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Payroll Checklists

Payroll FAQs

Set Up Payroll Module

Access this form with Administrative user rights using Organization>Set Up Modules>Payroll. It is only available with the Payroll module; it is not available for Payroll Link users.

Use this form to specify the disbursing account information for the Payroll organization. Each Payroll organization can have one Cash disbursing account and one Accrual account (optional). As a Fraud preventative, select these options to display a system User ID to associate with an employee, change the User ID status to Inactive upon employment termination, and display a warning message before automatically revoking privileges in the system once an employee has been terminated.

If the organization disburses its payroll through a single Fund, you can specify that disbursing fund here. In this case, credits in your payroll entries (to various liability accounts and cash for net pay) are recorded to this fund, even though payroll expenses may be allocated to multiple funds. If you enter a disbursing Fund, then you must also enter the Interfund Accounts, Due To and Due From. If payroll expense is allocated to funds other than the disbursing fund, the system can balance the payroll entries between funds using these interfund accounts.

If you use more than one disbursing fund for your payroll, you can skip the Fund box, as well as the Interfund Accounts boxes. In this case, credits in your payroll entries (to various liability accounts and cash for net pay) are recorded in each fund to which payroll expense is recorded.

 

Disbursing Accounts

  • Cash: Enter an existing General Ledger "Cash" type account. You must select a cash account with a currency type of USD (US Dollars). If more than one fund code is used to disburse payroll, complete this box only.
  • Accrual: Enter an existing APO (Accounts Payable), OA (Other Assets), or OL (Other Liabilities) GL account for the current organization.
  • Fund: Enter an existing fund disbursing account.

Interfund Accounts Due From, Due To: Enter the interfund account numbers. The accounts must be existing General Ledger accounts with an account type of Interfund Receivable (IFR), Interfund Payable (IFP), or Interfund Transfers (IFT).

Fraud Prevention Options: Often, if someone in your organization is using the MIP Accounting system, they are also an employee. So, when there is a separation between the employee and the organization, the probability of fraud tends to increase if the organization does not take steps to ensure that access to the system is revoked for the terminated employee. Select these options as a fraud preventative: to display User ID association with an Employee ID; change the User ID status to Inactive upon employment termination; display a warning message before automatically revoking privileges in the system, once an employee has been terminated,

  • Lock Employee ID and User ID Association: Select this check box to change the User ID field on the Maintain>Payroll>Employee Information form to be display only after a User ID is selected and the form is saved.
  • Enable Deactivation of User ID Upon Employee Termination: Select this check box to enable the system to change the associated system User ID status to Inactive, upon employment termination. The association between the Employee ID and system User ID is set up on the Maintain>Payroll>Employee Information form. The system User ID is set up by the Administrator using Security>Maintain Users. It is recommended to use unique User IDs, otherwise, if the User ID is shared and one of the associated Employee IDs is terminated, the User ID will be set to Inactive and the remaining Users will be locked out of the system as well.
    • Warn Upon Employee Termination Linked User ID Deactivation: Select this check box to display a warning message, when that Employee ID is changed to Terminated, about the Employee ID and system User ID association. The Enable Deactivation of User ID Upon Employee Termination check box must be selected in order for this option to be available.

Hide Earning Code Rates and Amounts During Timesheet Processing: Select this check box to hide rates and amounts when entering timesheet information using Timesheets>Enter Default or Enter Regular/Supplemental Timesheets. The Rates and Amounts will display on the Activities>Payroll>Review/Modify Calculated Payroll form. Otherwise to view earning code rates and amounts during timesheet entry, clear this check box.

Include Historical Pay Code Information on Stubs: Select this check box to include pay codes that do not have current activity on a stub using Activities>Payroll>Print/Email Checks and Vouchers, or to include the pay codes that do not have current activity on a stub using Activities>Payroll>Reprint Pay Stubs.

When setting up security for users (Security>Set Up Organization Menus), we recommend limiting access to this form to include only system administrator-type users.