum Accrual Hours per Year that an employee can
earn with this accrual. Enter the Maximum Hours Available that an employee
can have at any given time with this accrual. Enter the standard number of Work
Hours per Year that an employee works.
Select an Accrual Period for the accrual if Pay Period is selected in the Accrue
By field. The frequencies are Weekly, Biweekly, Semimonthly, Monthly,
Quarterly, Semiannually, Annually or Daily/Miscellaneous.
Select one or more of the Based on Time Codes in this list to base the accrual on
when Hours/Year is selected in the Accrue By field. Transactions from these
time codes are used to calculate benefit hours earned.

7-7

Setting Up An Accrual Schedule
After defining the levels at which employees can earn different types of benefit
times, set up accrual schedules. Use the accrual schedules to show how different
employees can earn benefit times at different rates. To open the Accrual
Schedule Setup window, click the HR and Payroll series button, click Human
Resources on the Setup content pane, click Attendance and then click Accrual
Schedule.
FIGURE 7.5 ACCRUAL SCHEDULE SETUP WINDOW
Enter an accrual Schedule code and Description of what the schedule is used
for. The Start Date and End Date fields are only used when the accrual schedule
changes. Most plans are in effect indefinitely, and these fields are to be left
blank. In the Seniority field, enter the number of months or days of seniority that
an employee must have to be eligible for the accrual entered. Enter the Accrual
to add to the schedule.
HINT: To add an accrual to the schedule, use the Insert button to the right of
the scrolling window. The accrual added is based on the seniority entered.
7-8


Setting Up A Time Code
A time code is a category of an employee's use of time, such as Vacation, Sick,
and so on. The creation of an unlimited set of time codes to reflect the different
types of hours worked can be tracked within Microsoft Dynamics GP Human
Resources and Payroll. To open the Time Code Setup window, click the HR and
Payroll series button, click Human Resources on the Setup content pane, click
Attendance and then click Time Code.
FIGURE 7.6 TIME CODE SETUP WINDOW
When creating time codes, specify the Time Type each time code is based upon.
Options include:
Hourly is time which is compensated on an hourly basis: A specific

rate is paid for each hour on the job. This type of time code is created
when it is necessary to enter all time worked into the Microsoft
Dynamics GP Human Resources system because of how employees
can accrue time.
Salary is time which is compensated on an annual, monthly or

weekly basis. Rates for salaried time are not based on hours on the
job. This type of time code is created when it is necessary to enter all
time worked into the Microsoft Dynamics GP Human Resources
system because of how employees can accrue time.
Overtime is time which is compensated at a different rate than

regular (hourly or salaried) time. The change in compensation
usually kicks in when an employee exceeds a certain number of
hours worked in a particular week or day. This type of time code is
created when it is necessary to enter all time worked into the
Microsoft Dynamics GP Human Resources system because of how
employees can accrue time.
Benefit is time the employee receives pay for even though he or she
is not on the job. Comp. time, vacation time and sick leave are all
examples of benefit time types. In other words, when time accrues
for this type of time, the time type must be a benefit.

7-9
Absent is time when an employee is away from the job and is

unpaid.
Other is a category used as needed for situations not covered in the

other categories.
Use the Accrual Period drop-down list to show how frequently this time is used.
When an employee who uses this time code gets paid weekly, set his or her time
code to weekly. Use the lookup button to select a Default Accrual Schedule to
be associated with this time code.
HINT: The time code chosen must have a Benefits time type to select a default
accrual schedule.
Select Linked Pay Code to link pay codes to time codes. Link one pay code per
time code and vice versa. Use the lookup button to display the Available Pay
Codes window. To link pay codes to time codes, pay codes and pay types must
match the corresponding time codes and time types. For example, if the time type
is Hourly, only link pay codes with a pay type of hourly. Or, if the time type is
Benefit, only link pay codes with a pay type of Vacation, Sick Time or Holiday.
Select Warn When Available Time Falls Below Zero if a message displays
when entering a Payroll transaction that brings the available hours below zero.
This field is available only if the time type is Benefit.
7-10

Lab 7.1 - Setting Up Attendance

Scenario
The company is ready to implement the Attendance component of Microsoft
Dynamics GP Human Resources. Attendance is accrued using Human Resources.
Some of the set up information to be entered before you can begin using
Attendance is listed below.
The current year is 2017.
The last accrual was done 6/1/17.
Seniority is based on months.
The work week consists of 8 hours a day, 5 days a week.
Challenge Yourself
Use the Attendance Setup window to begin using the Attendance

feature in Human Resources.
Accruals will be done using Human Resources.
Need a Little Help?
To open the Attendance Setup window, click HR and Payroll series

Attendance and then click Setup.
Accrue Type is Human Resources.
Setup the information as indicated in the scenario.

7-11
Lab 7.2 - Pay Period Setup

Scenario
You are continuing to set Attendance up and the next steps are to create pay
periods for accruing transactions. The company has both a monthly payroll and a
semimonthly payroll. These periods need to be created before any Attendance
transactions can be entered.
Complete the Pay Period Setup for the 2016, 2017 and 2018. Semimonthly pay
periods begin on 1/1, the same as monthly pay periods. The second semimonthly
pay is on 1/16.
Challenge Yourself
1. Complete the Pay Period setup for the years 2016, 2017 and 2018.
2. Create both monthly and semimonthly pay periods. The first
semimonthly pay period begins on 1/1, which is the same as the
monthly pay period. The second semimonthly pay period begins on
1/16.
Need a Little Help?

1. Use the Pay Period Setup window to complete the pay period setup
for the years 2016, 2017 and 2018.
2. Create semimonthly pay periods. The first semimonthly pay period
begins on 1/1. 1/1 is the first day of each year. The second
semimonthly pay period begins on 1/16.
3. Create monthly pay periods with the pay period beginning on 1/1.
7-12

Lab 7.3 - Setting Up Accruals

Scenario
You created various accrual codes for use within the Attendance component of
Microsoft Dynamics GP Human Resources. Recently, the company revised its
policy for sick time. New accrual codes are needed to be created for this policy.
The new policy states:
Employees with less than five years seniority receive 40 hours of

sick time each year. This allotment is given once a year and carries
over up to 40 hours of sick time each year.
Employees who are with the company for five years or longer
receive 50 hours of sick time each year. These employees are
allowed to carry over up to 50 hours of sick time each year.
Challenge Yourself
The new sick time policy as stated in the scenario requires setting up 2 accruals.
One will be for less than five years receiving 40 hours of sick time and the
second will be for more than 5 years of service receiving 50 hours of sick time.
Be sure to allow for carry over amounts and maximums.
Need a Little Help?
Use the Setup Accruals window to create the accrual codes for the
new sick time policy defined in the scenario.
The new policy states that employees with less than five years
seniority will receive 40 hours of sick time each year.
This allotment will be given once a year and you can carry over up to
40 hours each year with an 80 hour per year maximum.
Employees who have been with the company for 5 years or longer
will receive 50 hours of sick time each year.
This allotment will be given once a year and you can carry over up to
50 hours of sick time each year with a 100 hour per year maximum.
Create the two accrual codes to reflect this policy.

7-13
Lab 7.4 - Setting Up An Accrual Schedule

Scenario
The accrual codes for the new sick time policy are created. Next, the accrual
schedule needs to be created.
The new sick time policy states:
Employees who are with the company for less than five years are
issued 40 hours of sick time each year.
Employees who are with the company for five years or longer are
Challenge Yourself
Create the sick time accrual schedule to reflect the new policy defined in the
scenario. There is no starting or ending date for the schedule. Seniority has
previously been setup as months so be sure to convert the years of service to
months.
Need a Little Help?

1. Use the Accrual Schedule Setup window to create the new sick time
accrual schedule to reflect the new policy.
2. There is no starting or ending date for the schedule.
3. The accrual schedule, when complete, has two accrual codes
assigned to it.
7-14

Lab 7.5 - Setting Up A Time Code

Scenario
To create an attendance transaction for the new sick time policy, a Time Code
must be created. Time codes are used in all attendance transactions.
Challenge Yourself
Create new time codes for sick time with pay. One will need to be setup for
monthly paid people and one for semimonthly people.
Need a Little Help?

1. Use the Time Code Setup window to create time codes for sick time
with pay. Remember that if on the Attendance setup window it was
marked to allow transactions in Payroll, the time codes will have to
be linked to pay codes.
2. Time codes are specific to the pay period frequency and your
company pays both monthly and semimonthly. The policy is for sick
time with pay, the time codes are a Benefit time type.
3. Two unique time codes must be created.

7-15
Employee Maintenance and Summary

After creating accrual schedules in the Accrual Schedule Setup window, apply
them to each employee's maintenance record using the Employee Attendance
Maintenance window. The Attendance Employee Maintenance window provides
a place to assign Time Codes to employees to be able to enter an Attendance
transaction.
The Employee Attendance Summary window is a display-only view of an
employee's attendance information to date.
Adding An Employee Attendance Maintenance Record

The Microsoft Dynamics GP Human Resources Attendance module provides a
group of windows to track how employees in the organization spend their time.
With this system, different time codes are created to describe the different ways
the company accounts for the employees time. Then enter transactions which
show how employees actually used their time.
Use the Employee Attendance Maintenance window to assign attendance time
codes to each employee's maintenance record. To open the Employee Attendance
Maintenance window, click the HR and Payroll series button, click Human
Resources on the Cards content pane, click Employee - Attendance and then
click Maintenance.
FIGURE 7.7 EMPLOYEE ATTENDANCE MAINTENANCE WINDOW
For example, assign hourly and vacation time codes to a new employee, or assign
a benefit time code when an existing employee becomes eligible.
Select the option to display a message when a Payroll transaction brings an
employee's available balance below zero, and select to print available time
information on Payroll checks.
7-16


To add an employee attendance maintenance record:
2. Enter or select a Time Code. If this completes the record entry, click
Save. If the time type for the time code is a benefit, such as vacation,
continue with Step 3. If the time code for the employee is linked to a
pay code, be sure that the pay code is also assigned to the employee.
HINT: The Hours to Date, Days to Date and Weeks to Date fields display the
amount of time taken for the time code selected, and the Hours Available field
displays the hours available for the time code selected. If the Edit Attendance
Maintenance and Earnings History options are selected in the Human
Resources Preferences window, these fields can also be modified from the
3. Select the appropriate Accrual Schedule or accept the default
schedule.
4. Enter the Seniority Date or accept the default date. This is the
employee's hire date or adjusted hire date, depending on the
company's Human Resources Preferences.
5. Verify that the Next Accrual Date is the next date the employee
earns benefit time.
6. Select the Warn When Available Time Falls Below Zero option to
display a message when entering a payroll transaction or an
attendance transaction that brings the available hours below zero.
7. If Payroll is registered, select the Print Available Time on Payroll
Checks option to print the information on Payroll checks or earnings
statements.
8. Click Save.
Inactivating Or Deleting An Employee Attendance

Maintenance Summary
Use the Employee Attendance Maintenance window to inactivate a maintenance
record. For instance, if previously an employee is paid an hourly wage and now
he or she receives an annual salary, the hourly record needs to be inactivated. If
an employee is temporarily suspended from accruing a benefit, such as
suspending vacation accrual during a leave of absence, inactivate the benefit in
the employee's maintenance record until eligibility is established again.
The Employee Attendance Maintenance window can also be used to delete a
maintenance record. If a time code is not applicable to an employee, delete the
record. For example, if an employee's position changes and overtime no longer
applies, delete the overtime record.

7-17

To save the attendance history, select Inactive rather than deleting the attendance
record. To inactivate or delete an employee attendance maintenance record,
complete the following steps:
2. Select the Time Code to inactivate or delete.
3. Select Inactive and click Save to inactivate the record or select
Delete to delete the record.
Employee Attendance Summary

Use the Employee Attendance Summary window to view employee time code
balances without entering transactions or making changes. To open this window,
content pane, click Employee - Attendance and then click Summary.
FIGURE 7.8 EMPLOYEE ATTENDANCE SUMMARY WINDOW
This window displays the hours used, days used, weeks used and the hours
available for each time code for an employee.
7-18


To view employee time code balances:
1. Enter or select an Employee ID and review the information.
2. For more information, select a record and choose Zoom. The
Employee Attendance Maintenance window displays the specific
time code information.
3. If changes are recently made to a transaction, select Redisplay to
view the most current information.
4. Select Yearly Accruals to open the Employee Yearly Accruals
window and view time that accrued for the year.

7-19
Lab 7.6 - Adding An Employee Attendance Maintenance

Record
Scenario
The Attendance Employee Maintenance window is used to attach Time Codes to
an employee to create an Attendance transaction. There are a couple of
employees who need to have time codes assigned to them. When the Attendance
transactions are used to create corresponding payroll transactions, the employees
must have the linked pay codes assigned to them in Microsoft Dynamics GP
Payroll.
Pilar Ackerman and Adam Barr have pay codes for SICK and VACN assigned to
them. Both of these employees are eligible for sick time with pay and vacation
pay. Their next accrual date is 6/1/17.
Challenge Yourself
Verify the SICK and VACN pay codes are assigned to Pilar
Ackerman and Adam Barr. Assign the pay codes when they are not
already assigned to these employees.
Both of these employees are eligible for sick time with pay and
vacation pay. Their next accrual date is 6/1/17. Assign the
appropriate time codes.
Need a Little Help?

1. Use the Employee Pay Code Maintenance window to verify the
SICK and VACN pay codes are assigned to Pilar Ackerman and
Adam Barr.
2. Assign the pay codes when they are not already assigned to these
employees.
3. Both of these employees are eligible for sick time with pay and
vacation pay.
4. Use the Attendance Employee Maintenance window to assign the
SICKWS and VAC time codes to theses employees.
5. Their next accrual date is 6/1/17.
7-20

Attendance Transactions
The Attendance Transaction Entry window allows two types of transactions to be
created:
Hours Used transactions
Hours Available adjustments
Hours Used transactions are for entering the way employees spent their time
during a period of time. Hours Available adjustments are created to enter
employee beginning balances or to change the existing time balance. Adjusting
transactions are not posted to the General ledger.
Using Human Resources

Use the Attendance Transaction Entry window to enter the adjusting transactions
and time and attendance transactions. To open the Attendance Transaction Entry
Transactions content pane and then click Transaction Entry.
FIGURE 7.9 ATTENDANCE TRANSACTION ENTRY WINDOW

7-21

Entering or Adjusting Available Attendance Hours
The Attendance Transaction Entry window is also used to enter available
attendance hours for new employees or to adjust the available attendance hours in
existing employee records.
1. Select an Employee ID and a Time Code for the attendance
transaction.
2. Select Hours Available Adjustment. Some fields displayed in the
window change. The entries made when Hours Available
Adjustment is selected are not posted to Payroll.
3. Enter a Start Date for the transaction. When entering an hours
available transaction, the End Date field is removed from the
window.
4. Enter the number of Hours for the adjustment.
5. Enter a Reason or Type when appropriate. These fields are not
required to enter an attendance transaction.
6. Select Save.
Creating An Attendance Transaction

When the Human Resources accrue type is selected in the Attendance Setup
window, use the Attendance Transaction Entry window to create Hours Used
transactions for recording employee time and attendance.
If the Payroll accrue type is selected in the Attendance Setup window, use the
Payroll Transaction Entry window to create attendance transactions. For more
information, refer to the documentation regarding Payroll transactions.
7-22


Use the Transaction Entry window to create an attendance transaction. To open
this window, click the HR and Payroll series button, click Human Resources
on the Transactions content pane and then click Transaction Entry.
1. The number in the Transaction field automatically increases to the

next transaction number each time a transaction is created, and is
saved in the Attendance Setup window.
2. Enter or select an Employee ID and a Time Code.
3. Select Hours Used Transaction to create an entry for time used.
4. When Payroll is registered and Human Resources is the accrue type,
enter a Batch ID. A batch ID must be entered when creating a
transaction for a time code that is linked to a pay code.
5. Enter the transaction Start Date and End Date. The dates must be
within the accrual period range for that time code. If an employee
takes vacation or sick time that overlaps pay periods, two
transactions need to be entered. If the transaction overlaps two pay
periods, an error message is received and the transaction cannot be
saved.
6. Enter the number of Hours, Minutes, Days or Weeks worked or
spent. If the Days per Week and Hours per Day are defined in the
Attendance Setup window, the system generates the numbers
automatically for the other fields not entered.
7. Select a reason for the transaction and a transaction type, if the time
code type is Benefit, Absent or Other. If a salary, hourly or overtime
time code is selected, the Reason and Type fields are not available.
8. Click Save. If the time code selected is linked to a pay code, a
Payroll transaction automatically is created.

7-23

Accruing Attendance Transactions
Use the Accrue Attendance window to create accrual transactions. To open this
window, click the HR and Payroll series button, click Human Resources or
Payroll on the Transaction content pane and then click Accrue.
FIGURE 7.11 ACCRUE ATTENDANCE WINDOW
An employee can accumulate or accrue benefit time, such as vacation hours or

sick leave. Benefit times are usually based on a company's policy that is applied
to all employee records.
For example, most employees at Fabrikam, Inc. earn vacation time based on a
simple schedule - at the end of their first six months of work, they get 24 hours of
vacation time; at the end of the first year, they earn another 40 hours. At the end
of years two through five, they earn 80 hours of vacation time. From five to 10
years, they earn 120 hours of vacation time per year. Each of these allotments can
be defined as an accrual.
To accrue an attendance transaction, enter the date in the Accrue Attendance
Through field the benefit time accruals are being based on. For example,
suppose that one employee earns 40 hours of vacation time on his or her
anniversary date, June 20. Another employee earns his or her next allotment of
vacation time on June 24. The accrual period ends June 21, so enter that date in
the Accrue Attendance Through field. Vacation time up to and including June
21 is calculated. The second employee's vacation time is not effective until an
accrual batch with a date of June 24 or later is posted. Click Accrue to complete
the accrual process.
7-24

Lab 7.7 - Using Human Resources - Attendance Transaction

Scenario
At period end the gathering of the information needed to enter the attendance
transactions needs to be completed. The company enters only non-standard time
transactions in Attendance.
The transactions for the current period are:
Pilar Ackerman has taken 40 hours of vacation between 6/1/17 and

6/15/17.
Adam Barr is approved for an additional 80 hours of vacation as of

6/1/17.
Adam Barr has taken 8 hours of sick time with pay on 6/15/17.
These transactions are for employees who are not at work and who either are paid
or not paid.
Challenge Yourself
Enter the three transactions in the Attendance component for the

current period as specified in the scenario.
Determine if each transaction is an Hours Used or an Hours

Available transaction.
Need a Little Help?
Use the Attendance Transaction Entry window to enter the three

attendance transactions for the current period.
Use the Transaction types of Hours Used and Hours Available as

necessary for each transaction.
Remember to assign a Batch ID if the transaction is for Hours Used.

7-25
Vacation Planning
Use the Vacation Calendar window to help track the employees planned absences
and to connect the employees vacation schedules to their attendance records. If
the Update Vacation Calendar option is selected in the Attendance Setup
window, open the Attendance Transaction Entry window from the vacation
calendar. Then, after entering attendance transactions, the vacation calendar is
updated with current benefit and absence information from those transactions.
The Vacation Calendar window displays a month's worth of employee absence
information at a glance. To open the Vacation Calendar window, click the HR
click Employee - Attendance and then click Vacation Calendar.
FIGURE 7.12 VACATION CALENDAR WINDOW
The window opens to the current month. To view information from another
month, use the month and year drop-down lists to select the appropriate period.
The absence information is graphically represented on the calendar in the
window. When the window opens some boxes are blank or they have blue X's in
them. The dates with the blank boxes have no scheduled employee absences. The
boxes with the blue X's have at least one scheduled absence.
7-26


There is additional information in the scrolling window on the right side of the
calendar window. When the drop-down list is set to Date, all the scheduled
employee absence records for the month are sorted by date. When the drop-down
list is set to Employee ID, the absence records are sorted by the employees ID
numbers.
Use the Show Details button to switch between two views of the information in
the scrolling window. In its expanded version, the Absence Reason included in
the Attendance Transactions Entry window or any comments included in the
Comments field can be viewed on the Scheduled Absences window.
With the Vacation Planning module, other information can be viewed. Zoom by
date or by employee.
To zoom by date, select the date to view specific information for.

The employees who are scheduled to be absent are displayed in the
scrolling window.
To zoom by employee, select the employee to view more

information for. (To select the employee, either double-click the
employee's name in the scrolling window, or click the employee's
name once to highlight and then click the blue select button near the
bottom of the window.)
When selecting to view information for a specific employee, the symbols used in
the calendar change, there are blank boxes and red arrows.
A red line through the box means the employee is gone. A box with a leftpointing arrow means the employee's absence is continued from the previous
month. A box with a right-point arrow means the employee's absence continues
into the next month. When another employee is also absent, the line appears with
a squiggle in it.
HINT: A key of all the absence symbols is included in the Vacation Calendar
Key window. To open this window, open the Vacation Calendar window and
then click the Key button located near the bottom of the window.
While using the employee view of information (when using the red arrows and
lines instead of the blue X's) and then wishing to return to the date view of the
information, select the Line to x button near the bottom of the window. This
refreshes the visible information, and updates the window information as needed.
Creating An Absence Entry Transaction

Use the Attendance Transaction Entry window to create absence entry
transactions using benefit or absence time codes. This procedure assumes the
Update Vacation Calendar option is selected in the Attendance Setup window. If
this option is not selected, the Absence Entry window opens when Absence Entry
is selected.

7-27

Resources on the Cards content pane, click Employee - Attendance, click
Vacation Calendar and then click Absence Entry.
1. The number in the Transaction field automatically increases to the

next transaction number each time a transaction is created, and is
saved in the Attendance Setup window.
3. Select a Time Code. Only time codes with a type of Benefit or
Absent are posted to the vacation calendar.
4. Select Hours Used Transaction to create an entry for time used.
5. Enter the transaction Start Date and End Date. The dates must be
within the accrual period range for that time code.
6. Enter the number of Hours, Minutes, Days or Weeks worked or
spent. If the Days per Week and Hours per Day are defined in the
Attendance Setup window, the numbers are generated for the other
fields not entered.
7. Select a Reason for the transaction and a transaction Type.
8. Click Save.
7-28


Creating An Absence Entry Record
Use the Absence Entry window to create an absence record before the employee
is out for a planned absence, such as a vacation. This procedure assumes the
Update Vacation Calendar option in the Attendance Setup window is not
selected. If this option is selected, the Attendance Transaction Entry window
opens when Absence Entry is selected. To open the Vacation Calendar window,
content pane, click Employee - Attendance, click Vacation Calendar and then
click the Absence Entry button.

2. Enter a Start Date, End Date and any comments for the absence.
3. Choose the Insert button to save the entries created.

7-29

Viewing Employee Vacation Information
Use the Vacation Calendar window to enter basic information about employees
planned absences and view a graphical representation of planned absences within
the organization for a particular month, or for a particular employee. To open this
Card content pane, click Employee - Attendance and then click Vacation
Calendar.
FIGURE 7.15 VACATION CALENDAR WINDOW
An employee's absence information can be viewed by employee, date, division,

department, position, month and year. If the vacation calendar is viewed by date,
the absence information is represented on the calendar with blue X's. A date with
a blue X has at least one scheduled absence.
If the vacation calendar is viewed by employee, the absence information is
represented on the calendar with red arrows. A box with a red line indicates that
an employee is gone on that date. A left-pointing arrow means the employee's
absence is continued from the previous month and a right-pointing arrow
indicates the employee's absence continues into the next month. A wavy line
indicates more than one employee is absent on that day.
Use the hide and show buttons to view additional information in the scrolling
window. Click the Key button to see the Vacation Calendar Key window that
lists all of the absence symbols used in the vacation calendar.
7-30


To view employee vacation information:
1. Select a Month and Year to view information.
2. Select to view information by Date or Employee ID. If Date is
selected, all scheduled employee absence records for the month are
sorted by date. If Employee ID is selected, absence records are sorted
by the employees ID numbers.
3. To view information by division, department or position, select
Calendar Restriction to open the Calendar Restriction window.
4. Select a Restriction and the specific division, department, position
or employee ID to view.
5. Choose OK to apply these specifications to the Vacation Calendar
window.
6. Click the Restrict View button of the Vacation Calendar window.
This opens the Calendar Restrictions window.
7. Use the Restrict On drop-down list to specify how to view the
absences. The name of the field next to the drop-down list changes as
restrictions are changed.
8. Use the lookup button to select the specific division, department,
position or employee ID to view.
9. Click the Apply button to apply these specifications to the Vacation
Calendar window.
Using Payroll For Attendance

Microsoft Dynamics GP allows the Payroll system to be set up to automatically
accrue vacation and, or sick time and to decrease balances as time is taken. To
use Payroll for Attendance the Attendance Setup window must have the Accrue
Type selected as Payroll.
FIGURE 7.16 ATTENDANCE SETUP WINDOW

7-31

Vacation-Sick Time Maintenance
When Payroll is marked as the Accrue Type on the Attendance Setup window,
an additional button becomes available on the Employee Maintenance window
called Vac/Sick. This opens the Employee Vacation-Sick Time Maintenance
window, which is used to specify an accrual method for vacation and sick time.
the Cards content pane, click Employee and then on the Employee Maintenance
window click the Vac/Sick button.
FIGURE 7.17 EMPLOYEE VACATION-SICK TIME MAINTENANCE WINDOW
On the Employee Maintenance window, select an Employee ID. This carries

forward to the Employee Vacation-Sick Time Maintenance window, where there
is the option to Accrue Vacation and/or Accrue Sick Time. One can be selected
without the other.
Accrue Vacation or Accrue Sick Time Not Selected

If the number of hours per year for vacation and sick time are set at the beginning
of each year, enter the number of hours that can be taken during the year. Then
enter the number of vacation and sick time hours this employee has available for
the year. In this case, all vacation and sick time hours are available to the
employee as soon as the new year begins. To be advised when the employee's
balance falls below zero, check the appropriate box.
7-32


Accrue Vacation or Accrue Sick Time Selected
If an employee can accrue a specified number of vacation and sick time hours
throughout the year, enter the number of vacation and sick time Hours Per Year.
Enter the number of hours the employee currently has Available.
The accrual in Payroll can be based on either Hours Worked or Set Hours. To
accrue vacation and sick time by the Hours Worked method, the number of hours
that accrue each pay period is calculated using the following formula:
Hours worked x (Vacation or sick time hours per year/Work hours per year) =
Hours of vacation or sick time accrued.
Here, the hours worked per year are from the entry in the Employee Maintenance
window. For example:
Hours worked during the pay period = 40
Vacation or sick time hours per year = 80
Work Hours per year = 2080
(40 x 80)/2080 = 1.5 hours of accrued time
The hours available increase as hours are accrued. Employees are able to take
vacation and sick time hours for greater than the amount of hours available. As a
result, the time available can go negative.
To accrue vacation and sick time by Set Hours, enter the number of hours that
are accrued each pay period for the employee. Available vacation and sick time
might be higher than the hours per year. For example, employees are allowed to
carry over unused vacation hours into the next year. In this case, an employee
might be allowed 40 hours of vacation time each year, but he or she only used 20
hours last year - but available are 20 hours. In this example, the Available field is
updated each pay run for the 40 hours for the year.

7-33
Lab 7.8 - Vacation Planning

Scenario
Two of the employees, Pilar Ackerman and Adam Barr, recently requested
vacation time as follows:
Pilar Ackerman from 12/21/15 through 12/27/15
Adam Barr from 12/23/15 through 12/31/15
The time is approved so enter Pilar Ackerman's and Adam Barr's vacation time
into the Vacation Calendar.
Challenge Yourself
Enter the vacation information specified in the scenario into the

Vacation Calendar.
Be sure that Update Vacation Calendar is not marked on the

Attendance Setup window.
Need a Little Help?
7-34
Enter the vacation information as specified in the scenario into the

Vacation Calendar. The Vacation Calendar is used as a planning tool
for the Human Resources department.
Enter the vacation information as specified in the scenario into the

Vacation Calendar. The Vacation Calendar is used as a planning tool
for the Human Resources department.
Use the Absence Entry window to enter the time for Ackerman and
Barr.

Summary
Microsoft Dynamics GP allows for the accruing of benefit time through the use
of the Attendance feature in Microsoft Dynamics GP Human Resources. If
transactions are to be entered through Microsoft Dynamics GP Payroll, the
system allows for the Microsoft Dynamics GP Human Resources accrual to be
deselected so the transactions originate in the Microsoft Dynamics GP Payroll
module.
At least two consecutive years must be set up when doing the Pay
Period Setup.
Time Codes can be linked to Pay Codes, but the Time Type and the
Pay Type must be matched.
Attendance Transactions entered through Microsoft Dynamics GP

Human Resources post to a payroll batch identified on the
Attendance Transaction Entry window.
Planned absences can be entered into the Absence Entry window if

Update Vacation Calendar is not marked.

7-35
Lab 7.1 - Setting Up Attendance (Solution)

Scenario
The company is ready to implement the Attendance component of Microsoft
Dynamics GP Human Resources. Attendance is accrued using Human Resources.
Some of the set up information to be entered before you can begin using
Attendance is listed below.
The current year is 2017.
The last accrual was done 6/1/17.
Seniority is based on months.
The work week consists of 8 hours a day, 5 days a week.
Step by Step
To open the Attendance Setup window, click HR and Payroll series button,
click Human Resources in the Setup content pane, click Attendance and then
click Setup.
Enter the following information:
7-36
Field
Data
Accrue Type
Human Resources
Current Year
2017
Last Day Accrued
6/1/17
Seniority Based on
Months
One week =
5 days
One day =
8 hours

Lab 7.2 - Pay Period Setup (Solution)

Scenario
You are continuing with Attendance setup and the next steps are to create pay
periods for accruing transactions. Your company has both a monthly payroll and
a semimonthly payroll. These periods need to be created before any Attendance
transactions can be entered.
Complete the Pay Period Setup for the 2016, 2017 and 2018. Semimonthly pay
periods begin on 1/1, the same as monthly pay periods. The second semimonthly
pay is on 1/16.
Step by Step
1. Complete the Pay Period setup for the years 2016, 2017 and 2018.
To open the Accrual Periods Setup window from the Microsoft
Dynamics GP menu, click Tools > Setup > Human Resources >
Attendance > Accrual Periods.
2. Create both monthly and semimonthly pay periods. Enter the
following Semimonthly Setup information in the Pay Period Setup
window:
Field
Data
Year
2016
Start Date 1
1/1/16
Start Date 2
1/16/16
3. Click OK in the Semimonthly Setup window.

Field
Data
Year
2017
Start Date 1
1/1/17
Start Date 2
1/16/17
4. Click OK in the Semimonthly Setup window.

Field
Data
Year
2018
Start Date 1
1/1/18
Start Date 2
1/16/18

7-37

5. Enter the following Monthly Setup in the Pay Period Setup window.
Field
Data
Year
2016
Start Date 1
1/1/16
6. Click OK in the Monthly Setup window.

Field
Data
Year
2017
Start Date 1
1/1/17
7. Click OK in the Monthly Setup window.

Field
Data
Year
2018
Start Date 1
1/1/18
8. Click OK in the Pay Period Setup window.
7-38

Lab 7.3 - Setting Up Accruals (Solution)

Scenario
You created various accrual codes for use within the Attendance component of
Microsoft Dynamics GP Human Resources. Recently, the company revised its
policy for sick time. New accrual codes are needed to be created for this policy.
The new policy states:
Employees with less than five years seniority receive 40 hours of

sick time each year. This allotment is given once a year and carries
over up to 40 hours of sick time each year.
Employees who are with the company for five years or longer
receive 50 hours of sick time each year. These employees are
allowed to carry over up to 50 hours of sick time each year.
Step by Step
1.
Create the accrual codes to reflect the new policy as stated in the
scenario. To open the Accrual Setup window, click HR and Payroll
series button, click Human Resources in the Setup content pane,
click Attendance and then click Accruals.
Field
Data
Accrual
SICK 1
Description
Sick Time 1 - 4 years seniority
Accrue By
Interval
Accrue #Hours
40.00
Interval Days
365
Year Max
80.00
Accrual
SICK 5
Description
Sick time - 5 years seniority
Accrue By
Interval
Accrue # Hours
50.00
Interval Days
365
Year Max
100.0
3. Save the Setup Accruals window.

7-39
Lab 7.4 - Setting Up An Accrual Schedule (Solution)

Scenario
The accrual codes for the new sick time policy are created. Next, the accrual
schedule needs to be created.
The new sick time policy states:
Employees who are with the company for less than five years are
Employees who are with the company for five years or longer are
Step by Step
1.
Create the sick time accrual schedule to reflect the new policy as
stated in the scenario. To open the Accrual Schedule Setup window,
click HR and Payroll series button, click Human Resources in the
Setup content pane, click Attendance and then click Accrual
Schedule.
Field
Data
Schedule
SICK
Description
Sick Time Accrual Schedule
Months Seniority
Accrual
SICK 1

Field
Data
Months Seniority
60
Accrual
SICK 5
4. Click Save.
7-40

Lab 7.5 - Setting Up A Time Code (Solution)

Scenario
To create an attendance transaction for the new sick time policy, a Time Code
must be created. Time codes are used in all attendance transactions.
Step by Step
1. Create time codes for sick time with pay. From the Microsoft
Dynamics GP menu, click Tools > Setup > Human Resources >
Attendance > Time Codes.
2. Time codes are specific to the pay period frequency and the company
pays both monthly and semimonthly. Enter the following Time Code
information for the semimonthly pay period:
Field
Data
Time Code
SICKWS
Description
Sick Time with Pay-Semimonthly
Time Type
Benefit
Pay Period
Semimonthly
3. Assign a Default Accrual Schedule previously set up.

4. Use the Linked Pay Code field to link the time code to the
appropriate pay code.
5. Check the box to receive a warning if the available time falls below
zero.
6. Enter the following Time Code information for the monthly pay
period:
Field
Data
Time Code
SICKWM
Description
Sick Time with Pay-Monthly
Time Type
Benefit
Pay Period
Monthly
7. Assign a Default Accrual Schedule previously set up.

8. Use the Linked Pay Code field to link the time code to the
appropriate pay code.
9. Select the check box to receive a warning if the available time falls
below zero.

7-41
Lab 7.6 - Adding An Employee Attendance Maintenance

Record (Solution)
Scenario
The Attendance Employee Maintenance window is used to attach Time Codes to
an employee to create an Attendance transaction. There are a couple of
employees who need to have time codes assigned to them. When the Attendance
transactions are used to create corresponding payroll transactions, the employees
must have the linked pay code assigned to them in Microsoft Dynamics GP
Payroll.
Pilar Ackerman and Adam Barr have pay codes for SICK and VACN assigned to
them. Both of these employees are eligible for sick time with pay and vacation
pay. Their next accrual date is 6/1/17.
Step by Step
1. Assign the SICK and VACN pay codes to Pilar Ackerman and Adam
Barr. (Cards > Human Resources > Employee > Employee > Go To
> Payroll > Pay Codes)
2. Enter the following information in the Attendance Employee
Maintenance window. (Cards > Human Resources > Employee
Attendance > Employee Maintenance)
Field
Data
Employee ID
ACKE0001
Time Code
SICKWS
Accrual Schedule
SICK
Next AccrualDate
6/1/17
Employee ID
ACKE0001
Time Code
VAC
Accrual Schedule
VACHR
Next AccrualDate
6/1/17
Employee ID
BARR0001
Time Code
VAC
Accrual Schedule
VACHR
Next AccrualDate
6/1/17
3. Verify the accuracy of the Seniority Date.

4. Click Save.
7-42

Lab 7.7 - Using Human Resources - Attendance Transactions

(Solution)
Scenario
At period end the gathering of the information needed to enter the attendance
transactions needs to be completed. The company enters only non-standard time
transactions in Attendance.
The transactions for the current period are:
Pilar Ackerman has taken 40 hours of vacation between 6/1/17 and

6/15/17.
Adam Barr is approved for an additional 80 hours of vacation as of

6/1/17.
Adam Barr has taken 8 hours of sick time with pay on 6/15/17.
These transactions are for employees who are not at work and who are either paid
or not paid.
Step by Step
1. Enter the transactions in the Attendance component. (Transactions >
Human Resources > Transaction Entry)
Field
Data
Employee ID
ACKE0001
Time Code
VAC
Start Date
6/1/17
End Date
6/15/17
Hours Used
40.00
3. Select Save.
Field
Data
Employee ID
BARR0001
Time Code
VAC
Hour AvailableAdjustment
Start Date
6/1/17
Hours
80.00

7-43

4. Select Save.
Field
Data
Transaction
Accept default
Employee ID
BARR0001
Time Code
SICKWS
Start Date
6/15/17
End Date
6/15/17
Hours Used
8.00
5. Select Save.
7-44

Lab 7.8 - Vacation Planning (Solution)

Scenario
Two of the employees, Pilar Ackerman and Adam Barr, recently requested
vacation time as follows:
Pilar Ackerman from 12/21/15 through 12/27/15
Adam Barr from 12/23/15 through 12/31/15
The time is approved so enter Pilar Ackerman's and Adam Barr's vacation time
into the Vacation Calendar.
Step by Step
1. Enter the vacation information specified in the scenario into the
Vacation Calendar. (Cards > Human Resources > Employee
Attendance > Vacation Planning)
2. Enter the following calendar information: Absence Entry. To be able
to get the Absence Entry window, the Update Vacation Calendar
cannot be checked on the Attendance Setup window.
Field
Data
Employee ID
ACKE0001
Start Date
12/21/15
End Date
12/27/15
Comment
Vacation
3. Select Insert.
4. Select Absence Entry.
Field
Data
Employee ID
BARR0001
Start Date
12/23/15
End Date
12/31/15
Comment
Vacation
5. Go back to the Vacation Calendar and use the three icons at the
bottom of the window to view the calendar information.

7-45

chapter:
1.
2.
3.
7-46

CHAPTER 8: EMPLOYEE BENEFITS

Objectives
The objectives are:
Enroll employees in health, life, retirement and other miscellaneous

benefits.
Setup Employee deduction and benefit records using the Payroll

system.
Initiate FLMA leave and track insurance premiums due and those
paid.
Initiate COBRA coverage by notifying an employee of his or her

rights, recording the election and tracking the monthly payments
made.
Use the Benefits Summary window to view benefits offered, sign

employees up for various benefits and to view benefit history where
historical records are maintained.
Use the Total Compensation/Benefit Summary window to gather

data to provide a report to employees about the value of their
benefits.
Introduction
This chapter focuses on assigning various benefits, such as health insurance, life
insurance, retirement plans and other miscellaneous benefits. These benefits can
be entered through the Microsoft Dynamics GP Human Resources module,
which also provides the ability to view an overview of each employee's benefit
enrollment, a benefit summary, the tracking of history and the ability to provide a
customized total compensation report.
In addition, FMLA and COBRA is addressed, as well as the ability to track
FMLA leave and COBRA enrollments. The organization can also choose to
record premiums for benefits that are due and then record payments as they are
received.

8-1
Human Resources and PayrollUS in Microsoft Dynamics GP 10.0
Benefit Enrollment
Benefits are programs administered by the company for the employees. Benefits
can include different kinds of health insurance; medical, dental, vision plans, life
insurance and retirement plans. A benefit is considered an expense for the
employer.
Using The Payroll View For Human Resources

If Payroll View for Human Resources is selected in the User Setup window, a
message indicates that the corresponding codes must be set up in Payroll to
complete the integration. The message appears if contribution amounts are
entered for the benefit window. Otherwise, the system does not prompt for set up
of the corresponding codes in Payroll.
If Payroll View for Human Resources is not selected in the User Setup window,
the benefit enrollment is incomplete. Use the Reconcile Human Resources
window to update the benefit definitions.
Use the following table to determine which windows to use when enrolling
employees in benefits.
8-2
Payroll View for Human

Resources is Selected
Windows to Use
Yes
After an employee is enrolled in a benefit,

enter contribution amounts and then click
Save, and a message appears that indicates
the corresponding codes must be set up in
Payroll to complete the integration.
No
After an employee is enrolled in a benefit and

Save is selected, the benefit enrollment is
incomplete. Use the Reconcile Human
Resources window to update the benefit
enrollments.


Verifying Employee Benefit Enrollment Information
Use the Benefits/Deductions Checklist to verify employees are meeting deadlines
for enrollment and paperwork. This window can also be used to visually check
statuses as well as maintain To-Do items. To open this window, click the HR
click Employee - Benefits, and then click Benefits and Deduction Summary.
FIGURE 8.1 BENEFITS / DEDUCTIONS CHECKLIST WINDOW
To verify employee benefit enrollment information:

1.
2.
3.
4.
Enter or select an Employee ID.

Click the page turn icon.
Select the benefit when the employee is advised of the benefit.
Enter Paperwork Deadline dates. The Paperwork Returned date
and the File Started field displays information when the plan status
for this benefit is active in the benefit enrollment window.
5. Select the check boxes when the Audit is OK.
6. Use the Company Specific column to store any additional
information, such as attending a meeting to discuss this employee's
benefit.
Click the Company Specific zoom to define this column of check boxes
specifically for the company. View the information and close the window when
finished. The information is saved when the window is closed.

8-3
HINT: Use the Letter Writing Assistant to create new letters or to prepare
prewritten, preformatted employee letters, such as benefit eligibility and open
enrollment letters, in Microsoft Word. For more information, refer to the
Microsoft Software Integration section in the System User's Guide.
Enrolling an Employee in a Health Insurance Plan

Use the Health Insurance Enrollment window to enroll an employee in a health
insurance plan. A health insurance plan can be medical insurance, dental
insurance or vision insurance. To define a health insurance plan, refer to Setting
Up a Health Insurance Benefit. To open this window, click the HR and Payroll
Employee - Benefits and then click Health Insurance.
FIGURE 8.2 HEALTH INSURANCE ENROLLMENT WINDOW
To enroll an employee in a health insurance plan:
8-4
Enter or select a Benefit Name and select a Benefit Status. If an

existing benefit code is entered, and a corresponding amount is not
set up in the Health Insurance Setup window, the system prompts to
open the setup window and to enter the appropriate amount. The
corresponding benefit code must be set up in Payroll as well
Enter the Policy Number of this employee's plan, or accept the

default policy number, the employee's Social Security number.
Major Medical Coverage and Maximum Out-of-Pocket fields are
the default entries from the Health Insurance Definition window.
Additional information can be entered or existing records can be
changed.


The Eligibility Date is calculated automatically from the employee's hire date in
the Employee Maintenance window. The system adds the number of days entered
in the Waiting Period field in the Health Insurance Definition window to
determine the date.
Enter the Beginning Date and the Ending Date for the health
insurance plan. If it is a continuous plan, leave the ending field
blank.
Select Override Costs if this record is not to be affected by cost

changes, such as premium increases.
Enter only new information in the Cost to Subscriber or Cost to

Employer fields if there is existing information for the health
insurance record in the Health Insurance Setup window.
Assign a CoPay Code and then enter or change the CoPay Amount,
if necessary. If copayment codes are assigned in the Health Insurance
Setup window, these codes are displayed.
Click Save. Depending on the Benefit Preferences selected, a message might

appear, giving the option to post the benefit eligibility date to the To- Do List.
For more information, refer to Setting Up Benefit Preferences.
If contribution amounts are entered and the Payroll View for Human
Resources is selected in the User Setup window, a message prompts
to set up the corresponding codes in Payroll to complete the
integration.
If the Automatically Update Payroll Benefits and Deductions option

is selected in the Benefit Preferences window, the corresponding
payroll information updates automatically.
If Payroll View for Human Resources is not selected in the User

Setup window, the benefit enrollment is incomplete. Use the
Reconcile Human Resources window to update the benefit
definitions. For more information, refer to Reconciling Human
Resources information.

8-5

Enrolling An Employee In A Life Insurance Plan
Use the Life Insurance Enrollment window to enroll an employee in a life
insurance plan. An age-based insurance table or a fixed amount benefit can be set
up. Premiums for an aged-based benefit change with the employee's age. To open
on the Cards content pane, click Employee - Benefits and then click Life
Insurance.
FIGURE 8.3 LIFE INSURANCE ENROLLMENT WINDOW
To define a life insurance plan, refer to Setting Up An Age-based Life Insurance

Benefit and Setting Up a Fixed-amount Life Insurance Benefit. If using an agebased insurance table, the employee's date of birth must be entered in the
Employee Maintenance window before the system can calculate the appropriate
premiums.
The premium amount is recalculated the first time the system is logged in to each
day. Many of the fields pull information from the setup window. Please refer to
the Setup section on life insurance earlier in this manual for more information.
To enroll an employee in a life insurance plan:
8-6
Select an Employee and Benefit to set up.
A Status must be selected and a Beginning Date for the benefit

must be specified. It is possible to enter an Ending Date, but this is
seldom used unless the plan requires the employee to re-enroll.


The Estimated Annual Salary is calculated using the primary pay code and
multiplying by the frequency. If there is not a primary pay code specified, this is
$0. This field is only important if a factor is set up in Life Insurance Definition.
Select the Smoker check box for smoker if either the employee or his or her
spouse is a smoker; and if that information is important to the life insurance
calculations.
Microsoft Dynamics GP Human Resources automatically enters the number of
children in the window. It pulls this information from the dependent setup area.
If it is necessary to override the number of children, select the

Override # of Children check box and make the change. The
Premium Amount for children is calculated by the number of
children multiplied by the amount field.
Select the Override Premiums check box if the premium is being

changed from what is calculated. Also select the box and enter
amounts if this record is not to be affected by cost changes in the
setup window.
HINT: The payroll side setups (benefits and deductions) can be completed for
the employee when the benefit for the employee is saved.
Enrolling An Employee In A Retirement Plan

Use the Retirement Plans Enrollment window to enroll an employee in a
retirement plan. To define retirement plans, refer to Setting Up a Retirement
Plan. To open this window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, click Employee - Benefits and
then click Retirement Plans.
FIGURE 8.4 RETIREMENT PLANS ENROLLMENT WINDOW

8-7

If there are several active retirement funds, to show how each employee is
splitting his or her investment among the funds, select the fund and enter the
amount or percentage of the employee's retirement plan amount that is to go to
that fund.
For example, suppose the Universal Industries retirement fund offers four funds:
A, B, C, and D. Jenny Lysaker, a Universal employee, participates in the
retirement plans program. She puts 40 percent of her contribution into Fund A,
and 20 percent into each of the other three funds for a total of 100 percent.
Enter or select an Employee ID and Plan Name. If an existing

benefit code is entered, and a corresponding amount is not setup in
the Retirement Plans Setup window, the system prompts to open the
setup window and enter the appropriate amount. The system also
prompts to set up the corresponding benefit code in Payroll
Select a Plan Status. Enter the Beginning Date and the Ending
Date for the retirement plan. If it is a continuous plan, leave the
ending date blank.
Enter the employee's contributions to the retirement plan by selecting

Use Dollars or Use Percents and entering the applicable amounts in
the Pre-Tax Dollar field, the After-Tax Dollar field and the Bonus
Dollar field.
If the employee meets the IRS guidelines to be a highly compensated

employee, select the Highly Compensated check box. For more
information about highly compensated employees, refer to the
Internal Revenue Code guidelines.
Select the Loan Active check box if the employee is eligible for
loans from the retirement plan and record loan information using the
note button by the Employee ID.
If a tiered formula for determining plan contributions is used, select the Tiers
Used check box and select the Tiers check box to open the Benefit Tiers
window. For more information, refer to Setting Up a Benefit Tier.
Be sure the Investment Allocations Total field equals the total amount of the
deduction. For instance, if the retirement plan uses dollars, the Allocations Total
is equal to the sum of the amounts in the Pre-Tax Dollar and After-Tax Dollar
fields. If the retirement plan uses percents, the Allocations Total is 100.00%. To
create funds, refer to Setting Up a Retirement Plan.
8-8


View Benefit History by using the lookup button available on the Effective
Date line. If the lookup button is used in the benefit history area, and the All
Benefits check box is selected, information can be viewed about any benefits set
up. This window is available in most of the benefit sign up areas. When saving
Benefit History, the system prompts to save the changes in Microsoft Dynamics
GP Payroll as this is a history record entry.
Beneficiary information can be entered by clicking the Benefits icon

and selecting the Beneficiary Definition.
Click Save and close the window.
If contribution amounts are entered and Payroll View for Human

Resources is selected in the User Setup window, a message prompts
to set up the corresponding codes in Payroll to complete the
integration. When the retirement plan information is saved in the
Employee Benefit Maintenance window, the selected deduction
which the benefit is based on is the deduction that corresponds to the
benefit.

payroll information is updated automatically.

HINT: The payroll side setups (benefits and deductions) can be completed for
the employee when the benefit for the employee is saved.

8-9

Enrolling An Employee In A Miscellaneous Plan
Use the Miscellaneous Benefits Enrollment window to enroll an employee in a
miscellaneous benefit or to change an enrollment. To open this window, click the
pane, click Employee - Benefits and then click Miscellaneous Benefits.
FIGURE 8.5 MISCELLANEOUS BENEFITS ENROLLMENT WINDOW
A miscellaneous benefit can be a benefit (at the employer's expense), a deduction

(at the employee's expense), or both. For example, a parking allowance is a
benefit, a garnishment is a deduction and an insurance premium paid in part by
the employer and in part by the employee is both a benefit and a deduction. To
create a miscellaneous benefit, refer to Setting Up Miscellaneous Benefits and
Garnishments.
To enroll an employee in a miscellaneous plan:
8-10
Enter or select an Employee ID and Account Name. If an existing

benefit code is entered, and a corresponding amount is not set up in
the Miscellaneous Benefit Setup window, the system prompts to
open the setup window and enter the appropriate amount. For more
information, refer to Setting Up Miscellaneous Benefits and
Garnishments.
The Garnishment option is selected in this window only if

Garnishment is selected in the Miscellaneous Benefits Setup
window.


For more information, refer to Setting Up Miscellaneous Benefits and
Garnishments. If using Microsoft Dynamics GP Human Resources and
Payroll, a message prompts to set up the corresponding benefit code in Microsoft
Dynamics GP Payroll as well.
Select an Account Status and a Frequency for the miscellaneous

benefit.
Enter the Beginning Date and the Ending Date for the
miscellaneous benefit. If it is a continuous plan, leave the ending
field blank.
Select the Employee check box if the employee contributes to the

miscellaneous benefit.
Select a Method and select a Single deduction tier or Multiple tiers.
If a single amount or percent is selected, enter an amount or percent. If multiple

tiers is selected, select the Tiers button and the Tiered Deduction Setup window
opens, allowing entry for tiered deductions. Enter an Initial Balance if
necessary. This is an informational field only.
The Employee option is only available in this window if it is previously selected
for the miscellaneous benefit in the Miscellaneous Benefits Setup window. For
more information, refer to Setting Up Miscellaneous Benefits and Garnishments.
Enter the Maximum Deduction amount an employee can have deducted each
pay period, each year and for the entire time the employee works for the
company. Maximum Deduction entries are not available for garnishments.
Select Employer if the employer contributes to the miscellaneous

benefit.
Select a Method and select a Single deduction tier or Multiple tiers.
If single amount or percent is selected, enter an amount or percent.
If multiple tiers is selected, select the Tiers button and the Tiered
Deduction Setup window opens, allowing entry for tiered
deductions.
The Employer option is only available in this window if it is previously selected

for the miscellaneous benefit in the Miscellaneous Benefits Setup window. For
more information, refer to Setting Up Miscellaneous Benefits and Garnishments.
Enter the Maximum Benefit amount an employee can have

deducted each pay period, each year and for the entire time the
Enter an Initial Balance amount, if necessary. This is an

informational field only.
Click Save. Close the window.

8-11
If contribution amounts are entered and Payroll View for Human

Resources is selected in the User Setup window, a message appears
to indicate that the corresponding codes must be set up in Payroll to
complete the integration.


HINT: The payroll setups (benefits and deductions) can be completed for the
employee when the benefit is saved for the employee.
Adding An Employee Beneficiary Record

Use the Employee Beneficiaries window to add beneficiary information for an
employee. Primary and secondary beneficiary records can be created and
assigned multiple beneficiaries to a benefit from any benefit enrollment window.
Resources on the Card content pane, click Employee - Benefits, and then click
one of the following: Miscellaneous Benefits, Health Insurance, Life
Insurance and Retirement Plans.
To add an employee benefit record:
Enter or select an Employee ID and an Account Name.
Click the Benefit icon and then click Beneficiary Definition.
FIGURE 8.6 EMPLOYEE BENEFICIARIES WINDOW
8-12

Enter the First, and Last name and Social Security number of the
beneficiary.
Select the beneficiary's Relationship and enter a Comment, if

applicable.
Select the beneficiary's Gender and enter the beneficiary's Date of

Birth.
Select the Primary Beneficiary check box if this is the primary

beneficiary and enter the Beneficiary Allocation percentage of the
benefit this beneficiary receives.
To continue entering additional beneficiaries, repeat the steps listed under

Adding An Employee Benefit Record. Click Save or the Insert button.
NOTE: Each benefit record has a separate beneficiary and beneficiary
information must be entered for each benefit.
Completing A Benefit Or Deduction Enrollment

Use any benefits enrollment window to complete a benefit or deduction
enrollment. To open the Incomplete Enrollment Codes windows, click the HR
click Employee - Benefits and then click one of the following: Miscellaneous
Benefits, Health Insurance, Life Insurance or Retirement Plans.
To complete a benefit or deduction enrollment:
Enter or select an Employee ID and a Benefit.
Click the Benefit button, and then select Incompletes.
FIGURE 8.7 INCOMPLETE ENROLLMENT CODES WINDOW
A benefit or deduction enrollment is incomplete when a user enrolls an employee

in a benefit or deduction and Payroll View for Human Resources is not selected
in the User Setup window.

8-13

If an employee is enrolled in a benefit or deduction in Microsoft Dynamics GP
Payroll but not Microsoft Dynamics GP Human Resources, the enrollment
must be completed for the information to be available in Microsoft Dynamics GP
Human Resources. For more information about completing a benefit or deduction
enrollment, refer to Reconciling Human Resources information.
Select the Benefit or Deduction to complete and click Select.
The Employee Benefit Maintenance window opens for a benefit.
The Employee Deduction Maintenance window opens for a

deduction.
If a benefit is also a deduction, the Employee Deduction

Maintenance window opens. Once the information is entered and the
changes are saved, the Employee Benefit Maintenance window
opens.

Enter the information and click Save.
8-14

Lab 8.1 - Enrolling An Employee In A Health Insurance Plan

Scenario
You received the health insurance enrollment information from Shannon Elliot.
Shannon's enrollment information is as follows:
Shannon elected to enroll in the Health Insurance plan with

Employee + 1 coverage. This benefit begins 4/17/17.
She named her father, Bill Elliot, as the beneficiary for this plan.
Enroll Shannon for this plan in both Microsoft Dynamics GP Human Resources
and Microsoft Dynamics GP Payroll and assign her father as the beneficiary.
Challenge Yourself
Based on the information specified in the scenario, enroll Shannon for the health
insurance plan.
HINT: DO NOT begin in the Employee Benefit Maintenance or the Employee
Deduction Maintenance windows as these are Microsoft Dynamics GP Payroll
windows.
Need a Little Help?

Enroll Shannon for the health insurance plan. The Benefits/Deduction Summary
window is an easy way to enroll employees for all their benefits.
windows.
Shannon elected to enroll in the Health Insurance Plan with

Employee +1 coverage. The code for this plan is INS1. This benefit
begins 4/17/17.
She named her father, Bill Elliot, as the beneficiary for this plan. The
Benefits icon in the Enrollment window allows you to assign her
father as the beneficiary.
Enroll Shannon for this plan in both Microsoft Dynamics GP Human

Resources and Microsoft DynamicsGP Payroll.

8-15
Lab 8.2 - Enrolling An Employee In A Life Insurance Plan

Scenario
You received the life insurance enrollment information from Shannon Elliot. The
enrollment information is as follows:
Shannon elected to enroll in the Life Insurance plan. Her coverage

amount is $20,000.
Currently, this life insurance plan has an ending date. Delete the
ending date as it is to be ongoing.
This benefit begins 3/18/17.
Enroll Shannon for life insurance in both Microsoft Dynamics GP Human

Resources and Microsoft Dynamics GP Payroll.
Challenge Yourself
Based on the information specified in the scenario, enroll Shannon for the life
insurance plan.
windows.
Need a Little Help?
Enroll Shannon for the life insurance plan.
The Benefits/Deduction Summary window is an easy way to enroll

employees for all their benefits.

windows.
8-16

Lab 8.3 - Enrolling An Employee In A Retirement Plan

Scenario
You received the retirement plan enrollment information from Shannon Elliot.
The following is her enrollment information:
1. Shannon elected to enroll in the company retirement plan. The plan
begins 3/18/17 and she is going to contribute 3% of her gross wages
to the plan.
2. She named her father, Bill Elliot, as her beneficiary.
Enroll Shannon in the retirement plan for both Microsoft Dynamics GP Human
Challenge Yourself
Based on the information in the scenario, enroll Shannon for the retirement plan.
windows.
Need a Little Help?
Enroll Shannon for the retirement plan.


windows.

8-17
Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan

Scenario
You received the United Way enrollment information from Shannon Elliot. She
specified the following:
The benefit is to begin 3/18/17 and she decided to contribute a fixed

amount of $10.00.
Enroll Shannon in the United Way plan for both Microsoft Dynamics GP Human
Challenge Yourself
Based on the information specified in the scenario, enroll Shannon for the United
Way plan.
windows.
Need a Little Help?
Enroll Shannon for the United Way plan.


windows.
HINT: Do not use the default information from the Deduction Setup window
because the deduction amounts are different.
8-18

Deduction and Benefit Records

After the deduction and benefit company cards are set up, also known as
deduction and benefit codes, enter employee deduction and benefit cards based
on net, unit or gross pay. Refer to Setting Up a Standard Deduction and Setting
Up a Benefit for more information.
Employee-level deduction sequences can also be set up, which can be necessary
to comply with tax and garnishment regulations. If an employee has multiple
garnishments, specify a split method for situations in which available wages
are not sufficient to pay the total garnishment amount.
If using Microsoft Dynamics GP Human Resources, refer to the Microsoft
Dynamics GP Human Resources documentation for information about entering
employee deduction and benefit cards.
Entering An Employee Deduction Record

Use the Employee Deduction Maintenance window to enter and maintain
employee deduction records. To open this window, click the HR and Payroll
series button, click Payroll on the Cards content pane and then click Deduction.
FIGURE 8.8 EMPLOYEE DEDUCTION MAINTENANCE WINDOW
For example, the amount an employee wishes to be deducted for charitable

contributions or union dues can be entered. A deduction can be set up as a
percentage of gross, net, or earnings wages, as a fixed amount, or as an amount
per unit of wages.

8-19

The three Deduction in Arrears check boxes default from the Deduction Setup
window, and these defaults can be overridden. Two types of employee deduction
records can be entered: standard and garnishment.
To enter an employee deduction record:
Enter or select a Deduction Code of the standard type.
Enter the Start Date of the deduction. This date is on or before the
End Date of the pay period the first deduction is going to be taken in.
Enter the End Date of the deduction. This date is on or before the
End Date of the pay period the last deduction is going to be taken in.
If the deduction is continuous, leave this field blank.
Select the Transaction Required check box if the dollar amount or

percentage of the deduction varies each time it is calculated.
Select the Data Entry Default check box to use the information in
this window when a transaction for the deduction code is created
during a pay run.
Select the Frequency. How frequently a deduction is taken depends

upon selections made when building paychecks.
Select the Taxes that the deduction is sheltered from. If the

deduction is a tax-sheltered annuity (TSA), the amount deducted is
not included in the employee's wages when federal, FICA, state or
local taxes are calculated. If federal tax is selected, the amount of the
deduction is not included in the Wages, Tips and Other Comp field
on the employee's W-2 form.
Select Allow Arrears to enable the tracking of deduction balances

when the employee's net pay is not sufficient to meet all deductions.
Select Mandatory Deductions to collect mandatory arrears for

employee deductions where the employee does not receive a pay
check. Select Collect When Possible to collect deduction in arrears
amounts from any paycheck.
If Collect When Possible is not selected, an attempt is made to
collect deductions in arrears amounts only from paychecks where the
deduction code already exists on the paycheck. This option is not
available unless the Allow Arrears option is selected.
NOTE: The Maximum Deductions (per Pay Period, Per Year and Per Lifetime)
still apply when Arrears options are selected. If the employee hits a Max Per
Pay Period during a pay cycle the balance of the deduction amount is created
as a new arrears record. If the employee hits a Max Per Year or a Max Per
Lifetime during a pay cycle no arrears record is created for the balance.
8-20

Use the Based on Pay Codes section to select the deduction for All
pay codes or Selected pay codes. If Selected is chosen, from the
displayed pay codes list, select each code and select Insert to add
each to the Selected list.
Select a deduction Method. If Percent of Earnings Wages is

selected, also select an Earnings Code. Select a Single Deduction
Tier or Multiple Deduction Tiers.
Enter the Maximum Deduction amount an employee can have

deducted each pay period, each year and for the entire time the
If the year-end total amount for this garnishment needs to be printed

in a special box on the W-2 statement, enter the W-2 Box number
and W-2 Label.
If the employee has multiple deductions and needs them deducted in

a particular sequence, select the Sequence button to specify the order
the deductions are taken in from the employee's wages. For more
information about setting up deduction sequences, refer to Setting
Up Deduction Sequences.
Click the Summary button to open the Employee Deduction

Summary window and view the employee's past amounts deducted
for the specified deduction code, by month, quarter, year and life to
date.
Entering Employee-Level Deduction Sequence

Use the Employee Deduction Sequence window to specify deduction sequences
for individual employees. To open this window, click the HR and Payroll series
button, click Payroll on the Cards content pane and then click Deduction
Sequence.
FIGURE 8.9 EMPLOYEE DEDUCTION SEQUENCE WINDOW

8-21

If a deduction sequence is not created for an individual employee, the Microsoft
Dynamics GP Payroll system applies the company-level sequence if one is
created in the Deduction Sequence Setup window, or in the Microsoft Dynamics
GP Payroll system's default sequence.
All types of deductions can be assigned to the sequence, including standard,
garnishment and Tax Sheltered Annuity (TSA) types. The Microsoft Dynamics
GP Payroll system calculates the TSA deductions from pre-tax wages, regardless
of the sequence.
If a deduction is assigned to an employee after creating that employee's deduction
sequence, Microsoft Dynamics GP Payroll places the new deduction at the
bottom of the sequence. Before setting up deduction sequences, be sure to set up
deductions. Microsoft Dynamics GP Payroll default entries are also set up as
well.
To enter an employee-level deduction sequence:
8-22
Enter or select an Employee ID. Within the Use Sequenced

Deduction From section, select Employee to create or change an
employee-level deduction sequence.
Select Company to use the company-level sequence, if one exists,

and any employee-level sequence created is deleted.
To move a deduction to a higher or lower position in the sequence,

select the deduction and select the Up or Down arrow button.
To assign one sequence number to two or more garnishments, select

each garnishment's sequence number in the Sequence column, and
enter the Number. By default, the Microsoft Dynamics GP Payroll
system applies the Even split method to garnishments sharing a
sequence number. To select, or change the split method, refer to
Selecting A Split Method.
Click Save to store the sequence.


Selecting A Split Method
Use the Split Method window to select the method of dividing available wages
between two or more garnishments assigned the same sequence number in the
Employee Deduction Sequence window. A split method is used to determine
individual garnishment amounts if available wages are not sufficient to pay the
total garnishment amount. To open this window, click the HR and Payroll series
button, click Payroll on the Cards content pane, click Deduction Sequence and
then click the Split Method expansion button.
FIGURE 8.10 SPLIT METHOD WINDOW
The Deduction, Description and Sequence are all display fields. Select a split
method, Even or Pro-Rata. The method selected is assigned to all the deductions
having this same sequence number.
Even - Calculates the total of the garnishments assigned a common

sequence number, and the amount the total exceeds available wages
by. Subtracts equal shares of this excess amount from each of these
garnishments, reducing each by the same amount. Where the Even
split method reduces a garnishment amount to less than zero,
Microsoft Dynamics GP Payroll does not process the check.
Pro-Rata - Calculates the total of the garnishments assigned a

common sequence number, and the amount the total exceeds
available wages by. Subtracts proportional shares of this amount
from these garnishments, reducing each in proportion to its share of
the total garnishment amount.
In transactions where the Even split method reduces a garnishment amount to

less than zero, Microsoft Dynamics GP Payroll does not process the check, and
lists the transaction on the Calculate Exceptions report.
The Pro-Rata split method calculates the amount the total of these garnishment
amounts exceeds available wages by, and subtracts proportional shares of this
amount from the garnishments, reducing each in proportion to its share of the
total garnishment amount.

8-23

Entering An Employee Benefit Record
Use the Employee Benefit Maintenance window to enter and maintain employee
benefit cards. Individual employee records can be selected and benefit codes
applied to them by entering an employee benefit record. Benefits can be based
upon a fixed amount, net wages, gross wages, a deduction or amount per unit. To
Cards content pane and then click Benefit.
FIGURE 8.11 EMPLOYEE BENEFIT MAINTENANCE WINDOW
Examples of employee benefits include insurance premiums and 401(k)

contributions made by the company on behalf of an employee. The Employer
Maximum Match field stores the maximum the employer contributes to an
employee's 401(k) fund. With this feature, set up one 401(k) deduction and one
benefit code, for an employee. Benefit amounts do not need to be entered in this
window. For more information, refer to Using Zero Benefit and Deduction
Amounts.
To enter an employee benefit record.
8-24
Enter or select the Benefit Code for the benefit that is being set up.
Enter the Start Date the benefit takes effect. This date is on or
before the Ending Date of the pay period the first benefit takes
effect; otherwise, the benefit is not calculated.
Enter the End Date the benefit ends. If it is a continuous benefit,

leave this field blank, and no Ending Date is specified. If the Ending
Date is after or on the Ending Date for the pay run, the benefit is
taken.

Select the Transaction Required check box if the amount or

percentage of the benefit varies each time it is calculated, or there are
some paychecks with no benefit. Transactions must be entered to
include a transaction required benefit in a pay run.
Select the Data Entry Default check box to use the information in
this window when a transaction is created for the benefit code during
a pay run. Select the benefit Frequency and select the taxes the
benefit is subject to.
Within the Based On section, select Pay Codes or Deductions to

base the benefit on.
To base the benefit on all pay codes, select Pay Codes and select
All.
To base the benefit on certain pay codes, select Pay Codes and
choose Selected. Select each code to base the benefit on and choose
Insert to add the pay code to the Selected list.
To base the benefit on certain deductions, select Deductions and

choose Selected. Select each code to base the benefit on and choose
Insert to add the deduction code to the Selected list.
Select a calculation Method and select a Single Benefit Tier or

Multiple Benefit Tiers.
If a single amount or percent is selected, enter an amount or percent.
If Multiple Benefit Tiers is selected, select the Tiers button to open

the Employee Tiered Benefit Maintenance window, where tiered
benefits can be entered. Refer to Benefit Tiers for more information.
If Percent of Deduction is selected as the calculation method, enter

the maximum percent the employer matches for this employee
benefit.
Enter the Maximum Benefit amount each employee can receive for
this benefit for each pay period, year or lifetime.
Enter the number of the box in the W-2 Box field if the benefit
amount needs to be printed in a special box on the W-2 statement.
Enter a W-2 Label, if required, to be printed in the W-2 box.
Select the Summary button to view an employee's benefit amounts

or financial information.
Click Save to save the record.

8-25
Family and Medical Leave Act (FMLA)

One of the laws that affect many businesses is the Family and Medical Leave Act
of 1993 (FMLA). Under this law, businesses that have 50 or more employees,
with some exceptions, are required to allow employees to take up to 12 weeks
leave for certain family or medical-related events. The law also guarantees that
when the employee returns, he or she is given the same or an equivalent job.
Under the law, companies are given the discretion to determine if they or the
employee using the FMLA leave pays the costs of the employee's benefits during
the FMLA leave period.
The FMLA system in Microsoft Dynamics GP Human Resources includes the
FMLA Initiation window and the FMLA Premiums and Payments window. Use
the FMLA Initiation window to track an employee's FMLA leave and to record
starting and ending dates for the leave period and the reason for the leave.
If the employee is responsible for paying benefit premiums while on FMLA
leave, note the due dates for payment of benefit premiums, if necessary. Use the
FMLA Premiums and Payments window to track an employee's payments of
premiums due during the FMLA period.
FMLA Limitations
There are some limitations to using the FMLA system. For example, tracking is
not available automatically for part-time employee records, and varying work
weeks and advanced leave must be handled on an individual basis.
These items can still be included in the FMLA calculations by using the
following solutions:
8-26
Part-time employees - The FMLA system counts all employees as

full-time workers. To correctly calculate the FMLA leave time used
by a part-time employee, select the employee as working partial days
during the leave. Select Partial for the What type of days that are
taken during this leave? field in the FMLA Initiation window. The
How many hours each day will be worked during partial days?
field is then activated. Enter the number of hours the employee does
not work in a normal workday. The system correctly calculates the
hours of FMLA leave actually used by that employee.
Varying work weeks - The work week schedule, plus holidays, is

set up in FMLA Calendar, which is a benefit preference. Although
specific starting and ending dates for an FMLA year can be entered
for an employee, the FMLA Calendar settings cannot be changed.
All employees in the company must work the same number of days
in the week for FMLA to be calculated correctly.
Advance scheduling - The Microsoft Dynamics GP Human

Resources FMLA system cannot calculate more than one FMLA
year in advance, regardless of the type of FMLA year set up in
Benefit Preferences.


Initiating An Employee FMLA Leave
Use the FMLA Initiation window to initiate an employee FMLA leave. An
employee can select to use FMLA leave to care for a personal serious medical
condition, a newborn child or an ill family member. To open this window, click
the HR and Payroll series button, click Human Resources on the Cards content
pane, click Employee - Benefits and then click FMLA.
FIGURE 8.12 FMLA INITIATION WINDOW
Before the FMLA Initiation window can be used, FMLA preferences must be set
up in the Benefit Preferences window. For more information about setting up
FMLA preferences, refer to Setting Up Benefit Preferences.
To initiate an employee FMLA leave:
Select the New button to create a new instance number or use the
look up button to select an existing Instance Number.
If FMLA leave is set up for an employee that is not eligible based on

the setups done, a warning message is displayed. The employee
information can still be entered if the set up is continued. Answer the
question, What type of days will be taken during this leave? by
selecting Full or Partial. If Partial is selected, enter the number of
hours the employee works per day during the FMLA leave.

8-27
Accept the default dates or enter the Start Date and End Date for
the FMLA leave. The default start date is the system date. The end
date displayed is the date the employee's FMLA leave is exhausted
on. If this is the employee's first instance of FMLA leave, the ending
date is 12 weeks from the starting date.
Accept the default date or enter a date in the Estimated Return

Date field. The entry in this field is calculated based on the End
Date. If a Physician or Provider is notified of the employee's
absence, enter that date in the Physician/Provider Notified field, if
necessary.
If the employee is required to pay the costs of benefits received

while on FMLA leave, enter when the First and Last Payment dates
are due.
Select the Frequency that payments are to be made and enter the
amount of each payment in the Amount field. The amount due is
displayed in the Balance field and is updated when payments are
recorded in the FMLA Premiums and Payments window.
Select the Auto Postings check box to track the payment schedule.
The default date in the Next Auto Post date field is calculated from
the First Payment date. For more information about automatically
tracking FMLA premiums and payments, refer to Entering an FMLA
Premium Due and Entering an FMLA Payment.
Enter the event and surrounding circumstances for the employee's

FMLA leave in the Describe the event and surrounding
circumstances text box and then click Save.
Adjusting An Employee's FMLA Leave

Use the FMLA Initiation window to adjust an employee's existing FMLA leave.
Change the information such as the starting date or ending date, descriptive
information about the FMLA event and payment amounts.
Before using the FMLA Initiation window, set up the FMLA preferences in the
Benefit Preferences window. For more information about setting up FMLA
preferences, refer to Setting Up Benefit Preferences.
To adjust an employee's FMLA leave:
8-28
Select an Instance Number and make the necessary changes.
Click Save.


Viewing FMLA Information
Use the FMLA Information window to view the FMLA start date, hours
available, and total number of FMLA instances for the employee. To open this
Cards content pane, click Employee - Benefits, click FMLA, enter or select an
Employee ID, enter or select an Instance Number and then click the FMLA
Information button.
FIGURE 8.13 FMLA INFORMATION WINDOW
The FMLA Information button is not available if no FMLA information is

entered for the employee. The FMLA Information window opens, displaying the
number of FMLA Hours Available, the Total # of Instances the FMLA is used
and the employee's FMLA Year Start Date.
To review FMLA used by all the company's employees.
Select Reports in the FMLA Initiation window. The Benefit Report

Options window opens.
Enter or select an Option and select the Report Employee FMLA

Balances statement.
Enter Range restrictions. Only one restriction can be created for each
type of information. For example, if a restriction is entered to print
records for the first five of 25 employees, another restriction cannot
be entered to print records for the last ten employees.
Select Destination to select a report destination.
Save and print the report option. The report lists the number of
FMLA leaves used by each employee, as well as each employee's
remaining hours in the FMLA year.
Close the Benefit Report Options window.

8-29

Entering An FMLA Premium Due
Use the FMLA Premiums and Payments window to track FMLA costs, such as
benefit premiums to be paid by the employee during the employee's FMLA
leave. To open this window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, click Employee - Benefits and
then click FMLA, enter or select an Employee ID on the FMLA Initiation
window and then click the page turn icon.
FIGURE 8.14 FMLA PREMIUMS AND PAYMENTS WINDOW
First initiate FMLA for an employee before entering a premium due. Only enter
an FMLA premium due if auto postings is not selected when initiating an
employee FMLA leave.
If Auto Postings is selected in the FMLA Initiation window, the information
about employee premiums entered in that window displays in the FMLA
Premiums and Payments window.
To enter an FMLA premium due:
8-30
Enter the Date the employee began paying the benefit premium.
Enter the Amount of the premium.
In the Description field, enter a brief note that explains that this is a
premium due for continuation of benefits during the employee's
FMLA leave.
Select the Due button to save the record.
If the To Do List option is chosen on the Benefit Preferences

window, then a window for this opens. After completing the
window, click OK to save.


Entering An FMLA Payment
Use the FMLA Premiums and Payments window to track FMLA costs, such as
benefit premiums paid by the employee during the employee's FMLA leave. First
initiate FMLA for an employee before entering a payment.
If Auto Postings is selected in the FMLA Initiation window, the information
about employee payments entered in that window displays in the FMLA
Premiums and Payments window.
To enter an FMLA payment:
Select an Employee ID.
Choose the page turn icon to open the FMLA Premiums and
Payments window.
Enter the Date of the employee's payment.
Enter the Amount of the payment.
In the Description field, enter a brief note that explains this

payment. For example, enter the employee's check number.
Select the Paid button to save the record.
Adjusting Or Deleting An FMLA Premium Or Payment

Use the FMLA Premiums and Payments window to adjust or delete an FMLA
premium or payment. Adjust an FMLA premium to reflect changes such as
increases in the benefit's premium amount.
To Adjust an FMLA premium or payment:
2. Choose the page turn icon to open the FMLA Premiums and
Payments window.
3. Select an entry and select the Edit Line button to make the
information available to edit.
4. Make changes in the Date and Amount fields as needed.
5. Select the Due or Paid button to save the record.
To Delete an FMLA premium or payment:
2. Choose the page turn icon to open the FMLA Premiums and
Payments window.
3. Select an entry and select the Delete Line button to delete the
information.
4. To delete all entries, select Delete.

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COBRA
The Consolidated Omnibus Reconciliation Act of 1985, (COBRA) allows
employees to continue their participation in insurance programs offered by the
company during unpaid leaves of absence or after separation from the company.
As a result, Human Resources professionals have three tasks to manage:
Inform employees of their rights under the COBRA legislation.
Initiate COBRA coverage for those employees who take advantage

of this provision.
Track the monthly payments employees make to continue their

continuing coverage.
Generating A COBRA Rights Letter

Use the COBRA Recipients Lists window to generate the letters needed to notify
employees of their COBRA rights. To open this window, click the HR and
Payroll series button, click Human Resources in the Cards content pane, click
Employee-Benefits and then click COBRA.
FIGURE 8.15 COBRA RECIPIENTS LISTS WINDOW
Any employee enrolled in a medical benefit is eligible for COBRA benefits.

COBRA notices need to be generated for employees who have enrolled in
medical benefits or who have made changes to their medical benefits enrollment,
such as moving from Single to Family coverage. For more information about
COBRA preference, refer to Setting Up Benefit Preferences.
8-32


To generate a COBRA rights letter:
Select an Employee Name from the Potential Recipients list.
Select the Send Notification button to print the notice informing the
employee of his or her COBRA rights.
Click the Remove button to remove employee names from the

Potential Recipients list.
Click the Return button to move employee names from the Actual
Recipients list to the Potential Recipients list.
Click OK to save the changes.
Initiating COBRA Benefits

Use the COBRA window to initiate COBRA benefits for an employee or an
employee's dependents. Information can also be entered in this window about the
qualifying event, such as the employee's termination with the organization. To
Resources in the Cards content pane, click Employee - Benefits, click COBRA,
select and employee from the Potential Recipients list and then click the
COBRA Details button.
FIGURE 8.16 COBRA WINDOW

8-33

To initiate COBRA benefits:
8-34
Click the New button to initiate a new instance of COBRA use, or

use the lookup to select an existing Instance Number. The system
prompts to enter or accept the amount in the COBRA Premium
field if the COBRA Premium field in the Health Insurance Setup
window has an amount. If the employee is enrolled in multiple health
insurance plans, the COBRA premiums are added together.
Enter the Qualifying Event Date that the employee and his or her
dependents are eligible for COBRA coverage. This can be when the
employee is terminated.
Complete the Qualified Beneficiary Data section, usually the

beneficiary is the employee for COBRA. However, it can extend to
dependants of the employee also. Enter each as an instance in the
COBRA window as necessary.
Enter all necessary information about the Coverage Time and

Payment information in the fields provided here.
For the system to automatically create a posting schedule, select the

Auto Postings check box. If this check box is selected, information
cannot be edited on the next page.
Select For Employee if the COBRA benefit is for the employee and
select a Reason for COBRA coverage. Or, select For Dependent if
the COBRA benefit is for a dependent and select a Reason for
COBRA coverage.
Select the COBRA Coverage Duration for the benefit. If a duration

is selected the system automatically calculates the end date. If Other
is selected for the duration, enter an end date and enter the number of
months the coverage lasts for in the Duration field and enter the
COBRA start date in the COBRA Coverage Begins field.
Select the Payment Frequency and enter the date the First
Payment is due. The system uses the duration and payment
frequency information entered to calculate the Last Payment date
Enter the Cobra Premium or accept the default premium amount.
Select the Auto Postings check box to automatically create the

payment due schedule.
Click Save. Depending on the Benefit Preferences selected, a

message might appear, giving the option to post the payment
schedule and COBRA ending date to the To-Do List. For more
information, refer to Setting Up Benefit Preferences.


Tracking A COBRA Premium
Use the COBRA Payments and Premiums window to keep accurate records of
how much an employee paid and how much that employee has left to pay for
COBRA benefits. To open this window, click the HR and Payroll series button,
click Human Resources, click Employee - Benefits and then click COBRA.
FIGURE 8.17 COBRA PREMIUMS AND PAYMENTS WINDOW
COBRA benefits must first be initiated for an employee before tracking a

COBRA premium.
To track a COBRA premium:
Select an Employee Name and then select the COBRA Details

button to open the COBRA window. The employee is listed by
employee ID in the window.
Enter or select an Instance Number and then select the page turn
icon to open the COBRA Premiums and Payments window.
If Auto Postings is selected in the COBRA window, the posting

schedule displays.
If Auto Postings is not selected, enter the Date of the payment.
Enter the dollar Amount of the premium and enter a Description,

such as premium due.
Select the Due button to enter the information in the scrolling

window below. Adjust any information in the scrolling window, if
necessary.

8-35
When the entries are completed in the COBRA Premium and

Payments window, choose the page turn icon to open the COBRA
window. The remaining balance displays and decreases as payments
are recorded.

message might appear, giving the option to post the payment
schedule and COBRA ending date to the To-Do List. For more
information, refer to Setting Up Benefit Preferences.
Tracking A COBRA Payment

Use the COBRA Payments and Premiums window to keep accurate records of
how much an employee paid and how much that employee has left to pay for
COBRA benefits. To open this window, click the HR and Payroll series button,
click Human Resources on the Cards content pane, click Employee - Benefits
and then click COBRA.
COBRA benefits must first be initiated for an employee before tracking a
COBRA payment. The COBRA payments due can be posted to the To Do list.
For more information, refer to Creating A To Do List Entry.
To track a COBRA payment:
8-36
Select an Employee Name and then select the COBRA Details

button to open the COBRA window. The employee is listed by
employee ID in the window.
Select the page turn icon to open the COBRA Premiums and
Payments window.
Enter the Date of the payment.
Enter the dollar Amount of the payment/
Enter a check number or payment method in the Description field.
Select the Paid button to enter the information in the scrolling

window. The remaining balance displays in the balance column and
decreases as payments are recorded. T
To adjust information in the scrolling window, select the payment

information and choose Edit Line.
When the entries are completed in the COBRA Premium and

Payments window, select the page turn icon to open the COBRA
window.

message appears, giving the option to post the payment schedule and
COBRA ending date to the To-Do List.

Benefit Summary and History

Use the Benefits Summary window to view the benefits that are offered to
employees and sign them up for benefits. The Health Insurance Enrollment, Life
Insurance Enrollment, Retirement Plans Enrollment and Miscellaneous Benefits
Enrollment windows can also be opened from the Benefits Summary window.
The Benefit History Lookup window is used to maintain historical records of
changes to benefit plans and enrollments.
Viewing Employee Benefits and Deductions

Use the Benefits/Deductions Summary window to view employee benefits and
deductions. The benefit enrollment windows can also be opened and employees
can be enrolled from this window. To open this window, click the HR and
Employee - Benefits and then click Benefit and Deduction Summary.
FIGURE 8.18 BENEFITS / DEDUCTIONS SUMMARY WINDOW
To view employee benefits and deductions:
Select the All Benefits checkbox to see the benefits currently defined
and available to employees.
To make changes, select a Benefit and select the Zoom button. The
window that opens depends on the benefit selected.
The Health Insurance Enrollment window opens if a medical

insurance plan is selected.
The Life Insurance Enrollment window opens if a life insurance plan

is selected.

8-37
The Retirement Plans Enrollment window opens if a retirement plan

is selected.
The Miscellaneous Benefits Enrollment window opens if a

miscellaneous plan is selected.
Close the Benefits/Deductions Summary window.
To enroll an employee in the benefit, refer to Enrolling an Employee in a Health

Insurance Plan, Enrolling an Employee in a Life Insurance Plan, Enrolling an
Employee in a Retirement Plan, or Enrolling an Employee for a Miscellaneous
Benefit.
Creating A Benefit History Record

Each time a benefit record is adjusted for an employee, a history entry is
recorded automatically in the Benefits/Deductions Summary window. However,
history records can be recreated manually to show previous benefit activity using
the Benefits/Deductions Summary window. To open this window, click the HR
click Employee - Benefits and then click Benefit and Deduction Summary,
enter or select an Employee ID, double-click on a benefit or deduction record to
open the corresponding enrollment window and then select the Benefit History
Effective Date lookup button.
FIGURE 8.19 BENEFIT HISTORY LOOKUP WINDOW
8-38


To view summaries for all benefit plans:
1. Select the All Benefits check box.
2. Select the New button to open the appropriate benefit enrollment
window.
3. Enter the information to include in the history record. The Benefit
Begins date is the date used to sort the records in the Benefit History
Lookup window.
4. Click Save and then close the window.
Modifying Or Deleting A Benefit History Record

Use the Benefits/Deductions Summary window to modify or delete a benefit
history record. A benefit history record can be modified when needed to make
changes to an existing record. Delete a benefit history record when the record is
no longer needed to track that information. To open this window, click the HR
click Employee - Benefits and then click Benefit and Deduction Summary.
To modify or delete a benefit history record:
1.
2.
3.
4.

Select a benefit or deduction record.
Click Select to open the appropriate benefit enrollment window.
Click the Benefit History Effective Date lookup button.
To delete a benefit history record select the record and select Delete. To change a
benefit history record, select the record and choose Select. The appropriate
benefit enrollment window opens. Make the necessary changes and select the
benefit history Save button.
Viewing Benefit History

Use the Benefit History Lookup window to view an employee's enrollment
history for a particular benefit. To open this window, click the HR and Payroll
Employee - Benefits and then click Benefit and Deduction.
To view benefit history:
2. Select a benefit or deduction record to view.
3. Click Select to open the appropriate benefit enrollment window, and
then click the Benefit History Effective Date lookup button.
4. To view summaries for all benefit plans, select the All Benefits
check box.

8-39
Total Compensation
To provide a summary of benefits for the employees so they are aware of the
value of their benefits, use the Total Compensation/Benefits Summary window to
generate reports that summarize their entire compensation packages, including
pay, insurance and other benefits. To open this window, click the HR and
Employee - Benefits, click Benefit and Deduction Summary, click Benefits
icon and then click Total Compensation.
FIGURE 8.20 TOTAL COMPENSATION / BENEFIT SUMMARY WINDOW
Defining A Compensation And Benefits Summary Report

Use the Total Compensation/Benefits Summary window to enter information to
include in a total compensation report. A total compensation report can include
payroll, benefit and other compensation information.
To define a compensation and benefits summary report:
1. Enter or select an Employee ID. From the Benefits icon, select
Total Compensation to open the Total Compensation/Benefits
Summary window.
2. Select the Insert button.
3. Select a compensation record to include in the benefits summary
report.
4. Mark A to import information from Microsoft Dynamics GP Payroll.
5. Mark B to open the Human Resources Benefits window and select a
benefit. Benefit information that is entered in the benefit enrollment
windows displays.
8-40


6. Mark C to enter constant information, such as a bonus or uniform
allowance and enter an amount.
7. Mark D to import data from a spreadsheet or Word document. E is
the default entry when a line is added to the scrolling window. Any
record marked E does not appear on the total compensation/benefits
summary report.
8. Select Calc On for each compensation category to include in the
calculations.
9. Repeat these steps until entries for all the compensation categories
are added to include in the compensation summary.
10. To remove a compensation category, select the line and click the
Remove button. If D is marked, continue Importing payroll data
from a spreadsheet or Importing payroll data from a word processing
document. Otherwise, continue with creating a total
compensation/benefits summary report.
Importing Payroll Data From A Spreadsheet

Payroll information can be imported through the import option on the Total
Compensation/Benefits Summary window. Imported files can be created by
spreadsheet or in word processing programs. They must be comma-delimited and
formatted as follows:
Line 1 - TITLELINE, (with no punctuation) in the first column; then a header
with the name of each type of compensation, such as Bonus 1Q, Bonus 2Q, in the
next columns.
Lines 2 and remaining lines - Employee ID number, followed by the
corresponding dollar amounts. Dollar amounts must be in the 0.00 format, with
no dollar signs or commas, as in 1200.00.
TITLELINE
Header1
Header2
Header3
CS1100
200.00
500.00
500.00
EN1001
200.00
1100.00
500.00
PROD1600
100.00
1500.00
500.00
Save the file with a .CSV extension. Import the file.
Importing Payroll Data From A Word Processing

Document
Line 1 - TITLELINE, followed by a comma, then the names of each column
heading.
Lines 2 and remaining lines - Employee ID number, followed by a comma, then
the respective dollar amounts, separated by commas. Dollar amounts must be in
the 0.00 format, with no dollar signs or commas, as in 1200.00. There are
commas between each item, but no spaces.

8-41

Example:
TITLELINE,Header1,Header2,Header3
CS1100,200,500,500
EN1001,200,1100,500
PROD1600,100,1500,500
Save the file with a .TXT extension. Once the file is created, import it. More than
one file can be imported, if necessary, however, only one file can be imported at
a time. All of the information from previous imports and calculations is
preserved in the scrolling window until it is cleared.
Importing Information Into The Total

Compensation/Benefits Summary Window
Use the Total Compensation/Benefits Summary window to import information to
use in a total compensation/benefits summary report for employees. To open this
Cards content pane, click Employee - Benefits and then click Benefit and
Deduction Summary.
FIGURE 8.21 TOTAL COMPENSATION / BENEFITS SUMMARY WINDOW
Before information can be imported, the definition of a compensation and

benefits summary report must be completed. If importing Payroll data from
another program, a spreadsheet or a word processing document must also be
completed.
8-42


To import information into the Total Compensation window:
2. From the Benefit icon, select Total Compensation to open the Total
Compensation/Benefits Summary window.
3. Select Import to open the Select Import Text File window.
4. Select the file to import and click OK.
More than one file can be imported; however, only one file can be imported at a
time. All of the information from previous imported files and calculations
remains in the Total Compensation/Benefits Summary window until the report
information is cleared following the clearing of a total compensation/benefits
summary definition.
Creating A Total Compensation/Benefits Summary Report

Use the Total Compensation/Benefits Summary window to define the total
compensation/benefits summary report and restrict the employee information
included on the report. To open this window, click the HR and Payroll series
button, click Human Resources on the Cards content pane, click Employee Benefits, and then click Benefit and Deduction Summary. From the Benefit
icon, select Total Compensation to open the Total Compensation/Benefits
Summary window.

8-43

To create a Total Compensation/Benefits Summary Report:
Select the Calculate button to display employee records in the

scrolling window. The amounts can be changed in the amounts
window scrolling window, if necessary, by selecting the information
and entering new information.
Click the Options button to open the Options window.
Enter information in the scrolling windows to include in the total

compensation/benefits summary report. The text in the top scrolling window is
the paragraph that precedes the benefit summary information; the text in the
bottom scrolling window is the paragraph that follows the benefit summary
information. In the Signature Line and Title Line fields, enter the name and title
of the person who signs the total compensation/benefits summary report.
Select the Compute Sum check box to generate the total value of the
employee's benefits.
Select OK to close the Options window.
In the Total Compensation/Benefits Summary window, enter the

Report Date to be printed on the total compensation/benefits
summary report.
Select the records in the Report column to be included in the report. Only the
marked entries are included in the reports.
Select the mark all button (M) to mark all the records in the Report
column.
Select the unmark all button (U) to unmark all the records in the
Report column.
Select the unmarked records and to unmark those that are already
marked, choose the reverse button (R).
Choose Print to print the BEN_Total_Compensation_Summary report.
8-44


Clearing A Total Compensation/Benefits Summary
Definition
Use the Total Compensation/Benefits Summary window to clear a
compensation/benefits summary definition. When total compensation/benefits
summary records are inserted into the Setup Window Scrolling window, they are
automatically saved. To define a new report, clear the existing definition. To
open this window, select the Benefit icon on the Benefit and Deduction
Summary window, click Total Compensation, and then select the Clear button
near the Setup Window scrolling window.
A message prompts to confirm to clear the Setup window. Select Clear. Another
message prompts to confirm to clear information in the Amounts Window. Select
Clear.

8-45
Summary
Employee benefits can be assigned in the Microsoft Dynamics GP Human
Resources module by entering them either through the benefit enrollment
windows or by using the Benefit and Deduction Summary window. In addition,
FMLA and COBRA can be tracked including benefit premiums and the
associated payments.
8-46
Health insurance benefits can include medical, dental and vision

plans that the employee can enroll.
Retirement plan benefits can track various funds that the employee
chooses for investments.
After initiating an employee FMLA leave, the benefit premiums due

and those paid can be tracked.
COBRA initial letters can be customized and sent to newly eligible

employees.
A Total Compensation Report can be developed using information

from the benefit enrollments, payroll and other documents.

Lab 8.1 - Enrolling An Employee In A Health Insurance Plan

(Solution)
Scenario
You received the health insurance enrollment information from Shannon Elliot.
Shannon's enrollment information is as follows:
Shannon elected to enroll in the Health Insurance plan with

Employee +1 coverage. This benefit begins 4/17/17.
She named her father, Bill Elliot, as the beneficiary for this plan.
Enroll Shannon for this plan in both Microsoft Dynamics GP Human Resources
and Microsoft Dynamics GP Payroll and assign her father as the beneficiary.
Step by Step
1. Enroll Shannon for this plan in both Microsoft Dynamics GP Human
Resources and Microsoft Dynamics GP Payroll and assign her father
as the beneficiary. (Cards > Human Resources > Employee Benefits > Benefits and Deduction Summary)
2. Enter the health insurance enrollment information for Shannon
Elliot. Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
INS1
Benefit Status
Active
Benefit Begins
4/17/17
3. Click the Benefits icon and go to Beneficiary Definition.
4.
5.
6.
7.
Field
Data
Name of Beneficiary
Bill Elliot
Relationship
Parent
Click the blue arrow to Insert in the scrolling window.

Click Save in the Health Insurance Enrollment window.
Select Yes to Post Eligibility Date to the To Do list.
Select Yes to set up the corresponding codes in Microsoft Dynamics
GP Payroll so the integration is complete.

8-47

8. Select Default to use the default information from the Deduction
Setup window.
9. Click OK to save the changes in the Employee Deduction
Maintenance window.
10. Click Save to save the Employee Deduction Maintenance window.
11. Select Default to use the default information from the Benefit Setup
window.
12. Click OK to save the changes in the Employee Benefit Maintenance
window.
13. Click Save to save the Employee Benefit Maintenance window.
8-48

Lab 8.2 - Enrolling An Employee In A Life Insurance Plan

(Solution)
Scenario
You received the life insurance enrollment information from Shannon Elliot. The
enrollment information is as follows:
Shannon elected to enroll in the Life Insurance plan. Her coverage

amount is $20,000.
Currently, this life insurance plan has an ending date. Delete the
ending date as it is ongoing.
This benefit begins 3/18/17.
Enroll Shannon for life insurance in both Microsoft Dynamics GP Human

Step by Step
1. Enroll Shannon for the life insurance plan. (Cards > Human
Resources > Employee - Benefits > Benefit and Deduction
Summary)
2. Enter the life insurance enrollment information for Shannon Elliot.
Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
LIFE
Benefit Status
Active
Delete the Benefit Ends

date
Benefit Begins
3/18/17
Employee Amount
$20,000
3. Click Save in the Life Insurance Enrollment window.

4. Select Yes to set up the corresponding codes in Microsoft Dynamics
5. Select Default to use the default information from the Benefit Setup
window.
6. Click OK to save the changes in the Employee Benefit Maintenance
window.

8-49
Lab 8.3 - Enrolling An Employee In A Retirement Plan

(Solution)
Scenario
You received the retirement plan enrollment information from Shannon Elliot.
The following is her enrollment information:
1. Shannon elected to enroll in the company retirement plan. The plan
begins 3/18/17 and she is going to contribute 3% of her gross wages
to the plan.
2. She named her father, Bill Elliot, as her beneficiary.
Enroll Shannon in the retirement plan for both Microsoft Dynamics GP Human
Step by Step
1. Enroll Shannon for the retirement plan. (Cards > Human Resources >
Employee - Benefits > Retirement Plans)
2. Enter the retirement plan enrollment information for Shannon Elliot.
Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
401K
Plan Status
Active
Plan Begins
3/18/17
3. Click the Benefits icon and click Beneficiary Definition.

4. Enter the Beneficiary Information:
Field
Data
Name of Beneficiary
Elliot, Bill
Relationship
Parent
Beneficiary allocation
100%
5. Click Save and close the Employee Beneficiaries window.

6. Click Save in the Retirement Plans Enrollment window.
8-50


8. Select Default to use the default information from the Deduction
Setup window.
Maintenance window.
11. Select Default to use the default information from the Benefit
Setup window.
12. Click OK to save the changes in the Employee Benefit
Maintenance window.

8-51
Lab 8.4 - Enrolling An Employee In A Miscellaneous Plan

(Solution)
Scenario
You received the United Way enrollment information from Shannon Elliot. She
specified the following:
The benefit is to begin 3/18/17 and she decided to contribute a fixed

amount of $10.00.
Enroll Shannon in the United Way plan for both Microsoft Dynamics GP Human
Step by Step
1. Enroll Shannon for the United Way plan.
2. Enter the United Way Miscellaneous Benefit information for
Shannon Elliot. (Cards > Human Resources > Employee - Benefits >
Miscellaneous Benefits)
3. Accept defaults for information not provided.
Field
Data
Employee ID
ELLI0001
Ben/Ded
UW
Benefit Status
Active
Benefit Begins
3/18/17
Method
Fixed Amount
Deduction Tier
Single: $10.00
4. Click Save in the Miscellaneous Benefits Enrollment window.

6. Click Cancel to use the default information from the Deduction
Setup window.
Maintenance window.
8. Verify the deduction amount is a Fixed Amount of $10.00.
8-52


chapter:
1.
2.
3.

8-53
8-54

CHAPTER 9: DAILY PAYROLL PROCEDURES

Objectives
The objectives are:
Process employee post-dated pay rates prior to Payroll build.
Create a Payroll batch for both manual and computer checks and
learn to post manual checks.
Enter various types of Payroll transactions including mass

transactions, computer check transactions, manual checks, and
retroactive pay.
Build and calculate checks, print and post checks and void checks.
Calculate direct deposit information, print earnings statements and

post checks for direct deposits.
Use the Generate ACH File window to create an ACH file.
Introduction
This chapter describes how to create Microsoft Dynamics GP Payroll
transactions, including a computer check, manual check, arrears, mandatory
arrears and Payroll accrual transactions. Payroll provides the capability to enter
transactions and batches. Transactions can be created in single-use batches or
recurring batches. Recurring batches are used for transactions that are entered on
a regular basis. Batches can be identified as a group of transactions entered by a
specific employee, or a group of transactions entered on a particular date.

9-1
Activate Post-Dated Pay Rates

Use the Activate Employee Post-Dated Pay Rates window to enable post-dated
pay rates to be activated on their effective date. To open this window, click the
HR and Payroll series button, click Payroll on the Transactions content pane
and then click Activate Post-Dated.
FIGURE 9.1 ACTIVATE EMPLOYEE POST-DATED PAY RATES WINDOW
Post-dated pay rates allows for the completion of pay rate changes ahead of their
effective dates, however, they do not become effective unless activated. To enter
changes to post-dated pay rates, use the Employee Post-Dated Pay Rates
window.
Select a Range to activate employee post-dated pay rates or select the All option.
A range of Effective Dates, Employee IDs or Pay Codes can be entered. An
option can be selected to sort the Active Employee Post-Dated Pay Rates
window. The options available using the Sort By drop-down menu are Effective
Date, Employee ID or Pay Code.
Effective Date
Displays the date the new pay rate becomes effective. If a Post-Dated Pay Rate is
activated in error, the pay rate changes. The Effective Date field is for
information only.
Fields
Employee ID - Displays the Employee ID associated with pay code change.
Pay Code - Displays the pay code for the selected record.
9-2


New Pay Rate - Displays the new pay rate for the employee's pay code. When an
employee's overtime or double-time pay rate is manually entered, this also
updates the pay rate for the pay code.
Activate - Mark if the selected pay code is going to be updated with the new pay
rate when Process is chosen.
Last Name - Displays the employee's last name.
F.I. (First Initial) - Displays the first letter in the employee's first name.
Reason for Change - Enter or select the reason for changing this pay rate.
Current Pay Rate - Displays the current pay rate for the employee's pay code.
Next Step - Displays the first applicable pay step from the post-dated pay
increase. This field is blank for pay changes not generated with a Pay Step Table.
This field is only available when Microsoft Dynamics GP Human Resources is
registered and the Use Pay Steps/Grades option is selected in the Human
Resources Preferences window.
Buttons
Click Redisplay to update the window with current data based on the selections
made in the window. Click Mark All to select the Activate option for all pay
codes shown in the scrolling window. Click Unmark All to clear the Activate
option for all pay codes shown in the scrolling window.
Click Process to update the employee's pay code maintenance information for
this code. The code is removed from the Employee Post-Dated Pay Rates
window and the window closes.
Batches And Posting

Batches are groups of transactions, consisting of accounting entries that change
the balance of liability, revenue, asset or expense accounts, identified by a name
or a number, that are used for identification purposes and to make the posting
process easier.
Entering and posting transactions in batches allows for grouping similar
transactions during data entry and reviewing them before posting at a later time.
Batches can be created for one time use, or recurring batches for transactions
entered on a regular basis. Batches can be a group of transactions entered by a
specific employee, or a group of transactions entered on a particular date.
Payroll batches have either Manual Check or Computer Check as their origin.
Since batches can use only one origin, multiple batches can have the same name,
but different origins.

9-3

In Payroll, posting updates the balances that are displayed in the Employee
Summary window, and up-to-date information can be viewed for the employees.
If using Bank Reconciliation, the checkbook also is updated during the posting
process.
For more information, refer to the Bank Reconciliation documentation.
For information about entering transactions with different origins, refer to
Entering Manual Check Transactions or Entering Payroll Computer Check
Transactions.
Creating A Batch
Use the Payroll Batch Entry window to set up batches for processing Payroll
transactions. This window is also used to modify or delete batches and to open a
transaction entry window for entering transactions. To open this window, click
the HR and Payroll series button, click Payroll on the Transaction content pane
and then click Batches.
To create a batch:
9-4
Enter a Batch ID. Use an ID that is descriptive and easily

recognized. Enter a comment to further identify the batch. The
Origin field indicates what types of checks are processed in the
batch. If this screen is opened from a transaction entry window when
adding a batch, this field defaults to Computer Checks and cannot be
changed.
Select Computer Checks if the batch includes computer checks.
Select Manual Checks if the batch includes manual checks.


Once a Batch ID and an Origin is entered, the Origin cannot be changed. Select
a Frequency for the batch. Batches can be a single-use batch or a recurring
batch. If at least one Payroll transaction is linked to a Human Resources
transaction, this field cannot be modified.
When a recurring batch frequency is selected, there is an option of entering the
number of times to post the batch. Leave the Recurring Posting field set to zero
if an unlimited number of postings are desired.
If Miscellaneous is selected as the batch frequency, a specific number of days
can be entered to increment the transaction date. If a frequency other than singleuse or miscellaneous is selected, the transaction date increments according to the
type selected.
For example, the transaction date is incremented by seven days if weekly is
selected as the frequency. These recurring batches can be posted as part of the
check printing process and they can be posted again and again if a limit is not set
on the number of recurring postings.
An example of a common recurring batch is one for employees who are paid the
same pay type each pay period. Recurring batches save valuable data entry time
if it is certain the same entries are made again in the future. Recurring batches
can be edited or deleted at any point. If manual is selected as the Origin, the
batch frequency is set to single-use. Recurring batch types cannot be used for
manual check transactions.
If Posting Date from Batch is selected in Posting Setup and

Manual Checks is selected as the Origin, enter a Posting Date.
If Posting Date from Transaction is selected, transactions within

the batch are posted using the date entered in the transaction entry
window (if Manual Checks is the origin). This field is not available
for computer check batches.
Enter the number of times to post the recurring batch in the

Recurring Posting field. This field is not available if the batch
frequency is single use.
Enter the number of days the transaction date increments after

posting a recurring batch in the Days to Increment field. This field
is available only if the batch frequency is Miscellaneous.
The Last Date Posted field displays the last date this recurring batch
posted if the origin is Computer Checks.
The Times Posted field displays how many times a recurring batch posted if the
origin is Computer Checks. Use the Transactions Control and Actual fields to
compare the actual number of transactions within a batch with the transactions
control. The transactions control is a required number of transactions that must
be entered before a batch can be posted. The transactions control can be adjusted
or deleted at any time before a batch is posted. This feature is optional, and is set
up using the Posting Setup window.

9-5

When this feature is not used, and batches that exceed a required transaction
number or amount are entered, the batches can still be posted. The number and
the total amount of transactions entered in a batch display in the batch entry
window, allowing the entries to be tracked. The number and total amount of
transactions can also be tracked by printing edit lists.
If a batch is marked for posting before the batch verification options are selected
in the Posting Setup window, control totals for the marked batch are not verified
before posting.
Use the Employees Control and Actual fields to compare the actual number of
employees in a batch with the batch total control. The batch total control is a
required number of employees that must be entered before a batch can be posted.
The batch total control can be adjusted or deleted at any time before a batch is
posted. This feature is optional, and is set up using the Posting Setup window.
When this feature is not being used, and batches that exceed a required employee
number are entered, the batches can still be posted. The number of employees
entered in a batch displays in the batch entry window, allowing the entries to be
tracked. Edit lists can be printed.
If Require Batch Approval is selected and an Approval Password is entered in
the Posting Setup window, and the Approved box is selected on this window, it
is required to enter the approval password before selecting the batch for posting.
Do not select the Password Approval box until all transactions are entered and
verified and the batch is ready for posting. When a batch requires approval but is
not yet approved, it has a posting status of Unapproved, indicating the batch
requires approval, but is available for editing.
When a batch is approved it has a status of Approved. A batch that requires
approval must be approved before it can be selected for posting. An approved
batch can also be unapproved, by clicking the Approve check box. This returns
the batch to unapproved status, allowing it to be edited. Once a batch is
approved, the User ID field displays the ID for the current user. The Approval
Date displays the date the batch is approved for posting.
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If the origin is Computer Checks, click the Transactions button to

open a Go To window which can be used to open the Payroll
Transaction Entry window or the Payroll Mass Transaction Entry
window.
If the origin is Manual Checks, click the Transactions button to

open the Payroll Manual Check-Adjustment Entry window.


Posting A Batch
Use the Payroll Batch Entry window to post a single batch. To open this window,
click the HR and Payroll series button, click Payroll on the Transactions
content pane and then click Batches.
Before posting a Payroll batch, print an edit list and review the transactions in the
batch. To print an edit list from this window, select the Batch ID and select
Print from the File menu. If corrections need to be made, do so at this time.
Make a backup of the company's data. Refer to the System Administration Guide
for more information about making backups.
To post a batch, enter or select the Batch ID and Origin for the batch to post.
Only batches with a manual check origin can be posted in this window. Approve
the batch for posting, if required. After it is approved, a batch cannot be edited
unless Approved is unselected. Click Post. The Payroll records update to reflect
the information from the transactions and General Ledger accounts updates,
depending on the posting setup selections in the Posting Setup window.
If posting to the General Ledger, the batch appears in the Financial

Series Posting and Master Posting windows. Edit the transactions in
the General Ledger Transactions Entry window before posting them
again. The accounts are updated when posting the transactions in
General Ledger.
If posting through General Ledger, the accounts are updated at once

and it is not necessary to post the batch again in General Ledger.
If entering batch total requirements or batch approval requirements in Payroll and

posting a batch through General Ledger, the batch is posted regardless of the
batch requirement or approval requirements that are selected in General Ledger.
One or more posting journals might be printed, depending on the options selected
in the Posting Setup window.

9-7
Payroll Transactions
A paycheck is a group of transactions involving a single employee. A transaction
can be for a person's salary, for his or her taxes, the employee's portion of
insurance payments, 401K contributions, vacation accrued or the employer's
portion of a 401K transaction. Each of these items is a separate transaction and
all that apply go into an employee's paycheck.
Many of the Payroll transactions for the employees during the process of building
checks are automatically created. Salaried employees who receive a regular
salary do not require individual transactions; the build checks process creates
them, along with transactions for the applicable taxes, benefits and deductions.
Payroll check transactions include computer check transactions and manual
check transactions. Payroll transactions must be entered in batches. To print edit
lists for transactions, the transactions must be part of a batch.
If using Microsoft Dynamics GP Human Resources and accruing benefit time
using Human Resources, refer to the Human Resources documentation for
information about creating Microsoft Dynamics GP Payroll transactions.
Entering Employee Mass Transactions

Use the Payroll Mass Transaction Entry window to enter similar Payroll
transactions for a large group of employees. Employees can also be excluded
from the transaction. To open this window, click the HR and Payroll series
button, click Payroll on the Transactions content pane and then click Mass
Entry.
FIGURE 9.4 PAYROLL MASS TRANSACTION ENTRY WINDOW
For example, use a mass transaction to enter a bonus for all employees, and then
exclude those employees not with the company long enough to be eligible for the
bonus.
9-8


Create or select a Batch ID. When a new Batch ID is entered, a message appears
asking whether to add the batch. Click Add to open the Payroll Batch Entry
window. The Batch ID comment is also displayed.
Select a Transaction Type. Depending on the transaction type, enter the pay
amount, hours or units, transaction required deduction or benefit amount, or the
transaction required deduction or benefit percentage.
Pay Code - Select Pay Code as the transaction type to create a mass
transaction for a pay code (such as Hourly).
Deduction - Select Deduction as the transaction type to create a

mass transaction for a transaction required deduction, such as
employee purchases.
Benefit - Select Benefit as the transaction type to create a mass

transaction for a transaction required benefit.
To enter employee mass transactions:
Enter or select the Pay Code, transaction required benefit or

transaction required deduction code for the mass transactions being
created. The code description then displays.
Enter the beginning date for the transactions that are being created,
and enter the ending date for the transactions that are being created.
Enter the Amount, hours/units or percentage to assign to the

transactions. When different amounts for the mass transaction exist,
a zero can be entered in this field, and then each amount can be
entered separately. Or, the amount to be applied to every record of
the mass transaction can be entered, and then the records that require
a different amount can be changed.
Enter the number of Days Worked for the transaction. To track the
number of days and weeks worked for SUTA and workers
compensation purposes, Track Days Worked and Track Weeks
Worked must be selected in the Payroll Setup Options window.
Enter the number of Weeks Worked for the transaction, if the Track
Weeks Worked option in the Payroll Setup Options window is
selected.
Select the Range a mass transaction is to be entered for. Enter a

range of Employee IDs, Departments, Positions or Class IDs.
Select All to enter transactions for all Employee IDs, Departments,

Positions or Class IDs.
Select From to enter transactions for a selected range. Enter the

range in the From and To fields.
Click Insert to add the range specified into the scrolling window. If
the range is not inserted, it is not used to restrict the employees
included for the mass transactions.

9-9
Click Remove to remove a selected range from the box.
Select the Preview button to open the Preview Mass Entry

Transactions window and view or make changes to the transactions
that are to be created.
When finished, close the window to return to the Payroll Mass

Transaction Entry window.
FIGURE 9.5 PREVIEW MASS ENTRY TRANSACTIONS WINDOW
9-10
To edit an individual transaction, click the Transactions button. The

Payroll Transaction Entry window opens. Enter or select the batch to
edit, and change the appropriate information. For more information
about changing or deleting transactions, refer to the help available
with Microsoft Dynamics GP.
Click Build Batch in either the Payroll Mass Transaction Entry

window or the Preview Mass Entry Transactions window to create
the transactions for the selected employees.
Close the window when finished.
Print a Payroll Audit Report, if necessary.


Entering Payroll Computer Check Transactions
Use the Payroll Transaction Entry window to enter, adjust or delete computer
check transactions. To open this window, click the HR and Payroll series
button, click Payroll on the Transactions content pane and then click
Transaction Entry.
FIGURE 9.6 PAYROLL TRANSACTION ENTRY WINDOW
When the Payroll Transaction Entry window is opened, a message appears

indicating that the Payroll Mass Transaction Entry window can be used to enter a
number of similar pay transactions at the same time. If the Display Pay Rate on
Transactions option is marked in the Payroll Setup Options window, edit the pay
rate for transactions of hourly and piecework pay types and the shift premium, if
necessary.
Enter a Batch ID and Comment or select an existing one from the lookup
window. If selecting an existing batch, the comment assigned to the selected
batch displays automatically.
If this batch is posted to General Ledger, this batch comment displays as the
batch comment in General Ledger.
If a batch comment is not entered, then the origin of the batch

displays as the batch comment in General Ledger. Enter the
beginning and end dates of the pay period.
Enter the number of Days and Weeks Worked. These values can be
used for calculating unemployment, and serve as the transaction
defaults.

9-11
HINT: Whenever leaving and re-entering the Payroll Transaction Entry

window the transaction defaults must be specified. Each time the window is
opened the dates default to the user date, and the days and weeks worked
default to zero.
As transactions are entered, many entries can be the same from one transaction to
the next. Microsoft Dynamics GP Payroll provides options for default entries
based on previous entries.
Use the Payroll Transaction Entry Options window to set default values for
transaction entry. To open this window, click the HR and Payroll series button,
click Payroll on the Transactions content pane, click Transaction Entry and
then click Options.
FIGURE 9.7 PAYROLL TRANSACTION ENTRY OPTIONS WINDOW
Select whichever of the following methods that makes data entry faster and
easier:
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No Options - Stops the pay code or Employee ID from automatically

appearing when starting a new transaction in the scrolling window.
Enter by Employee ID - Selects the next code for the Employee ID

entered in the previous transaction to appear as the next transaction.

Enter by Code - The next Employee ID that is assigned the same

code entered in the previous transaction as the next transaction.
Use Data Entry Defaults - Automatically creates transactions for

each type of code selected (Pay Code, Benefits and Deductions)
where the corresponding option is selected in the maintenance
windows for the selected Employee ID. To create:
Pay Code Transactions - The Data Entry Default option must

be selected in the Employee Pay Code Maintenance window for
the selected pay code and Employee ID.
Deduction Transactions - Both the Transaction Required and
Data Entry Default options must be selected in the Employee
Deduction Maintenance window for the selected deduction code
and Employee ID.
Benefit Transactions - Both the Transaction Required and
Data Entry Default options must be selected in the Employee
Benefit Maintenance window for the selected benefit code and
Employee ID.
Click OK to save the selections and close the window.

Enter the Employee ID of the employee a Payroll transaction is being entered for
or select an ID from the lookup list. The employee's name is displayed in the
Employee Name field. Select a Transaction Type. Depending upon the
transaction type, if necessary enter the pay amount, hours or units, transaction
required deduction or benefit amount, or the transaction required deduction or
benefit percentage.
Pay Code - Select Pay Code as the transaction type to create a mass
transaction for a pay code (such as Hourly). For example, if an
hourly employee worked a 40-hour week, then enter a pay code
transaction to record the 40 hours.
Benefit - Select Benefit as the transaction type to create a transaction

for a transaction required benefit.
Deduction - Select Deduction as the transaction type to create a

transaction for a transaction required deduction (such as employee
purchases). For example, if an employee purchased $55 worth of
product from the company, then enter a deduction transaction and
deduct this amount from the employee's check.
If the business involves tips, there are five related choices concerning FICA tax,
federal taxes, and how tips affect those numbers. These can be accessed by
expanding the view, discussed later. For more information, refer to the reference
manual or help documentation.

9-13
HINT: If using the default entries, after selecting the Employee ID, the default
information populates the remainder of the data entry fields and the system
moves to the Employee ID field to enter the next employee.
Transactions usually are not entered for Salary pay types. If Salary pay code is
selected, the Payroll Salary Adjustment window opens, select Reallocate Dollars,
Reallocate Hours, Reduce Dollars, Reduce Hours or Additional Amount, then
enter the amount or hours for the adjustment.
FIGURE 9.8 PAYROLL SALARY ADJUSTMENT WINDOW
9-14
When checks for salaried employees are being prepared that include
amounts that are in addition to regular earnings, select the In
Addition to Salary option. For example, select this option when
vacation or sick time is to be paid out in a final check for a salaried
employee. This field is only active if the transaction type is Pay Code
and the code selected is Vacation or Sick Time based on Salary.
To Allocate Dollars to a different department/position, select this

option and enter the amount to move to that department's position.
To Reallocate Hours and let the system calculate the amount, select
this option and enter the number of hours to reallocate to that
department or position. The system then automatically calculates the
dollar value of the hours to be reallocated.
To Reduce Dollars by an amount, select this option and enter the

amount the salary is reduced by. For example, when a salaried
employee takes time off without pay or when a new employee starts
in the middle of a pay period.
To Reduce Hours that a salaried person worked, select this option

and enter the number of hours to reduce the salaried employee by.
The system then automatically calculates the dollar value of the
hours.

Select Additional Amount to enter additional hours or an additional

amount of money, and enter the amount or number. The Amount
field is active if Reallocate Dollars, Reduce Dollars or Additional
Amount is selected. When the Payroll Salary Adjustment window is
closed, the amount entered here updates the amount in the Payroll
Use the Hours field to enter the number of hours to apply to the
transaction. The hours entered here updates the transaction in the
Payroll Transaction Entry window.
The Pay Rate displays the selected code from the Employee Pay Code
Maintenance window, when the Display Pay Rate on Transaction option in the
Payroll Setup Options window is marked.
If necessary, edit pay rates for hourly and piecework pay types, or overtime,
vacation, sick or holiday pay types based on hourly or piecework pay types. If
Charged Tips or Reported Tips is the pay type, this field always displays $0.00.
If the Display Pay Rate on Transaction option in the Payroll Setup Options
window is not marked, this field displays $0.00.
HINT: If using automatic overtime for hourly employees, do not enter any
transactions for overtime pay. Enter the entire number of hours worked under
the regular hourly pay code. The amount of overtime hours is calculated
according to the entries made in the Payroll Setup window. The system creates
two transactions, one for the regular pay for the required hours and one for the
overtime pay code at the overtime pay rate.
The employee's department, position, state tax, local tax, workers compensation
codes and the unemployment state default from the Employee Maintenance
window. If necessary, edit these by clicking the Show button.

9-15

If necessary, change the defaults entered automatically by the system including
the shift code. The window remains in the expanded state until the Hide button is
selected.
To delete the transaction, use the Delete Row button. The Redisplay button
refreshes the contents of the scrolling window and moves to the first empty row
to continue entering transactions.
Enter additional information for this transaction by clicking the Notepad icon.
Browse through each transaction by clicking the Previous or Next buttons. When
moving from one transaction to another, any modifications made are saved.
To change the way the transactions are sorted in the scrolling window, use the
View drop-down menu to sort the transactions. Sorting options available include:
Order Entered
Employee ID
Code
Department
Position
Correcting Payroll Computer Check Transactions

Use the Payroll Transaction Entry window to make corrections to the
transactions. To open this window, click the HR and Payroll series button, click
Payroll on the Transactions content pane and then click Transaction Entry.
If an error is identified on the Check File Report, the Calculate Exceptions report,
or the Calculate Checks Report, check build must first be removed. Use the Build
Payroll Checks window to Remove the check build. After the check build is
removed, continue making corrections.
If the errors are caused because the wrong range of employees is included or
because a deduction or benefit is not included, make the change using the Build
Payroll Checks window, then select Rebuild.
If the transaction posted, void the check using the Void Payroll Checks window
and reenter the information. Enter or select a Batch ID.
To look up and verify a transaction:
1. Select the lookup button in the Transaction field.
9-16


2. Enter a transaction number in the Find by Number field, and then
select Open. Or highlight a transaction in the list and click Select.
Select the row that contains the information to change and change
the incorrect information, if the transaction did not post.
3. Select Print from the File menu to print an edit list to verify the
entries. After the entries are checked on the edit list, process the
computer check run. For more information, refer to Building Payroll
checks.
Depending on how the Payroll system is set up, posting journals might be printed
automatically when posting computer checks. Posting journals provide a record
of the changes made in transaction entry. For more information about posting
options, refer to the Foundation training manual.
Entering Manual Check Transactions

Use the Payroll Manual Check-Adjustment Entry window to:
Record manually written paychecks.
Reverse a previously written manual or computer check.
Enter adjustments to make corrections to employee financial

information.
Enter beginning balances for employees.
the Transactions content pane and then click Manual Checks.
FIGURE 9.10 PAYROLL MANUAL CHECK-ADJUSTMENT ENTRY WINDOW

9-17

Reversing checks and entering Adjustment transactions is covered in the
Maintaining Records section of this course. Beginning Balance manual checks is
discussed earlier in the setup section.
When choosing a Check Type:
Select Manual Check as the check type to record a manually written

paycheck.
Select Adjustment to record an adjustment to a check. Refer to the

Maintaining Records section of this course for more information on
entering Adjustments.
Select Beginning Balance to set up employees and to record

beginning balances. Refer to the Setup Procedures section of this
training for more information on entering beginning balances.
Regardless of the type of check entered, the overall process is the same.
The payment or adjustment number defaults from the Payroll Setup window.
Each time a payment is saved or posted, the default payment/adjustment number
increments by one. These numbers appear on the Transaction Edit List. Batches
are groups of transactions identified by a name or number.
To create or select a batch:
Enter a Batch ID or use the lookup list to select an existing batch.
Create a new batch by entering a new Batch ID. The system asks
whether a new batch needs to be added.
Click Add and the Payroll Batch Entry window opens. Enter
information to identify the batch. Batches are not required when
using manual checks.
When entering check information:
9-18
The default Checkbook ID for manual checks is entered in the

Payroll Setup window.
The next check number is taken from the Checkbook Maintenance

window for the selected Checkbook ID.
These defaults can be changed, if necessary.
Enter the date the check is issued.


When using the posted date:
If these transactions are not being entered into a batch, enter the date
to use as the posting date. The posting date defaults from the check
date.
If these manual checks are being entered into a batch and the posting
date from the transaction (Posting Setup) is being used, enter a date
to use as the posting date.
Enter or select the Employee ID for the employee the check is

written for.
Click the Transactions button to open the Payroll Manual Check

Transaction Entry window. Use this window to enter transactions for
the manual check. A transaction is used to distribute the check
amounts to the appropriate pay, tax, deduction and benefit records.
Enter one transaction for each distribution.
FIGURE 9.11 PAYROLL MANUAL CHECK TRANSACTION ENTRY WINDOW
The transaction number in the Transaction field is used to differentiate

transactions for a single payment, and can be changed, if necessary.
Enter one Transaction Type for each of the following that apply to this check:
Pay Code
Tax Code
Deduction
Benefit Codes

9-19

Enter a transaction Code for this transaction. The type of code entered depends
on the selection in the Transaction Type field. For example, if the transaction
type is Deduction, enter a deduction code.
When a Transaction Type of Federal Tax, FICA Soc Sec Tax, FICA Medicare
Tax, Uncollected FICA Soc Sec Tax, Uncollected FICA Medicare Tax, FICA
Soc Sec/Tips, FICA Medicare/Tips or Federal Tax/Tips is entered, the associated
Code and Description automatically displays.
Enter the Date From and Date To that applies for the pay period for the manual
check. Next, enter the Days and Weeks Worked for this transaction if the
company tracks the days and weeks worked by each employee.
The following information defaults from the Employee record and can be
changed, if necessary:
Department
Position
State
Local
SUTA State
Workers Comp
In the Receipts field, enter sales information associated with the Charged Tips or
Reported Tips transaction being entered.
Always print a Manual Check Edit List to verify the accuracy of the manual
checks entered before they are posted. Edit lists can be printed only for checks
and transactions entered in a batch. To open this window, click the HR and
Payroll series button, click Payroll on the Transactions content pane and then
click Manual Checks. Edit lists can also be printed from the Payroll Batch Entry
window.
To print a Manual Check Edit List:
9-20
Select Print from the File menu, or click the Printer icon on the
window.
A Batch ID must be entered if a Manual Check Edit List is printed

from the Payroll Batch Entry window. If errors are found on the edit
list, correct the errors and print another edit list.
Select the Post button to post checks individually. Depending upon

how the Payroll system is set up, posting journals either can or
cannot be printed when closing the Payroll Manual
Check/Adjustment Entry window for all transactions/checks that
posted since the window opened. These audit trail reports are
optional; and can be selected to print when the system is set up.
Refer to the Posting Setup section of the System Manager training
course.

HINT: The audit trail reports for individually posted checks and transactions
are generally the same as the audit trail reports for checks and transactions
posted in batches. The reports for individually posted checks and transactions,
however, contain information only for the transactions that are entered and
posted since the Payroll Manual Check/Adjustment Entry window is opened.
Use the Payroll Batch Entry window to post manual check batches. To open this
window, click the HR and Payroll series button, click Batches on the
Transactions content pane. Select the Batch ID, and then click Post to begin the
posting process.
Correcting Manual Check Transactions

Use the Payroll Manual Check-Adjustment Entry window to enter adjustments
for manual checks. If an error is identified on a check that posted, use the Void
Payroll Checks window to void the check.
If check and transaction history are not being kept or if a check from a previous
year is being voided, reverse the check using the Payroll Manual Check Adjustment Entry and Payroll Manual Check Transaction Entry windows.
To reverse a check:
Enter the check information using negative amounts.
After these amounts are entered issue a correct check using either
computer or manual check processes.
To correct manual check transactions:

1. Enter or select a Batch ID and Employee ID. For more information,
refer to Creating a batch.
2. Select Transactions to change information for a transaction that did
not post.
3. Select Print from the File menu to print a Manual Check Edit List to
verify the changes.
4. Click Save.

9-21

Creating Employee Retroactive Pay Transactions
Use the Retroactive Pay Management window to define employee wage
increases with past effective dates and to create the related pay transactions. To
open this window, click the Microsoft Dynamics GP menu, click Tools, click
Payroll and then click Retroactive Payment Management.
FIGURE 9.12 RETROACTIVE PAY MANAGEMENT WINDOW
Make automatic calculations and retroactive pay adjustments to employee

earnings (supplemental wages) based on historical transactions. Given a specific
date in the past, that a higher rate of pay becomes active, the system calculates
the difference between what is paid to an employee and what actually needs to be
paid to the employee at the higher rate of pay. Retroactive payments to
employees can only be made in single-use, computer check batches. This allows
the Payroll administrator to easily narrow ranges of employees based on logical
criteria.
Additionally retroactive payments:
9-22
Provide flexibility for applying percentage increases and, or dollar

per hour increases. In fact, for any given Retroactive Payment
calculation process, if necessary, include both employees receiving
percentage increases and employees receiving dollar increases.
Allow the Payroll administrator to Reduce Hours or Reduce Days in

cases where the historical transaction includes Hours or Days when
the new rate of pay is not supposed to be in effect.
Automatically adds transactions to user defined batches in Payroll

for efficient processing.


Use the Retro Run Ranges fields to select which employees are to receive
retroactive pay.
Enter or select the past Start and End Dates for the Retro Period
Date. The start and end dates must be on or before the user date.
Enter ranges, or select All, for Class ID, Employee ID, Department
and Position.
Select how to increase the employee's past pay - Amount Per

Hour/Unit or Percent - and fill in the adjoining field with a positive
number. Code to Pay displays the default selection for the Code to
Pay field, if any. The default pay code must be of the pay type Other.
Select Insert for Retro to add records to the scrolling window.
Selected Employee Transactions - Key Fields

Select the Include check box to select the record for conversion into a
transaction. The Code field displays the pay code attached to the record in the
history table. The Old Rate field displays the original pay rate for the specified
employee and pay code. The Total Hours field displays the total hours worked
by the employee at the pay rate and date range specified.
The By: field displays adjustment types, by both amount and percentage. To
change the value in an individual record, select the current value, or select the
arrow and select the currently unused adjustment type, $ or %, and enter a new
value. The type not selected is displayed as zero. Retro Payment displays the
calculated amount to be paid.
Code to Pay displays a pay code of pay type Other if that code is assigned to the
employee and is specified by default or individual selection.
Reduce Days By - Enter a positive number, less than or equal to the Total Hours
divided by 8, to reduce the number of days included in the retroactive pay period.
Do not select the Reduce Hours By field after entering a value in this field.
Doing so clears this field.
Reduce Hours By - Enter a positive number, less than or equal to the Total
Hours, to reduce the number of hours included in the retroactive pay period. Do
not select the Reduce Days By field after entering a value in this field. Doing so
clears this field.
The scrolling window displays one record for each unique combination of
employee, department, position, pay and pay rate codes. Consequently, more
than one retroactive pay record per employee can be seen.

9-23

Retroactive pay does not apply to these pay types:
Business Expense
Charged Tips
Reported Tips
EIC
Minimum Wage Balance
Pension
Pay codes of these pay types do not generate Retroactive Pay records.
Unmark the check box for any record that is to not be included when
retroactive pay transactions are created or choose the Unmark All
button.
Open the Create Retroactive Payments window, where selected

payments can be assigned to a batch.
Click the Create Retro button on the Retroactive Pay Management

window to open this window.
FIGURE 9.13 CREATE RETROACTIVE PAYMENTS WINDOW
Enter or select a Batch ID for a single-use, computer check batch

and the Pay Period From and To dates.
Select Finish. Choose one or more report destinations for the

Transaction Edit List, which is used to verify the entries.
Building Payroll Checks

Before printing Payroll checks, determine which information to include in the
checks. Use the Build Payroll Checks window to indicate which employees, pay
records, deductions and benefits to include in the pay run. This process is known
as building Payroll checks.
9-24


The Payroll Checks Build Report is printed when the build process is complete,
and lists all the transactions included in the pay run. To open this window, click
the HR and Payroll series button, click Payroll on the Transactions content
pane and then click Build Checks.
FIGURE 9.14 BUILD PAYROLL CHECKS WINDOW
Always back up the company database before processing batches of transactions.

If there is a posting problem, data can be restored and the posting process can
begin again.
Enter or select a Default ID. The Default ID saves the information entered in this
window to use as the default for future pay runs. Set up as many default IDs as
needed and select the one to use from a lookup list. The default ID does not
affect the marking of batches. Even if a default ID is entered, the Payroll Check
Batches window must still be opened to mark the batches to be processed in the
pay run. This field is optional.
HINT: It can be necessary to have multiple default IDs if certain deductions
and, or benefits are not included in all Payrolls. For example, if the medical
insurance premium is only taken out of the first payroll of the month. It can also
be helpful to have a default ID that includes no deductions or benefits, to be
used when paying out amounts, like overtime, missed in the regular Payroll.
Select the type of pay run to create. For a regular pay run, select Regular Pay.
To pay employees an advance on their salary or commission pay, select Advance
Pay. A regular and advance pay run cannot be completed at the same time.

9-25

An advance pay run is a way to pay salaried employees an advance on their
regular salary pay. The advanced amount is subtracted from the employees net
pay in the next salary pay run.
If making an advance pay run, complete only the following:
1. Enter the starting and ending dates to indicate the pay period for the
pay run.
2. Enter the starting and ending employee classes and IDs to include a
specific range of employees in the pay run, or accept the default All.
3. Select which pay codes (salary and commissions only) to include in
the pay run.
No taxes, benefits, or deductions are calculated on an advance
pay run.
The amount to be advanced is pulled from the advance amount
field in Employee Pay Code Maintenance.
4. Enter the pay period dates and ranges of employees to include in this
pay run.
To process a regular pay run, enter the beginning (From) and ending (To) pay
period dates for the pay run. Specify which employee classes are to be included
in the pay run. Specify which Employee IDs are to be included in the pay run.
Select the Automatic Pay Types to be included. Select as many pay codes as
needed. The automatic pay types available include:
Automatic Pay Types
Description
Salary
Select Salary to include employees with Salary pay

codes.
Pension
Select Pension for employees who are retired and

receive pension pay from the company (which is set
up as a pension type pay code).
Earned Income Credit
Select Earned Income Credit if employees qualify

for earned income credit, have filed a W-5 form, and
have an EIC type pay code set up.
HINT: If none of these pay types are selected, checks are built only for the
transactions included in the batches selected in the Select Batches window.
When using pay periods to include, select the pay periods to include in the pay
run and select as many pay periods as needed. For example, if some employees
are paid every week and others twice a month, select Weekly and Semimonthly.
The selections determine which automatic pay records are to be included. Skip
this step if automatic pay records are not included in the build.
9-26


Enter the number of days or weeks worked in the pay period. If making an
advance pay run, this field is not available.
Days Worked - Enter the number of days worked in the pay period.
This number is posted to any salary transactions included in the pay
run.
Weeks Worked - Enter the number of weeks worked in the pay

period. This number is posted to any salary transactions included in
the pay run.
The Payroll Check Pay Codes window is only available for advance pay runs.
1. Click the Include Pay Codes button to open the Payroll Check Pay
Codes window.
2. Select the pay codes to include in an advance pay run.
3. When finished selecting pay codes click OK. The Payroll Check Pay
Codes window closes and the Build Payroll Checks window is
redisplayed.
Select which fixed deductions and benefits to include in this pay run, otherwise
deductions and benefits are not taken.
To open the Payroll Check Deductions window:
1. Click the Include Deductions button.
2. Select the deductions to include in this pay run.
3. When finished selecting deductions, click OK. The Payroll Check
Deductions window closes and the Build Payroll Checks window
redisplays.
To open the Payroll Check Benefits window:
1. Click the Include Benefits button.
2. Select the benefits to include in this pay run.
3. When finished selecting benefits, click OK. The Payroll Check
Benefits window closes and the Build Payroll Checks window
redisplays.
4. Click the Select Batches button to open the Payroll Check Batches
window. Use this window to select or clear batches of Payroll
transactions for processing for this pay run. Skip this step if there are
no transactions to include.
5. When finished selecting the batches of transactions to process, click
OK to close the Payroll Check Batches window. The Build Payroll
Checks window redisplays.
HINT: Only the batches selected are included in the pay run; and batches with
0 transactions are not allowed in a build.

9-27

To build the check file, click Build. During the check building process, the
system:
Searches for all the transactions and employee records selected to

include in the pay run.
Verifies posting accounts and other miscellaneous information.

Dollar amounts are not calculated at this time, calculations are done
during the Calculate Checks process.
Once the checks are built, the Payroll Check Build Report prints.
This report lists the wages, tax codes and deduction codes that affect
each employee's paycheck. It also lists any errors or warnings in the
build.
Errors are problems with individual transactions that must be corrected before
the paychecks can be calculated. For example, if a posting account is missing an
error message is received and the error needs to be corrected before check
processing can begin.
Warnings do not prevent from calculating checks. Decide whether the situation
causing the warning needs to be corrected. If the warning is ignored, be aware of
the result. In some cases, the transaction where the warning appeared is either
totally or partially ignored. For example, if a transaction is subject to local tax but
no local tax code is specified, the transaction is paid but no local tax is withheld.
A build is automatically removed after the paychecks are calculated, printed and
posted. However, remove a build when there are errors in it that require changes
to transactions included in the build. Remove the build by clicking Remove. Any
batches selected are cleared automatically. When finished editing the transaction,
select the batch and build the paychecks again.
Checks can be rebuilt again before they are calculated. Before building, change
any of the fields in the Build Payroll Checks window. For example, if salary pay
is not included in the original build, check the Salary box and then click
Rebuild. In this case, it is not necessary to remove the build first.
9-28


Calculating Payroll Checks
Use this window to calculate Payroll checks based on the information included in
the Build Checks process. To open this window, click the HR and Payroll series
button, click Payroll on the Transactions content pane and then click Calculate
Checks.
FIGURE 9.15 CALCULATE PAYROLL CHECKS WINDOW
When an employee's wage calculations have conflicts in both deduction sequence

and earnings codes, or have conflicts in TSA calculations, Payroll excludes the
employee's paycheck from processing.
Payroll also displays a message and prints error information in the Calculate
Exceptions report before printing the Calculate Checks report. Employees
included in the Calculate Exceptions report are not included in the Calculate
Checks report.
Payroll generates an exception batch for any manual transactions included in the
Calculate Exceptions report. Payroll creates this batch during the Print Checks
routine and gives it the prefix PREXP.
To begin calculating checks, click OK. When errors occur during the build check
process, correct them before they are calculated. Although warnings do not
require a correction be made, verify if the warning needs to be corrected prior to
processing. In either case, if changes need to be made to employee records or
transaction, remove the build in the Build Payroll Checks window. Then build
the checks again after the changes are made.
When the Build Checks process is not completed, only the User ID and the build
status of None displays. All other fields are unavailable. The Build Checks
window must be used before calculating checks.

9-29

The Calculate Checks report, referred to as the Pre-Check report is:
Printed when the checks are calculated.
Used to verify the information and dollar amounts that are printed on
the employees paychecks.
Important because all calculations are made before the report is

printed, and corrections can still be made at this point.
Paychecks cannot be printed until the calculate checks process is

performed.
To reprint the report, click the Printer icon located in the lower
left-hand corner of the Calculate Payroll Checks window.
When the Print Edit Reports option is on, various registers are printed.
Depending upon the way the system is set up, posting journals can or cannot be
printed when posting. These audit trail reports are optional; and can be selected
to print when the system is set up. Some audit trail reports cannot be printed at
the calculate process because not all the information is available until the check
printing process is completed. Refer to the Posting Setup section of the System
Manager training manual.
By default, this option is set to Off, and the system does not send a prompt to
Print Edit Reports after Calculating Payroll Checks and to print the Precheck
report. If this is changed to On, the system sends a prompt to print the Payroll
Pre-Posting reports and the Payroll Integration to Payables specific reports.
Printing and Posting Checks

Once the Payroll Checks Calculation Report is printed and it contains no errors,
print the employees paychecks. Use the Print Payroll Checks window to print
computer paychecks. To open this window, click the HR and Payroll series
button, click Payroll on the Transactions content pane, and then click Print
Checks.
FIGURE 9.16 PRINT PAYROLL CHECKS WINDOW
9-30


Direct Deposits are calculated and Earnings Statements can be printed. Once the
paychecks are printed, there is the option to reprint or void paychecks that are
already printed before posting the Payroll.
Enter or select a Checkbook ID that checks are going to post to. The default ID
for computer checks (defined in Payroll Setup) appears, and can be changed, if
necessary. The next check number defaults from Checkbook Maintenance for the
selected checkbook, and can be changed, if necessary.
The check date prints on the check and is the date the checks are posted within
Payroll and to Bank Reconciliation. The check date defaults to the current user
date, prints on the check, and is the date used when the Payroll files are updated.
When Direct Deposit is being used and the check date changes, a message
appears indicating the ACH posting date is going to be recalculated, which can
change the payment dates for direct deposit employees.
Select Active to turn on Payroll Direct Deposit. Select Inactive to turn off
Payroll Direct Deposit. Enter the date that appears in the ACH file as the posting
date. This is the date when the employee's direct deposit account is credited to
the employee's bank.
The default ACH Posting Date is taken from the Check Date plus or minus the
number of days entered in the Pay To Post field of the Direct Deposit Setup
window. A different date can be entered when the ACH file is to be posted on
another date.
If using Direct Deposit and the check date is changed, a message appears
indicating the ACH posting date is going to be recalculated, which can change
the payment dates for direct deposit employees.
Checks can be selected to print in order by:
Employee ID
Employee first name
Employee last name
Department
Class ID
Any of the following different Payroll check formats can be selected including:
Stub on Top-Continuous
Stub on Bottom-Continuous
Stub on Top and Bottom-Single Feed
Other-Continuous
Other-Single Feed

9-31

When printing an alignment form:
1. Select the Print Alignment Form option button.
2. Click Print to print the alignment form, which can be printed from
both the Print Payroll Checks and Post Payroll Checks window.
3. Use the alignment form to ensure the checks are aligned correctly.
To print checks:
1. Select Checks from the Print drop-down menu.
2. Click Print to print the checks using the check format selected.
After the paychecks are finished printing, the Post Payroll Checks window opens.
Use this window to complete or do the following:
Check Alignment
Reprint Checks
Void Checks
Earnings Statement Alignment
Print Earnings Statement
Reprint Earnings Statement
Void Print Earnings Statement
Post the paychecks to complete the pay run
Create Deposits
HINT: It is critical to go to the printer and ensure all checks are printed
correctly before completing the Post Payroll Checks window. If not, then the
checks must be voided individually using the Void Checks window, the
transactions re-entered, and then the computer check process must be
completed again to generate the checks.
Enter the posting date for this check run. This date is used to post to General
Ledger, and defaults from the check date.
To print earnings statements separately, the Payroll checks must be already
printed. The ACH File can also be created before posting by selecting the Create
Deposits option in the Post Payroll Checks window after printing the checks.
When Process is chosen after the Create Deposits option is selected, the ACH
File can be verified within the Generate ACH File window before posting. The
ACH build for the pay run is created again during the posting process, which is a
duplicate of the ACH build created when Create Deposits is processed. One of
the builds can be deleted from the Generate ACH File window.
9-32


When posting checks and all the checks print properly, select Post Checks from
the Process drop-down menu. Click the Process button to post the checks, and
the transactions associated with them.
Once the posting process is complete:
The Computer Check Posting Journal, the Check Posting Register

and other registers are printed.
Depending upon the way the system is set up, posting journals can or
cannot be printed when posting. These audit trail reports are
optional; and can be selected to print when the system is set up.
Any check numbers used during the alignment process are noted on
the Computer Check Register, as well as the numbers for any checks
that are reprinted or voided.
Checks used for alignment forms are listed as *ALIGNMENT.
Voided checks appear with an asterisk before the check number, and
reprinted checks appear as * REPRINTED.
A summary of the Payroll taxes for this pay run appears at the
bottom of the Computer Check Register. The employer FICA tax
liability is also calculated and posted. This report is very helpful
when making the necessary tax deposits.
The system creates Payables vouchers for all vendors setup in the
Payroll Integration to Payables Vendor setup window. The vouchers
can be processed in Payables Management.
When selecting a check process:

1. Use the Process drop-down menu, and select Void Checks to void
an employee's check because of incorrect employee or financial
information on the check.
2. Select a check or range of checks to be voided, and then click
Process. Voided checks are not posted to General Ledger.
3. Select Reprint Checks to reprint a range of paychecks because a
printer malfunction damaged the original paychecks.
4. Enter the check or range of checks to be reprinted, and then click
Process after inserting check forms in the printer. The original check
is automatically voided.
5. Select Print Alignment to realign check forms to reprint checks.
6. Click Process after inserting check forms in the printer.
HINT: If paychecks are being voided or reprinted, all the paychecks in this pay
run can be voided or printed, or a range of paychecks can be specified.

9-33

When processing the Payroll, the Deductions In Arrears calculates and attempts
to take any deductions currently in arrears along with the standard deductions for
that pay run. Any new deductions that cannot be collected during that Payroll
processing are then assigned as new arrears records for that employee.
Collection is not attempted for deductions in arrears without marking the Allow
Arrears check box in the Employee Deduction Maintenance window. The
Microsoft Dynamics GP deductions standard that requires that the net amount of
the check cannot fall below the Minimum Net Pay still applies.
Voiding A Payroll Check

Use the Void Payroll Checks window to void one or more computer or manual
checks that are printed and posted. To open this window, click the HR and
click Void Checks.
FIGURE 9.17 VOID PAYROLL CHECKS WINDOW
When voiding a check using Void Payroll Checks, all Payroll information is
updated, such as:
9-34
Taxes
Deductions
Benefits
Sick time
Vacation time accruals


Voiding checks using this window reduces the possibility of user errors that can
occur if the information is entered manually as a negative manual check.
Use the Void Payroll Checks window to void checks in the following situations:
An error is identified on a check or group of checks that already

posted.
An entire check run is printed and posted, and then it is recognized

that the checks posted within Payroll or to General Ledger with the
incorrect date.
An entire check run is printed and posted using the incorrect

checkbook. Void the entire check run without having to enter
negative manual checks for each employee or without having to
restore from a backup.
Checks must meet several conditions to be voided, including:
The check cannot be reconciled in the Bank Reconciliation module.
The check cannot be selected for reconciling in the Bank

Reconciliation module.
Check and transaction history must be retained when the check is

issued and the checks to void must still exist in history.
The check date must fall within the current (calendar) year. (The
current year is based on the user date.)
HINT: To void a check for a different year, or to void a reconciled check, a

negative manual check must be entered using the Payroll Manual CheckAdjustment Entry window.
When check information is being entered, enter or select the ID for the
checkbook that the check or checks to void are issued. Indicate whether to
display all or a range of checks available for voiding.
Checks can be displayed by:
Check Number
Employee ID
Audit Trail Code
To display a range, enter or select the first and last check, or Employee ID or
Audit trail code. All the checks that can be voided between the two entries are
included in the range. The first and last entries do not have to be existing checks,
employees or audit trail codes.

9-35

When entering the check date:
This is the date that appears as the posting date in Payroll for the
entries used to reverse the checks.
It is also the date used to update Bank Reconciliation if the system is

integrated with that module.
All the entries posted offset the amounts of the original check. For
example, if the original check is positive, the offsetting amounts
posted when voiding the check are negative. If the original check is
negative, the offsetting amounts are positive.
Enter the posting date for the checks. This is the date that appears as the posting
date for the reversing entries to the General Ledger accounts that offset the
original transaction distributions. It also is the Posted Date that prints on the
Payroll Check Posting Register.
When using redisplay:
Click Redisplay to display the checks within the selected range that
are available for voiding.
If changes are made to the selected range, click Redisplay again to

display the checks within the new range.
HINT: If a check meets all the criteria necessary to be voided but it does not
appear in the scrolling window, it is possible another user in the system
reconciled the check or selected it for reconciling in the Bank Reconciliation
module, or it is possible the user removed history for the check since the
window opened.
When voiding checks:
1. Select each check to void or select Mark All to void all checks.
2. If it is decided not to void a check, clear the check, or if none of the
checks are to be voided select Unmark All.
Print a Void Payroll Checks Edit List. Use the void Payroll checks edit list to
show:
All checks available for voiding (based on the range entered) and the
checks chosen to be voided (indicated by an X).
A list of checks that cannot be voided, with the message beneath

each check explaining why.
To print the report, click the Printer icon or choose select Print from the File
menu. If a range is selected to display in the scrolling window (such as selecting
checks for reconciliation in the Bank Reconciliation module), and another user
already made changes to these checks, the edit list displays messages beneath any
checks no longer available for voiding.
9-36


Void the Check and Print the posting reports. When voiding the check and
printing posting reports:
Review the entries on the edit list, and then click Process to void the
selected checks.
By selecting Process, the amounts posted for the original check are
reversed.
Depending on how the system is set up, several audit trail reports can
be printed when choosing Process (including the Check Posting
Register and Check Register).
Select the posting reports to print using the Posting Setup window. The Check
Posting Register is similar to the edit list and shows the details for each
transaction that is posted.
HINT: If keeping check and transaction history, both the original check and the
voided check prints on history reports (the voided check amounts are negative).
The voided checks also are indicated by an asterisk on the Check History
Report.
How Payroll Calculates The Minimum Wage Balance

If there are employees whose income is derived primarily from tips or piecework,
but who are also guaranteed a minimum hourly wage, use Payroll to
automatically calculate that minimum wage and generate a Payroll transaction to
make up the difference, if any.
Payroll calculates the amount for the pay rate entered for the minimum wage
balance pay code in the Pay Code Setup window times the hours entered for a
pay period. Then the same calculation is done using the minimum wage balance
pay rate entered in the Employee Maintenance window. Any other income,
including Charged Tips and Reported Tips but excluding EIC, is added to the
amount from the Employee Maintenance window calculation, and the two totals
are compared.
An employee must earn at least the amount from the minimum wage balance pay
code calculation. If the amount is less than the minimum wage balance pay code
amount, an automatic transaction is generated for the difference. To ensure the
correct minimum wage balance record is used, only have one active minimum
wage record active for each employee at a time.

9-37

Entering Deduction in Arrears Transactions
Deduction In Arrears allows mandatory arrears to be captured for collection
during the pay run for an employee. Use the Mandatory Arrears window to
process the mandatory arrears. To open this window, click the HR and Payroll
series button, and click Mandatory Arrears on the Transactions content pane.
FIGURE 9.18 MANDATORY ARREARS WINDOW
The Mandatory Arrears feature is used for a standard deduction like health
insurance that is a required per pay period deduction even though the employee
does not receive a paycheck for that pay period.
It becomes a new step in the Payroll process to collect and post all mandatory
deductions for any employees not included in that pay period process. Once
Mandatory Arrears are calculated they are then posted and an Arrears record for
that employee, deduction and arrears amount is created.
Collection is not attempted for mandatory deductions without marking the Allow
Arrears and Mandatory Arrears check boxes in the Employee Deduction
Maintenance window.
Enter the beginning (From) and ending (To) check dates range. Once the check
date range is entered, the Pay runs to Include scrolling window populates with
all builds that are posted with a check date that falls within that date range. Select
the appropriate builds. Mandatory Arrears are calculated based on Deduction
frequency.
9-38


Once all the appropriate Builds are selected, select or enter the desired
Deductions Frequency, Deduction Code and Arrears Date. The Deduction
Frequency restricts the calculated arrears to mandatory employee deductions
that are setup with that deduction frequency.
When the Deduction Code is left blank the system calculates mandatory arrears
for all employee deductions that match the deductions frequency selected. When
mandatory arrears are calculated for a specific deduction that deduction can be
selected from the lookup or the deduction code can be entered into this field.
Enter the Arrears Date to assign the arrears record created during the Post
Mandatory Arrears process. Once all the criteria is selected, press Calculate at
the bottom of the window. The system calculates which employees have
mandatory deductions and which employees are not included in any of the
selected Builds that match any other criteria selected.
NOTE: The employee must not exist in any of the selected builds to show in the
scrolling window in the Calculated Arrears section of the Mandatory Arrears
window.
The scrolling window in the Calculate Arrears section of the Mandatory
Arrears window populates with all employees and mandatory deductions that
match all the criteria. The Arrears Amount defaults to that employee deduction
amount from the employee deduction record but can be edited. Select the
Employee/Deduction(s) to create Mandatory Arrears records for.
By selecting or deselecting the Include $0.00 option, it further expands or
restricts the Mark All selection. Mandatory Arrears functionality only supports
Fixed Amount deductions.

9-39
Lab 9.1 - Entering Employee Mass Transactions

Scenario
The employees did great work in March, and management wants to reward all
bonus-eligible employees with a $100 bonus. All bonus-eligible employees have
the BONS pay code assigned to them. The one exception to this bonus is Brenda
Diaz, who does not qualify for the bonus.
Challenge Yourself
Use Mass Transaction Entry to record a $100 bonus for all eligible employees,
except for Brenda Diaz.
Need a Little Help?

1. Create a batch to record the bonus pay for employees. Use the
Payroll Batch Entry window. (Transactions > Payroll > Batches)
2. Accept the defaults for information not provided in the following
table:
Field
Selection
Batch ID
BONUS
Origin
Computer Checks
Comment
Bonus for March
Frequency
Single Use
3. Click the Transactions button and choose to go to the Payroll Mass

Transaction Entry window. Enter the following information to record
a mass transaction. Accept the defaults for the information not
provided in the following table. Click Insert, even though All
employees is chosen. The restriction must still be inserted to preview
the transactions.
9-40
Field
Selection
Transaction Type
Pay Code
Code
BONS
Date
3/15/17
Amount
100.00
Range
All Employees


4. When finished entering the data, click the Preview button to view
which employees are getting a bonus. Brenda Diaz (DIAZ0001) is
not getting a bonus, since she does not qualify. Clear the include box
so she does not receive a bonus.
5. Click the Build Batch button in the Preview Mass Entry
Transactions window to create the transactions.
6. Click the Transactions button in the Payroll Mass Transaction Entry
window to open the Payroll Transaction Entry window.
7. Select the BONUS batch using the Batch ID lookup. Then print the
transaction edit list to view the transactions created. Another option
is to use the Transaction Entry window to edit the transactions.

9-41
Lab 9.2 - Entering Payroll Computer Check Transactions

Scenario
Angela Barbariol turned in her timesheet for the pay period 3/1/17 through
3/15/17, with a total of 80 hours worked over the 10 day/2 week period. Also,
Pilar Ackerman's supervisor notified you that she took a week of vacation during
the same pay period. Pilar is a salaried employee, and her 40 hours of vacation
from 3/8/17 to 3/12/17 need to be recorded. Record these transactions to be
included in your next pay run.
Challenge Yourself
1. Record transactions for Angela and Pilar in a single-use batch.
2. Print an edit list to review your work.
Need a Little Help?

1. Record Angela's hours and Pilar's vacation using the Payroll
Transaction Entry window. (Transactions > Payroll > Transaction
Entry)
2. Create a batch for the transactions to be entered.
Field
Selection
Batch ID
HOUR (add the batch)
Comment
3/15 Payroll
Frequency
Single Use
3. Click the Transactions button in the Payroll Batch Entry window

and choose to return to Payroll Transaction Entry.
4. Record the Payroll transaction defaults:
Field
Selection
Pay Period
3/1/17-3/15/17
Days Worked
10.00
Weeks Worked
2.00
5. Use the Employee ID lookup button to locate BARB0001, or type

the ID directly into the Employee ID field.
9-42

HINT: If the first few letters of the Employee ID are typed (BAR) and then the
lookup button is clicked, the lookup defaults to the designated section of the
Employee List (Employee IDs beginning with BAR).
6. Finish entering Angela's transaction information.
Field
Selection
Transaction Type
Pay Code
Code
HOUR
Hours/Units
80.00
7. Accept the defaults for the remaining fields.

8. Enter a transaction to record Pilar's vacation time using the following
information. The VACN pay code needs to be added to Pilar
Ackerman's record:
Field
Selection
Employee ID
ACKE0001
Transaction Type
Pay Code
Code
VACN
Amount
40.00
Date From
3/8/17
Date To
3/12/17
9. Print an edit list to verify the accuracy of the transactions entered,

and then close the Payroll Transaction Entry window.

9-43
Lab 9.3 - Building Payroll Checks

Scenario
You are now ready to process semimonthly Payroll for the pay period 3/1/17
through 3/15/17, which includes:
10 days/2 weeks
Salaried employees
HOUR and BONS transaction batches
Since this is the first Payroll of the month, include only the 401(k) deduction and
401(k) benefit.
Challenge Yourself
Using the settings described above, create a build default that can be used for
future Payrolls. Use the default created to build the Payroll.
Need a Little Help?

1. Use the Build Payroll Checks window to setup the Payroll default
with the information provided in the following table. (Transactions >
Payroll > Build Checks)
Field
Selection
Default ID
Normal (Add the default)
Description
Normal Payroll
2. Save and close the Payroll Check Default Setup window.

3. Enter the following information in the Build Payroll Checks window.
9-44
Field
Selection
Type of Pay Run
Regular
Pay Period Dates
3/1/17-3/15/17
Employee Class Range
ALL
Employee ID Range
ALL
Include Pay Periods
Semimonthly
Include Automatic Pay Types
Salary
Days Worked
10.00
Weeks Worked
2.00


4. Click Include Deductions to open the Payroll Check Deductions
window. Choose to include 401(k) only.
5. Click Include Benefits to open the Payroll Check Benefits window.
Choose to include 401(k) only.
6. Click Select Batches to open the Payroll Check Batches window.
Choose to include the BONS and HOUR batches so they are
included in the pay run.
7. Click Build in the Build Payroll Checks window to build the
computer checks.
8. Save the changes to the build default, and print the Check File report
to the screen for review.

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Lab 9.4 - Calculating Payroll Checks

Scenario
Since the Payroll batch is successfully built, now calculate the batch to review
check information before printing Payroll checks.
Challenge Yourself
Calculate the Payroll checks, and print the Calculate Checks report to the screen
for review.
Need a Little Help?

1. Use the Calculate Payroll Checks window to calculate Payroll
checks. (Transactions > Payroll > Calculate Checks)
2. Print the Calculate Checks report to the screen for review.
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Lab 9.5 - Printing and Posting Checks

Scenario
The checks are calculated, and the Calculate Checks report is already reviewed
for accuracy, now print and post the Payroll checks dated 3/15/17.
Challenge Yourself
1. Print the Payroll checks using the Other-Single Feed form.
HINT: If printing to a dot matrix printer, make sure to print an alignment form
before printing the actual checks to ensure the printer is aligned correctly.
2. Post the Payroll checks, and print the posting journals to the screen.
Need a Little Help?
Print the Payroll checks using the Print Payroll Checks window.
(Transactions > Payroll > Print Checks)
Accept the defaults for information not provided in the following

table.
Field
Selection
Checkbook ID
PAYROLL
Print
Checks
Sort Checks By
Employee ID
Check Format
Other-Single Feed
Starting Check
Accept the default
Check Date
3/15/17
Print the checks to the screen.
The Post Payroll Checks window appears automatically once checks

are printed.
Accept the default Posting Date and select Post Checks as the
process. Click Process to post the Payroll checks.
Print the posting journals to the screen for review.

9-47
Payroll Direct Deposit Routines

Adding Payroll Direct Deposit to Payroll requires varying the typical Payroll
process routine. In addition to building, calculating, printing and posting checks,
it is also necessary to calculate direct deposit transactions, print earnings
statements or voided checks for employees using Direct Deposit and generate an
ACH file to transmit to the financial institution.
Calculating Payroll Direct Deposit Information

Payroll Direct Deposit changes the Payroll process for Microsoft Dynamics GP.
After building and calculating checks, complete these additional tasks if using
Direct Deposit.
Use the Print Payroll Checks window to calculate direct deposit and print checks
and earnings statements. After the checks are printed, the Post Payroll Checks
window opens. Refer to Posting checks using Payroll Direct Deposit for more
information. To open the Print Payroll Checks window, click the HR and
click Print Checks.
FIGURE 9.19 PRINT PAYROLL CHECKS WINDOW
Select Process to calculate the direct deposit information. If some of the direct
deposits are not made, an exceptions report prints. If there are exceptions, change
them now and recalculate Payroll; however any exceptions are not required to be
changed before continuing with the Payroll process.
If the Earnings Statements is set to print Separate from Checks in the Direct
Deposit Setup window, checks must be printed now. Proceed with Printing direct
deposit earnings statements.
9-48


Printing Direct Deposit Earnings Statements
Use the Post Payroll Checks window to print direct deposit earnings statements.
After the checks are printed using the Print Payroll Checks window, the Post
Payroll Checks window opens. Refer to Calculating Payroll Direct Deposit
Information for more information.
FIGURE 9.20 POST PAYROLL CHECKS WINDOW
If the Earnings Statements are set up to print Separate from Checks in the Direct
Deposit Setup window, checks must be printed before printing the earnings
statements.
If it is necessary to reprint any earnings statements that printed already, print
them after the earnings statements printed. However, earnings statements cannot
be printed after posting. If the Deposit Method is Separate from Checks print the
earnings statements now. Earnings statements cannot be printed after posting.
Enter a Posting Date or accept the default date and select Print Earnings
Statements in the Process field. This date can be changed on the Starting
Earnings Statements field. Select Process to print direct deposit earnings
statements.
After the earnings statements are printed, the Post Payroll Checks window opens.
Continue the Payroll process with Posting checks using Payroll Direct Deposit.

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Posting Checks Using Payroll Direct Deposit
Use the Post Payroll Checks window to post checks. If the deposit method is
Separate from Checks, print the earnings statements before posting checks. Refer
to Printing direct deposit earnings statements. The Post Payroll Checks window
opens after checks or earnings statements are printed.
FIGURE 9.21 POST PAYROLL CHECKS WINDOW
Enter a Posting Date or accept the default date and select Post in the Process
field. Select Process to post the Payroll checks. Continue the Payroll process
with Generating an ACH file.
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Generate ACH File

Use the Generate ACH File window to create an ACH file; the electronic file that
contains information the bank can use to transfer electronic payments into
employee back accounts. To open this window, click the HR and Payroll series
button, click Payroll on the Transactions content pane and then click Generate
ACH File.
FIGURE 9.22 GENERATE ACH FILE WINDOW
After posting Payroll, generate the ACH file. An ACH file is an Automated
Clearing House transaction file, and is a text file containing a group of electronic
payments. The ACH file summarizes basic information about the account the
company pays its Payroll from. It includes basic information about the
employees accounts. The electronic payments are deposited into employee bank
accounts in lieu of paper checks.
Direct Deposit Reports

There are a number of Direct Deposit reports that can be generated from the
window to access information about a direct deposit transfer. For example, the
Transmittal report prints the Direct Deposit ACH Transmittal Report for the last
file generated.
HINT: This report is not the ACH file. The ACH file transmitted to the financial
institution is written to the location specified in the ACH File Location field in
the ACH Fields Setup window.

9-51

Payroll Direct Deposit reports available are:
9-52
Report
Report Information
Direct Deposit ACH File

Report
A printout of the ACH file. Creating a printout

at the time the ACH file is generated saves the
work of opening and printing the ACH
destination file later.
Direct Deposit ACH

Transmittal Report
A combination of smaller reports, based on

information entered during the Payroll process.
Use transmittal reports to view the effect of the
direct deposit transactions on the company's
accounts, and employees savings and checking
accounts. Each report is separated from the
others with a page break.
Direct Deposit Check

Register
A check register with an asterisk (*) is for

checks that are voided during the Payroll
process. A D indicates a check that is voided
due to direct deposit.
Direct Deposit Detail List
A list of all employee accounts, including those

belonging to the employees who are not part of
the current pay run, that have prenote status for
any account in the Status drop-down list in the
window.
A descriptive summary of all employee
accounts involved in Payroll Direct Deposit. In
this report, one line is created for each
employee account. If an employee is using two
direct deposit accounts, for example, there are
two lines in the report representing that
employee's line items.
Direct Deposit Exceptions

Report
Lists any employee direct deposits that are not

completed. Exceptions are divided into four
categories: Insufficient Funds, Amount
Deducted, Not Deposited, and Other.
Direct Deposit List
A list of all employees and their direct deposit

statuses. In this report, one line item is created
for each employee. An employee can have an
Active status even if his or her account status is
set to Inactive. For an employee to have an
Inactive status, Inactive must be selected in the
window.

Report
Report Information
Direct Deposit Register
Shows the amount deposited for each

employee. The report lists the Employee ID,
Social Security number, gross pay, net pay, and
check number.
Direct Deposit Statement of

Earnings
Generated when Payroll checks are posted.

Instead of printing voided checks for employees
who have all their earnings deposited using
direct deposit, checks can be printed for only
those employees who are paid with a real
Payroll check. Employees paid entirely through
direct deposit transactions can be given
earnings statements that can be printed on
regular printer paper. The direct deposit
earnings statements include the same
information as the Payroll checks and check
stubs.
Direct Deposit Trxs

Register
A list of all direct deposit transactions within

the builds in the Generate ACH File window.
The report lists all employees who are enrolled
in either type of direct deposit transaction in
alphabetical order. Other information is
included for each employee record, the
employee's Social Security or employee ID
number, the types of accounts the funds are
deposited to, and the amount deposited to each
account. Prenotification transactions also
appear on this report.
Indicates reports that can be

assigned to named printers.
Direct Deposit ACH File
Report
A printout of the ACH file. Creating a printout

at the time the ACH file is generated saves the
work of opening and printing the ACH
destination file later.
Direct Deposit ACH

Transmittal Report

information entered during the Payroll process.
Use transmittal reports to view the effect of the
direct deposit transactions on company's
accounts, and employees savings and checking
accounts. Each report is separated from the
others with a page break.

9-53
Report
Report Information

Register
A check register with an asterisk (*) is for

checks that are voided during the Payroll
process. A D indicates a check that is voided
due to direct deposit.

belonging to the employees who are not part of
the current pay run, that have prenote status for
any account in the Status drop-down list in the
window.
A descriptive summary of all employee
accounts involved in Payroll Direct Deposit. In
this report, one line is created for each
employee account. If an employee is using two
direct deposit accounts, for example, there are
two lines in the report representing that
View Completed Prenotes

Use the Completed Prenotes window to view how many prenotifications are
completed for different direct deposit accounts for specific employees.
If an ACH file generated includes an employee account with a prenote status, the
ACH file line item includes financial institution and account numbers, but it has a
zero dollar value.
Payment to employees with entries that are in prenote status depends on whether
all or some of the employee's accounts have prenote status:
9-54
If all an employee's accounts have prenote status, the employee is not

paid by Direct Deposit. A check is generated for the employee
instead.
If an employee has a combination of active and prenote status

accounts, the employee's distributions to the active accounts are
completed. The remainder of net is deposited in a direct deposit
account; it is not paid by check.


Generate The ACH File
These following instructions assume the following processes are already
completed: building checks, calculating checks and direct deposit, printing
checks and earnings statements and posting checks.
1. Select the Payroll build to be generated.
2. If necessary, select to include all prenotes to submit zero dollar
transactions for those direct deposit records in prenote status.
3. Delete build after use for the selected Payroll build to be
automatically deleted from the window once the ACH file is
generated.
4. Once the options are defined, click Create File to generate the ACH
file to the path specified in Direct Deposit Setup.
Use the Delete button to delete the selected build. Click Delete All to remove all
builds from the window. Once a build is deleted from the Generate ACH file
window, it cannot be used again to generate an ACH file.
Generating An ACH File With Prenotes Only

Use the Generate ACH File window to generate an ACH file that includes only
prenote accounts. To open this window, click the HR and Payroll series button,
click Payroll on the Transactions content pane and then click Generate ACH
File.
FIGURE 9.23 GENERATE ACH FILE WINDOW

9-55

A prenotes-only ACH file includes all employee accounts that have the prenote
status. To generate a prenotes-only ACH file, it is not necessary to complete the
Payroll portion of the process. Because no Payroll builds are included in this
ACH file, marking Delete build after use has no effect on this process.
Select Include all prenotes. Unselect the Include check box on each line in the
scrolling window. This ensures that no Payroll builds are used in the ACH file.
Select Create File. The Report Destination window opens. Select a print
destination for the ACH Transmittal report.
This report is not the ACH file. The ACH file that transmits to the financial
institution is written to the location specified in the ACH File Location field in
the ACH Fields Setup window. For more information, refer to Setting up the
ACH fields.
Summary
This chapter explains how to create single-use batches, or recurring batches for
transactions entered on a regular basis. Batches can be used to identify a group of
transactions entered by a specific employee, or a group of transactions entered on
a particular date. This course also describes how to create transactions including
computer check, manual check, arrears, mandatory arrears and Payroll accrual
transactions.
9-56
When posting to General Ledger, the batch appears in the Financial

Series Posting and Master Posting windows. The transactions can be
edited in the General Ledger Transactions Entry window before
posting them again.
Choose Build Batch in either the Payroll Mass Transaction Entry

window or the Preview Mass Entry Transactions window to create
the transactions for the selected employees.
A transaction number automatically is assigned to each transaction;

the numbers are used to differentiate transactions. The transactions
are removed from the batch when checks are posted, unless they are
recurring transactions.
Retroactive pay does not apply to these pay types: Business Expense,
Charged Tips, Reported Tips, EIC, Minimum Wage Balance, and
Pension.
If errors are caused because the wrong range of employees is

included or because a deduction or benefit is not included, make the
change using the Build Payroll Checks window, then choose
Rebuild.
When an employee's wage calculations have conflicts in both

deduction sequence and earnings codes, or have conflicts in TSA
calculations, Payroll excludes the employee's paycheck from
processing.

If it is necessary to reprint or void any paychecks that printed

already, this must be done after the paychecks print. However,
paychecks cannot be printed after they are posted.
Select Delete Build After Use, to delete the direct deposit data file
after the ACH file is generated. If Delete Build After Use, is not
selected, the build is available if the ACH file needs to be generated
again.
Mandatory Arrears functionality only supports Fixed Amount

deductions.
If the manual check entry is being used to reverse a previous check,

enter negative amounts. All entries are posted as negative amounts,
offsetting the amounts of the earlier check.

9-57
Test Your Knowledge


1. How is a post-dated pay rate activated?
( ) A post-dated pay rate is activated when the user date is set to the effective
date for the pay code.
( ) A post-dated pay rate is activated automatically when building checks for
a pay period that includes the effective date.
( ) A post-dated pay rate is automatically activated on the effective date.
( ) A post-dated pay rate is activated when the pay code is activated in the
Activate Employee Post-Dated Pay Rates window.
Payroll Transaction Entry

2. If a transaction for hourly pay dated 5/18 is included in a pay run with a
starting date of 5/1 and an ending date of 5/15, what happens?
( ) Payroll considers this a critical error and does not let processing continue
until the transaction is corrected.
( ) Payroll lists it as a warning on the Calculate Checks window, but
processing can be completed anyway.
( ) Payroll ignores the error and processing continues, but lists it as an error
on the Calculate Checks window.
( ) Payroll lists it as a warning on the Calculate Checks window and does not
allow further processing.
3. When is the information transferred to the check history and transaction
history tables in Payroll?
( ) When check processing is completed
( ) After the year-end wage file is created
( ) During quarter-end
( ) During month-end
4. Which of the following can a transaction be entered for in Payroll
Transaction Entry? (Select all that apply.)
( ) Deduction
( ) Workers' Compensation Liability
( ) Benefit
( ) Pay Code
9-58


5. Which of the following statements are true about advance pay runs? (Select
all that apply.)
( ) Advances can be run at the same time a regular pay run is generated.
( ) Advances can be made for hourly (pay code) employees.
( ) Advances can be made for salary (pay code) employees.
( ) No taxes, benefits or deductions are calculated on the advance pay run.
6. Which of the following are automatic pay types and do not require a
transaction to be included in a Payroll check build? (Select all that apply.)
( ) Salary
( ) Holiday
( ) Pension
( ) Hourly
7. If a transaction for 8 hours is entered on a vacation pay code based on an
employee salary pay code with a frequency of biweekly, how many hours of
salary pay does the employee receive?
( ) 8 hours
( ) 88 hours
( ) 72 hours
( ) 80 hours
Calculate Checks
8. Which of the following is the best option to correct the number of hours on a
transaction for an employee which is noticed while calculating checks?
( ) Go back to Build Checks and select the build, click Remove, then make
the correction on the transaction.
( ) Finish check processing and then void that check, then make the
correction on the transaction.
( ) Go directly to Transaction Entry and make the correction on the
transaction.
( ) Delete the employee from the check run.
9. When calculating checks, which of the following must be corrected before
the pay run can be completed?
( ) Errors
( ) Warnings
( ) Warnings and Errors
( ) Critical Mistakes

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Payroll Manual Check/Adjustment Entry
10. When entering manual checks, how are taxes calculated?
( ) No taxes are withheld on a manual check in Payroll.
( ) Taxes are calculated automatically by using tax tables that are installed.
( ) Tax amounts are entered manually by the data entry person.
( ) Taxes are calculated using flat tax rates entered on pay records.
9-60

Lab 9.1 - Entering Employee Mass Transactions (Solution)

Scenario
Your employees did great work in March, and management wants to reward all
bonus-eligible employees with a $100 bonus. All bonus-eligible employees have
the BONS pay code assigned to them. The one exception to this bonus is Brenda
Diaz, who does not qualify for the bonus.
Step by Step
Create a batch to record the bonus pay for employees. Use the
Payroll Batch Entry window. (Transactions > Payroll > Batches)
Enter the following batch information; accept defaults for any

information not provided in the following table.
Field
Selection
Batch ID
BONUS
Origin
Computer Checks
Comment
Bonus for March
Frequency
Single Use
Click the Transactions button, when prompted choose to go to the

Payroll Mass Transaction Entry window by selecting the window
and clicking the Go To button.
Select Pay Code for the Transaction Type.
Use the Pay Code lookup button to open the Pay Codes Lookup
window. Locate BONS, highlight it, and then click Select to return
to the Payroll Mass Transaction Entry window.
Enter the following information, accept all other defaults.

Field
Selection
Date (From & To)
3/15/17
Amount
100.00
For ranges, select Employee ID and click the All option button.
Click Insert to insert the range of all employees into the restrictions
box.

9-61
9-62
When finished entering the data, click the Preview button to open
the Preview Mass Transactions entry window. This lists which
employees are getting a bonus. Brenda Diaz (DIAZ0001) is not
getting a bonus, since she does not qualify. Clear the Include check
box so she does not receive a bonus.
Click the Build Batch button in the Preview Mass Entry

Transactions window to create the transactions.
Click the Transactions button in the Payroll Mass Transaction Entry

window to open the Payroll Transaction Entry window.
Use the Batch ID lookup button (in the Payables Transaction Entry
window) to open the Batch Lookup window. Locate BONUS,
highlight it, and then click Select to return to the Payroll Transaction
Entry window.
Click the Print button to print an edit list of the transactions for
review.
Choose screen as the destination.
Once the report is reviewed, close the screen output window and the
Payroll Transaction Entry window. The transactions are
automatically saved.
Choose Cancel when prompted to print the Payroll transaction audit

report.

Lab 9.2 - Entering Payroll Computer Check Transactions

(Solution)
Scenario
Angela Barbariol turned in her timesheet for the pay period 3/1/17 through
3/15/17, with a total of 80 hours worked over the 10 day/2 week period. Also,
Pilar Ackerman's supervisor notified you that she took a week of vacation during
the same pay period. Pilar is a salaried employee, and her 40 hours of vacation
from 3/8/17 to 3/12/17 need to be recorded. Record these transactions to be
included in your next pay run.
Step by Step
1. Record Angela's hours and Pilar's vacation using the Payroll
Transaction Entry window. (Transactions > Payroll > Transaction
Entry)
2. Enter the Batch ID.
Field
Selection
Batch ID
HOUR
3. When tabbing off the Batch ID field, the system asks whether to add
the batch. Choose Add which then opens that Payroll Batch Entry
window. Complete the batch information.
Field
Selection
Comment
3/15 Payroll
Frequency
Single Use
4. Click the Transactions button in the Payroll Batch Entry window

and choose to return to Payroll Transaction Entry.
5. Specify the transaction defaults:
Field
Selection
Pay Period From/To
3/1/17-3/15/17
Days Worked
10.00
Weeks Worked
2.00
6. Use the Employee ID lookup button to open the Employees Lookup

window. Locate BARB0001, highlight it, and then click Select to
return to the Payroll Transaction Entry window.

9-63
HINT: If the first few letters of theEmployee ID are typed (BAR) and then the
lookup button is clicked, the lookup defaults to the designated section of the
Employee List (Employee IDs beginning with BAR).
7. Complete Angela's transaction information.
Field
Selection
Transaction Type
Pay Code
Code
HOUR
Amount
80.00
8. Accept the defaults for the remaining fields, then tab to the next
blank record in the scrolling window.
9. Use the Employee ID lookup button to open the Employees Lookup
window. Locate ACKE0001, highlight it, and then click Select to
return to the Payroll Transaction Entry window.
HINT: If the entire Employee ID is known, it can also be typed directly in the
Employee ID field in the Payroll Transaction Entry window.
10. Continue entering Pilar's transaction information. The VACN pay
code needs to be added to Pilar Ackerman's record.
Field
Selection
Transaction Type
Pay Code
Code
VACN
Amount
40.00
11. Once VACN is typed in and the tab or enter key is used, the system
asks, Do you want to add this pay code for this employee? Click the
Add button and use the Employee default information. Click Save
within the Employee Pay Code Maintenance window and exit out of
the window. You should now be back in the Transaction Entry
window.
12. Click the Show Details button and enter the following information.
9-64
Field
Selection
Date From
3/8/17
Date To
3/12/17


13. Click Print to print an edit list to verify the accuracy of the
transactions entered.
14. Specify screen as the destination.
15. After reviewing the edit list, close the screen output.
16. Close the Payroll Transaction Entry window; the entries are saved
automatically. It is not necessary to print the Audit report.

9-65
Lab 9.3 - Building Payroll Checks (Solution)

Scenario
You are now ready to process semimonthly Payroll for the pay period 3/1/17
through 3/15/17, which includes:
10 days/2 weeks
Salaried employees
HOUR and BONS transaction batches
Since this is the first Payroll of the month, include only the 401(k) deduction and
401(k) benefit.
Step by Step
1. Open the Build Payroll Checks window. (Transactions > Payroll >
Build Checks)
2. Enter the following Default ID; Normal
3. When prompted, choose to Add the Default ID. This opens the
Payroll Check Default Setup window.
4. Enter Normal Payroll for the Description.
5. Click Save to save the record.
6. Close the Payroll Check Default Setup window to return to the Build
Payroll Checks window.
7. Enter the following information in the Build Payroll Checks window,
accept all other defaults.
9-66
Field
Selection
Type of Pay Run
Regular Pay
Pay Period Dates (From)
3/1/07
Pay Period Dates (To)
3/15/07
Employee Class Range
ALL
Employee ID Range
ALL
Include Pay Periods
Semimonthly
Include Automatic Pay Types
Salary
Days Worked
10.00
Weeks Worked
2.00


8. Click Include Deductions to open the Payroll Check Deductions
window. Choose Selected as the Include option. Then select 401K
from the Available list and click Insert. Click OK to save the
information.
9. Click Include Benefits to open the Payroll Check Benefits window.
Choose Selected as the Include option. Then select 401K from the
Available list and click Insert. Click OK to save the information.
10. Click Select Batches to open the Payroll Check Batches window.
Select to include the BONS and HOUR batches by clicking their
check boxes so they are included in the pay run. Click OK to save
the information.
11. Click Build in the Build Payroll Checks window to build the
computer checks.
12. Click Save when prompted to save changes to the build default.
13. Select Screen as the report destination for the Check File report.
14. Close the screen output once the report is reviewed.

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Lab 9.4 - Calculating Payroll Checks (Solution)

Scenario
Since the Payroll batch is successfully built, now calculate the batch to review
check information before printing Payroll checks.
Step by Step
1. Open the Calculate Payroll Checks window to calculate Payroll
checks. (Transactions > Payroll > Calculate Checks)
2. Click OK to start the calculation process.
3. Select Screen as the destination for the Calculate Checks report.
4. Close the screen output once the report is reviewed.
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Lab 9.5 - Printing and Posting Checks (Solution)

Scenario
The checks are calculated, and the Calculate Checks report is already reviewed
for accuracy, now print and post the Payroll checks dated 3/15/17.
Step by Step
1. Open the Print Payroll Checks window. (Transactions > Payroll >
Print Checks)
2. Accept the defaults for information not provided in the following
table:
3.
4.
5.
6.
7.
8.
9.
10.
Field
Selection
Checkbook ID
PAYROLL (will default)
Print
Checks
Sort Checks By
Employee ID
Check Format
Other-Single Feed
Starting Check
Accept the default
Check Date
3/15/17
Click Print to print the checks.

Select screen as the destination.
Once the checks are reviewed, close the screen output.
The Post Payroll Checks window is now open.
Accept the default Posting Date and Post Checks as the process.
Click Process to post the Payroll checks.
Select Screen as the destination for each posting journal.
After reviewing each posting journal, close the screen output to
allow the next journal to generate.

9-69

chapter:
1.
2.
3.
9-70

Solutions
Test Your Knowledge
1. How is a post-dated pay rate activated?
( ) A post-dated pay rate is activated when the user date is set to the effective
date for the pay code.
( ) A post-dated pay rate is activated automatically when building checks for
a pay period that includes the effective date.
( ) A post-dated pay rate is automatically activated on the effective date.
() A post-dated pay rate is activated when the pay code is activated in the
Activate Employee Post-Dated Pay Rates window.
Payroll Transaction Entry

2. If a transaction for hourly pay dated 5/18 is included in a pay run with a
starting date of 5/1 and an ending date of 5/15, what happens?
( ) Payroll considers this a critical error and does not let processing continue
until the transaction is corrected.
() Payroll lists it as a warning on the Calculate Checks window, but
processing can be completed anyway.
( ) Payroll ignores the error and processing continues, but lists it as an error
on the Calculate Checks window.
( ) Payroll lists it as a warning on the Calculate Checks window and does not
allow further processing.
3. When is the information transferred to the check history and transaction
history tables in Payroll?
() When check processing is completed
( ) After the year-end wage file is created
( ) During quarter-end
( ) During month-end
4. Which of the following can a transaction be entered for in Payroll
Transaction Entry? (Select all that apply.)
() Deduction
( ) Workers' Compensation Liability
() Benefit
() Pay Code

9-71

5. Which of the following statements are true about advance pay runs? (Select
all that apply.)
( ) Advances can be run at the same time a regular pay run is generated.
( ) Advances can be made for hourly (pay code) employees.
() Advances can be made for salary (pay code) employees.
() No taxes, benefits or deductions are calculated on the advance pay run.
6. Which of the following are automatic pay types and do not require a
transaction to be included in a Payroll check build? (Select all that apply.)
() Salary
( ) Holiday
() Pension
( ) Hourly
7. If a transaction for 8 hours is entered on a vacation pay code based on an
employee salary pay code with a frequency of biweekly, how many hours of
salary pay does the employee receive?
( ) 8 hours
( ) 88 hours
() 72 hours
( ) 80 hours
Calculate Checks
8. Which of the following is the best option to correct the number of hours on a
transaction for an employee which is noticed while calculating checks?
() Go back to Build Checks and select the build, click Remove, then make
the correction on the transaction.
( ) Finish check processing and then void that check, then make the
correction on the transaction.
( ) Go directly to Transaction Entry and make the correction on the
transaction.
( ) Delete the employee from the check run.
9. When calculating checks, which of the following must be corrected before
the pay run can be completed?
() Errors
( ) Warnings
( ) Warnings and Errors
( ) Critical Mistakes
9-72


Payroll Manual Check/Adjustment Entry
10. When entering manual checks, how are taxes calculated?
( ) No taxes are withheld on a manual check in Payroll.
( ) Taxes are calculated automatically by using tax tables that are installed.
() Tax amounts are entered manually by the data entry person.
( ) Taxes are calculated using flat tax rates entered on pay records.

9-73
9-74

CHAPTER 10: EMPLOYEE ASSETS AND

DEVELOPMENT
Objectives
The objectives are:
Assign education records to an employee.
Assign skills, skill sets and test records to an employee.
Assign an orientation checklist to an employee and maintain the

progress of the orientation process.
Learn to add or remove individual or groups of employees to a

training class.
Introduction
Assigning the education, skills, tests and training codes to employees completes
the cycle of Employee Assets. As indicated when setting up the codes for these
various assets, it is increasingly important for employer's to track relevant
information about their employees and their endeavors to further educate
themselves.

10-1
Employee Education
Keeping records of an employee's educational background is important, but it is
also very useful when an employee transfers from one position to another. While
companies need employees with a variety of skills, it is also important for the
employees to maintain a certain level of ongoing education and training for their
careers.
If education information is entered for an applicant and the Hire window is used
in Microsoft Dynamics GP Human Resources to enter hiring information for
that applicant, the educational records are transferred to the Education window.
Adding An Employee Education Record

Use the Education window to enter and store information about an employee's
educational background, such as schools attended, majors, degrees and grade
point averages. To open this window, click the HR and Payroll series button,
click Human Resources on the Cards content pane, click Employee and then
click Education.
FIGURE 10.1 EDUCATION WINDOW
Enter or select an Employee ID. Enter the School and Major Information,
including the Year Graduated, Degree obtained, Grade Point Average (GPA),
and the GPA Base. Use the Note button to enter additional information for each
entry. Close the window to save the changes.
10-2

Employee Skills and Tests

Use the Employee Skills window to enter and view information about the skills
the employees have. To query on employees skills and then narrow the search,
complete a sub-query. Do this to quickly see which employees are qualified for
positions within the company. For more information, refer to Defining a Skill and
Creating a Skill Set.
Use the Employee Tests window to enter and store information about employee
tests, such as the date the tests are taken and test scores. Skill and test records
entered for Applicant windows are transferred to the corresponding employee
windows when employee information is entered using the Hire window.
Assigning Skills To An Employee Record

A skill is a special task or operation, such as typing or welding. These skills can
be tracked in the Microsoft Dynamics GP Human Resources modules for both
employees and for applicants. Use the Employee Skills window to record skills
and talents that each employee has. Before skills can be assigned to an employee
record, they must be part of a skill set. To open this window, click the HR and
Employee and then click Skills.
FIGURE 10.2 EMPLOYEE SKILLS WINDOW
Employee skills carry from one skill set to the next. For example, Skill X is part
of Skill Set 1 and Skill Set 2. Information is entered about an employee's
proficiency for Skill X and now this information is displayed when either Skill
Set 1 or Skill Set 2 is selected for the employee.
On the Employee Skills window, enter an Employee ID. On the Skill Set field,
use the lookup or browse buttons to select the appropriate employee skill set. The
scrolling window fills with the skills that are part of that skill set.

10-3

Enter information about the employee's skills by selecting the appropriate check
box in the Obtained column. Enter proficiency ratings for a skill in the
Proficiency field. Other information that can be tracked or viewed from this
window includes whether it is a Part of Wage, Expiration Date and
Compensation.
Adjusting An Employees Skill Record

Use the Employee Skills window to adjust employee skill information. Select the
Employee whose skill information needs to be changed and use the lookup and
browse buttons on the Skill Set field to select the skill group with the skill
information to edit. Make changes as needed.
Querying Employee Skills

Use the Skills Query window to search for employees that meet certain skills
criteria. This feature combines searching skills records with reporting. To open
on the Cards content pane, click Employee, click Skills and then click Skills
Query button.
FIGURE 10.3 SKILLS QUERY WINDOW
Each query that is built is a kind of checklist: only the employees that have all the
skills in the query display. Enter a name in the Query Name field if this is a new
query, or use the lookup button to find a query previously set up. Use the lookup
button on the Skill Set field to select the skill group that contains the skills. The
scrolling window fills with the skills that are part of the desired skill set. Select
the Query Employees option. As indicated, the query can also be used for
applicants or a query can be run for both applicants and employees.
10-4


The Query Search Criteria window is a read-only window that displays all the
skills the system is searching for after the Query button is selected. This serves
as a reminder of what skills are being searched for when performing multiple
queries.
In the Skill scrolling window, select the skills to query. To select a skill,
highlight it and click the Insert button. If the employee needs to have a minimum
proficiency at this skill, enter the minimum proficiency level in the Proficiency
column. Click the Query button to generate a list of employee and/or applicant
names that fit the criteria selected.
If no employees meet all the query requirements, a window appears stating this.
If one or more employees are found who do meet the requirements, the Query
Results window opens. Here the names and IDs of the employees that match the
query display. The Query Search Criteria scrolling window is filled with all the
skills used in the query.
Click the Zoom button to open the Employee Maintenance window to more
closely view the highlighted employee's information. To produce a report, click
the Print button and the Report Destination window opens. Continue processing
the report.
Creating An Employee Skills Sub-Query

To further narrow the list of eligible applicants for a position, complete a subquery. Complete a Query as described in the previous section. After the report
on the first query is generated, return to the Skills Query window.
Click the Sub-Query button. The skills used in the first query appear in the
display-only Query Search Criteria window.
Use the lookup button on the Skill Set field to select the skill group that contains
other skills for the employee. The scrolling window fills with the skills that are
part of that skill category.
To continue for a query, select skills and enter minimum proficiencies as needed.
Click the Query button. If no employees meet all the query requirements, a
window displays with a message stating this.
If one or more employees are found who do meet the requirements, the Query
Results window opens. Here the names and IDs of the employees that match the
query appear. The employees can be sorted by Employee ID or name. The Query
Search Criteria scrolling window is filled with all the skills used in the query.
Click the Zoom button to open the Employee Maintenance window to more
closely view the highlighted employee's information. To produce a report, click
the Print button and the Report Destination window appears. Continue
processing the report normally.

10-5

Several layers of sub-queries can be created, narrowing the list of eligible
employees. By increasing the minimum proficiency levels required for the same
skills, information is obtained on the typical skill levels of the employee pool.
Undoing Queries
By narrowing down the employee list further, eventually a skill query can be
built that has no employee, or very few employees, that meet the specific
requirements.
Microsoft Dynamics GP Human Resources includes a function that allows for
undoing the last query, or as many queries as needed. This allows for backing up
(possibly saving from having to retrace the steps in the query.) Make the Skills
Query window active. Click the Undo Sub-Query button. The effects of the
most recently completed query is undone. Continue to click the Undo SubQuery button until the point desired is reached.
Creating An Employee Test Record

Use the Employee Tests window to enter the scores the employees earn on the
tests administered. Enter a score for each test and enter notes in a separate
window. To open this window, click the HR and Payroll series button, click
Tests. This window is also available from the Employee Maintenance window
using the GoTo menu.
FIGURE 10.4 EMPLOYEE TESTS WINDOW
Use the lookup button in the Test column to select a test taken by the employee
and in the Date column, enter the date the test is administered on. In the Score
column, enter the employee's score on the test. (The total possible score can also
be entered, as in 95 of 100.) Enter additional comments by clicking the Notes
button. Continue these steps until all an employee's test scores are entered.
10-6

HINT: Any test scores entered for applicants subsequently hired, are
automatically added to the Employee Tests window using the Hired function.
Use Microsoft Dynamics GP Human Resources to delete either a single test score
from an employee record or all the employee's test scores.
To delete a test score, select the Employee with the test score to remove and in
the scrolling window locate the record to remove. Select it once, so a black dot
appears on that line near the left margin of the scrolling window. Click the
Delete button.
In the dialog box that appears, select the button for deleting This Item. If all the
tests need to be removed, when the dialog box appears, select the button for
deleting All Items.

10-7
Lab 10.1 - Assigning Skills To An Employee Record

Scenario
Now that skills are created and assigned to skill sets, it is time to assign skill sets
to your employees. Once a skill set is assigned, information specific to a skill for
an individual employee can be edited, and skills queries can be performed.
Shannon Elliot, Jane Clayton and Roger Harui have all attained skills pertaining
to the Technician Skill Set. Elliot and Harui have acquired all of the skills, while
Clayton has acquired skills pertaining to the Windows 2003 Server skill along
with Internet Explorer and Windows XP.
Challenge Yourself
1. Assign the Technician skill set to Shannon Elliot. She has obtained
all skills in that skill set.
2. Assign the Technician skill set to Jane Clayton. She has obtained the
Windows 2003 Server skill along with Internet Explorer and
Windows XP.
3. Assign the Technician skill set to Roger Harui. He has obtained all of
the skills in that skill set.
Need a Little Help?

1. Use the Employee Skills window to assign the Technician skill set to
Shannon Elliot. This window can be opened directly from the HR
Employee menu or from the Employee Maintenance window.
Shannon has obtained all skills in that skill set.
2. Assign the Technician skill set to Jane Clayton. She has obtained the
Windows 2003 Server skill along with Internet Explorer and
Windows XP.
3. Assign the Technician skill set to Roger Harui. He has obtained all of
the skills in that skill set.
10-8

Lab 10.2 - Querying Employee Skills

Scenario
You are asked to provide a list of employees who have both Basic PC skills and
Microsoft Word skills. These skills are both in the Office skill set. You can
perform a query to easily produce this list.
Challenge Yourself
1. Perform a Skills Query on the Office Skill Set. First create a list with
employees who have Basic PC skills. From that list, further restrict it
to those employees who also have Microsoft Word skills.
2. Name the query Office.
Need a Little Help?

1. From the Skills Query window, perform a Skills Query on the Office
Skill Set.
2. First create a list with employees who have Basic PC skills.
3. From that list, further restrict it to those employees who have
Microsoft Word skills.
4. Use the Sub-Query feature to further define the original list.
5. Name the query Office.

10-9
Lab 10.3 - Creating An Employee Test Record

Scenario
The Human Resources Department recently administered various tests to the
employees. The results are as follows:
Shannon Elliot completed the Windows 2003 Server exam with a

score of 94% on 3/20/17. She also completed the Microsoft Access
and Internet Explorer exams with scores of 100% on 3/27/17. Enter
these test results in Microsoft Dynamics GP Human Resources.
Pilar Ackerman also completed the Windows 2003 Server exam with
a score of 92% on 3/27/17.
Adam Barr completed the Internet Explorer exam with a score of

98% on 3/25/17, the Microsoft Outlook exam with a score of 100%
on 3/28/17 and the Microsoft Access exam on 3/31/17 with a score
of 95%.
Challenge Yourself
Record the results of the employee tests in the Microsoft Dynamics GP Human
Resources system as specified in the scenario.
Need a Little Help?
10-10
Use the Employee Tests window to enter the test results specified in
the scenario.
This window can be opened directly from the HR Employee menu or

from the Employee Maintenance window.

Employee Orientation
An orientation program gives a new employee an opportunity to learn about the
organization and makes the transition into a new position smoother for the
employee.
Use the Orientation Checklist window to help ensure the new employees are
introduced to the organization's policies and procedures. Use the default
orientation checklists included with the Microsoft Dynamics GP Human
Resources program, or modify the checklists to suit the company's specific needs.
For more information about creating an orientation checklist, refer to Setting up
an Orientation Checklist using Default Options and Setting up an Orientation
Checklist.
Adding An Employee Orientation Record

Use the Orientation Checklist window to add an employee orientation record
when beginning the orientation process for an employee. To open this window,
content pane, click Employee and then click Orientation. This window is also
available from the Employee Maintenance window using the GoTo menu.
FIGURE 10.5 ORIENTATION CHECKLIST WINDOW
On the Orientation Checklist window, select an Employee ID by using the

lookup button. Assign an orientation setup by selecting the lookup button next to
the Orientation Name field. Default information from the orientation setup
completes the window.

10-11

Use the Hide and Show buttons in the scrolling window to enter additional
fields. Use the lookup button on the Person Responsible field to select an
employee to assign to each task. If the person responsible is not an employee of
the organization, manually enter the name.
The scrolling window displays all the orientation checklist items in the checklist
being used. Use the check boxes to show which items are completed. In the
Orientation verified by field note who verified that each step is complete.
Once an employee begins work with the organization, notify the company's
Payroll Department, so the employee is paid. To help with this task, Microsoft
Dynamics GP Human Resources includes a Notify Payroll report that is easily
opened from the Orientation Checklist window. The option is available to print
the Payroll notification sheet for this employee.
HINT: By selecting the printer icon quickly print the Orientation Checklist in
detail.
Modifying Or Deleting An Employee Orientation Record

Use the Orientation Checklist window to modify or delete an employee
orientation record. The employee's orientation checklist can be modified to
reflect changes such as when orientation items are completed.
Enter or select an Employee ID and select an Orientation Name. Make the
needed changes to the orientation checklist items and select Save. To delete an
employee orientation record, select Delete.
Completing An Employee's Orientation

Use the Orientation Checklist window to complete the orientation process for an
employee. The orientation checklist is complete when all of the checklist items
are selected.
Enter or select an Employee ID. Select an Orientation Name, and in theEnd
Date field enter the date the employee's orientation is complete. Expand the
scrolling window and enter the date and time for each checklist item in the Event
End: Date/Time field. Enter the name of the person verifying the completion of
the orientation process in the Person Responsible field. Click Save.
Employee Training
To help the employees improve their skills and acquire new skills, the company
may offer a variety of classes. Classes can be one-time classes or part of a more
comprehensive course. For instance, the company might offer a cardiopulmonary
resuscitation (CPR) class and an injury class as parts of a first aid course. Or, the
company might offer a course on the telephone system with different times for
each class. For more information about creating courses and classes, refer to
Setting up a Training Course on and Setting up a Training Class.
10-12


After defining training courses and classes, employee names can be added to
class lists and training information can be tracked, such as which employees have
completed classes, or which employees are currently enrolled in classes. To
update employee skill records when an employee completes a class, link skills to
class definitions. For more information about linking skills to classes, refer to
Linking Skills to a Training Class.
Also track employees who have completed required classes and link classes or
courses to positions by marking those required for each position within the
organization.
Adding Employee Names To A Training Class List

After creating the training classes, begin enrolling employees in them. Enroll
employees either one by one, or in batches. Use the Employee Training window
to add employee names individually to training class lists. To open this window,
content pane, click Employee and then click Training.
FIGURE 10.6 EMPLOYEE TRAINING WINDOW
To enroll employees one by one, use either the Training Employee window, or
the Training Signup window. Use the lookup buttons on the Employee ID,
Course ID and Class ID fields to select the employee and the class that person
wants to be enrolled in. To add the course to the scrolling window, click the
Insert button.
Click the Hide and Show buttons by the upper right corner of the scrolling
window to see more (or less) information.

10-13

Removing Employee Names From A Training Class List
Use the Employee Training window to remove employee names individually
from training class lists. To remove a group of employee names to a training
class list, refer to Removing a Group of Employee Names from a Training Class
List.
Enter or select an Employee ID. Enter or select a Course and Class ID. To
remove an employee name from the training class list, select the course or class
record from the scrolling window and select the Remove button. Close the
window.
Adding A Group Of Employee Names To A Training Class

List
Use the Training Batch Signup window to add groups of employee names to a
training class list. To open this window, click the HR and Payroll series button,
click Human Resources on the Setup content pane, click Training and then
click Training Batch Signup.
FIGURE 10.7 TRAINING BATCH SIGNUP WINDOW
For example, enroll all the names of clerical employees in a class on a new
company mailing policy. Enrolling employee names in batches saves time by
allowing them to enroll by division, department or position.
Select the Course and Class ID the employees are being enrolled for. Use the
drop-down arrow to select a list of employees to enroll. To enroll employees
from a certain department, for example, set the drop-down list to Department.
10-14


Any time the drop-down list is set to anything other than All Employees, fields
appear to the right of the drop-down list. Use the lookup button on the
appropriate field to select the department (or position or division) that includes
the employees to be enrolled. The left scrolling window displays the names of
employees included in the particular department, position or division selected.
Click the Insert button to enroll all selected employees or the blue insert arrow to
select employees one by one.
HINT: If the drop-down list is set to a group other than All Employees and the
Insert All button is clicked, only the employees in that group appear in the right
scrolling window.
HINT: To enroll nearly all the employees in a large group, it is best to use the
Insert All button to put all the employee names in the right scrolling window,
and then remove those employees that are not to be enrolled.
Click the Add button to enroll the employees. Click Remove to unenroll an
employee. Click the Completed button to select the employees as having
completed the class on the date specified in the subsequent window.
Use the Course Enrollment window to view which employees are enrolled in a
particular course. Open this window by clicking the Class Enrollment button on
the Training Course and Class Definition window. Be sure to select the course
and class to review before opening this window.
FIGURE 10.8 CLASS ENROLLMENT WINDOW

10-15

Removing A Group of Employee Names From A Training
Class List
Use the Training Batch Signup window to remove groups of employee names
from a training class list. Removing employee names in batches saves time by
unenrolling the employees by division, department or position.
Enter or select a Course ID and Class ID. Select a group of employee names to
remove from the class. If Division, Department or Position is selected, an
additional field appears. Select the division, department or position that includes
the employee names to add or remove.
To remove an employee name from the training class list, select the employee
name and Click Remove. Close the window.
Completing An Employee Training Class

Use the Employee Training window to update records for an employee training
class. If the employee name is added to a training class list, the course and Class
ID display in the scrolling window.
Summary
Tracking an employee's education, skills, tests and training are important for both
the employer and the employee. These records help to identify those that have the
necessary background for specific needs of the organization. Providing training
and tracking also helps to make sure employees stay current with their job
requirements or any of their own personal training requirements.
10-16
Schools and related information can be tracked through the

Education window.
Skills and Skill Sets can be assigned to an employee allowing queries

to be run when specific skills are being sought.
Orientation checklists either default or customized, can be used to

transition a new employee into the organization.
Employees can be enrolled in training classes and courses either as a

group or individually.

Test Your Knowledge

Employee Education
1. The Education window is used to track which of the following types of
information about an employee?
( ) Schools, Tests, and Degrees
( ) Schools, Major, Year Graduated, Degree Attained and GPA
( ) Skills and Skill Sets
( ) Tests, Scores and dates completed
2. Orientation checklists are assigned to employees and used to accomplish
which of the following?
( ) Assign benefits to a new employee
( ) Terminate an employee
( ) Notify Payroll of a new employee
( ) Notify supervisors
Employee Training
3. The Training Batch Signup window is used to restrict the employee list by
which of the following? (Select all that apply.)
( ) All Employees
( ) Location
( ) Division
( ) Department
Employee Training
4. The Employee Training window is used to track which of the following types
of information? (Select all that apply.)
( ) Tests
( ) Course completion dates
( ) Class completion dates
( ) Instructor Name

10-17
Lab 10.1 - Assigning Skills To An Employee Record (Solution)

Scenario
Now that skills have been created and assigned to skill sets you are able to assign
skill sets to your employees. Once a skill set is assigned you can edit information
specific to a skill for an individual employee and you can perform skills queries.
Shannon Elliot, Jane Clayton and Roger Harui have all attained skills pertaining
to the Technician Skill Set. Elliot and Harui have acquired all of the skills, while
Clayton has acquired skills pertaining to the Windows 2003 Server skill along
with Internet Explorer and Windows XP.
Step by Step
1. Assign the Technician skill set to Shannon Elliot. Open the
Employee Skills window. (Cards > Human Resources > Employee >
Employee > Go To > Human Resources > Skills)
2. Enter ELLI0001 in the Employee ID field.
3. Select Technician in the Skill Set field.
4. Select the Obtained check box for all of the skills in this skill set.
5. Assign the Technician skill set to Jane Clayton.
6. Enter CLAY0001 in the Employee ID field.
8. Select the Obtained check box for the Windows 2003 Server skill,
the Internet Explorer skill and the Windows XP skill in this skill set.
9. Assign the Technician skill set to Roger Harui.
10. Enter HARU0001 in the Employee ID field.
12. Select the Obtained check box for all of the skills in this skill set.
10-18

Lab 10.2 - Querying Employee Skills (Solution)

Scenario
You are asked to provide a list of employees who have both Basic PC skills and
Microsoft Word skills. These skills are both in the Office skill set. You can
perform a query to easily produce this list.
Step by Step
1. Perform a Skills Query on the Office Skill Set. (Cards > Human
Resources > Employee > Skills > Skills Query)
2. Click the Skills Query button.
Field
Data
Query Name
Office
Skill Set
Office
3. Create a list with employees who have Basic PC skills. Select Basic
PC and click Insert.
4. Click Query. Review the results and close the Query Results
window.
5. From that list, further restrict it to those employees who have
Microsoft Word skills. To do this, click the Sub-Query button.
6. Select Microsoft Word and click insert.
7. Select Query.

10-19
Lab 10.3 - Creating An Employee Test Record (Solution)

Scenario
The Human Resources Department recently administered various tests to the
employees. The results are as follows:
Shannon Elliot completed the Windows 2003 Server exam with a

score of 94% on 3/20/17. She also completed the Microsoft Access
and Internet Explorer exams with scores of 100% on 3/27/17. Enter
these test results in Microsoft Dynamics GP Human Resources.
Pilar Ackerman also completed the Windows 2003 Server exam with
a score of 92% on 3/27/17.
Adam Barr completed the Internet Explorer exam with a score of

98% on 3/25/17, the Microsoft Outlook exam with a score of 100%
on 3/28/17 and the Microsoft Access exam on 3/31/17 with a score
of 95%.
Step by Step
1. Record the results of the employee tests in the Microsoft Dynamics
GP Human Resources system as specified in the scenario. Open the
Employee Tests window. (Cards > Human Resources > Employee >
Employee > Go To > Human Resources > Tests).
2. Enter the following Test information:
10-20
Field
Data
Employee ID
ELLI0001
Test
Windows 2003 Server
Date
3/20/17
Score
94%
Employee ID
ELLI0001
Test
Internet Explorer
Date
3/27/17
Score
100%


3. Enter the following Test information.
Field
Data
Employee ID
ACKE0001
Test
Windows 2003 Server
Date
3/27/17
Score
92%

Field
Data
Employee ID
BARR0001
Test
Internet Explorer
Date
3/25/17
Score
98%

Field
Data
Employee ID
BARR0001
Test
MS Outlook
Date
3/28/17
Score
100%

10-21

chapter:
1.
2.
3.
10-22

Solutions
Test Your Knowledge
Employee Education
1. The Education window is used to track which of the following types of
information about an employee?
( ) Schools, Tests, and Degrees
() Schools, Major, Year Graduated, Degree Attained and GPA
( ) Skills and Skill Sets
( ) Tests, Scores and dates completed
2. Orientation checklists are assigned to employees and used to accomplish
which of the following?
( ) Assign benefits to a new employee
( ) Terminate an employee
() Notify Payroll of a new employee
( ) Notify supervisors
Employee Training
3. The Training Batch Signup window is used to restrict the employee list by
which of the following? (Select all that apply.)
() All Employees
( ) Location
() Division
() Department
Employee Training
4. The Employee Training window is used to track which of the following types
of information? (Select all that apply.)
( ) Tests
() Course completion dates
() Class completion dates
( ) Instructor Name

10-23
10-24

CHAPTER 11: EMPLOYEE PERFORMANCE

Objectives
The objectives are:
Create records for employee disciplinary actions using either a points

system or progressive discipline.
Record an employee grievance and record the steps as the follow-up

to the grievance occurs.
Add employee review records with written information and

numerical scoring.
Record critical information for meeting OSHA and organizational

safety standards about job-related injuries and illnesses enabling the
generation of OSHA reports and logs.
Introduction
Microsoft Dynamics GP provides the ability to track employee discipline,
grievances, reviews and work-related injury and illness records. The system
provides flexibility in how to document disciplinary actions and reviews
providing multiple ways to document these processes. For grievances and injury
and illness records, the processes are defined by the organization and
maintenance is easy to accomplish.

11-1
Employee Discipline
Microsoft Dynamics GP Human Resources provides a solid foundation for
handling disciplinary actions. In the Discipline Entry window, an incident can be
handled in a variety of ways. This gives the opportunity to take into account the
surrounding circumstances that can affect how an incident is viewed. There are
two different ways of handling discipline:
Progressive
Using a points system
If the organization awards points (merits and demerits) use the points system to
help track each employee's point total. This type of discipline is discussed later in
this section.
Adding An Employee Discipline Record

Use the Discipline Entry window to manage the employee discipline records. To
Resources on the Cards content pane, click Employee and then click Discipline.
FIGURE 11.1 DISCIPLINE ENTRY WINDOW
Add an employee discipline record, track the type of disciplinary action taken,
modify the record, and add notes or comments to the record. If using a points
system, award or decrease points for each employee. When a discipline record no
longer needs to be active, close it. Discipline records can be deleted.
Enter or select an Employee ID. Use the lookup button on the Offense Number
field to select an existing record, or click the New button to have the system
generate the next available offense number.
11-2


Enter a short description of the offense in the Offense Short Description field,
or use the long Description notes button to open a window where a more detailed
account can be entered. The short description field is a 30 character field.
Use the Discipline Type combo box to select the kind of incident that occurred.
Selections are None, Type 1, Type 2, Type 3 and Type 4. Enter the description if
none of the selections apply.
The stage to insert a combo box allows the disciplinary action taken to be
entered. To enter more information regarding a specific infraction:
Select the expansion button next to the infraction in the scrolling

window. This opens a window called the Discipline Stage Detail.
Within this window the Stage and Date of Stage default from the
prior window; however, other pertinent information can be entered
such as, the name of the person who is carrying out the action.
Use the Stage Type drop-down list to note the kind of action this is.
Choices include Normal, Probation, Suspension, and Termination.
Depending upon which selection is made access to other options is

available at that time. For Probation, Suspension, and Termination
dates associated with these actions can be entered. The end dates
associated with Probation or Suspension automatically go to the To
Do List.
If Termination is selected a termination checklist follows. If the

Suspension type is selected an option button of With or Without Pay
becomes activated.
Use the Comments for Stage area to enter more information

regarding this offense.
HINT: To change the order of the incidents in the scrolling window, select the
Offense Number to change and either increase or decrease the Sequence
number accordingly. After clicking the Reorder button, click Save.

11-3

By clicking the Points button on the Discipline Entry window this opens the
Points Discipline System window.
FIGURE 11.2 DISCIPLINE POINT SYSTEM WINDOW
With the points system, increases or decreases in an employee's point allotment

can be tracked. The date of the increase or decrease can also be stored, and a
brief comment about the incident. A points system is a system used by
organizations to track their employees infractions. Often these organizations have
a set policy about how many points are deducted or added to an employee's
record before certain measures are taken.
When employees are hired, they can be awarded with initial points. Use Initial
Award for the Description of this entry. Organizations can either work up from 0
or down from a particular number.
Closing Or Deleting An Employee Discipline Record

Use the Discipline Entry window to close or delete a discipline record. Delete an
action from a discipline record or an entire incident. Enter or select an Employee
ID and Offense Number. To close an offense, enter a date in the Date of Close
field. To delete an offense, click Delete.
Adjusting or Deleting Employee Discipline Points

Use the Discipline Point System window to award discipline points and track
each employee's point total. This window can also be used to adjust discipline
points or delete the discipline points record.
Enter or select an Employee ID. Enter the date the points are increased or
decreased and a description. Adjust the number of points for the employee and
click Save.
To remove points for one incident, decrease the points to zero. To delete all an
employee's discipline points records, select Delete.
11-4

Lab 11.1 - Employee Discipline

Scenario
The Human Resources Department recently automated the process for handling
employee discipline. Enter the following instance into Microsoft Dynamics GP
Human Resources.
Angela Barbariol was late to work on 3/15/17. Since this is a new instance for
her, she is just given a verbal warning. Enter a comment to this stage indicating
that this is her first offense and subsequent offenses will have more serious
ramifications.
Challenge Yourself
Enter a verbal warning for Angela Barbariol as indicated in the scenario. Add the
necessary comments.
Need a Little Help?

1. Enter the instance defined in the scenario into Microsoft Dynamics
GP Human Resources. Use the Discipline Entry window to record
this new offense.
2. In the Discipline Stage Detail window enter a comment to this stage
indicating that this is her first offense and subsequent offenses will
have more serious ramifications.

11-5
Employee Grievances
With Microsoft Dynamics GP Human Resources, there is a tool for tracking the
employee's grievances. Use the Grievances window to not only log the
employee's problems, but to track the follow-up to those problems, even if the
resolution requires several steps or stages. This helps prevent key issues and
concerns from being forgotten.
Adding An Employee Grievance Record

Use the Grievance window to enter grievance information. To open this window,
content pane, click Employee and then click Grievances. This window is also
available from the Employee Maintenance window using the GoTo menu.
FIGURE 11.3 GRIEVANCES WINDOW
Enter or select an Employee ID. The union affiliations for employees whose
affiliations are entered in the Union window are displayed when their record is
selected.
Use the New button to have the system automatically generate the next grievance
number, and to have it displayed in the Grievance Number field. Use the lookup
button to select a Grievance Number if it is already set up.
HINT: Grievances are numbered on an aggregate basis (if Employee A has
Grievance 1, the next employee to file a grievance files Grievance 2.)
11-6


Enter the Description and Date of the stage in the Description column of the
Grievance Stage Detail scrolling window. Use the notepad to enter details about
the stages and steps taken to resolve the grievance situation.
To change the order, that the sequences appear in the Grievances scrolling
window, adjust the Stage Sequence number. When Save is selected the grievance
stages are reordered.
HINT: Editing grievance records typically focuses on one of three tasks: (1)
adding more stages to existing grievance records; (2) making changes to
existing grievance records or (3) adjusting the order the grievance stages are
stored in.
Employee Reviews
One of the most critical aspects of Human Resources Management is Reviews.
The Employee Review window provides a framework to review the progress of
individual employees or employee teams. It also gives supervisors and
employees a good opportunity to discuss goals and problems. And, of course, it is
usually the harbinger of a wage adjustment.
A review is a regularly scheduled appraisal of an employee's performance. In
most companies, reviews are based on the employee's abilities in a certain set
of tasks.

11-7

Adding An Employee Review Record
Use the Employee Review window to add employee review information, such as
the review date and review scores. To open this window, click the HR and
Employee and then click Reviews. This window is also available from the
Employee Maintenance window using the GoTo menu.
FIGURE 11.4 EMPLOYEE REVIEW WINDOW
Enter or select an Employee ID, pertinent information about that employee:

company, division, department, position and so on displays in the fields near the
top of this window.
The Review Date field defaults with the last review date. Click the New button
to open up the New Date Lookup window to select the date of this review. Use
the lookup button to select the Review Type for this employee to receive.
HINT: If review types are linked to specific positions in the Position Setup
window, the type of review that is linked to this employee's position appears in
the Review Type field.
In the scrolling window, enter the employee's scores for the different categories.
If using a Numbers review, enter the number or score in the Score column. If
using Words review, use the lookup button in the Review Word Rating column
to select the word from the Review Word lookup window.
HINT: If additional notes need to be entered about any of the employee's
review categories, use the Notes fields in the scrolling window.
11-8


Entering Additional Employee Review Information
Use the Employee Review - Additional Information window to enter further
notes about the employee's review. To open this window, click the turn page
icon on the Employee Review window.
FIGURE 11.5 EMPLOYEE REVIEW - ADDITIONAL INFORMATION WINDOW
In the Cost of Error field, enter the amount this employee's error cost the
company. This is an optional field. Use the Cost of Quality field to enter any
costs associated with a decrease in the quality of a product or service the
employee is responsible for. This is an optional field. Enter the percentage (out of
100%) of Efficiency that is associated with this employee.
Use the Notes icon to enter text about the employee's most outstanding
characteristic, areas of needed improvement, plans, and, or recommendations for
improvement or general comments.
If the employee is working to earn a new position, use the lookup button on the
Desired Job field to select that position. Use the Improvement Area combo box
to enter or choose the area the employee needs to concentrate on.
If an employee needs to be placed on Probationary Status, select the check box.
Use the following fields to enter the amount the reviewer wants to recommend
for adjustments for this employee's pay: Suggested Sal., Effective Date,
Approved By. The recommendations made in these fields do not automatically
change the employee's salary information.
A variety of reports pertaining to reviews are available by selecting the printer
icon in the upper right portion of the window.
Review Dates
The next review date is calculated based on the setting of the review being used.
However, it is possible to adjust the date of the next review on the Additional
Information window.

11-9

To initialize a review schedule for employees who are in the database before the
installation of Microsoft Dynamics GP Human Resources, enter the review type
and the date of their last review and save it. The system then calculates, based on
the review type, when the date of the next review is scheduled.
Scoring Employee Reviews Using Numbers

Microsoft Dynamics GP Human Resources calculates a review score for each
review. The score an employee receives is the total of the scores the employee
receives in each category. These scores are the employee's category scores
multiplied by the weight given that particular category.
Example:
At Universal Industries, employees are rated on four factors. In this review form,
employees can score up to 10 points for their performance in any one category.
Category weights, however, are varied:
Category
Weight
Quality ofWork
Quantity ofWork
Attendance
Care ofEquipment
Applicant John Smith's raw scores for the interview are:

Category
Weight
Quality ofWork
Quantity ofWork
Attendance
Care ofEquipment
10
His interview scores for each category are calculated as such:

Raw score x category weight = category score.
11-10
Quality of work - Raw score (8) x category weight (2) = 16
Quantity of work - Raw score (6) x category weight (2) = 12
Attendance - Raw score (7) x category weight (1) = 7
Strengths/weaknesses - Raw score (10) x category weight (1) = 10


To calculate John's final interview score, add each of the category scores:
16 + 12 + 7 + 10 = 45
The system averages the scores by dividing the total score by the number of
categories or total category weight(s):
45 6 = 7.5
HINT: Numerical ratings use up to two decimal places for example, 5.25 or
7.05.

11-11
Lab 11.2 - Employee Review

Scenario
Performance Reviews are being implemented at your company. You need to
create a new review to capture the information you want to assess for employees.
You want this review to be performed one month after the hire date, six months,
12 months and annually thereafter. Use the five predefined categories for this
review and the review range is to be from 0 to 10. You want to be reminded of
the next review date for each employee that is assigned this review type.
Challenge Yourself
Create a new review type named Performance Review as defined in the scenario.
Need a Little Help?

1. Create a new review type named Performance Review as defined in
the scenario.
2. This review is to be performed one month after the hire date, six
months, 12 months and annually thereafter. Insert each of these
intervals. Previous + 12 is the interval to use when a review is to be
performed annually from the date of hire.
3. Use the five predefined categories for this review and the review
range is to be from 0 to 10. You can create categories of your own
but for example purposes, use the predefined categories. Select each
category one at a time.
4. You want to be reminded of the next review date for each employee
that is assigned this review type. Use the check box to post the date
of the next review to the To-Do list.
11-12

Employee Injury and Illness

Records need to be carefully kept if an injury or job-related illness occurs. These
records are critical for meeting safety standards set by the Occupational Safety
and Health Administration (OSHA). Most of the information entry and retrieval
is done through the three-page Injury Entry window.
Each of the four pages has a different focus regarding the illness or injury. The
Employee Injury window contains fields that store the following basic
information about the injury or illness:
The name of the person who is hurt.
The date, time and location of the incident.
Other basic information.
Additional pages include information related to cost, treatment and other

workers compensation information.
Use the Injury/Illness window to enter basic information about job-related
injuries and illnesses and generate OSHA reports and logs. To open this window,
content pane, click Employee and then click Inquiry and Illness.
FIGURE 11.6 EMPLOYEE INQUIRY WINDOW

11-13

Adding An Employee Inquiry Or Illness Record
Enter or select an Employee ID. Enter the Case No. (To view the last number
used, click the lookup button on this field to view all the numbers already used.)
Click the Note icon to enter an additional description of the incident. Enter the
Incident Date and Incident Time for when the incident occurred. Enter the
Notified on date when the employee reported the injury.
If the OSHA Recordable check box is selected, the system can generate a report
of this incident for compliance with OSHA regulations. Selections in the Type of
Injury/Illness and Body Part Affected lookups come from OSHA categories.
Check with the local OSHA officials for more details.
Mark the Privacy Case check box if the injury or illness meets OSHAs
definition of a privacy concern case. If the Privacy Case check box is selected,
the employee's name is replaced with Privacy Case on the OSHA 300 Log.
Privacy concern cases include:
An injury to an intimate body part or the reproductive system.
An injury or illness that is the result of a sexual assault.
Mental illnesses.
Infection with HIV, hepatitis, or tuberculosis.
Needle punctures or cuts that are contaminated with another person's

blood or other potentially infectious material.
Other illnesses that a worker voluntarily requests not be entered on

the OSHA 300 Log.
Select Injury or Illness, depending on the circumstances of the illness or injury.

Select the Employee Died check box if the employee died as a result of the
injury or illness. Enter or select the Type of Injury/Illness the employee
received. Enter or select the Body Part Affected by the inquiry or illness.
List the Object Causing Inquiry for the employee's inquiry or enter other
pertinent information such as where the injury happened. Enter the additional
information relating to the injury in the Injury Circumstances section of the
window. Enter Witness Information, if applicable and the Date Information
that applies to the incident.
11-14


Adding Treatment Information To An Employee Inquiry Or
Illness Record
The Employee Inquiry - Treatment Information window focuses on the treatment
administered for the injury or illness, as well as doctors, clinics or hospitals that
are involved in the treatment of the injury. To open this window, click the
Treatment Information button on the Employee Injury window.
FIGURE 11.7 EMPLOYEE INQUIRY - TREATMENT INFORMATION WINDOW
Select all the check boxes that apply for the Type of Treatment the employee
required. Select the appropriate check box if Safeguards are provided and in use
at the time of the incident. Enter a brief Safeguard Description of the preventive
measures that are in place.
Enter the Date First Aid is administered, who it is Administered by, and a
Description of the first aid steps taken if this applies. If the employee saw a
doctor, enter data about the doctor in the Physician Information area. If the
employee went to a hospital or clinic, enter the information about the hospital or
clinic in the Hospital/Clinic Information area.

11-15

Adding Additional Information To An Employee Inquiry Or
Illness Record
If a worker's compensation claim results from the injury or illness, click the
Additional Information button on the Employee Inquiry - Treatment
Information window to open the Employee Inquiry - Additional Information
window.
FIGURE 11.8 EMPLOYEE INQUIRY - ADDITIONAL INFORMATION WINDOW
Information about Worker's Compensation can be entered if known: Claim

Number, Date Filed, and Date Closed. In the Days Missed field, enter the
number of workdays the employee missed due to this injury.
In the Days Restricted field, enter the number of days the employee is at work,
but is not able to complete all normal tasks because of his or her restricted status.
In the Wages Lost field, enter the wages the employee would have earned if not
for the injury.
The Medical Costs field displays the sum of all costs associated with this injury
or illness. Select the Costs button to enter information about treatment costs for
this injury in the Inquiry Costs window.
Click the Notes icon in the Opinion section of the window to enter a more
detailed account of the injury/illness and how future accidents can be prevented
from a variety of people, such as, the employee and the supervisor.
11-16


Entering Injury Cost Information
Use the Injury Costs window to record costs incurred by employees that have had
injuries or illnesses. To open this window, click the Costs button on the
Employee Inquiry window.
FIGURE 11.9 INQUIRY COSTS WINDOW
With the fields in the Costs area of the window, breakdown the invoice costs that
accrue: Doctor, Clinic, Therapy, Medication, Tests and Other fields are
available.
Enter and store multiple invoice records for each injury record, unlimited medical
billing information can be stored for each injury record. Once the costs are
recorded with an invoice number, the invoice number can be inserted into the
window. Subsequent costs can be added with a new invoice number. To modify
an existing invoice number:
1. Highlight it in the scrolling window.
2. Click the blue Select button and make the necessary changes.
3. Click the Save button to save the modifications made.

11-17
Summary
This chapter focused on employee performance records including discipline,
grievances, reviews and injury and illness records. Each topic covered plays a
role in the overall performance of an employee and records are maintained within
Microsoft Dynamics GP as a result.
11-18
Employee discipline can use either a progressive disciplinary system

or a system based on points.
Employee grievances can be recorded from the filing of the

grievance through resolution.
Employee reviews can be based on words or numbers and provide

additional information concerning the employee.
The Employee Injury and Illness window allows for the tracking and
reporting of OSHA recordable events.

Lab 11.1 - Employee Discipline (Solution)

Scenario
The Human Resources Department recently automated the process for handling
employee discipline. Enter the following instance into Microsoft Dynamics GP
Human Resources.
Angela Barbariol was late to work on 3/15/17. Since this is a new instance for
her, she is just given a verbal warning. Enter a comment to this stage indicating
that this is her first offense and subsequent offenses will have more serious
ramifications.
Step by Step
1. Enter the instance defined in the scenario into the Discipline Entry
window. (Cards > Human Resources > Employee > Discipline)
Field
Data
Employee ID
BARB0001
Offense Number
New
Date of Offense
3/15/17
Offense short description
Tardy
Stage to Insert
Verbal Warning
3. Click the Insert button.

4. Select the expansion button next to Verbal Warning.
Date of Stage
3/15/17
Stage Type
Normal
Comment
First offense, next offense will be

more than a warning.
5. Attach the Comment and save the Discipline Stage Detail.

6. Save Discipline Entry and close the window.

11-19
Lab 11.2 - Employee Reviews (Solution)

Scenario
Performance Reviews are being implemented at your company. You need to
create a new review to capture the information you want to assess for employees.
You want this review to be performed one month after the hire date, six months,
12 months and annually thereafter. Use the five predefined categories for this
review and the review range is to be from 0 to 10. You want to be reminded of
the next review date for each employee that is assigned this review type.
Step by Step
1. Create a new review type named Performance Review. (Tools >
Setup > Human Resources > Reviews)
2. This review is to be performed one month after the hire date, six
months, 12 months and annually thereafter. Use the five predefined
categories for this review and the review range is to be from 0 to 10.
You want to be reminded of the next review date for each employee
that is assigned this review type.
Review Setup Name
Performance Review
Review Intervals
1 month, 6 months, 12 months and

Previous + 12
Review Categories to insert
Select all 5
Review Range
to 10
4. Click Save.
11-20


chapter:
1.
2.
3.

11-21
11-22

CHAPTER 12: EMPLOYEE HISTORY

Objectives
The objectives are:
Learn what can be added, changed, viewed or deleted in the

employee Earnings History and Position History records.
Input and track employee transfer requests for a different position.
Create a termination record for an employee and record information

from an exit interview.
Introduction
This chapter focuses on employee earnings history, position history, transfers and
terminations. Microsoft Dynamics GP provides the flexibility to view earnings
history through the Microsoft Dynamics GP Human Resources module and to
add, view and change position history records.
In addition, the processing of employee transfer requests is supported in the
Microsoft Dynamics GP Human Resources module. Multiple requests can be
recorded along with any applicable notes that are required.
Finally when an employee is scheduled to leave employment, Microsoft
Dynamics GP provides a termination checklist to ensure all the appropriate steps
are taken and also provides the ability to record information from an exit
interview.

12-1
Employee Earnings And Position History

Use the Earnings History window to view, change or delete employee earnings
records. Delete individual earnings record or the entire employee earnings
history. If Edit Attendance History and Earnings History are selected in the
Human Resources Preferences window, change the Effective Date, Pay Rate, Pay
Period and Increase Reason fields.
If setting up Microsoft Dynamics GP Human Resources for the first time and
employee position history needs to be stored, enter employee position history
records to ensure that position history reports are correct.
Enter position history information using the Position History Detail window.
Create an employee position history record when modifying the position
information in the Employee Maintenance window. Use the Position History
window to view the positions an employee has had in the organization, as well as
the department, division and HR status for each position.
Because records added from the Employee Maintenance window and the Position
History window include identical information, enter historical information (such
as when the system is first being used) using the Position History window and
use the Employee Maintenance window for regular position changes. For more
information about adding an employee history position record using the
Employee Maintenance window, refer to Changing an Employee's Position.
Viewing, Changing Or Deleting An Employee Earnings

History Record
Use the Earnings History window to view an employee's earnings history
records, including effective date, pay rate and the estimated annual salary for
each pay code. To open this window, click the HR and Payroll series button,
click Human Resources on the Cards content pane, click Employee and then
click Earnings History.
FIGURE 12.1 EARNINGS HISTORY WINDOW
12-2


To change earnings history, select Edit Attendance History and Earnings History
in the Human Resources Preferences window. Delete one earnings history record
or an employee's entire earnings history.
Enter or select an Employee ID and a Pay Code. To view all pay records for this
employee, select Display All Pay Records. Change the Increase Reason field.
The information is saved automatically.
To delete an earnings history record, select the record and select Edit and then
Delete Row. To delete an employee's entire earnings history, click the Delete
button.
Adding An Employee Position History Record

Use the Position History Detail window to add an employee position history
Human Resources on the Cards content pane, click Employee, click Position
History, enter or select an Employee ID and then select New.
FIGURE 12.2 POSITION HISTORY DETAIL WINDOW
Enter the Effective Date of the position. To enter additional information about a
specific position entry in the employee record, click the notes button on the
Effective Date field. This opens another window where notes and comments can
be entered.
Select a Division, Department, Position, Supervisor and Location. Select an
Employment Type and HR Status for the position. If the HR Status selected is
Separated, enter the reason for the separation in the Separation Reason field.
This is a 30 character alphanumeric field.

12-3

In the Position Change Reason field, enter the reason the employee moved from
one position to another. This is a 30 character alphanumeric field. As information
is saved in the Position History Detail window the information is entered into the
Position History window. The Position History window provides a convenient
place to store information about the positions that employees held within the
organization.
Once an employee is selected, a list appears that shows all the positions the
employee held within the organization. For each position entry, it shows:
The date the position became effective.
The shift the employee worked.
The employee's work status (full time, part time, and so).
The position.
The company.
Repeat these steps until the entire employee's history information is entered.
Viewing An Employee Position History Record

Use the Position History window to view employee position history. Information
such as the position, department, division, and the HR status can be viewed.
Enter or select an Employee ID. Close the window when finished.
Employee Transfers
Use the Employee Transfer Request window to track an employee's request to be
transferred to another position. Multiple transfer requests can also be tracked for
each employee in the organization.
Adding An Employee Transfer Request Record

A transfer is a request made by an employee to be moved within the
organization. Employees can request moves to different shifts or sites, or
different positions.
12-4


In the Employee Transfer Request window, multiple transfer requests can be
tracked for each employee in the organization. To open this window, click the
pane, click Employee and then click Transfers.
FIGURE 12.3 EMPLOYEE TRANSFER REQUEST WINDOW
After entering the Employee's ID the following fields, Company, Division,

Department, Position, Shift Code, Location, Supervisor, and Type of
Employment default with the current information for the employee.
Enter the Date of the transfer request and select the Note button next to Date to
enter more information about the transfer request. Enter or select the Company,
Division and Department, Position, Location and Supervisor. Click Save.
HINT: To create a new transfer record for the selected employee, choose New.
Employee Termination
When an employee leaves the company, be sure the Payroll and Human
Resources Departments are notified and company property in the possession of
the employee is returned. Use the information in the Termination Checklist
window as a basis for exit interviews. Gather feedback from employees who are
changing positions within the company or who are leaving the company.
Use the termination checklists to be sure all the tasks are completed such as
notifying the Payroll Department of an employee's termination and notifying the
employee of his or her COBRA rights. Use the default termination checklists
included with the Microsoft Dynamics GP Human Resources program, or modify
the checklists to suit the company's specific needs. For more information about
creating a termination checklist, refer to Setting up a Termination Checklist
Using Default Options and Setting up a Termination Checklist.
12-5

Adding An Employee Termination Record
Use the Termination Checklist window to enter an employee termination record.
Resources on the Cards content pane, click Employee and then click
Termination.
FIGURE 12.4 TERMINATION CHECKLIST WINDOW
Track information such as the date when benefits expire and the employee's
rehire status. Enter or select an Employee ID. Select the name of a checklist
from the Termination Name field and accept the Start Date or enter the date the
termination process started. The default date is the system date of the computer.
Expand the scrolling window. Enter or select the Person Responsible for each
checklist item. When an item is completed, select the item Completed and enter
the Date Completed. Click Save.
12-6


Adding An Exit Interview Record
Use the Exit Interview window to enter employee comments about the position
he or she is leaving. To open this window, click the HR and Payroll series
button, click Human Resources on the Cards content pane, click Employee,
click Termination, enter or select an Employee ID, select the Termination
Name and then select Exit Interview.
FIGURE 12.5 EXIT INTERVIEW
The window provides a list of questions to use as a starting point for the exit
interview. Enter information about the employee's new position and additional
comments. Enter the Date the exit interview is conducted. Select the employee's
response to each exit interview question and indicate if the employee wants to
keep the exit interview confidential. To enter additional information about the
exit interview, use the comments Notes button. Click Save, then the Termination
Checklist window displays.

12-7

Completing An Employee Termination Record
Use the Termination Checklist window to complete an employee termination
Termination.
FIGURE 12.6 TERMINATION CHECKLIST WINDOW
The termination checklist is completed when all the checklist items are finished.
Enter the employee's last day worked and termination date. Then, these dates
display in the Employee Maintenance window.
Enter or select an Employee ID. Select a Termination Name and enter the date
the employee's termination checklist is completed in the End Date field.
Enter the Last Day Worked and select the Rehire button if the employee is
eligible to be rehired by the company. Last Day Worked also updates the same
field in the Employee Maintenance window.
Enter the Date Benefits Expire and the employee's Termination Date. The
termination date appears in the Date Inactivated field in the Employee
Maintenance window. Click Save.
12-8

Summary
This chapter focused on earnings and position history records, transfer requests
and employee terminations.
Employee earnings and positions have historical records that can be

added, viewed or deleted as applicable.
Employees can submit requests for position transfers that can be

tracked using Microsoft Dynamics GP.
The Termination Checklist window updates information in the

Employee Maintenance window specifically the Termination Date
and Last Day Worked fields.

12-9
Test Your Knowledge

Employee Earnings and Position History

1. Which of the following can be viewed on the Earnings History window?
( ) Pay Code
( ) Pay Rate
( ) Position
( ) Who changed the record
Employee Transfers
2. How many employee transfer requests can be processed for one employee?
()0
()1
( ) 10
( ) Unlimited
3. Which fields on the Termination Checklist window update information in
Employee Maintenance? (Select all that apply.)
( ) Last Day Worked
( ) Date Benefits Expire
( ) Termination Date
( ) Start Date
4. Which of the following can be accomplished through the use of the Exit
Interview window? (Select all that apply.)
( ) Provide notes based on the comments made by the employee.
( ) Provide information about the employee's next position.
( ) Provide employee ratings for a user-defined set of questions.
( ) Indicate whether the information is to remain confidential.
12-10


chapter:
1.
2.
3.

12-11
Solutions
Test Your Knowledge
Employee Earnings and Position History
1. Which of the following can be viewed on the Earnings History window?
() Pay Code
() Pay Rate
( ) Position
( ) Who changed the record
Employee Transfers
2. How many employee transfer requests can be processed for one employee?
()0
()1
( ) 10
() Unlimited
3. Which fields on the Termination Checklist window update information in
Employee Maintenance? (Select all that apply.)
() Last Day Worked
( ) Date Benefits Expire
() Termination Date
( ) Start Date
4. Which of the following can be accomplished through the use of the Exit
Interview window? (Select all that apply.)
() Provide notes based on the comments made by the employee.
() Provide information about the employee's next position.
( ) Provide employee ratings for a user-defined set of questions.
() Indicate whether the information is to remain confidential.
12-12

CHAPTER 13: INQUIRIES, REPORTS AND

ORGANIZATION EXPLORER
Objectives
The objectives are:
View and print information from various inquiry windows available

using either Microsoft Dynamics GP Payroll or Microsoft
Dynamics GP Human Resources.
Learn to create report options, determine report destinations and

formats, and print reports.
Use Organization Explorer to view an organizational chart, create or

change the number of vacancies and create requisitions.
Introduction
Microsoft Dynamics GP allows information to be viewed and printed using
Inquiry windows and Reports. The Inquiry windows allow the user to view
information about employees, their benefits, payroll information, and other
historical data.
The Reports window allows the user to create a report option once and print it
again at any time without having to redefine the option. The reports printed, as a
result, are up-to-date and can be printed quickly and easily at any time.

13-1
Inquiries
Tracking employee information is an important part of the computerized
Microsoft Dynamics GP Human Resources system. Use the Human Resources
inquiry windows to view important information about employees, their benefits
and other historical data.
Viewing Employee Information

Use the Employee Inquiry window to view demographic and other information
entered for an employee. To open this window, click the HR and Payroll series
button, click Human Resources on the Inquiry content pane and then click
Employee.
FIGURE 13.1 EMPLOYEE INQUIRY WINDOW
This window can also be viewed by clicking Payroll on the Inquiry content
pane and then clicking Employee.
This window displays personal information such as name, Social Security
number, tax filing status and demographic information such as addresses, phone
numbers and postal codes.
Employment information can also be viewed, such as status, department,
position, wages and user-defined information that is defined in the Payroll Setup
Options window.
Enter or select an Employee ID. View the information and close the window.
13-2


Viewing Operating Procedures
Use the Operating Procedures window to view information about the company's
operating procedures. To open this window, click the HR and Payroll series
Operating Procedures.
FIGURE 13.2 OPERATING PROCEDURES WINDOW
To define and document an operating procedure, refer to Setting Up an Operating

Procedure.
Enter or select a Category. To select a category, select the lookup

button, enter the name of the operating procedure and choose Find.
Choose Select to display the operating procedure name in the

category field.
Select Print to print the Operating Procedures report.
View the information and close the window.

13-3

Viewing An Employee Combined History Record
Use the Combined History window to view employee position history and
earnings history records. To open this window, click the HR and Payroll series
Combined History.
FIGURE 13.3 COMBINED HISTORY WINDOW
View position history information such as dates, positions, departments and

reasons for position changes. Earnings history information such as effective
dates, pay codes and pay rates can also be viewed.
Enter or select an Employee ID. View the information and close the window.
13-4


Viewing Redlined Status Information
Use the Redlined Status window to view employee records that are different than
the guidelines defined in the salary matrices and explanations of why they are
different. To open this window, click the HR and Payroll series button, click
Human Resources on the Inquiry content pane and then click Redlined Status.
FIGURE 13.4 REDLINED STATUS WINDOW
For more information about creating a redlined status table for all employees in
the company, refer to Reconciling Human Resources information. View the
information and close the window.
Viewing Benefit And Deduction Information

Use the Benefits/Deductions Overview window to view employee information
such as the benefit and deduction codes, beginning and ending dates and
frequency that the benefits and deductions occur. To open this window, click the
HR and Payroll series button, click Human Resources on the Inquiry content
pane and then click Benefits and Deductions.
FIGURE 13.5 BENEFITS/DEDUCTIONS OVERVIEW WINDOW

13-5

View all benefits and deductions or just those the employee is enrolled in. To
modify employee benefit or deduction records, refer to Enrolling an Employee in
a Health Insurance Plan, Enrolling an Employee in a Life Insurance Plan and
Enrolling an Employee for a Miscellaneous Benefit.
Select All to view all benefits set up in Human Resources.
Select Enrolled to view the benefits the employee is enrolled in.
Viewing Skills Information

Use the Skills Query window to view information about the skill set of
employees and applicants. For information about using this window, refer to the
following topics:
Querying applicant skills
Creating an applicant skills sub-query
Querying employee skills
Creating an employee skills sub-query
Viewing Payroll Check History

Use the Payroll Check Inquiry window to view check history information. To
Inquiry content pane and then click Check History.
FIGURE 13.6 PAYROLL CHECK INQUIRY WINDOW
13-6


This window displays the gross pay, federal and FICA taxes and audit trail code,
payment number, total deductions withholding, total benefits withholding, net
amount, Federal Tax on Tips, FICA Social Security on Tips, FICA Medicare on
Tips, uncollected FICA Social Security tax and uncollected FICA Medicare tax
for each check. This window also displays voided checks. If a check is voided:
The Void check box is selected in the left-hand side of the scrolling
window.
In many places throughout the system, the check is selected with an

asterisk to show the check is voided.Use this window to view all the
checks for one employee, or view a range of checks for one
employee.
Use this window to view all the checks for one employee and a range of checks
by check number, date or audit trail code. To do this complete the following
steps:
2. Select the Range to view check history for. View a range of check
numbers, check dates or audit trail codes.
3. Select Redisplay to display the checks within the selected range that
are available for viewing. For beginning balance transactions, BEG
BAL appears in the scrolling window's Check Number field.
Automatic transactions are marked with a caret (^).
4. To view detailed information about a particular paycheck, select the
Check.
5. Click the Transactions button to open the Payroll Transaction
Inquiry window which lists all transactions associated with the
selected check.
6. If making a change in the Select By field, click the Redisplay button
to refresh the window.
7. Click the Show button to view additional information about the
checks listed in the scrolling window.
8. To print a report of the displayed information, use the printer icon or
select Print from the File menu.

13-7

Viewing Payroll Transactions
Use the Payroll Transaction Inquiry window to view Payroll transaction
information for an employee. To open this window, click the HR and Payroll
series button, click Payroll on the Inquiry content pane and then click
Transaction History.
Use the Payroll Transaction Inquiry window to view detailed Payroll transaction
information including the:
13-8
Audit trail code
Payment number
Check number
Transaction type
Payroll code
Payroll transaction amount
Units to pay
Posted date
Department
Position
State code
Local code
Workers compensation code


Each transaction is displayed on one line in the scrolling window. To view
additional information about the transaction, click the Show button, which
displays three lines of information about each transaction.
To view Payroll transactions, enter or select an Employee ID.
Select the Range to view transaction information for. View a range

of check numbers, check dates or audit trail codes.
Choose Redisplay to display the transactions within the selected

range that are available for viewing. For beginning balance
transactions, BEG BAL appears in the scrolling window's Check
Number field. Automatic transactions are marked with a caret (^).
To print a report of the displayed information, use the printer icon or

select Print from the File menu.
Viewing Employee Payroll Codes

Use the Employee Record Inquiry window to view the pay, deduction, benefit
and state and local tax codes assigned to each employee. To open this window,
click the HR and Payroll series button, click Payroll on the Inquiry content
pane and then click Employee Record.
FIGURE 13.8 EMPLOYEE RECORD INQUIRY WINDOW
Use the Employee Record Inquiry window to view records set up for each
employee for his or her:
Pay
Deduction
Benefit
State tax and local tax

13-9

If any of these records for the employee are marked as inactive, an asterisk
follows the code in the list.
To view employee Payroll codes, enter or select an Employee ID.
View the employee record by the ID, last name or first name.
When finished, close the window.
Viewing Paycheck Summary Information By Codes

Use the Employee Record Summary Inquiry window to view summary
information for individual pay, deduction, benefit and state and local tax records
for each employee. To open this window, click the HR and Payroll series
button, click Payroll on the Inquiry content pane and then click Employee
Record Summary.
FIGURE 13.9 EMPLOYEE RECORD SUMMARY INQUIRY WINDOW
Use the Employee Record Summary Inquiry window to view summary

information for each employee by year for a specific:
13-10
Pay code
Deduction
Benefit
State tax, or local tax record


This window displays monthly, quarterly, yearly and life-to-date deduction and
benefit amounts for an employee in a selected year.
To view paycheck summary information by codes, enter or select an

Employee ID.
Select the Record Type to view. The fields and summary

information displayed in this window depend on the record type
selected.
Enter or select a Code for the record to view.
Enter or select a Year for the record to view.
Viewing Paycheck Breakdown Information

Use the Employee Summary Inquiry window to view the monthly, quarterly and
yearly gross wages, net wages, federal tax, FUTA wages, SUTA wages, FICA
wages and FICA withholding for each employee in a selected year. To open this
window, click the HR and Payroll series button, click Payroll on the Inquiry
content pane and then click Employee Summary.
FIGURE 13.10 EMPLOYEE SUMMARY INQUIRY WINDOW
Also use this window to verify the amount of vacation and sick time available to
a particular employee.

13-11

To view employee state tax summaries, use the Employee State Tax Maintenance
Window. (To open this window, click the HR and Payroll series button, click
Payroll on the Cards content pane, click State Tax and then click the Summary
button.)
To view paycheck breakdown information, enter or select an

Employee ID.
Enter or select a Year and a Month to view. If Human Resources is

selected as the accrue type in the Attendance Setup window, the
vacation and sick time hours fields are not available.
Click the Tips button to open the Employee Tips Summary Inquiry
window. Use this window to view employee tips by month.
Viewing Historical Paycheck Information By Codes

Use the Employee Pay History Inquiry window to view employee pay history
information by pay code and year. To open this window, click the HR and
Payroll series button, click Payroll on the Inquiry content pane and then click
Employee Pay History.
FIGURE 13.11 EMPLOYEE PAY HISTORY INQUIRY WINDOW
For example, to check the hours, days and weeks worked on a pay transaction for
an employee, this window provides the needed information.
Also, use the Employee Pay History Inquiry window to check which department,
position and workers compensation code is used for a particular transaction.
13-12


Use the scroll arrows to select which pay code to view information for, or view
additional information about a transaction by clicking on the Show button.
To view historical paycheck information by codes:
Enter or select an Employee ID and a Pay Code.
Enter or select a Year to view historical paycheck information for.
Viewing Historical Pay Code Information

Use the Employee Pay Codes History Inquiry window to view employee pay
code history information in a selected year. To open this window, click the HR
and Payroll series button, click Payroll on the Inquiry content pane and then
click Pay Codes History.
FIGURE 13.12 EMPLOYEE PAY CODES HISTORY INQUIRY WINDOW
For example, the window displays the amount paid for a pay code and a year-todate summary of the amount paid for a pay code. Also, use this window to view
the hours, days, and weeks worked for a specific pay code.
To view historical pay code information:
Enter or select a Year to view pay code history information for.

13-13

Viewing The Company Payroll Summary
Use the Payroll Summary Inquiry window to view monthly, quarterly and yearly
wage and tax information for the entire company by selecting the year and
month. This window also provides the total vacation and sick time all employees
have available. To open this window, click the HR and Payroll series button,
click Payroll on the Inquiry content pane and then click Company Payroll
Summary.
FIGURE 13.13 PAYROLL SUMMARY INQUIRY WINDOW
To view the company payroll summary, select a Year and Month. If Human
Resources is selected as the accrue type in the Attendance Setup window, the
vacation hours and sick time hours fields are not available.
To view the summary of tips for the selected year and month, choose the Tips
button to open the Payroll Tips Summary Inquiry window. Click OK when
finished.
13-14


Viewing Employee Tips Wage And Tax Information
Use the Employee Tips Summary Inquiry window to view tip information for the
selected year including, tips wage and receipt information, tax withheld on tips
wages and any uncollected tax amounts on tips wages. For each category of
information, monthly totals can be viewed as well as quarter-to-date and year-todate summaries. To open this window, click the HR and Payroll series button,
click Payroll on the Inquiry content pane and then click Employee Summary.
FIGURE 13.14 EMPLOYEE SUMMARY INQUIRY WINDOW
Select a Year and a Month to view wage and tax information for.
Select the Tips button to open the Employee Tips Summary Inquiry
window.
Choose OK.

13-15

Viewing Payroll And Tips Breakdown Information
Use the Payroll Tips Summary Inquiry window to view monthly, quarterly and
yearly tips wage and tax information for the entire company in a selected year.
the Inquiry content pane, click Company Payroll Summary and then click the
Tips button.
FIGURE 13.15 PAYROLL TIPS SUMMARY INQUIRY WINDOW
To view Payroll and tips breakdown information:
13-16
Select a Year and a Month to view information for.
Select Tips to open the Payroll Tips Summary Inquiry window. In

addition to tips wage and tax information, all uncollected FICA
Social Security and Medicare tax information displays in this
window.
Click OK.


Viewing Payroll Audit Trail Information
Use the Payroll Audit Trail Inquiry window to view information associated with
a specific audit trail code. The window opens only if zooming from the
Transaction Entry Zoom window in General Ledger and if summary history is
being maintained.
It is necessary to keep check history to zoom from General Ledger to Payroll,
and to post in summary. The Create a Journal Entry Per Batch option must be
marked in the Posting Setup window for whatever type of Payroll transaction is
being tracked.
If a computer check or manual check is posted in detail, the Payroll Check
Inquiry window opens when zooming from the Transaction Entry Zoom window
in General Ledger. It is only possible to zoom from General Ledger to Payroll to
view single transactions, not posted month-end or quarter-end information.
For additional information about posting in summary and detail, refer to the help
for the Posting Setup window.
Reports
Use Human Resources with Payroll reports to analyze activity, track changes and
view applicant, employee, and Payroll information. For example, the benefit
reports display information such as beneficiaries, history and enrollment. The
applicant reports display detailed applicant information, such as applicant test
scores, work history and interview notes. Use this information as a guide through
printing reports and working with report options and report groups.
Reports provided with Human Resources can be modified using Report Writer.
Print the report to the screen, then click the Microsoft Dynamics GP menu,
select Tools, and Customize, then Modify Current Report.
Human Resources Report Summary

Print several types of reports using Human Resources. Print some reports during
procedures; for example, print the Employee Orientation Checklist - Detail report
when entering employee orientation information by clicking Print in the
Orientation Checklist window.
To print some reports, such as analysis or history reports, set up report options to
specify sorting options and ranges of information to include on the report.

13-17

Cross-Company Reports
Reports can be printed which contain consolidated information from more than
one company in Microsoft Dynamics GP. To open the Payroll Cross-Company
window, click the HR and Payroll series button, click Payroll on the Reports
content pane and then click Cross-Company.
FIGURE 13.16 PAYROLL CROSS-COMPANY WINDOW
Cross-company reports are used to compare information between calendar and

fiscal years, including information between companies in different locations.
Information can be printed for multiple companies in the following reports.
Employee Lists
Quarter-End reports
Period-End reports
For information about the cross-company reports generated in Microsoft

Dynamics GP, click Help and Microsoft Dynamics GP Online, to view the
sample reports.
Report Destinations and Formats

Print reports to a printer, the screen, a file or any combination of these
destinations.
13-18
If using print to the printer, the report is printed to the company's

default printer, unless the report is assigned to a specific printer.

If using print to the screen, the report appears on the screen then
select print to the printer. In addition, if using MAPI (Microsoft's
Mail Application Program Interface), e-mail any report that prints to
the screen. (If Adobe Distiller or PDFWriter is installed, email the
report in PDF format.)
If using print to a file, several file format options are available.
Use the following table:

File Format
Description
Tab-delimited
The tab-separated ASCII character format used by

spreadsheet programs, such as Microsoft Excel.
Comma-delimited
The standard comma-separated ASCII character format

used by database programs.
Text file
Text with no formatting. Use this option when the

application the document is being converted to is unable
to read any of the other file formats.
HTML file
The format used for publishing information on the World

Wide Web. Use this format for information that is posted
on the company's Intranet or Web page.
Adobe PDF file
This format is available if Acrobat Distiller or PDFWriter

is installed. These items can be purchased from Adobe
Systems. PDF (Portable Document Format) files can be
read using the Adobe Reader software, which can be
downloaded from Adobe's Web site.
Select a printing destination in different ways, depending on which printing

method is used.
If a report is printed by selecting Print from the File menu or the

Print button while a window is open, the Report Destination window
opens, where a destination can be selected. (Select a preferred
default destination - Printer or Screen - in the User Preferences
window.)
For analysis, history and setup reports, select the destination when
creating the report options needed to print these reports.
Processing Reports On A Process Server

If using a Distributed Process Server (DPS), process some reports locally or send
them to a designated process server on the network.

13-19

Sending long reports to a process server allows work to continue while the
reports are being created. Select the Human Resources reports to process
remotely in the DPS Setup window (Microsoft Dynamics GP menu > Tools >
Setup > System > Process Server). The Distributed Process Server must be
registered and set up before using this option. For more information, refer to the
system documentation.
Creating A Report Option

Report options include specifications for sorting options and range restrictions
for a particular report. To print several Human Resources or Payroll reports, first
create a report option. Each report can have several different options to make
printing information easy. For example, create report options for the employee
list that show either detailed or summary information.
A single report option cannot be used by multiple reports. If identical options are
needed for several reports, create them separately.
Use the report options windows to create sorting, restriction and printing options
for the reports that are included with Microsoft Dynamics GP Human
Resources with Payroll.
Open a report options window. There are separate windows for each report type.
For this procedure, use the Employee Reports Options window. To open this
Reports content pane and then click a report listed.
FIGURE 13.17 EMPLOYEE REPORT OPTIONS WINDOW
13-20
For report options window information choose Help > Index; then
enter the name of the specific report options window.

Name the Option and enter information to define the option. The
name for the option does not appear on the report. The selections
available for defining report options vary, depending on the report
type selected.
Select Include Inactive Employees to include the records of

inactive employees in the report. This field might not be available,
depending on the type of report selected.
Enter Range restrictions. The Ranges list shows the available

options for each report. The available ranges vary, depending on the
type of report.
Select Insert to add the range to the Restrictions List. To remove an

existing range from the list, select the range and select Remove.
Select the Destination button to select a printing destination. Reports

can be printed to the screen, to the printer, to a file or to any
combination of these options. If Ask Each Time is selected, the
printing options window prompts each time the report is printed.
To print the report option from the report options window, select
Print before saving it. To print the report later select Save and close
the window. The report window redisplays.
Printing A Report With An Option

Use the report options windows to print a report for which a report option is set
up.
To print a report with an option, open a report options window.

There are separate windows for each report type.
Select a Report from the Reports list.
Select a report Option and select Insert to insert the report option in
the Print List.
Select Print to print the report options in the Print List.
Customizing A Report
Most of the existing reports in Microsoft Dynamics GP can be modified to meet a
user's needs. Add or delete fields, change sorting options, add subtotals or create
new custom reports using Report Writer. This procedure describes the simplest
method to customize a default report and to set access to it. Refer to Report
Writer documentation for detailed instructions about using Report Writer.
To customize a report, Print the report to the screen.
While the report is on the screen, choose Microsoft Dynamics GP

menu > Tools > Customize > Modify Current Report.
The Report Layout window opens, displaying the current report.

Make any necessary changes to the appearance of the report.

13-21
Select Windows > Report Definition.
In the Report Definition window, change the sorting options, modify

the report layout or add report restrictions.
Select OK to save the changes to the report.
Select File > Microsoft Dynamics GP to return to Microsoft

Dynamics GP.
Select Microsoft Dynamics GP menu > Tools > Setup > System >
Security and select the user, company and product to grant access.
In the Type field, select Modified Reports.
In the Access List, double-click the name of the report modified. An

asterisk (*) appears, indicating that the selected user has access to the
report.
Select OK to save the changes to the user's security settings.
Payroll Direct Deposit Report Summary

Payroll Direct Deposit reports are printed from the Generate ACH File window.
Additional reports, such as Payroll checks, earnings statements, and the Check
Register, are printed during the Payroll process.
Payroll Direct Deposit reports available are:
13-22
Report
Report Information
Direct Deposit ACH

File Report
A printout of the ACH file. Creating a printout at the

time the ACH file is generated saves from having to
open and print the ACH destination file later.
Direct Deposit ACH

Transmittal Report

information entered during the Payroll process. Use
transmittal reports to see the effect of the direct
deposit transaction on the company's accounts, and
the employees savings and checking accounts. Each
report is separated from the others with a page break.

Register
A check register with an asterisk (*) next to the

checks that are voided during the Payroll process. A
D indicates a check that is voided due to direct
deposit.
Direct Deposit
Exceptions Report
Lists any employee direct deposits that are not

completed. Exceptions are divided into three
categories - Insufficient Funds, Amount Deducted,
Not Deposited and Other.

Report
Report Information
Direct Deposit Detail

List

belonging to the employees who are not part of the
current pay run, that have prenote status for any
account in the Status drop-down list in the Employee
Direct Deposit Maintenance window. A descriptive
summary of all employee accounts that are involved
in Payroll Direct Deposit. In this report, one line is
created for each employee account. If an employee is
using two direct deposit accounts, for example, there
are two lines in the report representing that
Direct Deposit List
A list of all employees and their direct deposit

statuses. In this report, one line item is created for
each employee. It is possible for an employee to
have an Active status even if his or her account
status is set to Inactive. For an employee to have an
Inactive status, inactive must be marked in the
Employee Direct Deposit Maintenance window.
Direct Deposit Register
Shows the amount deposited for each employee. The

report lists the employee ID, Social Security number,
gross pay, net pay, and check number.
Direct Deposit
Statement of Earnings
Generated when Payroll checks are posted. Instead

of printing voided checks for employees who have
all their earnings deposited using direct deposit,
users can print checks for only those employees who
are paid with a real Payroll check. Employees paid
entirely through direct deposit transactions can be
given earnings statements that can be printed on
regular printer paper. The direct deposit earnings
statements include the same information as the
Payroll checks and check stubs.
This report can be assigned to named printers. For
more information, refer to the System User's Guide.
Direct Deposit Trxs

Register
A list of all direct deposit transactions completed

during the pay period. The report lists all employees
who are enrolled in either type of direct deposit
transaction in alphabetical order. Other information
is included for each employee record: the employee's
Social Security or employee ID number; the types of
accounts the funds are deposited to; and the amount
deposited to each account. Prenotification
transactions also appear on this report.

13-23

The Direct Deposit ACH Transmittal Report is a combination of smaller reports,
based on information entered during the Payroll process. These are the available
Transmittal reports, along with their bank transaction codes:
Checking Credits (22)
Checking Credit Prenotifications (23)
Checking Debits (27)
Checking Debit Prenotifications (28)
Savings Credits (32)
Savings Credit Prenotifications (33)
Savings Debits (37)
Savings Debit Prenotifications (38)
Summary Table
The summary table, which is always the last page of the report, follows the
format of a report required by many financial institutions to accompany the ACH
file.
Payroll Direct Deposit Check Forms

Microsoft Dynamics GP provides five different check forms. The report used
depends on the type of check stock used. The Payroll Direct Deposit check forms
use the same format as the standard Microsoft Dynamics GP checks.
The five Payroll Direct Deposit check forms and the corresponding standard
Microsoft Dynamics GP check forms are listed in the following table.
13-24
Payroll Direct Deposit check form:
Standard Microsoft Dynamics GP

check form:
Direct Deposit Employee Checks Stub

on Top-D
Employee Checks Stub on Top Continuous

on Bottom - D
Employee Checks Stub on Bottom Continuous

on Top and Bottom - L
Employee Checks Stub on Top and

Bottom - Single Feed
Direct Deposit employee Checks

Other - D
Employee Checks Other - Continuous
Direct Deposit Employee Checks

Other - L
Employee Checks Other - Single Feed


The Payroll Direct Deposit changes made to each of the five standard Microsoft
Dynamics GP check forms are:
A restriction called Suppress Check which allows splitting the checkprinting process into two processes - one for paychecks and one for
direct deposit earnings statements.
The array DD String 30 Array 10 prints VOID Due to Direct Deposit

on the signature line of voided checks because all earnings are
deposited directly.
The following calculated fields are created to mask the amounts on

the check form in the numerical and text fields, respectively.
DD_Mask_Dollar
DD_Mask_Words

13-25
Lab 13.1 - Reports

Scenario
The controller wants an Earnings Summary printed for January 1, 2014 through
February 2014. He wants to include all employees. Print a report that gives him
the information he requires.
Challenge Yourself
Print a report that details the information required by the Controller using a
standard Payroll report.
Need a Little Help?

Use the Wage and Hour Report Options window to setup the parameters for the
report. The dates to include are January 1, 2014 to February 28, 2014.
13-26

Organization Explorer
Use the Organization Explorer window as a tool to manage the organization's
positions. Create positions, assign positions to employee records and create
requisitions. View a graphical representation of the organization, including
companies, divisions, departments, positions, employees and vacant positions.
Zoom to any of the organizational setup windows to create or modify new
divisions, departments and positions. Open the Vacancy Maintenance window
from the Organization Explorer to change the number of vacant positions.
The Organization Explorer window also displays the employee's full time
equivalency (FTE) information. Assign an FTE to an employee's position, and if
an employee has multiple positions, assign an FTE to each position. Usually, a
full time position equals 1.00.
Viewing Organizational Information

Use the Organization Explorer window to view the companies, divisions,
departments, positions, vacant positions and employees in the organization. To
Resources on the Cards content pane, and then click Organization Explorer.
FIGURE 13.18 ORGANIZATION EXPLORER WINDOW
Select Expand All to view all organizational levels. If there is no information

displayed in the Organization Explorer window, a reconcile might need to be
done for organization information in the Human Resources Reconcile window
(Microsoft Dynamics GP menu > Tools > Utilities > Human Resources >
Reconcile > mark the Update Organization Explorer option).

13-27

Creating Or Changing The Number Of Vacancies For A
Position
Use the Vacancy Maintenance window to create or change the number of
vacancies for a position. Increase the number of vacancies for a position if adding
employees for a position. Decrease the number of vacancies for a position if an
employee is hired for a position. To open the Organization Explorer window,
content pane, and then click the Organizational Explorer.
Select Expand All to view all organizational levels.
Select a Position, Employee Name or Vacancy and select New. The

Create New Entry window opens.
Select Create/edit the number of vacancies for this position and

select OK. The Vacancy Maintenance window opens. Another way
to open the Vacancy Maintenance window is to click the HR and
Payroll series button, click Human Resources on the Cards content
pane, and then click Vacancies.
FIGURE 13.19 VACANCY MAINTENANCE WINDOW
Enter the Number of Vacancies for this position.
Click Save.
Creating A New Employee Record For A Position

To view changes in the Organization Explorer window:
13-28
Select Redisplay and then select Expand All.
Use the Organization Explorer window to create a new employee

record for a position. To open this window, click the HR and
Payroll series button and then click the Organizational Explorer on


If Always or Ask Each Time is selected for either Automatically Create/Update
Vacancies or Automatically Create/Update Organizational Requisitions in the
Human Resources Preferences window, the system automatically decreases the
number of vacancies or requisitions for the position being filled.
To create a new employee record for a vacant position, follow these instructions.
To assign an existing employee record to a vacant position, refer to Transferring
an employee to a vacant position.

Select Create a new employee for this position and select OK. The
Select an Employee ID and click Save.
Close the window. The new employee record for the position is
displayed in the Organization Explorer window.
To view the new employee record for the position, select Redisplay
and then Expand All.
Transferring An Employee To A Vacant Position

Use the Organization Explorer window to attach an existing employee record to a
position. To open this window, click the HR and Payroll series button and then
click Organization Explorer on the Cards content pane.
If Always or Ask Each Time is selected for Automatically Create/Update
Vacancies or Automatically Create/Update Organizational Requisitions in the
Human Resources Preferences window, the system automatically decreases the
number of vacancies or requisitions for the position being filled.
To assign an existing employee record to a vacant position, follow these
instructions. To create a new employee record for a vacant position, refer to
Creating a new employee record for a position.

Select Create a new employee for this position and select OK. The
Select an Employee ID and enter or select the Vacant Position and

corresponding Department.
Click Save. The option is available to save changes to employee

history.
To view the employee record for the position in the Organization

Explorer window, select Redisplay and then select Expand All.

13-29

Creating A New Requisition For A Position
Use the Requisitions window to create a new requisition for an open position. To
Organization Explorer on the Cards content pane.
The requisition can contain all the applicable information for an open position,
such as the status, position, and costs associated with the open position.

Select Create a new requisition for this position and select OK.
The Requisitions window opens.
Enter the requisition information and select Save.
To see a vacant position for this requisition in the Organization

Explorer, create or change the number of vacancies for a position
using the Vacancy Maintenance window.
For more information about creating or changing the number of vacancies for a
position, refer to Creating or Changing the Number of Vacancies for a Position.
Summary
Inquiries and reports are important outputs generated by Microsoft Dynamics
GP. Inquiries allow the user to view employee and Payroll information, while
reports allow the user to generate printed copies of various employee and Payroll
data.
13-30
Inquiry windows allow the user to view employee information such

as demographics, benefit and deduction information and skills
information.
Inquiry windows also allow the user to view payroll information

including check history, transactions, paycheck information and a
company Payroll summary.
The report windows use Report Options to create standardized

reports that allow the user to select the options specific to that report
along with applicable ranges.
Organizational Explorer can be used to maintain vacancies, update

employee positions and transfers and create new requisitions.

Test Your Knowledge

Inquiries
1. Inquires can be ran on each of the following except?
( ) Applicant data
( ) Employee demographics
( ) Benefits and Deductions
( ) Employee pay
Reports
2. Which of the following are steps for creating a report? (Select all that apply.)
( ) Selecting a sort order
( ) Inserting Range restrictions
( ) Opening the applicable employee window
( ) Selecting a destination
3. The user can view all the following information from Organization Explorer
window, except which one?
( ) Company
( ) Division
( ) Department
( ) Pay Rate
4. Organization Explorer can be used to initiate which of the following
activities? (Select all that apply.)
( ) Number of Vacancies
( ) Hiring an Applicant
( ) Requisitions
( ) Employee Transfers

13-31
Lab 13.1 - Reports (Solution)

Scenario
The controller wants an Earnings Summary printed for January 1, 2017 through
February 2017. He wants to include all employees. Print a report that gives him
the information he requires.
Step by Step
1. Use the Wage and Hour Report Options window. (Reports > Payroll
> Wage and Hour)
2. On the Wage and Hour Reports window, select the Earnings
Summary report from the drop-down list. Select New.
3. On the Wage and Hour Report Options window, either select an
existing Option from the drop-down list or enter a new name. Enter a
Date From of 01/01/14 and a Date To of 02/28/14. Ranges are based
on Employee ID. For the From field select ACKE0001 and for the
To field select the last name using the lookup button. Click Insert to
put information into the Restrictions area.
4. Select the Destination button. In the Report Destination window,
select where the report is to be printed. Click OK.
5. Select the Print button. Verify the accuracy of information on the
Print screen if printing to a printer. Click OK.
13-32


chapter:
1.
2.
3.

13-33
Solutions
Test Your Knowledge
Inquiries
1. Inquires can be ran on each of the following except?
() Applicant data
( ) Employee demographics
( ) Benefits and Deductions
( ) Employee pay
Reports
2. Which of the following are steps for creating a report? (Select all that apply.)
() Selecting a sort order
() Inserting Range restrictions
( ) Opening the applicable employee window
() Selecting a destination
3. The user can view all the following information from Organization Explorer
window, except which one?
( ) Company
( ) Division
( ) Department
() Pay Rate
4. Organization Explorer can be used to initiate which of the following
activities? (Select all that apply.)
() Number of Vacancies
( ) Hiring an Applicant
() Requisitions
() Employee Transfers
13-34

CHAPTER 14: UTILITIES AND ROUTINES

Objectives
The objectives are:
Use the Reconcile feature to make sure information in Payroll and

Human Resources is the same, create information links and update
benefit, skill, and organization information.
Change pay rates, update benefit and deduction amounts, calculate

net-to-gross wages and reconcile Payroll records.
Remove history information from Payroll that is no longer required

or useful to the organization.
Use the Applicant and Employee Archive function to move inactive

records to a separate area on the computer or to a different storage
medium.
Use the Compensation Management tool to analyze and update

employee compensation information.
Edit federal tax and other Payroll tax liabilities, if necessary.
Use the Tax Table Update engine to update the Payroll system and
company databases with the latest updates for the current year.
Create customized checklists for Payroll routines.
Learn to print Period-End, Quarter-End and Year-End reports and

perform a Payroll Year-End Close.
Edit, verify and print government forms such as W-2, 1099 and
8027.
Set up company and business contact information, create entries for

the To Do List and the Personal To Do List, and use the Notepad to
keep notes organized.
Introduction
Microsoft Dynamics GP Human Resources and Payroll provides various
Utilities, Routines and Procedures to assist a user with tasks. Both Microsoft
Dynamics GP Human Resources and Microsoft Dynamics GP Payroll
provide a way to ensure data integrity with the use of a Reconcile function. In
addition, it provides the ability to archive employee and applicant records for
those that are no longer active in an effort to maximize the efficiency of the
system.
This chapter also explains the use of tools such as Compensation Management
and Desk Accessories that assist the user in planning activities. Compensation
Management helps to analyze and update employee compensation. Desk
Accessories provides the means to update To Do Lists, create records of contact
information and also provide a Notepad to keep notes in one place.

14-1

Payroll provides the ability to do Mass Updates on certain employee data such as
pay rates, benefits, deductions, vacation and sick time. In addition, Payroll
provides a way to update tax tables, edit tax liabilities and print reports for
period-end, quarter-end and year-end including W-2s, 1099Rs, and Form 8027.
Human Resources Table Maintenance

Microsoft Dynamics GP Human Resources is designed to ensure maximum
accuracy and integrity of the Human Resources data. Occasionally, however, the
data tables might become damaged. The procedures described in this chapter help
to minimize risk of damage to the data.
Hardware failures, power surges and other problems can damage or destroy the
data. While damage occurs infrequently, the factors that cause it are difficult to
predict or control, and it is necessary to take measures to protect the data.
Regularly backup the company database to minimize risk of data loss from table
damage.
Reconciling Human Resources Information

If Human Resources is added to the Payroll system, use the Reconcile Human
Resources window to reconcile information so that it appears in both Human
Resources and Payroll. To open this window, click the HR and Payroll series
button, click Human Resources on the Utilities content pane and then click
Reconcile.
FIGURE 14.1 RECONCILE HUMAN RESOURCES WINDOW
For instance, if benefits or deductions are defined in Payroll, reconcile the

benefits or deductions so they also appear in Human Resources. Use the
Reconcile Human Resources window to create information links and update
benefit, skill and organization information. This window cannot be opened if an
employee filter for division or department restricts access.
14-2


Select the options to process. Each option and its process are described in the
following table.
Option
Process
Create Multicompany
Organization Tables
Select to create organization information for

each company.
Create Position and Pay Code

Links
Select to create links between all position

codes and pay codes.
Recreate Redlined Status Table
Select to update the redline status file and

create a list of employee records that do not
comply with the salary matrix guidelines.
Update Benefit Setup
Select to update Human Resources benefit

enrollment information using Payroll benefit
setup information.
Update Benefit Enrollment
Select to update Human Resources benefit

enrollment information using Payroll benefit
enrollment information.
Update Organization Explorer
Select to update the organizational structure

information.
Update Requisitions
Select to update the Applicants Applied field

in the Requisitions window.
Update Skills
Select to update skills.
If adding Human Resources to a previous installation with U.S. Payroll, select

these selections. Other selections are optional.
Create Multicompany Organization Tables
Create Position and Pay Code Links
Update Benefit Setup
Update Benefit Enrollment
If setting up Human Resources without using U.S. Payroll, select these

selections. Other selections are optional.
Create Multicompany Organization Tables
Create Position and Pay Code Links

14-3

Select the Reset Payroll Vacation and Sick Time option to clear all U.S. Payroll
information. The following Human Resources windows and information are
affected.
Payroll window
How window isaffected
Employee
Vacation-Sick
Time Maintenance
window
The Accrue Vacation and Accrue Sick Time options are

unselected.
The Warn when vacation available falls below zero option
is unselected.
The Warn when sick time available falls below zero
option is unselected.
The Vacation Available field is set to zero.
The Sick Time Available field is set to zero.
The Vacation Hours per Year field is set to zero.
The Sick Time Hours per Year field is set to zero.
The Vacation Hours per Pay Run field is set to zero.
The Sick Time Hours per Pay Run field is set to zero.
Employee Class
Setup window
All field values are set to zero.
Pay Code Setup

window
The Vacation Accrual option is unselected.

The Sick Time Accrual option is unselected.
Employee Pay
Code Maintenance
window
The Vacation Accrual option is unselected.

The Sick Time Accrual option is unselected.
Posting Setup
window
Vacation and sick time is unselected for the register

reports for all Payroll account types.
Select Reconcile Attendance Transactions to update or create attendance

information in both U.S. Payroll and Human Resources. For example, if Payroll
transactions are imported, selecting this option creates Human Resources
attendance transactions accordingly. Select Process. When the process is
completed, the Reconcile Error Report prints.
14-4


Classifying Benefit and Deduction Codes
Use the Benefit Classification window to assign a Human Resources benefits
classification to Payroll benefit and deduction codes. To open this window, click
the HR and Payroll series button, click Human Resources on the Utilities
content pane and then click Reconcile.
If benefits or deductions are defined in Payroll, reconcile and classify the benefits
or deductions so they appear in Human Resources. Select Update Benefit Setup
and select Process. If benefit codes or deduction codes exist in Payroll but not
Human Resources, a message asks to synchronize the codes. Select Yes. The
Benefit Classification window opens.
If no errors are found, the Report Destination window opens, print the Reconcile
Error Report. If the Benefit Classification window opens, select an HR Benefit
Classification for each code and select OK to classify the benefits. If all benefits
and deductions are not clarified, the code continues to appear in the Benefit
Classification window.
Company Payroll Record Utilities

To help keep Payroll records current use the company record utilities. The
reconciling process checks for discrepancies in employee financial information
and it checks for differences between detail records and summary records.
Comparing the detail and summary amounts can help verify the accuracy of the
entries when setting up Payroll for the first time, or any time information is
entered or changed in the employee financial fields.

14-5

Reconciling Employee Records
Use the Reconcile Employee Information window to compare information shown
in the Employee Summary and the Employee Tips Summary windows, if
applicable, to the detail information shown in the Employee Pay Code Summary,
and the Employee Deduction Summary windows for the selected range of
employees. To open this window, click the HR and Payroll series button, click
Payroll in the Utilities content pane, and then click Reconcile.
To determine total gross wages for any one employee, add wages for all pay
codes for the employee and subtract all tax-sheltered deductions to determine the
value for the month in question. Use values from the Employee Pay Code
Summary and the Employee Deduction Summary windows.
The Payroll system generates a report that flags all discrepancies for each month;
determine which value is correct and make manual adjustments, if necessary.
Reconcile records if a Payroll system problem occurs and if the Payroll data
needs to be verified. The reconcile process also is useful if inconsistencies are
discovered in reports. Be sure to backup the company database before
reconciling.
To complete the reconcile:
1. Select the Year to reconcile or to print a Reconcile Error report for.
2. Select a Range of Employee IDs to reconcile. If a range is not
entered, all employee records are reconciled.
3. Select Insert to insert the range.
4. Select Process to compare the employee summary and detail
financial information or print the Payroll Reconcile Error Report,
depending on the selections in this window.
14-6


If both Reconcile and Print Report are selected, the report is printed before
information is reconciled. This report displays the amounts for the employees
whose detail records do not match the summary records. After employee records
are reconciled, the values on the summary windows are adjusted based on the
transaction details of the employees.
Using Mass Updates

Use the Employee Mass Update window to change pay rates and benefit and
deduction amounts for a range of employees. Adjustments can also be made to an
individual employee's amount within the range using the Edit Employee Mass
Update window. When pay rate changes are made in the Employee Mass Update
window, they do not apply to employee/pay code combinations assigned to pay
step tables.
Adjustments can also be made to an individual employee's amount within the
range using the Edit Employee Mass Update window.
Use this window when the company:
Decides to give a 5 percent pay increase to all employees. Select

each hourly or salary pay code and increase the pay rate by 5
percent, and also select the option to include all pay codes based on
that specific pay code. Doing so updates all hourly and salary pay
records, along with any vacation, sick time, holiday and overtime
pay records that are based on those pay codes for the employees.
Decides to give pay increases to employees in a specific department,

to all employees with a specific position or to a specific class of
employees.
Policy states that vacation accrual rates are increased after five years
of service. The accrual amount can be updated based on the
employee start date.
Policy states accrued vacation hours cannot exceed 80 hours if

vacation is not used by a certain date. Use this window to set
vacation available hours greater than 80 to be capped at 80 hours.
Be sure to make a backup of the Payroll data for each company before updating
employee information. There are some limitations to updating records in the
Employee Mass Update window.
Limitations include:
If a benefit or deduction code is to be updated and the calculation

method for the code is Percent of Gross or Percent of Net, the
updated method for the code cannot be more than 100 percent. For
example, if there is a deduction percentage that is 20 percent of gross
and 90 percent is entered to increase the percentage to 110 percent,
the updated amount is set to 100 percent.

14-7
Neither, tiered deductions or tiered benefits can be updated using the

Employee Mass Update window.
Neither, Charged Tips or Reported Tips pay types can be updated.
If a pay or benefit code is being updated, the current amount cannot

be decreased to an amount less than zero. However, if a deduction
code is being updated the current amount can be decreased to an
amount that is less than zero.
Use the Employee Mass Update window to change pay rates and benefit and
deduction amounts for a range of employees. To open this window, click the HR
and Payroll series button, click Payroll on the Utilities content pane, and then
click Mass Update.
FIGURE 14.4 EMPLOYEE MASS UPDATE WINDOW
Depending on the type of record to be changed, select an Update option:
14-8
Pay Rate
Deduction Amount
Benefit Amount
Vacation Accrual Amount
Sick Time Accrual Amount
Vacation Hours Per Year
Sick Time Hours Per Year
Vacation Available
Sick Time Available


Select a specific pay code, deduction or benefit code to change. This field is
available only if choosing Pay Rate, Deduction Amount, or Benefit Amount in
the Update field.
Enter a Range of employees for the following fields:
Class ID
Employee ID
Department
Position
Start Dates
Include a specific range of employees, or accept the default entry ALL, to

include all employees in the update.
Select an Update Method to update records:
Change by Amount - Updates employee records by increasing or

decreasing the current amounts by a specific amount. For example,
suppose there is a group of hourly employees who are paid $10 an
hour. To increase their wage to $12 an hour, enter $2 in the Amount
field and mark Increase.
Change by Percent - Updates employee information, such as a pay

rate, based on the current pay rate, increasing or decreasing the
amounts by a certain percentage. For example, if the company
decided to give a range of employees a 5 percent pay raise, enter
5.00 and mark Increase.
Replace with Amount - Updates employee information by replacing

an amount with a specific amount. For example, the company policy
states that the number of vacation hours per year for employees
increases from 80 hours to 120 hours after five years of service. In
this example, select a range of employees, based on their start date,
select Replace with Amount and enter 120 in the Amount field.
Replace with Amount if Greater Than Amount - Replaces

existing amounts with a specific amount if the existing amount is
greater than the amount entered. For example, if the company policy
states that employees cannot carry more than 100 hours of vacation
from one year to the next, at the end of the year set all vacation
available hours that are greater than 100 back to 100. By doing so,
employees with fewer than 100 hours of vacation are not affected. In
this example, select Replace with Amount if Greater Than Amount
and enter 100 in the Amount field. If an employee had a vacation
available amount of 140 hours, that amount is replaced with 100.
Enter either the Amount or the Percentage for the selected record that needs to
be adjusted.

14-9

For example:
To increase a record by $5.00, enter $5.00 and select Increase.
To decrease a record by 5 percent, enter 5.00 and select Decrease.
If a benefit or deduction code is being updated and the calculation method for the
code is Percent of Gross or Percent of Net, the updated percentage cannot be
more than 100 percent. For example, if there is a deduction percentage that is 20
percent of gross and 90 percent is entered to increase the percentage to 110
percent, the updated amount is then set to 100 percent.
If a pay or benefit code is being updated, the current amount cannot be decreased
to an amount less than zero; however, if a deduction code is being entered, the
current amount can be decreased to an amount that is less than zero.
To Increase or Decrease employee records:
Select Increase for the existing employee records to be increased.
Select Decrease for the employee records to be decreased.
This field is available only if Change by Amount or Change by Percent is

selected as the update method.
Select to round the updated amount to the nearest dollar. This is only available if
Change by Percent is selected as the Update Method. If an amount is changed in
the Updated Amount column in the scrolling window of the Edit Employee Mass
Update window, the amount changed in that window is not rounded, even if this
selection is selected.
Select to update all pay codes that are based on this pay code. For example, if the
pay rate is changed for a salary pay code, apply the rate change to all pay codes
that are based on the salary pay code, such as vacation or overtime pay types.
Select Edit Records to display the Edit Employee Mass Update window to
preview and edit the updated information.
The current information (the amount prior to the update) for the
range of employees displays in the Current Amount field in the
scrolling window.
The updated information (the proposed amount) displays in the

Updated Percent/Amount field in the scrolling window, and
changes can be made to the Updated Percent/Amount field.
Neither, tiered deductions or tiered benefits can be updated using the Employee
Mass Update window. If a deduction or benefit amount is being selected to be
updated and the employees in the selected range have only tiered deductions or
tiered benefits, a message is received that there are no records in the selected
range to update and the edit window does not open.
14-10


If changes are made to individual records in the Edit Employee Mass Update
window and then it is decided to revert to the original amounts, choose
Redisplay to redisplay the records based on the entries made in the Employee
Mass Update window.
To verify the accuracy of the changes made, select Print to print an edit list, by
clicking the printer icon or by selecting Print from the File menu. To print an edit
list use either the Employee Mass Update or Edit Employee Mass Update
window.
Select Update once satisfied with the changes. Update saves the updated
amounts. The Employee Mass Update Audit report is then printed, which
displays the updated employee information.
Calculating Net-To-Gross Wages

Use this window to quickly determine the gross pay amount needed for an
employee to net a specified dollar amount for Bonuses, Holiday pay or other
special Payroll events. To open this window, click the HR and Payroll series
button, click Payroll on the Utilities content pane, and then click Gross Up.
FIGURE 14.5 PAYROLL GROSS UP WINDOW
Enter the positive Net Amount the employee receives. Enter the employee's
Federal Tax rate. After Calculate (or Recalculate) is selected, the federal tax
amount displays.
FICA Soc Sec Tax displays the default FICA Soc Sec Tax rate from the tax
tables. After Calculate (or Recalculate) is selected, the FICA Soc Sec Tax
amount displays.
FICA Medicare Tax displays the default FICA Medicare Tax rate from the tax
tables. After Calculate (or Recalculate) is selected, the FICA Medicare Tax
amount displays.

14-11

Enter the employee's State Tax rate. After Calculate (or Recalculate) is selected,
the state tax amount displays.
Enter the employee's Local Tax rate. After Calculate (or Recalculate) is selected,
the local tax amount displays.
The Gross Pay Amount displays the gross amount that the employee needs to be
paid so they receive the net amount entered.
Removing Records
History records provide useful information for audit purposes. These records can
be maintained for an unlimited number of years, if just one type of history is kept
available in Payroll. Removing history can affect the ability to reprint posting
journals and void posted checks.
When historical records are removed, the Payroll system removes records only
for the range specified. Normally, history is removed after the year-end closing
process; however, at other times during the accounting cycle, it can be necessary
to remove ranges of history that are no longer useful.
Do not remove history until all government statements and reports are printed for
that year. After Payroll history is removed, statements and reports for that year
cannot be reprinted. Backup the company database before removing history.
Removing Payroll History

Use the Remove Payroll History window to remove Payroll history. To open this
window, click the HR and Payroll series button, click Payroll on the Utilities
content pane, and then click Remove Payroll History.
FIGURE 14.6 REMOVE PAYROLL HISTORY WINDOW
14-12


Payroll history can be removed for a range of audit trail codes, posting dates or
employees. After history is removed, checks cannot be voided, posting journals
cannot be reprinted for computer checks, manual checks, nor can checks be
voided for the range of transactions that are removed.
Select the method to use to define the Range to remove. Check or transaction
history can be removed for a range of audit trail codes, employee IDs or posting
dates.
Select From then enter or select the first entry to include in the range
of Payroll history to remove. If Posting Date is selected in the
Ranges field, select Enter Date and select a day from the list or type
the first date to include in the range.
Select To then enter or select the last entry to include in the range of
Payroll history to remove. If Posting Date is selected in the Ranges
field, select Enter Date and select a day from the list or type the last
date to include in the range.
Restrictions are used to define the ranges of Payroll history to remove. If range
restrictions are specified, click Insert to insert the range into the list or the range
is not used. If an error in a range or a restriction is made, select the range and
select Remove. If no range restrictions are specified, all Payroll history is
removed.
To print history reports:
Select Check History to print the Check History Report without

removing history.
Select Transaction History to print the Transaction History Report

without removing history.
Select Both to print the Check History Report and Transaction

History Report without removing history.
To remove Payroll history:
Select Check History to remove the Check History.
Select Transaction History to remove the Transaction History.
Select Both to remove the Check and Transaction History.
Select Process to remove the Payroll check or transaction history or print the
Check History Report or Transaction History Report, depending upon the
selections made in this window. If options are marked in both the Remove and
Print fields, the report is printed when historical records are removed.

14-13

Removing Employee Summary Information
Use the Remove Employee Summary window to remove employee summary and
tip information for a selected year. A summary report can also be printed using
this window. To open this window, click the HR and Payroll series button, click
Payroll on the Utilities content pane, and then click Remove Employee
Summary.
FIGURE 14.7 REMOVE EMPLOYEE SUMMARY WINDOW
Do not remove employee summary information until all government statements

and reports are printed for that year. After employee summary information is
removed, statements and reports cannot be printed for that year.
Select the Year to remove employee summary information for. Select the method
to use to define the Range of summary and tip information to remove Employee
IDs, employee classes, departments, positions and hire date. Select From then
enter or select the first entry to include in the range of summary and tip
information to be removed. Select To then enter or select the last entry to include
in the range of summary and tip information to be removed.
Restrictions list the ranges of the Employee Summary to remove.
If range restrictions are specified, click Insert to insert the range into
the list or the range is not used.
If an error in a range or a restriction is made, select the range and

select Remove.
If no range restrictions are specified, all Employee summary history is removed.

Select Print Summary Report to print a summary report. Select Remove
Summary Information to remove employee summary information. If this option
is not selected and Process is selected, Payroll does not remove summary
information based on the selected records. Select both of these options to print
the Summary Report and Remove Summary Information reports.
14-14


Select Process to remove summary and tip information or print the Summary
Report, depending on the selections made in this window. If both Print
Summary Report and Remove Summary Information are selected, the report
is printed after historical records are removed.
Removing Inactive Records

Use the Remove Inactive Records window to remove inactive employee records
and their corresponding history records. To open this window, click the HR and
Payroll series button, click Payroll on the Utilities content pane, and then click
Remove Inactive Records.
FIGURE 14.8 REMOVE INACTIVE RECORDS WINDOW
Removing inactive employee records permanently deletes information needed in

creating the year-end wage file. If it is still planned to create a year-end wage
file, be sure to reactivate the employees first before choosing to remove inactive
records.
If Direct Deposit is being used removing inactive employee records also removes
records of employees selected as inactive in the Employee Direct Deposit
window.
Do not remove inactive employee records until all government reports for that
year are printed. Once inactive employee records are removed, reports for that
year cannot be reprinted.
To remove inactive records:
Select Remove Inactive Employee Records to remove employee

records for inactive employees. If Remove Inactive Employee
Records is selected and Remove History for Inactive Employee
Records is not marked, information in Payroll history reports is
retained.
Select Remove History for Inactive Employee Records to remove

history records for inactive employees. If the inactive employee and
history records are removed, the reprint journals print incorrect
information.

14-15

Select Process to remove the selected inactive records. In some instances, it can
be beneficial to keep inactive employee records and not remove them. Discuss
with a consultant or review the effects of removing these records prior to deleting
inactive employee records.
Removing Year-End Information

Use the Remove Payroll Year-End Information window to move year-end
information to history. All the information for printing W-2 statements and 1099R forms also is moved to history. To open this window, click the HR and
Payroll series button, click Payroll on the Utilities content pane, and then click
Remove Year-End Information.
FIGURE 14.9 REMOVE PAYROLL YEAR-END INFORMATION WINDOW
Before beginning, make a backup of the company database. As long as there is a

current backup, information can be restored. Select the Year to remove year-end
history information for. Use restrictions to select or limit what year-end history to
remove.
Select Insert to insert the selected year into the Restrictions list.
Select Remove to remove a selected year from the Restrictions list.
Once restrictions are selected, click Process to remove year-end history for the
selected year.
14-16


Removing Distribution Information
Use the Remove Payroll Distribution History window to remove Payroll
distribution information. By keeping distribution history there are detailed
records of how Payroll transactions affected the balances of posting accounts. To
Utilities content pane, and then click Remove Distributions.
FIGURE 14.10 REMOVE PAYROLL DISTRIBUTION HISTORY WINDOW
Before removing history, be sure there is no need to retain the distribution

information. After history is removed, the Reprint Check Posting Register,
FUTA Posting Register, SUTA Posting Register or Workers Compensation
Posting Register cannot be printed for the audit trail codes that are removed.
Select the method to use to define the Range of distribution history to remove
audit trail codes or posting dates. For example, to remove all Payroll distributions
posted in January 2018, select Posting Date from the list and enter 01/01/2018 in
the From field and 01/31/2018 in the To field.
of distribution history to be removed. If Posting Date is selected in
the Ranges field, select Enter Date and select a day from the list or
type the first date to include in the range.
distribution history to be removed. If Posting Date is selected in the
the last date to include in the range.
Restrictions list the ranges of distribution history selected to be removed. If

range restrictions are specified, insert the range into the list or the range
restriction is not used. If no range restrictions are specified, all distribution
history is removed.
Click Insert to add the range restriction. Additional ranges and

restrictions can be selected.
If an error in a range or a restriction is made, select the range and

click Remove.

14-17

Select Report in the Print option to print the Distribution History Report without
removing history. Select History in the Remove option to remove distribution
history for the range entered.
Select Process to remove distribution history or print the Distribution Breakdown
History Report, depending upon the selections made in this window. If both
options are selected, the report is printed after historical records are removed.
Removing Journal History

Use the Remove Payroll Journal History window to remove Payroll journal
history. To open this window, click the HR and Payroll series button, click
Payroll on the Utilities content pane, and then click Remove Journals.
FIGURE 14.11 REMOVE PAYROLL JOURNAL HISTORY WINDOW
If posting options are set up to allow posting journals to be reprinted, then

posting journals can be reprinted for Payroll transactions. Posting journals
include the audit trail code that is assigned to transactions during the posting
process, and they are a valuable audit trail tool.
After history is removed, posting journals cannot be reprinted for computer
checks, manual checks, voided checks, month-end reports or quarter-end reports
for the range of transactions removed.
Select the method to use to define the Range of posting journal history to remove
audit trail codes or posting dates.
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of posting journal history to remove. If Posting Date is selected in
the Ranges field, select Enter Date and select a day from the list or
type the first date to include in the range.
posting journal history to remove. If Posting Date is selected in the
the last date to include in the range.


Restrictions list the ranges of posting journal history that are selected to be
moved. If range restrictions are specified, insert the range into the list. If no range
restrictions are specified, all posting journal history is removed.
Click Insert to insert the selected range into the Restrictions list.
Click Remove to remove the selected range from the Restrictions

list.
Select Process to remove posting journal history for the ranges selected.
Human Resources Archive

In Microsoft Dynamics GP Human Resources, it is a good idea to periodically
archive, or move, some of the information in the system to a separate, or
secondary, file system. By reducing the number of active, readily-accessible
records, the system runs more efficiently.
Use the Applicant Archive and Employee Archive windows to move inactive
applicant and employee records to a separate area on the computer. Save the
archived records to a different storage medium to reduce the amount of hard disk
space required for the system.
Delete the records as they are archived and specify what information is to be part
of the archived record. Recall archived records to reactivate applicant and
employee records. Further, later on certain applicant or employee records can be
deleted from the archive, if necessary.
Archiving An Applicant Record

Use the Applicant Archive window to archive and keep a history of applicant
records. This window can also be used to delete the applicant record. To open
on the Utilities content pane and then click Archive Applicant.
FIGURE 14.12 APPLICANT ARCHIVE WINDOW

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Enter or select the applicant's Last Name. Select the records for this applicant to
archive. The records are:
Costs
Education
Interviews
Offers
References
Skills
Tests
User Defined
Work History
To delete the applicant's record from the list of active applicants, select Delete
applicant when finished. Click Save.
Retrieving An Archived Applicant Record

Use the Archived Applicant window to retrieve an archived record. It can be
necessary to retrieve an applicant's record if the applicant reapplies for a position
within the company. To open this window, click the HR and Payroll series
button, click Human Resources on the Utilities content pane, click Archive
Applicant and then click the Archive Applicant button.
FIGURE 14.13 ARCHIVED APPLICANTS WINDOW
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A list of archived records is displayed in the Archived Applicants window. Select
an applicant record to retrieve and select Retrieve. A message appears with the
option to retrieve this applicant's record. Select Yes.
When the retrieval process is complete, the option is available to delete the
archived records after retrieving. Close the window.
Archiving An Employee Record

Use the Employee Archive window to archive and keep history of an employee
Human Resources on the Utilities content pane and then click Archive
Employee.
FIGURE 14.14 EMPLOYEE ARCHIVE WINDOW
To delete that employee record from the employee table, delete the employee
record from the Employee Maintenance window after archiving it. For more
information about deleting an employee record after archiving the record, refer to
Deleting an employee record.
Enter or select an Employee ID. Select the records of this employee to archive. If
Attendance is selected and Include Transactions is not selected, employee
maintenance information and yearly accrual summary information for the
employee is archived. If Include Transactions is selected, all the transactions for
this employee are archived. Click Save.

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Retrieving An Archived Employee Record
Use the Archived Employee window to retrieve an archived record. It is
necessary to retrieve an archived employee record if the employee begins
working at the company again. To open this window, click the HR and Payroll
series button, click Human Resources on the Utilities content pane, click
Archive Employee and then click Archived Employees.
FIGURE 14.15 ARCHIVED EMPLOYEES WINDOW
A list of archived records is displayed in the Archived Employees window.

Select an employee record and select Retrieve. A message appears with the
option to retrieve the records. Select Yes. When the retrieval process is complete,
the option is available to delete the employee's archived records.
Only records previously archived can be retrieved. Additional records, such as
Payroll information and benefit signups must be synchronized and some data
might need to be entered. Use the Reconcile Human Resources window to update
benefit signups. For more information, refer to Reconciling Human Resources
information.
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Deleting An Employee Record
Use the Employee Maintenance window to delete an employee record after the
employee information is archived. To open this window, click the HR and
Employee and then click Employee.
If information such as monthly, quarterly or yearly records exists for an

employee, the employee record cannot be deleted. The record can be deleted at
the end of the year after the financial information clears. Enter or select an
Employee ID and click Delete.
Compensation Management
Use the Compensation Management window as a tool to analyze and update
employee compensation. This feature is not available if Canadian Payroll is being
used; it is only available for U. S. Payroll.
Select individual employee names or groups of employee names for
compensation adjustments and analyze percentage or dollar amount changes.
After analyzing the compensation change, update the compensation for the
employee names selected. View the employee's division, department, position,
shift code, previous wage and proposed wage.

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If filters set in the Human Resources Preferences window prevent access to one
or more divisions or departments, only those employee names with permission
rights appears in the scrolling window.
Use the Compensation Statistics window to view the current average employee
salary, the proposed average employee salary and the difference between the
current and proposed average salaries.
Analyzing And Updating Employee Compensation

Use the Compensation Management window to analyze employee compensation
by entering compensation increases or decreases and applying them to certain
employee records or employee groups. To open this window, click the HR and
Payroll series button, click Human Resources on the Utilities content pane and
then click Compensation Management.
FIGURE 14.17 COMPENSATION MANAGEMENT WINDOW
Compensation adjustments are not applicable to employee pay records assigned

to pay step tables. To make compensation adjustments to such records, first
remove the pay step assignments, using the Employee/Pay Step Assignment
window. Enter the Effective Date of change or accept the default date.
Select the employees to include in the wage analysis. To include all the employee
names from a particular group, select a division, department or position and pay
code and select All for the group selected. For example, to perform a wage
analysis for all production workers in all departments, select the Production
Worker position and select All next to Department.
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Click Insert to add the employee names to the scrolling window. A message
appears with the option to include part-time employees.
To add an individual employee to the scrolling window, select Add to open the
Employees window. Select an employee name and click Select.
To remove a group of employee names from the scrolling window, refine the
selection in the Division, Department, Position and Pay Code fields and select
Remove. For example, suppose the company is considering a wage increase for
employees in all departments in the East Division, except Engineering. First add
all employees in the East Division and then remove the Engineering employees.
To remove an individual employee from the Compensation Management
scrolling window, select the employee name and click Remove. Remove the pay
code selected or all pay codes for this employee.
Enter wage adjustment information.
To adjust wages by a percentage, enter the amount in the Percent

field. Use a minus sign when decreasing wages.
To adjust wages by a dollar amount, enter the amount in the Amount

field. Use a minus sign when decreasing wages.
Select Round Near, Round Up or Round Down to round the wage

adjustment up, down or to the nearest percent or dollar.
Select Calculate. The new employee salaries for the employees in the scrolling
window are calculated. To view calculated salary statistics, select the View
Statistics button to open the Compensation Statistics window. For more
information about viewing compensation statistics, refer to Viewing
Compensation Statistics.
Select Print from the File menu to print the HRP Compensation Summary
report. To apply the updates to employee records, select the Update Salary
button. Changes made to employee salary history records using this procedure
displays COMP MGMT as the reason for change.

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Viewing Compensation Statistics
Use the Compensation Statistics window to view how compensation changes
affect different organizational groups. Usually, select one pay code to analyze.
Resources on the Utilities content pane, click Compensation Management and
then click View Statistics.
FIGURE 14.18 COMPENSATION STATISTICS WINDOW
This window is not available for Canadian Payroll. Follow the instructions for
Analyzing and Updating Employee Compensation to enter and calculate a wage
analysis. Select the View Statistics button to open the Compensation Statistics
window.
The system calculates both the current and proposed average, high and low salary
figures for everyone in the part of the system selected. The total change and the
difference between current and proposed wages and salaries are displayed. The
number of employees that are included can be viewed in the information for each
level.
Tax Utilities
To help keep the Payroll records current use the tax utilities that are available in
Microsoft Dynamics GP Payroll to edit federal tax liabilities, tax codes, and
FICA taxes, if the amounts are incorrect.
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Editing Federal Tax Liabilities
Use the Payroll Edit Federal Tax Liabilities window to make changes to the
federal tax liability amounts if the amounts are incorrect on Form 941 or the
Quarterly 941 Preparation Report. To open this window, click the HR and
Payroll series button, click Payroll on the Utilities content pane and then click
Edit Liabilities.
FIGURE 14.19 PAYROLL EDIT FEDERAL TAX LIABILITIES WINDOW
It is not recommended to use the Payroll Edit Federal Tax Liabilities window to
edit liability information except in extreme circumstances. To edit federal tax
liabilities, the Edit Financial Fields option must be selected in the Payroll Setup
window.
Differences in tax liability amounts can occur in any of the following
circumstances:
If transaction posting is interrupted at any time.
If beginning to use Payroll during the year and pay run information
is being entered for employees using the Employee Summary
window instead of entering the information using the Payroll Manual
Checks-Adjustment Entry window.
If any adjustments are made to the information in the Employee

Summary window during the year.

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Move the cursor to the first available line in the scrolling window to enter
information for a missing pay run. Move the cursor to the appropriate field in the
scrolling window to make changes to an existing pay run. The changes made in
this window are reflected on the following reports:
Federal Tax Liabilities List
Quarterly 941 Preparation Report
Form 941
Quarterly 941 Schedule B Preparation Report
Quarterly 941 Schedule B
The Payroll Tax Liability Table is updated with these changes. The Payroll
Employee Master Table is not affected. If changes are made using this window, it
is recommended to print the Federal Tax Liabilities List and keep the report for
the records. Click OK to save changes.
Viewing And Editing Payroll Taxes

Use the Payroll Tax Setup window to view and edit the predefined FICA, federal,
state and local tax tables, if necessary. To open this window, click the
Administration series button and then click Payroll Tax on the Setup content
pane.
FIGURE 14.20 PAYROLL TAX SETUP WINDOW
Use Payroll Update to download and install updated information, including tax
tables, to calculate federal tax, FICA tax, and state and local tax withholding. If
the tax tables are modified while working in the lesson company, it might be
necessary to install the tables again.
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Select a Tax Code. The tax calculations for that code are displayed in the
Sequence list box. Select Filing Status to open the Payroll Tax Filing Status
window, and then view the filing status information for the selected tax code.
This window can also be used to view personal exemption information, standard
deduction information, and other tax information.
If the selected tax code uses a calculation that requires a tax table, choose Tables
after a filing status is entered to view the tax tables, low income tables, personal
exemption tables or special tables for a filing status of a tax code. The Payroll
Tax Tables window then opens.
Tax Calculation Methods

The following information lists the tax calculation methods and how each
method works.
Subtract Standard Deduction: Subtracts a standard deduction amount from
taxable wages. Depending on the state, the calculation method varies. The
methods include subtracting a percent of gross wages per employee's filing
status, subtracting a percent of gross wages with a minimum and maximum
amount, and subtracting a flat amount per filing status.
Subtract Personal Exemption: Subtracts any personal exemptions the tax code
allows. If processing federal tax, the number of personal exemptions is
determined by the number of exemptions entered in the Employee Tax
Maintenance window. If processing state tax, the number of exemptions is based
on the Include check boxes in the Payroll Tax Filing Status window.
For example, if Include Personal Exemptions is selected, the number of
exemptions is the total personal exemptions marked in the Employee State Tax
Maintenance window. If Include Additional Allowances is selected, the number
of exemptions is the number entered in the Employee State Tax Maintenance
window. If Include Dependents is selected, the number of exemptions is the
number entered in the Employee State Tax Maintenance window.
Unique methods exist for the following states:
Alabama: Taxable wages are reduced by the personal exemption

amount specified in the Payroll Tax Filing Status window.
Connecticut, Iowa, Massachusetts and Missouri: A personal

exemption table exists in the Payroll Tax Table Setup window.
Subtract Dependent Exemption: Subtracts any dependent exemptions the tax

code allows. This is a flat amount multiplied by the number of dependents, based
on the entries for each employee in the Employee Tax Maintenance window.
Apply Tax Table: Uses the tax table set up for the code in the Payroll Tax
Tables window.

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Apply Flat Tax Rate: Multiplies a flat tax rate by the taxable wages. However,
for a Yonkers resident, the flat tax rate is multiplied by the tax withholding
amount. The flat tax rate is entered in the Payroll Tax Filing Status window.
Percentage of Federal Tax Withholding: Applies a percentage to the federal
tax withholding per filing status for the tax code. The percentage is entered in the
Payroll Tax Filing Status window.
Subtract Annualized Federal Tax Withholding: Subtracts the federal tax
withholding and checks against the maximum amount. The percentage and
maximum are entered in the Payroll Tax Filing Status window.
Subtract Annualized FICA Tax Withholding: Subtracts a percentage of FICA
tax withholding and checks against the maximum amount. This information is
entered in the Payroll Tax Filing Status window.
Check Low Income Tables: Checks taxable wages against a low income limit
entered in the Payroll Tax Filing Status window. For Arkansas if the filing status
equals SLI, MFJLI, or HOHLI, the taxable wages are adjusted based on the
special table entered in the Payroll Tax Table Setup window.
No State Tax: Used for states that do not have an income tax.
Subtract Estimated Deductions: Subtracts the estimated deduction amount
specified in this window for each estimated deduction specified in the Employee
State Tax Maintenance window. This calculation applies only to state tax codes.
Apply Credit Percentage Table: Uses a special tax table entered in the Payroll
Tax Tables window to calculate a tax credit.
Calculate Tax On Excess Wages: Calculates tax on the taxable wages that
exceed the wage limit for Oklahoma. This reduces the taxable wages to the
maximum wage limit.
Adjust Taxable Wages: Makes a special adjustment on taxable wages for
Oklahoma.
Check Exception Status: Checks for wage exceptions and applies a flat tax rate
for Wisconsin.
Apply Special Table For Tax Credit: Applies a special table for tax credit.
Round to the Nearest Dollar: Rounds the tax amount for the pay run to the
nearest dollar.
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Payroll Updates
The Payroll update engine helps update the Payroll system and company
databases with the latest round of tax table information and all preceding tax
updates for the current year.
The year-end updates must be downloaded and any changes affecting Payroll
program code from the Tax Updates section of the Customer Source Web site
must be installed separately.
Using The Tax Table Update Engine

Use the automatic update feature to update the database with the latest tax table
information. The tax update engine runs the SQL scripts required to update both
the Payroll system database and each of the company databases.
To open the Payroll Tax Update window, click Microsoft Dynamics GP >
Maintenance > U.S. Payroll Updates > Check for Tax Updates.
FIGURE 14.21 PAYROLL TAX UPDATE WINDOW
Select an update method, then select Next.
The Automatic option downloads all current and prior tax table
updates for the year to the default location. If necessary, restart
Microsoft Dynamics GP to complete the update.
The Manual option processes all current and prior tax table updates
for the year from a location specified. If necessary, restart Microsoft
Dynamics GP to complete the update. Select Manual if a computer
that is not connected to the Internet needs to be updated.

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If using the Manual option, first download the update and documentation from
Customer Source, and copy the update files to a location accessible to the
computer to update.
If Automatic is selected in the Payroll Tax Update window, enter the
authorization number. Select the Log in button to start the download. If
necessary, restart Microsoft Dynamics GP to complete the update.
If Manual is selected in the Payroll Tax Update window, specify the location
where the tax update files are located.
FIGURE 14.22 PAYROLL TAX UPDATE WINDOW
Select the Process button to start the update. Verify that Microsoft Dynamics GP
has the latest tax update (Microsoft Dynamics GP menu > Tools > Setup >
System > Payroll Tax).
Payroll Checklist Items

Customized checklists of Payroll routines can be created or existing checklists
can be modified. For example, a checklist can be set up to ensure that the monthend reports are printed consistently each month.
This information is contained in the following sections:
Adding Or Modifying Checklist Items
Deleting Checklist Items
One way of completing all the steps in the Payroll Year-end Closing procedures
is to follow the Routine Payroll Calendar Year Checklist provided with the
system. As each step is selected in the checklist, the appropriate window used to
complete that step appears.
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Use the Payroll Checklists window to add or modify checklist items to Payroll
routines. To open this window, click the HR and Payroll series button and then
click Checklists on the Routines content pane.
FIGURE 14.23 PAYROLL CHECKLISTS WINDOW
Enter a Frequency for routines. Frequency options are: Daily, Payday, Period
End, Month End, Quarter End, Fiscal Year, Calendar Year or User Defined.
The Routine displays the name of the routine. An unlimited number of routines
can be added to this window. To perform a routine, select the frequency and
routine, and then choose Open. The window, application, file or macro
corresponding to the routine appears. The Routine field displays the company
routines set up for that particular frequency.
The Date displays the date the routine is last performed. The Time displays the
time the process or routine is started. The User ID displays the ID of the user
who last performed the routine.
Adding Or Modifying Checklist Items

Select the Add or Modify button to open the Add-Modify Company Routines
window. Use this window to add or modify a routine to the list in the Company
Checklists window.
FIGURE 14.24 ADD-MODIFY PAYROLL ROUTINES WINDOW

14-33

The Frequency displays the frequency of the routine to be added or modified.
Enter the name of the Routine to be added or modified. This name then displays
in the Payroll Checklists window.
To select the Type to add or modify:
Select Microsoft Dynamics GP Window to open a specific

Microsoft Dynamics GP window, such as Payroll Transaction Entry,
each time the routine begins.
Select External Task to start another application each time the

routine begins.
Select Microsoft Dynamics GP Macro to start a Microsoft

Dynamics GP macro each time the routine begins.
Enter or select the Application - Microsoft Dynamics GP window, external task,

or Microsoft Dynamics GP macro to be added or modified.
If Microsoft Dynamics GP Window is selected from the Type list,

enter or select the specific Microsoft Dynamics GP window.
If External Task is selected from the Type list, enter or select the
application, such as Word.
If Microsoft Dynamics GP Macro is selected from the Type list,

enter or select the macro filename.
The File field is available only if External Task is selected from the Type list.
Enter or select the name of a file to be opened by the external application. For
example, if a routine for setting up new employee records is being created, a task
for printing a name tag for the new employee can be included. If there is a
Microsoft Word template for the name tag, select Microsoft Word as the
application and the name tag template file as the file. The File button opens a
window that can be used to select the location and filename of a file to open
automatically each time the routine is started.
Payroll Period-End Procedures

There are specific tasks that must be completed at the end of a specified period,
quarter or year. They include printing period-end reports and closing the year in
Payroll.
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Printing Period-End Reports
Printing Quarter-End Reports
Payroll Year-End Closing
Printing the Year-End Employee Wage Report
Year-End Procedures For Reporting Tips


Use the Period-end Payroll Reports window to print any or all of the Period-end
reports. To open this window, click the HR and Payroll series button, click
Payroll on the Reports content pane and then click Period-End.
FIGURE 14.25 PERIOD-END PAYROLL REPORTS WINDOW
Select the Type of information to include on the report. The types available are
Month and Period. If Month is selected, enter the month and year to include on
the report. If Period is selected, enter the time period to include on the report in
the Date From and Date To fields.
Select the Range of information to specify. Records within the range specified
are included on the report. Enter the first record to include in a range to restrict
the information that appears on a period-end report. Enter the last record to
include in a range to restrict the information that appears on a period-end report.
Select any or all of the period-end reports to print.
Payroll Summary - This report lists gross wages, net wages,

advanced EIC payments made and the amounts of federal and FICA
taxes withheld.
Pay Code Summary - This report lists each pay code, hours worked
and amounts paid. Pay codes are set up for each employee using the
Employee Pay Code Maintenance window.
Department Summary - This report lists the amounts paid by

department code. Department codes are set up using the Department
Setup window. This report does not include Earned Income Credit
pay types.
Position Summary - This report lists the amounts paid by position

code. Position codes are set up using the Position Setup window.
This report does not include Earned Income Credit pay types.

14-35
Deduction Summary - This report summarizes the amounts

deducted for each Payroll deduction. Deductions are set up using the
Deduction Setup window.
Benefit Summary - This report summarizes the amounts contributed

for each Payroll benefit. Benefits are set up using the Benefit Setup
window. Taxable benefits are selected with an asterisk on this report.
State Tax Summary - This report summarizes the taxable wages

and taxes withheld. State taxes are set up using the Employee State
Tax Maintenance window.
Local Tax Summary - This report summarizes the local taxable

wages and taxes withheld. Local taxes are set up using the Employee
Local Tax Maintenance window.
FUTA Summary - This report lists period and yearly gross wages
and taxable wages up to the FUTA wage limit per employee. This
report is used to calculate the period's FUTA deposit the company
needs to make. If posting FUTA tax liabilities, the FUTA Posting
Journal shows what is posted to each account. The wage figures for
this report are taken from the Payroll Pay Code History file. These
figures can be viewed using the Employee Pay Code History
window.
SUTA Summary - This report lists employees in each state that pay
unemployment taxes and the period and yearly amounts owed to
each state. The total amount owed for each department for all states
also is shown. Use this report to complete the period withholding
reports for each state. If posting SUTA tax liabilities, the SUTA
Posting Journal shows the amount posted to each account. The wage
figures for this report are taken from the Payroll Pay Code History
file. These figures can be viewed using the Employee Pay Code
History window.
Workers Compensation Summary - This report lists, by state,

period hours and days worked, period workers compensation
taxable wages and the workers compensation tax due per employee.
Subtotals for each workers compensation code are printed for each
state. If posting workers compensation tax liabilities, the Workers
Compensation Posting Journal shows what is posted to each account.
Last Date Posted displays the most recent date FUTA, SUTA and workers
compensation tax posted. These fields are updated automatically when tax
liabilities are posted during period-end processes. They also are maintained to
warn against if there is any attempt to post these liabilities more than once in a
specified period.
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FUTA displays the most recent date FUTA tax liabilities are posted
on at period-end.
SUTA displays the most recent date SUTA tax liabilities are posted
on at period-end.
Workers Comp displays the most recent date workers

compensation tax liabilities are posted on at period-end.


Select the tax liabilities to post. Print the period-end reports before posting to
verify the accuracy of the information that posts.
The Post Liabilities options are:
FUTA Tax
SUTA Tax
Workers Compensation Tax
When these options are marked, the Posting Date field displays the date these
liabilities are posted on. Once Process is selected, the selected reports are printed
and the tax liabilities post if they are selected to post.
Printing Quarter-End Reports

Use the Quarter-End Payroll Reports window to print any or all of the QuarterEnd reports of the wages and taxes. To open this window, click the HR and
Payroll series button, click Payroll on the Reports content pane, and then click
Quarter-End.
FIGURE 14.26 QUARTER-END PAYROLL REPORTS WINDOW
Select the Quarter that the quarter-end reports are to be printed from and select
the Reports to be printed. Selections include:
941 Preparation Report - This report lists the amount of FICA

wages paid and total quarterly compensation. It also includes the
federal tax withheld and the total amount of FICA tax due from both
employer and employee. Additionally, the monthly summary of
federal tax liability information prints on this report. This report can
be used to complete Form 941, the Employer's Quarterly Federal Tax
Return.

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HINT: The recommendation is to use the Reconcile Employee Information

window to verify that the information in the employee summary and detail
records match before printing the 941 Preparation Report and the Form 941.
941 Schedule B Preparation Report - This report helps to prepare

the Schedule B (Form 941) for quarterly tax returns by providing the
company's daily tax liability for the selected quarter. It is especially
helpful in verifying the accuracy of data before printing the actual
schedule. This is an audit trail report and it is kept for the records.
Form 941 - Select this box to print the information on the actual
Form 941, Employer's Quarterly Federal Tax return that is sent to the
Internal Revenue Service.
Form 941 Schedule B - Use this report to print the quarterly Payroll
tax information directly onto the Schedule B (Form 941) form.
The following table provides additional information about these reports.
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Microsoft Dynamics GP
Payroll Report Name
Report Writer Name
Tables
941 Schedule B
Preparation Report
Quarterly 941 Schedule

B Preparation Report
Payroll Temp 941

Totals
941 Preparation Report
Quarterly 941
Preparation Report
Payroll Temp 941

Totals
Form 941
Quarterly 941 Form

Laser
Payroll Temp 941

Totals
Form 941 Schedule B
Quarterly 941 Form

Schedule B Laser
Payroll Temp 941

Totals


Closing A Year
One way of completing all the steps in the Payroll Year-End Closing procedures
is to follow the Routine Payroll Calendar Year Checklist provided with the
system. As each step is selected in the checklist, the appropriate window used to
complete that step appears. To open this window, click the HR and Payroll
series button, click Checklists on the Routines Setup content pane and then
select Calendar Year as the Frequency on the Payroll Checklists window.
FIGURE 14.27 PAYROLL CHECKLISTS WINDOW
HINT: Before creating the Year-end file install the Payroll Year-end and
Magnetic Media Update.
Use the Payroll Year-End Closing window to create a file of annual wage
information. To open this window, click the HR and Payroll series button and
then click Year-End Closing on the Routines content pane.
FIGURE 14.28 PAYROLL YEAR-END CLOSING WINDOW

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If an employee is enrolled in a current Microsoft Dynamics GP enhancement
plan, updated Year-end and tax information and detailed instructions for closing
the year, processing W-2 statements and running pay runs for the next year can
be downloaded from Customer Source or by using the Payroll Update.
Information in the year-end update is more current than the information provided
in this course.
Before the year is closed, ensure all the pay runs are completed. Also, make a
backup of all company data and store it in a safe place. For more information
about making backups in Microsoft Dynamics GP, refer to the System User's
Guide.
The Year-end closing program performs two functions. It creates Year-end files
from the Payroll records which contain the information required to print W-2
statements and 1099-R forms. It also sets all monthly, quarterly and yearly
amounts to zero and removes all inactive records from the Payroll system, if
necessary.
If background processing is being used, work can continue in the accounting
system during the year-end closing process. Manual or computer checks can still
be processed during the year-end process, as long as the checks being processed
are for a different year. Enter the Year to close and create a year-end wage file.
Select Process to close the year, then the Year-end Wage File is created.
Printing The Year-End Employee Wage Report

Use the Year-end Wage Report window to print the Year-end Employee Wage
Report to verify W-2 amounts before printing W-2 statements. To open this
window, click the HR and Payroll series button and then click Year-End Wage
Report on the Routines content pane.
FIGURE 14.29 YEAR-END WAGE REPORT WINDOW
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To print the Year-End Employee Wage Report:
Select the Year for the Year-End Employee Wage Report to be

printed.
Select the Employee Type to be included in the wage report.

Choices include Regular and Medicare-qualified government
employees.
Select how to sort the information on the report. The employee IDs
can be sorted by:
MQGE/Employee ID
MQGE/Employee Name
MQGE/Department/Name
MQGE/Employee Social Security Number
The selection in this list determines the order records appear in when the browse
buttons are used. Employees classified as Medicare Qualified Government
Employees (MQGE) always are listed after all Regular employees.
Enter the range of Employee IDs to include on the Year-End

Employee Wage Report.
Select All to print a Year-End Employee Wage Report for all

Employee IDs.
Select From to print a Year-End Employee Wage Report for a

selected range of Employee IDs. Enter the beginning of the range of
Employee IDs, and then select To and enter the end of the range of
Employee IDs.
Select Print to print the Year-End Employee Wage report. This

report includes the same information that appears on the W-2
statement and includes headings for each field. The Year-End
Employee Wage Report can only be printed if the Year-end wage file
exists for the year to use.
Year-End Procedures For Reporting Tips

Only one additional Year-End form is required by the IRS if tips wages are
reported, but additional information is printed on W-2 statements for tipped
employees.
Form 8027 is a form used by large food and beverage establishments to report
tips and receipts to the Federal Government. Form 8027 or its associated
preparation report can be modified or printed for a specific year as long as the
Year-End wage file exists for that year.
Be sure to print the preparation report and verify the information before the form
is printed for the IRS.

14-41
Government Forms and Reports

There are specific tasks that relate to government regulations and required forms,
such as the W-2 and 1099-R statements.
Editing W-2 Information
Verifying W-2s for Tipped Employees
Printing W-2 Statements
Editing 1099-R Information
Printing 1099-R Statements
Editing Form 8027 Information
Printing Form 8027
Editing W-2 Information

Use the Edit W-2 Information window to verify and make changes to an
employee's W-2 information. To open this window, click the HR and Payroll
series button and then click Edits W-2s on the Routines content pane.
FIGURE 14.30 EDIT W-2 INFORMATION WINDOW
14-42


To edit W-2 information:
Select a sorting option at the bottom of the window. This determines

how the Employee IDs are sorted in the lookup window and also the
order the records appear in when using the browse buttons.
Select the calendar Year. Type displays the employment type of the
Employee ID that is selected: Regular or Medicare Qualified
Government Employee (MQGE).
Select an Employee ID. The employee's Social Security Number

and Address displays. This information can be edited. Changing this
information does not change the information in the Employee
Maintenance window. If the employee has a foreign address, select
the Foreign Address box, then fields specific to a foreign address
display.
Edit the wage and withholding information for the employee, if

necessary.
Additional information about these fields is provided below.
Wages, Tips and Other Comp displays the wages, tips and other
compensation the employee earned.
Federal Income Tax Withheld displays the federal income tax

withheld for the employee.
Social Security Wages displays employee wages subject to Social

Security tax.
Social Security Tax Withheld displays the Social Security tax

withheld for the employee.
Medicare Wages and Tips displays employee wages and tips

subject to Medicare tax.
Medicare Tax Withheld displays the Medicare tax withheld for the
employee.
Social Security Tips displays employee tips subject to Social

Security tax.
Allocated Tips displays allocated tip information for the selected

employee. Allocated tips are employee receipts divided by company
receipts, multiplied by the tip allocation rate.
Advanced EIC Payment displays the advanced EIC payments made

to the employee.
Dependent Care Benefits displays the dependent care benefits paid

or incurred by the employer for the employee, the fair market value
of employer-provided daycare, and amounts paid or incurred in a
section 125 plan.
Nonqualified Plans enter a value to be printed on the W-2

statement. The Payroll system does not track information for this
field.

14-43

Additional editing W-2 information includes the following:
Mark Statutory Employee if the employee is subject to FICA

withholding but not federal withholding. This box appears on the W2 statement.
Mark Retirement Plan if the employee is an active participant in a

retirement plan. This box appears on the W-2 statement.
The entries in the Employee Tax Maintenance window appear as

default entries and appear on the W-2 statement.
Select the Special button to open the Edit W-2 Special Information
window. Enter additional labels and amounts to print in the Special
box of additional W-2 statements.
Select the Other button to open the Edit W-2 Other Information
window. Enter additional labels and amounts to print in the Other
box of additional W-2 statements.
Select the State button to open the Edit W-2 State Tax Information
window. View or edit an employee's W-2 state tax information.
Select the Local button to open the Edit W-2 Local Tax Information
window. View or edit an employee's W-2 local tax information.
Click Save to save the changes.
Verifying W-2s For Tipped Employees

Tipped employees require no extra W-2 procedures, but because additional
information is printed on W-2 statements, it is recommended to verify
information for tipped employees on a random basis. Be sure the following items
are included in the correct boxes on W-2 statements for tipped employees:
14-44
Box
Information
Allocated tips check box
Select this check box.
5 and 7
Gross wages and tips
12A and 13B
Uncollected FICA Medicare and Social Security


Printing W-2 Statements
W-2 Forms
A W-2 statement must be printed for each employee. Use the Print W-2 Forms
window to specify which information is to be printed on the W-2 statement and
then print the statement. To open this window, click the HR and Payroll series
button and then click Print W-2s on the Routines content pane.
FIGURE 14.31 PRINT W-2 FORMS WINDOW
W-2 Criteria
Select a Year to print W-2 statements for. Select the type of W-2 statements to
print:
Select Normal Year-End to print W-2 statements for employees at

the end of the year.
Select Pre-Year-End Inactive Employees to print W-2 statements

for inactive employees before the end of the year.

14-45

Select an Employee Type:
Select Regular for employees who are required to pay both FICA
Social Security and FICA Medicare taxes.
Select Medicare Qualified Government Employee for employees

who are exempt from FICA Social Security tax but are subject to
FICA Medicare tax. Medicare Qualified Government Employee
must also be selected in the Employee Tax Maintenance window for
each employee whose W-2 statement is being printed.
Enter the range of Employee IDs to print W-2 statements for:

1. Select All to print W-2 statements for all employee IDs.
2. Select From to print W-2 statements for a selected range of
employee IDs. Enter or select the first employee ID in the range;
then enter or select the last employee ID in the range.
3. Enter a Starting Control Number. This number can be assigned to
help keep track of the printed W-2 statements.
4. Select an Order on how to sort the information on the report. The
employee IDs can be sorted by:
MQGE/Employee ID
MQGE/Employee Name
MQGE/Department/Name
MQGE/Employee Social Security Number
5. Enter the Company name and select Address ID.

W-2 Reports
Select the Form Type to print. Options include:
1 Wide continuous
2 Wide continuous
1 Wide single-feed
Select a form to print.
14-46
Validation Report to print a report to verify information, such as

Company EINs.
W-2 Forms Alignment to print a test form to ensure the forms are
aligned. For information about adjusting the alignment of forms,
refer to the Report Writer documentation.
W-2 Forms to print the W-2 statements.
W-3 Transmittal Form to print a summary of the W-2 statements.


Print a Validation Report and verify the information before printing W-2 and W3 statements. The W-2 statement is a report showing income earned and taxes
deducted that are distributed to employees for use in preparing federal, state and
local tax returns. Select the Print button to print the validation report, W-2
alignment form, W-2 statements or W-3 transmittal form, depending upon the
selections.
W-2 Magnetic Media
If the company has more than 250 employees, the Social Security Administration
requires a magnetic media file containing Federal W-2 statements be created and
submitted. To open this window, click the HR and Payroll series button and
then click W-2 Magnetic Media on the Routines content pane.
FIGURE 14.32 MAGNETIC MEDIA WINDOW
For additional information about reporting, refer to the booklet on magnetic

media reporting published by the Social Security Administration.

14-47

Editing 1099-R Information
Use the Edit 1099-R Information window to make changes to a retired
employee's 1099-R information. To open this window, click the HR and Payroll
series button and then click Edit 1099-Rs on the Routines content pane.
FIGURE 14.33 EDIT 1099-R INFORMATION WINDOW
HINT: Editing the 1099-R information changes only the year-end wage file. It
does not change the employee records. It is necessary to change those fields as
well.
A 1099-R statement shows an employee's distribution from a retirement plan.
The Payroll year must be closed before 1099-R statements can be edited or
printed for a specific year. Only pay codes with a pay type of Pension are
displayed in this window or printed on the 1099-R statement.
14-48


Editing Employee 1099-R Information
Enter or select the Employee ID number of the employee whose 1099-R
information is to be edited. The Name field displays the name of the employee
whose ID is selected. The Recipient's ID Number and Address displays; edit
this information, if necessary. Changing this information does not change the
information in the Employee Maintenance window. Select the Year to display or
edit the1099-R information for.
Gross Distribution displays the gross amount distributed for the

selected year. Change the gross distribution amount, if necessary.
If the Taxable Amount of the gross distribution that is subject to

taxes is known, enter the amount in this field. This field is not
available if the Taxable Amount Not Determined box is marked.
Select Taxable Amount Not Determined if the distribution amount

that is subject to taxes is not known. If this option is marked, an
amount cannot be entered in the Taxable Amount field.
Select Total Distribution if the amount in Gross Distribution is a

total distribution. A total distribution is one or more distributions
within a tax year in which the entire balance of the account is
distributed.
Enter the Capital Gain amount of the distribution eligible for the
capital gain election for employees born before 1936.
Federal Income Tax Withheld displays the amount of federal

income tax withheld from the distribution during the selected year.
Change this amount, if necessary.
Enter the Employee's Contributions to a profit sharing or

retirement plan, or insurance premiums, during the selected year.
Enter the Net Realized Appreciation in the employer's securities, if

the distribution includes securities of the employer corporation (or a
subsidiary or parent corporation) and the net unrealized appreciation
can be computed.
Enter the Distribution Code(s) that show the type of distribution

being made. Refer to IRS rules for the applicable year for a current
list of codes.
Use Other Amount to enter the current actuarial value of an annuity

contract that is part of a lump-sum distribution.
The Percent Of Total Distribution is a total distribution and it is

made to more than one person; enter the percentage of the total
received by the employee whose 1099-R information is being viewed
or edited.
State 1 displays the primary state the income tax is withheld from
for the distribution. If taxes are withheld for a second state, enter that
information in the State 2 field. Change the state if necessary.

14-49
Payer's State 1 ID displays the payer's State ID for State 1. Change

this ID, if necessary.
State 1 Distribution displays the state taxable wages distributed for

State 1 for the selected year.
State 1 Income Tax Withheld displays the amount of state income

tax withheld for State 1 from the distribution during the selected
year. Change the amount if necessary.
Name Of Locality 1 displays the primary locality (city, county or

other municipality) income tax is withheld from for the distribution.
If taxes are withheld for a second locality, enter that information in
the Locality 2 field. Change the locality if necessary.
Select Save to save the changes.
Printing 1099-R Statements

Use the Print 1099-R Forms window to print 1099-R statements. To open this
window, click the HR and Payroll series button and then click Print 1099-Rs on
the Routines content pane.
FIGURE 14.34 PRINT 1099-R FORMS WINDOW
14-50


A 1099-R statement shows an employee's distribution from a retirement plan.
Only employees with pay code types of Pension are included. Select the Year to
print 1099-R statements for.
Enter the range of Employee IDs to print 1099-R statements for:
Select All to print 1099-R statements for all employee IDs.
Select From to print 1099-R statements for a selected range of

employee IDs. Enter the beginning of the range of Employee IDs.
Select To and enter the end of the range of Employee IDs.
Select the Order the forms are to be printed in: Employee ID, Employee Name,
Department/Name or Social Security Number. Enter the Company name and
select the Address ID.
Employer Identification Number displays the company's Employer ID for
wages reported during the year. This number is assigned by the Federal
Government and is the number entered using the Unemployment Tax Setup
window. Change the number, if necessary.
To print 1099-R Statements:
1. Select the Form Type to print. Select Continuous if the forms
printed are on a continuous sheet of paper separated by perforations.
Select Single-Feed if the forms are on individual regular-sized sheets
of paper.
2. Select the form to print:
Select Validation Report to print a report to verify the 1099-R
information.
Select 1099-R Forms Alignment to be sure the forms are
aligned correctly in the printer.
Select 1099-R Forms to print the statements.
Select 1096 Transmittal Form to print a summary of the 1099R statements. The 1096 Transmittal Form summarizes all 1099R statement information.

14-51

Use the Form 8027 window to review the Form 8027 preparation report and, if
necessary, make changes to Form 8027 tips and receipts information before
printing Form 8027. To open this window, click the HR and Payroll series
button, click Payroll on the Routines content pane and then click Form 8027.
FIGURE 14.35 FORM 8027 WINDOW
Form 8027 is used by large food and beverage establishments to report tips and
receipts to the Federal Government. The Payroll year must be closed before Form
8027 or its associated preparation report can be edited or printed for a specific
year. Follow these steps to use this form:
14-52
Select the reporting Year to edit or print Form 8027 for.
Enter the Company name to print on Form 8027.
Select an Address ID.
Select the Type of Establishment Form 8027 is being prepared for:

Evening Meals Only, Evening and Other Meals, Meals Other than
Evening Meals or Alcoholic Beverages. Refer to IRS rules for the
applicable year for a current definition of the Type of Establishment.
If reporting more than one Form 8027, enter a 5-digit Establishment

Number to identify the individual establishment.


Additional information concerning editing Form 8027 includes the following:
Total Charged Tips displays the total charged tips amount entered
on the Charged Tips pay code in transaction entry from all
employees.
Total Charged Receipts displays the total amount of sales

containing the charged tips.
Indirect Reported Tips displays the total of the tips pay

transactions with a pay type of Indirect.
Direct Reported Tips displays the total of the tips pay transactions
with a pay type of Direct.
Gross Receipts displays the total amount of all receipts from the
employee summary.
Allocated Tips displays the total of all employees allocated tips for
the year from the Employee Summary window. Allocated tips are
employee receipts divided by company receipts, multiplied by the tip
allocation rate.
Number of Directly Tipped Employees displays the total number

of directly tipped employees in the establishment.
Choose which Type of Return is being prepared: Final or Amended.
Total Reported Tips is the total of all reported tips by Indirectly and
Directly Tipped Employees.
Tip Allocation Method displays the method used to determine the

tip allocation amount; in this case, Gross Receipts.
Click Save to save the changes.

14-53

Printing Form 8027
Use the Form 8027 window to print Form 8027, which is used by large food and
beverage establishments to report tips and receipts to the Federal Government.
the Routines content pane and then click Form 8027.
FIGURE 14.36 FORM 8027 WINDOW
The Payroll year must be closed before Form 8027 or its associated preparation
report for a specific year can be edited or printed. For more information, refer to
Editing Form 8027 information.
Select a reporting Year. A year-end wage file must exist for the year
to print Form 8027.
Verify Company name and address information. The tips

information is already verified using the Form 8027 Preparation
Report.
Select the Type of Establishment Form 8027 is being prepared for:

Evening Meals Only, Evening and Other Meals, Meals Other than
Evening Meals or Alcoholic Beverages.
Select the Type of Return.
Final
Amended
Click Print.
14-54

Desk Accessories
For an easy way to access addresses and phone numbers for other companies and
business contacts create a set of records using the Card Catalog window.
To remember important dates, such as employee review dates and employee
benefit eligibility dates, create entries using the To Do List and Personal To Do
List windows. Use the Notepad window to keep the notes in one place.
Creating A Card Catalog Record

The Card Catalog is an electronic Rolodex used by the Human Resources and
Payroll staff. This Rolodex is global and is used by all users. This on-line feature
can be used for tracking information about other businesses and individuals that
work with the organization.
The Card Catalog window is used to enter new card records or make changes to
existing card records. Once the basic information is entered, view this
information through lookup buttons scattered throughout Human Resources
Integration with Payroll. To open this window, click the HR and Payroll series
button, click Human Resources on the Cards content pane, click Miscellaneous
and then click Card Catalog.
FIGURE 14.37 CARD CATALOG WINDOW
Enter or select a Company Name that identifies the company.
Enter the Address, City, State and Zip Code.
Enter a Business Phone number, Fax Line number and Contact

Name at the company.
Enter an Email address.
Select Internal Co./Div. if this entry is for an internal company or

division.
Click Save.
Use the Printer icon to print the Card Catalog of Companies.

14-55

Viewing To Do List Entries
Use the To Do List window to view calendar information, such as employee
benefit eligibility dates, employee review dates and orientation dates. This
information can also be viewed by company and category. To open this window,
content pane, click Miscellaneous and then click To Do.
FIGURE 14.38 TO DO LIST WINDOW
This To Do List is the global To Do that can be used by all companies or for one
specific company.
Dates that can be automatically posted to the To Do List include:
Renewal dates for I-9 employment eligibility
Review dates
Skill expiration dates
FMLA payment deadlines
Discipline suspension dates
Property return due dates
Training class dates
Requisition close dates
Benefits paperwork due dates
Reply-by dates specified in offers to applicants
Select a Company and a Category to view. Use the Up button to view future
dates and use the Down button to view previous dates, or select the date to open
the Date lookup window. Select the Hide and Show buttons to view additional
information.
14-56


Creating A To Do List Entry
Use the To Do Entry window to enter calendar activities, such as applicant
interview dates, skill expiration dates and property due dates. Early reminders
may also be posted for activities. To open this window, click the HR and
Miscellaneous and then click To Do. Choose Add New Entry to open the To
Do Entry window.
FIGURE 14.39 TO DO ENTRY WINDOW
Enter or select a Date and a Time for the entry. Use the drop-down lists on the
Company, Category, Priority and Status fields to enter more information about
the activity.
Category selections are:
All
Applicant
Requisitions
Interviews
Reviews
Benefits
Training
Orientation
Employee
Discipline
Termination
Property
Skill Expiration

14-57

Priority selections are:
None
Low
Medium
High
Urgent
Status selections are:
N/A
Not Started
In Progress
Finished
Canceled
Select the Post early reminder check box if this TO DO item is to show up on
the master To Do List X number of days before the actual To Do Date. Enter the
number of days this action item is to show up before the actual To Do Date in the
Days box.
Viewing Personal To Do List Entries

Use the Personal To Do List window to view the calendar information, such as
applicant interview dates, employee review dates and orientation dates. This
information can be viewed by category. To open this window, click the HR and
Miscellaneous and then click To Do Personal.
FIGURE 14.40 PERSONAL TO DO LIST WINDOW
14-58


Select a Category to view. Use the Up arrow button to view future dates and use
the Down arrow button to view previous dates. Select the Hide and Show
buttons to view additional information.
Creating A Personal To Do List Entry

Use the Personal To Do Entry window to enter calendar activities, such as
applicant interview dates, skill expiration dates and property due dates. Early
reminders can also be posted for activities and assign entries to other users.
Personal To Do List entries can be created only for the company the user is
logged in to. To open this window, click the HR and Payroll series button, click
Human Resources on the Cards content pane, click Miscellaneous and the click
To Do Personal. Select Add New Entry to open the Personal To Do Entry
window.
FIGURE 14.41 PERSONAL TO DO ENTRY WINDOW
Enter or select a Date and a Time for the entry.
Use the drop-down lists on the Company, Category, Priority, and

Status fields to enter more information about the activity.
Category Selections
Priority Selections
Status Selections
All
None
N/A
Applicant
Low
Not Started
Requisitions
Medium
In Progress
Interviews
High
Finished
Reviews
Urgent
Canceled
Benefits
Training
Orientation

14-59
Category Selections
Priority Selections
Status Selections
Employee
Discipline
Termination
Property
Skill Expiration
Enter a Description of the to do entry in the Activity field.
Enter or select a User ID in the Target To Do List to create an entry

in that user's personal to do list.
Select OK to save the changes.
Creating A Notepad Entry

Use the Notepad window to create a notepad entry. Use it as a working area to
keep notes in one place. To open this window, click the HR and Payroll series
button, click Human Resources on the Cards content pane, click Miscellaneous
and then click Notepad.
FIGURE 14.42 NOTEPAD WINDOW
Enter the information. Select the print button to print the notepad information.
Click OK to save the information.
14-60

Summary
This chapter discussed the Utilities and Routines available in the Microsoft
Dynamics GP Human Resources and Payroll module.
Both Human Resources and Payroll records may need to be

reconciled at some point to ensure that the data contained in each is
accurate.
Mass updates provide a way to update a group of employees for pay

rate adjustments, deduction and benefit rate changes, Vacation and
Sick accrual adjustments, Vacation and Sick Available Time and the
Hours per Year for Vacation and Sick time.
Various components of the employee and applicant records can be

archived for future use so that they can be deleted out of the active
information.
Compensation Managements allows the user to view the impact of

changes made to wages for a group of employees and if the changes
are approved, then update their records.
Payroll tax tables can be updated and federal tax liabilities can be
edited if needed.
Various Period-end, Quarter-end, and Year-end Reports are available

that include a Year-End Wage Report.
W-2s, 1099-Rs and Form 8027 can be edited, viewed and printed.
The user can create To Do List entries or a Personal To Do List entry

and keep notes in the Notepad window to help with reminders and
organization.

14-61
Test Your Knowledge

Mass Update Employee Records

1. Which of the following can be done in the Employee Mass Update window?
( ) Give a 5 percent pay increase to all employees.
( ) Update tiered deductions or tiered benefits.
( ) To give pay increases to employees in a specific department, to all
employees with a specific position or to a specific class of employees.
( ) Update employee information by replacing an amount with a specific
amount.

2. What is the function of the Payroll Gross Up window?
( ) It calculates an employees gross wages for a monthly period.
( ) It determines the gross pay amount needed to net a specific dollar amount.
( ) It determines the gross pay amount needed to net a specific bonus for an
employee.
( ) It determines the net pay amount needed for an employee to qualify for
earned income credit.

3. Which of the following tax liabilities can be posted in Payroll at month or
quarter-end? (Select all that apply.)
( ) State Taxes
( ) Local Taxes
( ) SUTA Taxes
( ) Workers Compensation

4. Where do W-2 forms pull financial information from when printing the W-2?
( ) From the employee and related tables that store the years financial
information.
( ) The year-end wage file created during year-end processing.
( ) Financial information is pPulled only from the employee file unless
manual checks are written.
( ) Transaction and check history.
14-62


chapter:
1.
2.
3.

14-63
Solutions
Test Your Knowledge
Mass Update Employee Records
1. Which of the following can be done in the Employee Mass Update window?
() Give a 5 percent pay increase to all employees.
( ) Update tiered deductions or tiered benefits.
() To give pay increases to employees in a specific department, to all
employees with a specific position or to a specific class of employees.
() Update employee information by replacing an amount with a specific
amount.

2. What is the function of the Payroll Gross Up window?
( ) It calculates an employees gross wages for a monthly period.
() It determines the gross pay amount needed to net a specific dollar
amount.
( ) It determines the gross pay amount needed to net a specific bonus for an
employee.
( ) It determines the net pay amount needed for an employee to qualify for
earned income credit.

3. Which of the following tax liabilities can be posted in Payroll at month or
quarter-end? (Select all that apply.)
( ) State Taxes
( ) Local Taxes
() SUTA Taxes
() Workers Compensation
14-64


4. Where do W-2 forms pull financial information from when printing the W-2?
( ) From the employee and related tables that store the years financial
information.
() The year-end wage file created during year-end processing.
( ) Financial information is pPulled only from the employee file unless
manual checks are written.
( ) Transaction and check history.

14-65
14-66

APPENDIX A: JOB AIDS

Global and System Setup Checklist
Use the following high-level checklist to assist in setting up the Global System
for Microsoft Dynamics GP Human Resources and Payroll.
1. Complete Security Setup from the Security Task Setup

i d
2. Complete
User Setup from the System Setup menu.
3. Complete Human Resources Preferences from the System
Setup menu.
4. Complete the Human Resources User Preferences from the
User Preferences window.
5. OPTIONAL: Complete the Reconcile process(es) from the HR
Utilities menu if necessary.
6. Complete the HR Preferences set up from the HR Preferences
window.
Organization and Payroll Setup Checklist

Use the following high-level checklist to assist in performing the Organization
and Payroll setup functions.
1. Complete Company Setup procedures using selections from the

Company Setup menu.
2. Complete Financial Setup procedures using selections from the

Financial Cards menu.
3. Complete Posting Setup for Payroll.
4. Complete Extra Fields Setup for Company, Division, Department,

Position and Employee.
5. Enter Payroll setup data using the Payroll Setup window.
6. OPTIONAL: Enter Division setup using the Division Setup

window.
7. Create Payroll department codes using the Department Setup

window.
8. Create Salary Matrixes using the Salary Matrix window.
9. Create Payroll position codes using the Position Setup window.
10. Create Payroll supervisor codes using the Supervisor Setup

window.
11. Set up Payroll worker's compensation codes and calculation

methods using the Worker's Compensation Setup window.
12. Create Payroll pay codes using the Pay Codes Setup window.

A-1
13. Create Benefits and Deductions using the Benefit & Deduction
Setup windows.
14. Set up Payroll local taxes using the Payroll Local Tax Setup
window.
15. Set up Payroll unemployment taxes using the Unemployment Tax

Setup window.
16. Set up Tax Identification numbers using the Payroll Tax

Identification Setup window.
17. Set up Payroll posting accounts using the Payroll Posting Accounts
Setup window.
18. Set up Direct Deposit using the Direct Deposit Setup window.
19. Create company locations using the Company Addresses Setup

window.
20. Define employees as supervisors using the Supervisor Setup

window.
21. Enter employee information using the Employee Maintenance

window along with Payroll and Human Resources information
clicking the Go to button on the Employee Maintenance window.
22. Enter Quick Assignment information using the Payroll Quick

Employee Assignment window.
23. Enroll Employees in Benefits using the Benefits and Deductions

Summary window.
24. Enter employee beginning balances if implementing the Payroll

module in the middle of a calendar year.
25. Print the various Human Resources and Payroll set up reports and
save them for future reference.
Applicant Checklist
Use the following high-level checklist to assist in completing applicant
information.
A-2
1. Complete Skills and Skill Set Setup in the Skills Setup and Skill Set
Setup windows.
2. Complete Interview Types Setup in the Interview Types Setup

window.
3. Complete Tests Setup in the Tests Setup window.
4. Complete Applicant User Defined Setup in the Applicant User

Defined Setup window.
5. Complete Requisition Setup in the Requisition Setup window.
6. Complete the Applicant window.

7. Complete Extra Fields Setup in the Extra Fields Setup window.
8. For applicants, track the following information on their own

windows: Education, References, Work History, Skills, Tests,
Interviews, Offers, Costs, Applicant User Defined and Hire.
Employee Checklist
Use the following high-level checklist to assist in completing employee
information.
1. Complete the Orientation Setup in the Orientation Setup window.
2. Complete the Property Setup in the Property Setup window.
3. Complete the Review Policies in the Review Policies

Setup window.
4. Complete the Skills Setup in the Skills Setup window.
5. Complete the Skill Set in the Skill Set Setup window.
6. Complete the Termination Setup in the Termination Setup window.
7. Complete the Tests Schedules in the Tests Setup window.
8. Complete the Training Course and Class Definition window.
9. Complete the Employee User Defined Setup window.
10. Track the following information for employees on their own

windows: Dependents, Discipline, Education, Grievances, I-9,
Injury/Illness, Orientation, Position History, Property, Reviews,
Skills, Termination, Tests, Training, Transfers, Union and User
Defined.
Attendance Checklist
Use the following high-level checklist to assist in completing the attendance
setup.
1. Complete Company Setup procedures using selections from the

Company Setup menu.
2. Complete Financial Setup procedures using selections from the

Financial Cards menu.
3. Complete Posting Setup for Payroll.

4. Complete the Attendance Setup in the Attendance Setup window.
5. Complete the Pay Period Setup in the Pay Period Setup window.
6. Complete the Accruals Setup in the Accruals Setup window.
7. Complete the Accrual Schedules in the Accrual Schedules window.

A-3
8. Create Time Codes in the Time Code Setup window.
12. Accrue Payroll transactions in the Accrue Transactions window.
14. Post the Attendance transactions to Payroll using the Attendance

Transaction Transfer window.
9. Complete the Payroll Link window.

10. Complete the Attendance Employee Maintenance window.
11. Enter employee time transactions in the Attendance
13. Enter employee vacation and time off in the Vacation Calendar
window.
Benefits and Deductions Checklist

Use the following high-level checklist to assist in completing benefit and
deduction setups.
A-4
1. Complete the set up of benefit preferences using the Benefit

Preferences window.
2. Complete the set up of miscellaneous benefits using the

Miscellaneous Benefits Setup window.
3. Complete the copay setup using the CoPay Setup window.
4. Complete the set up of health coverage type using the Health

Coverage Type window.
5. Complete the set up of the health insurance using the Health

Insurance Setup window.
6. Complete the set up of life insurance using the Life Insurance Setup
window.
7. Complete the set up of retirement plans using the Retirement Plans

Setup window.
8. Create Benefits and Deductions using the Benefit and Deduction

Setup windows.
9. Create Payroll benefit codes using the Benefit Setup window.
10. Create deduction codes using the Deduction Setup window. Enter
deduction sequences using the Deduction Sequence Setup window.

Computer Check Processing Checklist

Use the following high-level checklist to assist in performing the computer check
processing functions.
1. Make any necessary changes to the employee records using

selections from the Microsoft Dynamics GP Payroll Cards menu.
2. OPTIONAL: Activate Post-Dated Pay Rates.
3. OPTIONAL: Create batches to enter transactions into using the

Payroll Batch Entry window.
4. Enter time card information for employees using the Transaction

Entry and Mass Transaction Entry windows.
5. Print an edit list of each transaction batch to verify transaction

information.
6. Build the Computer Checks for the employees and transactions to

be paid using the Build Payroll Checks window. Check the report
for accuracy.
7. Use the Calculate Payroll Checks window to calculate the Payroll

checks. Check the report for accuracy.
8. OPTIONAL: Accrue Attendance Transactions.
9. Make a backup.
10. Print checks using the Print Payroll Checks window. Reprint or
void any checks, if necessary.
11. Select Post in the Post Payroll Checks window to post the checks
and print the posting journals.
12. Reenter voided checks so they can be reprinted, by following the

check processing steps again.
13. Generate an ACH file.
14. Process Mandatory Arrears.
Manual Check Processing Checklist

Use the following high-level checklist to assist in performing the manual check
processing functions.
1. OPTIONAL: Create batches to enter transactions using the Payroll

Batch Entry window.
2. Enter manual check information using the Payroll Manual

Check/Adjustment Entry window.
3. Enter manual check transaction information using the Payroll

Manual Check Transaction Entry window.

A-5
4. Post single transactions.
5. Print an edit list of each manual check batch to verify information.
6. Make a backup.
7. Post batches of checks.
Period-end Procedures Checklist

Use the following high-level checklist to assist in performing the period-end
functions.
1. Complete paycheck processing for the Period.
2. Make a backup.
3. Print additional reports (other than those printed from the Periodend Payroll reports window).
4. Print Period-end reports using the Period-end Payroll Reports

window.
5. OPTIONAL: Post SUTA, FUTA and Workers Compensation Tax

liabilities.
6. OPTIONAL: Close the fiscal period for the Payroll series using the
Fiscal Periods Setup window.
Quarter-end Procedures Checklist

Use the following high-level checklist to assist in performing the quarter-end
functions.
1. Complete Period-end procedures.
2. Make a backup.
3. Print additional reports (other than those printed from the

Quarter-end Payroll reports window).
4. Print Quarter-end reports using the Quarter-end Payroll Reports

window.
Year-end Closing Checklist

Use the following high-level checklist to assist in performing the year-end
functions.
A-6
1. Complete all pay runs for the year.
2. Complete all period- and quarter-end procedures.
3. Make a backup.

4. Verify the version of Microsoft Dynamics GP Payroll being used.
5. Install the Payroll Year-end and Magnetic Media Update.
6. Create the Year-end Wage File using the Payroll Year-end Closing
window.
7. Print the Year End Wage Report and verify W-2 and 1099-R
statement information using the Print Year-end Wage report
window. Also, if using tips, print Form 8027 using the Form 8027
window.
8. Edit employee W-2 and 1099-R statement records using the Edit W2 Information and Edit 1099-R Information windows.
9. Print the W-2 Validation report, W-2 and forms using the Print W-2
Forms window.
10. Print the 1099-R Validation Report, 1099-R forms and 1096
Transmittal form.
11. OPTIONAL: Create a Magnetic Media file, if required.
12. OPTIONAL: Delete inactive employee Direct Deposit information.
13. OPTIONAL: Archive inactive employee Human Resources

information.
14. OPTIONAL: Clear inactive employee Human Resources

information.
15. OPTIONAL: Close the fiscal periods for the Payroll series.
16. Install the tax update for the year.

A-7
Human Resources and Payroll Setup Reports

Print the following reports during the set up procedures and save them for future
reference. These reports can be printed from the Reports button or from the
individual setup windows by selecting Print from the File menu while the
appropriate setup window is displayed. Not all available reports are listed.
Benefit Summary
REPORTS PAYROLL PERIOD-END
Report Writer Name:

Benefit Summary
The Benefit Summary report lists the totals for each benefit for a specified
period.
Tables:
uprCrossCompanyEmp SORTING
N/A
MstrTemp3
RANGES
Employee ID
Class ID
Department
Position
OPTIONS
Month/Period
Date From/To
Check Register
REPORTS PAYROLL REPRINT JOURNALS
Report Writer Name:

The Check Register shows detailed information for each Payroll check in a
Check Register
computer check run or each manual check. The employee ID, employee name,
Reprint Check Register
Tables:
Payroll Work Check
Payroll Check History
Payroll Master
Payroll Distribution
History Header
department, Social Security number, gross pay, deductions and net pay are
shown for each check. The tax withholding and liability amounts for a pay run
are summarized at the end of the report. The Payroll Check Register is printed
automatically after posting a check run. This report is part of the audit trail
code and is kept with the permanent records. The Check Register can be
reprinted at any time as long as Reprint is selected in the Audit Trail Codes
Setup window and the history for the transactions is not removed.
SORTING
N/A
RANGES
N/A
OPTIONS
Audit Trail Code
Company Benefits List

REPORTS PAYROLL SETUP BENEFIT CODES
MICROSOFT DYNAMICS GP TOOLS SETUP PAYROLL BENEFIT
Report Writer Name:

Company Benefits List
Tables:
Payroll Benefit Setup
A-8
The Company Benefits List provides a list of the company benefits set up in
Payroll.
SORTING
N/A
RANGES
N/A
OPTIONS
N/A


Company Local Taxes List
REPORTS PAYROLL SETUP LOCAL TAX CODES
Report Writer Name:

Company Local Taxes
List
This report provides a list of all the local tax codes which are set up using the
Payroll Local Tax Setup window.
Tables:
Payroll Local Tax
Setup
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Deduction In Arrears Build Report

PROMPT AFTER THE BUILD PROCESS TO PRINT THE DEDUCTION IN ARREARS REPORT
Report Writer Name:

DIA Deduction Build
Report
Tables:
APR DIA Build
Deduction Report
TMP
Payroll Master
Payroll Deduction
Setup
Payroll Deduction
Master
Deductions in Arrears
OPEN
The Deduction in Arrears Build report is part of the Deduction in Arrears

feature. This report contains detailed information regarding the deductions that
are taken and the remaining dollars.
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Department Wage and Hour Report

REPORTS PAYROLL WAGE AND HOUR DEPARTMENT WAGE AND HOUR REPORT
Report Writer Name:

Department Wage and
Hour Report
The Department Wage and Hour Report lists totals by pay type for hours
worked and dollars paid for each department for the date range specified.
Tables:
Payroll Temp Dept
Wage Hour
Payroll Department
Setup
Payroll Pay Code
Setup
Payroll Master
SORTING
N/A
RANGES
Department
Pay Code
OPTIONS
Date From/To

A-9

Detailed Employee List
REPORTS PAYROLL EMPLOYEE LISTS DETAILED EMPLOYEE LIST
Report Writer Name:

The Detailed Employee List contains all the pay, deduction, benefit, state and
Detailed Employee List local tax codes, and monthly, quarterly and yearly totals for each employee.
Tables:
Payroll Master
Payroll Tax
Information Master
Payroll Temp
Employee List
Payroll Employee
Summary
A-10
The report also provides wage and withholding information. Print the Detailed
Employee List to review all the employee records which are set up in Payroll.
SORTING
Employee ID
Employee Name
Employee Class
Department
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
Include Inactive Employees
Employee Information
Employee Summary
Pay Codes
Deductions
Benefits
Tax Information
State Tax
Local Tax


TRANSACTIONS PAYROLL GENERATE ACH FILE ACCOUNTS MASTER
Report Writer Name:

Direct Deposit Detail
List
The Direct Deposit Detail list is a summary of the accounts that are involved in
Payroll Direct Deposit.
Tables:
Direct Deposit
Employee Account
Master
Direct Deposit
Employee Master
Payroll Master
SORTING
RANGES
OPTIONS
N/A
N/A
N/A
Distribution Breakdown History Report

REPORTS PAYROLL HISTORY DISTRIBUTION BREAKDOWN HISTORY
Report Writer Name:

Distribution
Breakdown History
The Distribution Breakdown History report displays information about the

distributions made to posting accounts for previous pay runs.
Tables:
Payroll Distribution
History Detail
Account Master
SORTING
RANGES
OPTIONS
Audit Trail Code

Segment ID
Employee ID
Audit Trail Code
Posting Date
Account
Segment ID
N/A
Earnings Code List

MICROSOFT DYNAMICS GP TOOLS SETUP PAYROLL EARNINGS SETUP
Report Writer Name:

Earnings Code List
The Earnings Code List report lists the earnings codes and descriptions.
Tables:
Payroll Earnings Setup
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Earnings Register
REPORTS PAYROLL WAGE AND HOUR EARNINGS SUMMARY
Report Writer Name:

Earnings Register
Tables:
Payroll Temp Earnings
Report
Payroll Master
The Earnings Register lists monthly, quarterly and yearly gross-to-net wage
summary information for each employee. This report also lists tips wages and
tips taxes information.
SORTING
N/A
RANGES
Employee ID
OPTIONS
Date From/To

A-11

Employee Address List
REPORTS PAYROLL EMPLOYEE LISTS ADDRESS LIST
Report Writer Name:

This report provides a list of all employees, their addresses, telephone and
Employee Address List Social Security numbers.
Tables:
SORTING
Payroll Master
Employee ID
Record Notes Master
Payroll Address Master Employee Name
Employee Class
Department
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
Employee Class List

REPORTS PAYROLL EMPLOYEE LISTS LIST BY CLASS
Report Writer Name:

Employee Class List
Tables:
Payroll Class Setup
Account Master
Payroll Class Detail
Setup
Payroll Local Tax
Setup
Payroll State Code
Setup
Payroll Benefit Setup
Payroll Deduction
Setup
Payroll Pay Code
Setup
This report provides a list of all the employee class codes which are set up
using the Employee Class Setup window.
SORTING
N/A
RANGES
Employee ID
Employee Class
OPTIONS
N/A
Employee List by Deduction

REPORTS PAYROLL EMPLOYEE LISTS LIST BY DEDUCTION
Report Writer Name:

Employee List by
Deduction
This report is sorted by deduction and includes summary amounts for the date
range specified for each employee for each deduction code.
SORTING
Tables:
N/A
Payroll Employee
Deduction List Temp
Payroll Master
Payroll Deduction
Setup
A-12
RANGES
Employee ID
Deduction Code
OPTIONS
Date To/From


Employee List by Department
REPORTS PAYROLL EMPLOYEE LISTS LIST BY DEPARTMENT
Report Writer Name:

Employee List by
Department
Tables:
Payroll Master
Payroll Department
Setup
Payroll Position Setup
The Employee List by Department provides a list of departments and the

employee assigned to each department. The name, employee number and
position are given for each employee.
SORTING
N/A
RANGES
Employee ID
Department
OPTIONS

A-13

Employee List by Location
REPORTS PAYROLL EMPLOYEE LISTS LIST BY LOCATION
Report Writer Name:

Employee List by
Location
The Employee List by Location includes the locations of each employee in the
company.
Tables:
Payroll Master
Record Notes Master
SORTING
N/A
RANGES
Employee ID
Location
OPTIONS
Employee List by Pay Code

REPORTS PAYROLL EMPLOYEE LISTS LIST BY PAY CODE
Report Writer Name:

Employee List by Pay
Code
This report is sorted by pay code and includes pay amounts for the specified
date range for each employee for each pay code.
Tables:
Payroll Employee Pay
Code List Temp
Payroll Pay Code
Setup
Payroll Master
SORTING
N/A
RANGES
Employee ID
Pay Code
OPTIONS
Date To/From
Employee List by Supervisor

REPORTS PAYROLL EMPLOYEE LISTS LIST BY SUPERVISOR
Report Writer Name:

Employee List by
Supervisor
The Employee List by Supervisor includes the supervisor of each employee in

the company.
Tables:
Payroll Master
Payroll Setup
Supervisor
Payroll Position Setup
SORTING
N/A
A-14
RANGES
Employee ID
Supervisor
OPTIONS


Employee Pay History Report
REPORTS PAYROLL HISTORY EMPLOYEE PAY HISTORY
Report Writer Name:

Employee Pay History
Report
Tables:
Payroll Transaction
History
The Employee Pay History Report shows the pay code, pay date, department,
job, hours worked, days worked, weeks worked, pay rate and amount paid to
each employee. Print this report to review the pay history of each employee.
SORTING
By Employee ID/Pay Code
By Employee ID/Pay Date
RANGES
Employee ID
Pay Code
Pay Date
Department
OPTIONS
N/A
Employees Without Pay Codes List

REPORTS PAYROLL EMPLOYEE LISTS EMPL W/O PAY CODES
Report Writer Name:

Employees Without
Pay Codes List
The Employees Without Pay Codes List displays the names and ID numbers of
employee who are not assigned to pay codes.
Tables:
Payroll Temp
Employee List
Payroll Master
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
FICA Wage Report

REPORTS PAYROLL WAGE AND HOUR FICA WAGE REPORT
Report Writer Name:

FICA Wage Report
Tables:
Payroll FICA Wage
Report Temp
Payroll Master
The FICA Wage Report provides a complete list of employees monthly,

quarterly and yearly Social Security wages, Social Security withholding,
Medicare wages and Medicare withholding.
SORTING
N/A
RANGES
Employee ID
OPTIONS
N/A
FUTA Summary
REPORTS PAYROLL PERIOD-END FUTA SUMMARY
Report Writer Name:

FUTA Summary
The FUTA Summary report is an audit trail report that totals compensation and
taxable wages for a specified period. This report lists the period and taxable
wages for the employee. The report also provides the total FUTA tax due.
Tables:
uprCrossCompanySum
SORTING
mRptsTemp
N/A
Company Master
RANGES
Employee ID
Class ID
Department
Position
OPTIONS
Month/Period
Date From/To

A-15

Organization Reports
REPORTS HUMAN RESOURCES ORGANIZATION
Report Writer Name:

Various Names
Tables:
HR Company 2
There are many Human Resources Organization reports. The information

entered in the Company, Department, Division, Location, Position and
Supervisor windows can be included on these reports.
SORTING
Company
RANGES
Varies by Report selection
OPTIONS
N/A
Overtime Rate Adjustment Report

MICROSOFT DYNAMICS GP TOOLS SETUP PAYROLL OVERTIME METHODS
Report Writer Name:

ORM Adjustment
Report
The Overtime Rate Adjustment report is an overtime rate manager report that
lists the details for the selected calculation method.
Tables:
Overtime Adjustment
Setup
Overtime Adjustment
Setup Detail
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Payroll Check History Report

REPORTS PAYROLL HISTORY CHECK HISTORY
Report Writer Name:

Check History Report
Tables:
Payroll Check History
Payroll Master
Payroll Tax Liability
The Payroll Check History report shows - sorted by employee ID or check

number - the employee ID, check number, dates, gross pay, taxes, other
deductions and contributions and net pay for each check printed.
SORTING
Employee ID
Check Number
RANGES
Employee ID
Check Number
Audit Trail Code
Date
OPTIONS
N/A
Payroll Summary
REPORTS PAYROLL PERIOD-END PAYROLL SUMMARY
Report Writer Name:

Payroll Summary
The Payroll Summary report lists the amounts for gross wages, advanced
earned income credit payments, federal taxes withheld, FICA wages, FICA
taxes withheld and net wages for a specified period.
Tables:
uprCrossCompanyEmp
SORTING
MstrTemp3
N/A
A-16
RANGES
Employee ID
Class ID
Department
Position
OPTIONS
Month/Period
Date From/To


Payroll Transaction History Report
REPORTS PAYROLL HISTORY TRANSACTION HISTORY
Report Writer Name:

Transaction History
Report
Tables:
Payroll Transaction
History
The Payroll Transaction History Report shows, sorted by Employee ID or

Department, the beginning and ending dates, payment number, check number,
audit control code, hours, rate of pay and amount paid for each transaction
processed during a check run.
SORTING
Employee ID
Department
RANGES
Employee ID
Department
Check Number
Audit Trail Code
Date
OPTIONS
N/A
Payroll Vendor Setup

MICROSOFT DYNAMICS GP TOOLS SETUP PAYABLES INTEGRATION VENDORS
Report Writer Name:

APR Payroll Vendor
Setup
Tables:
APR Payroll Vendor
The Payroll Vendor Setup report is part of the Payroll Integration to Payables
feature. This report lists the vendor setup records that affect Payroll
transactions.
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Personnel List
REPORTS PAYROLL EMPLOYEE LISTS PERSONNEL LIST
Report Writer Name:

Employee Personnel
By ID
Tables:
Payroll Master
Record Notes Master
This report contains personal information about each of the companys

employees, including each employees name, address, phone number and start
date.
SORTING
Employee ID
Employee Name
Employee Class
Department
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
N/A

A-17

Position Summary
REPORTS PAYROLL PERIOD-END POSITION SUMMARY
Report Writer Name:

Position Summary
The Position Summary report lists the wages and hours for each position code
in a specified period.
Tables:
uprCrossCompanyEmp SORTING
Employee ID
MstrTemp3
Check Number
RANGES
Employee ID
Check Number
Audit Control Code
Date
OPTIONS
Month/Period
Date From/To
Posting Accounts Report

REPORTS
COMPANY SETUP POSTING ACCOUNTS
TOOLS SETUP POSTING PAYROLL ACCOUNTS
Report Writer Name:

Posting Accounts
Report
Tables:
Payroll Account
Master
Account Master
The Posting Accounts Report contains information about the default posting
accounts set up for the current company. Default posting accounts are defined
for each type of account used during posting in each series. The default
accounts are used only if an account is not assigned to the customer, vendor,
item or employee affected by the transaction.
SORTING
N/A
RANGES
Series
OPTIONS
N/A
Quarterly 941 Preparation Report

REPORTS PAYROLL QUARTER-END 941 PREPARATION REPORT
Report Writer Name:

Quarterly 941
Preparation Report
The Quarterly 941 Preparation Report to prepare Form 941 for quarterly federal
tax returns. This report lists the amount of FICA wages, total quarterly
compensation, federal tax withheld and FICA taxes due. Use this report to
verify the accuracy of data before printing the actual Form 941. This is an audit
Tables:
uprCrossCompanySum trail report and is kept for the records.
mRptsTemp
Company Master
A-18
SORTING
N/A
RANGES
N/A
OPTIONS
N/A


State Wage Report
REPORTS PAYROLL WAGE AND HOUR STATE WAGE REPORT
Report Writer Name:

State Wage Report
Tables:
Payroll Temp State
Wage Report
Payroll State Code
Setup
Payroll Master
The State Wage Report lists the monthly, quarterly and yearly taxable wages
and tax withholding for each employee by state code.
SORTING
N/A
RANGES
Employee ID
State Code
OPTIONS
N/A
Supervisor Codes List

REPORTS PAYROLL SETUP SUPERVISOR CODES
TOOLS SETUP PAYROLL SUPERVISOR
Report Writer Name:

Supervisor Codes List
The Supervisor Codes List displays a list of all the supervisor codes set up in
Payroll, along with their descriptions.
Tables:
Payroll Setup
Supervisor
SORTING
N/A
RANGES
N/A
OPTIONS
N/A
Unemployment Rates List

REPORTS PAYROLL SETUP FUTA/SUTA RATES
Report Writer Name:

Unemployment Rates
This report provides a list of all the unemployment rates which are set up using
the Unemployment Tax Setup window.
Tables:
Payroll Unemployment SORTING
N/A
Setup
Record Notes Master
Payroll Unemployment
TSA
RANGES
FUTA/SUTA Code
OPTIONS
N/A
Vacation/Sick Time Accrual Register

REPORTS PAYROLL REPRINT JOURNALS VAC/SICK TIME ACCRUAL REGISTER
Report Writer Name:

Vacation/Sick Time
Accrual Register
Tables:
Payroll Work Header
Payroll Master
Payroll Work Master
The Vacation/Sick Time Accrual Register shows the amount of vacation

benefits and sick time accrued for eligible employees during a pay period. The
Vacation/Sick Time Accrual Register is printed automatically when posting a
check run.
SORTING
N/A
RANGES
N/A
OPTIONS
Audit Trail Code

A-19

Vacation/Sick Time Available List
REPORTS PAYROLL EMPLOYEE LISTS VACATION/SICK TIME LIST
Report Writer Name:

Vacation/Sick Time
Available List
Tables:
Payroll Master
The Vacation/Sick Time Available List displays the amount of vacation and
sick time available for employees who are eligible to receive vacation benefits
and sick time.
SORTING
By Employee ID
By Employee Name
By Employee Class
By Department
RANGES
Employee ID
Employee Name
Employee Class
Department
OPTIONS
Workers Compensation Codes List

REPORTS PAYROLL SETUP WORKERS COMP CODES
Report Writer Name:

Workers Comp Codes
This report provides a list of all the workers compensation codes which are set
up using the Workers Compensation Setup window.
Tables:
Payroll Workers Comp
Setup
Record Notes Master
SORTING
N/A
A-20
RANGES
State Code
OPTIONS
N/A

Human Resources and Payroll Quiz

Yes
No
1. Can an applicant have multiple applications?
2. After W-2 statements are printed; are the year-to-date

Payroll figures zeroed out?
3. Is a Warning on the Check Build report required to be

corrected before Payroll processing can continue?
4. If a compensation value is attached to a skill, and an

employee obtains that skill, does the employees salary
increase by the amount of the compensation?
5. If an employee has multiple positions within an

organization, can additional positions be tracked within
Human Resources?
6. If an employee wants an additional $100 withheld for

federal taxes, can you enter an additional amount in the
Employee Tax Maintenance window?
7. Can entries on the Personal To-Do list ever be rolled

forward?
8. Can Attendance transactions be transferred to Payroll

multiple times?
9. Does the Organization Explorer show any vacancies

there are for the organization?
10. Does an Absent Time Code need to be linked to a Pay

Code?
11. Can Union dues be set up as a Miscellaneous benefit?

A-21

Yes
A-22
No
12. Should a Reconcile be performed when adding Human

Resources to an existing Payroll installation?
13. Does a red exclamation point (!) next to a To-Do list

entry mean this entry is rolled forward from a previous
day?
14. Are Batch IDs required in the Payroll Transaction Entry?
15. Does every pay code need to have a pay type?
16. Can employee classes be used to roll down a change in a

pay rate?
17. Are posting accounts assigned to individual employees?
18. Should all benefit setups and enrollments begin on the

Human Resources side so the user is prompted to create
the integration on the Payroll side?
19. Is a Default ID required in the Build Payroll Checks

window?
20. Can a Payroll check be voided by entering a negative

manual check?
21. Can Automatic overtime be used for a monthly Payroll?
22. Can multiple pay checks for the same employee be

generated in the same pay run?
23. Can flat tax rates be assigned to pay codes for

employees?


Yes
No
24. Does Human Resources print the actual I-9 form?
25. Can Payroll checks be posted at month-end?
26. Can multiple review types be assigned to the same

employee?
27. Can an additional amount be added to a salaried

employees pay?
28. Can Transactions created from the Mass Transaction

entry window cannot be edited?
29. Can negative transactions be entered in the Payroll

Transaction Entry window?
30. If Payroll beginning balances are entered as manual

checks will they update employee summary
information?
31. If COBRA payments from an employee are being

tracked when the payment is recorded, is the Bank
Reconciliation module updated?
32. Can a pay code be added n the Payroll Transaction Entry

window?
33. Can Payroll be processed in the new calendar year even

if W-2 statements have not been printed for the previous
year?
34. Does SUTA, FUTA and Workers Comp need to be

posted at month-end before processing Payroll in the
next month?

A-23

Yes
No
35. Can month-end and quarter-end Payroll reports be

reprinted at any time as long as Payroll history is
maintained?
36. Can multiple years of Payroll history be saved?
37. Can an employee have a hire date and an adjusted hire

date that are different?
38. Can Employee IDs be changed at year-end?
39. Can W-2 statements be edited before printing?
40. Does the education information for an applicant transfer

over to the Employee window if that Applicant is hired
using the Hire process in Human Resources?
41. Is Pay Steps used to associate an employees amount
of time in a position with a rate of pay?
42. Can only retroactive payments to employees be
made in single-use, computer check batches?
43. Can Overtime Rate Manager be used to calculate

Overtime with blended rates?
44. Does Deduction In Arrears provide activity level

tracking of all arrear transactions?
45. Does Payroll Integration to Payables provide a time-
saving tool for creating purchasing transactions for

standard Payroll generated expenses?
A-24

Payroll Quiz Answers

1.
Yes
16.
No
31.
No
2.
No
17.
No
32.
Yes
3.
No
18.
Yes
33.
Yes
4.
No
19.
No
34.
No
5.
Yes
20.
Yes
35.
Yes
6.
Yes
21.
No
36.
Yes
7.
No
22.
No
37.
Yes
8.
Yes
23.
Yes
38.
No
9.
Yes
24.
No
39.
Yes
10.
No
25.
No
40.
Yes
11.
Yes
26.
Yes
41.
Yes
12.
Yes
27.
Yes
42.
Yes
13.
Yes
28.
No
43.
Yes
14.
Yes
29.
No
44.
Yes
15.
Yes
30.
Yes
45.
Yes

A-25
A-26

Index
INDEX
1099-R statement ........................................14-48
Absence entry transactions............................7-27
Accrual periods ................................................7-5
Accrual schedules............................................7-8
ADA physical requirements............................1-35
Adjusted hire date..........................................1-12
Applicant's educational background ..............5-13
Applicant's references....................................5-15
Automatic overtime ........................................1-20
Building Payroll checks ..................................9-24
Calculate Payroll checks................................9-29
Check forms.................................................13-24
COBRA coverage ..........................................8-32
Computer check transactions ........................9-11
Cross-company reports................................13-18
Custom reports ............................................13-21
Deduction sequences ....................................8-21
Deduction tiers...............................................3-31
Departments ..................................................1-31
Divisions.........................................................1-30
Edit federal tax liabilities ..............................14-27
edit financial fields..........................................1-24
EIC payments ................................................6-38
Employee direct deposit.................................6-45
Exit interview..................................................12-7
Flat tax percentages ........................................2-7
FMLA ...............................................................3-4
FMLA leave....................................................8-26
Form 8027 preparation report......................14-52
Link pay codes...............................................6-32
Local taxes.....................................................2-43
Lookup filters..................................................1-15
Manual checks .............................................. 9-18

Mass transaction ............................................. 9-8
MMREF-1 information ................................... 2-49
Modify or delete batches ................................. 9-4
Next review date............................................ 11-9
Pay steps....................................................... 2-10
Period-end reports....................................... 14-34
Position codes ............................................... 1-33
Posting a Payroll batch.................................... 9-7
Print computer paychecks ............................. 9-30
Print W-2 statements................................... 14-45
Quarter-End reports .................................... 14-37
Remove employee summary information.... 14-14
Remove inactive employee records ............ 14-15
Remove Payroll history ............................... 14-12
Report options ............................................. 13-20
Retroactive payments.................................... 9-22
Review score............................................... 11-10
Salary matrixes.............................................. 2-12
Shift code ........................................................ 2-6
Skills ................................................................ 4-5
Skills Query ................................................... 10-4
Split method .................................................. 8-23
Tax calculation methods.............................. 14-29
Tax Updates ................................................ 14-31
Time codes...................................................... 7-9
To Do List .................................................... 14-56
Unemployment .............................................. 2-46
Vacation calendar.......................................... 7-30
Voiding a check ............................................. 9-34
W-2 information ........................................... 14-42
Year-end closing ......................................... 14-40

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COURSE 8813: HUMAN RESOURCES AND

PAYROLL-US IN MICROSOFT DYNAMICS GP 10.0

Microsoft Official Training Materials for Microsoft Dynamics

Microsoft Official Training Materials for Microsoft Dynamics

Chapter 1: System and Organization Setup

Chapter 2: Payroll Setup

Microsoft Official Training Materials for Microsoft Dynamics

Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

Chapter 3: Deductions and Benefit Setup

Chapter 4: Other Human Resources Setups

Microsoft Official Training Materials for Microsoft Dynamics

Chapter 6: Employee Maintenance

Microsoft Official Training Materials for Microsoft Dynamics

Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

Chapter 7: Employee Attendance

Chapter 8: Employee Benefits

Microsoft Official Training Materials for Microsoft Dynamics

Chapter 9: Daily Payroll Procedures

Chapter 10: Employee Assets And Development

Microsoft Official Training Materials for Microsoft Dynamics

Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

Chapter 11: Employee Performance

Chapter 12: Employee History

Chapter 13: Inquiries, Reports And Organization Explorer

Chapter 14: Utilities and Routines

Microsoft Official Training Materials for Microsoft Dynamics

Appendix A: Job Aids

Global and System Setup Checklist .................................................................. A-1

Microsoft Official Training Materials for Microsoft Dynamics

Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

Microsoft Official Training Materials for Microsoft Dynamics

INTRODUCTION TO PROJECT SERIES IN

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Microsoft Official Training Materials for Microsoft Dynamics

Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

Participate in classroom activities and discussions with other

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Preparation tools, such as:

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Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

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Human Resources and Payroll-US in Microsoft Dynamics GP 10.0

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