Add/Edit Payee To Department Relationship
This is where you add/edit a user to a department to create a relationship for payroll and the system time clock. This is also where you set up personal tax and withholding information for a payee/employee.

1. User - This is the current user who is going to be assigned to the department.

2. Department - This is the department to which the user is assigned or will be assigned. In the edit mode, there will be a link that allows this department to be changed. This is not recommended but is allowed. Please note that the change department function will change all existing timeclocks and payroll paycheck stubs for the user. That page has its own help file. Ideally, you set the employee/user up correctly the first time so that no special treatment is needed.

3. Pay Frequency - Choose a pay frequency from the list provided. This is how often the payee/user will be paid. This setting has a direct relationship to federal and state taxes being withheld.

4. Pay Rate - This is the dollar per hour figure that the user makes. Use only numbers such as 5.25, 10.00, etc. If the user is a salary payee, put the salary that he/she should earn per pay period (not the full annual salary).

5. Pay Type - Choose a pay type from the list provided. This is a required field and helps with the system time clock and commissions. Special note about "Daily Salary" - This setting will count days worked and not hours worked. Timecards must still be entered into the system in order for it to work. No automatic overtime calculations are allowed with users who are paid by the day. Overtime may be added later but will not be figured when calculating initial payroll calcs.

6. Vehicle Commission Rate - Enter the commission rate for vehicles. There is also a sub dropdown box that allows sales to be tracked on an individual basis, by department or location, or on a corporation level. All commissions should be entered as a percentage (without the % sign). Example: enter 25.00 for 25%.

7. Trailer Commission Rate - Enter the commission rate for trailers.

8. Topper Commission Rate - Enter the commission rate for toppers.

9. Specific Unit Commission Rate - Enter the commission rate for specific units.

10. Parts Commission Rate - Enter the commission rate for part sales.

11. Labor Commission Rate - Enter the commission rate for labor and service.

12. Shipping Commission Rate - Enter the commission rate for shipping.

13. F & I Commission Rate - Enter the commission rate for F & I deals.

14. Allowances Claimed - This is the allowances claimed on w-4 forms for state and federal taxes. Enter a number from 0 to 10.

15. Filing Status - Choose from the list provided. This is the filing status for state and federal taxes. If you are married but withholding at a lower single rate, choose single.

16. Withhold State Income Tax For - Select a state to withhold income tax. If a state doesn't withhold income tax, choose that state and the application will skip any state withholdings. If new state tax withholdings are needed, contact us via email with the request. support@adilas.biz

17. Flat State Withholding Percentage - Percentage of gross pay to be withheld as state taxes. This is not applicable for all states. Entering a value here will have no affect on the withholding calculations of states that do not use the flat percentage method.

18. Dependents or Special Allowances - Enter the number of dependents or special, state specific, allowances. The default is 0 for most people and/or states. This field is only used for certain state tax calculations and withholding brackets. If unknown, use 0 as the default.

19. Tax Exempt - Select yes or no for being tax exempt. If you choose no, normal taxes will be withheld. If you choose yes, that means that you are tax exempt and state and federal taxes will NOT be withheld.

20. Federal Additional Amount To Withhold - This is an additional amount to withhold on federal taxes. The default is 0.00.

21. State Additional Amount To Withhold - This is an additional amount to withhold on the state level. The default is 0.00.

22. Withhold Other Amount 1 - This is an optional line where you can enter an amount, name (what to call it), and how to apply the withholding. This is for additional items that are withheld from payroll such as insurance, Aflac, meal plans, child support, garnishments, etc. The name or title can hold up to 100 chars. The defaults are 0.00, blank, and subtract after taxes.

23. Withhold Other Amount 2-5 - See above for more info.

24. Employment Start Date - Enter the date when the employee started working for your company. Use the m/d/yy format for all dates.

25. Employment Termination Date - Enter the date the employee was terminated or stopped working for the company. It is OK to leave the date the same as the start date until the employee is terminated or stops working. Use the m/d/yy format for all dates.

26. Calculate Overtime - Choose yes or no to help with payroll and calculating overtime. Overtime is anything over 40 hours a week. Overtime will be calculated at 1.5 times the normal rate for additional hours.

27. Work Shift - Choose from the list provided. Two of the shifts (days and swing) don't have any special code attached to them other than they put people into a certain category. The grave or graveyard shift does have a little bit of custom code attached to it. The code will only be used on the employee timecard section. Basically, the users will be able to use the time clock, just like normal. The system is setup to watch for graveyard shift workers. If the system sees that they clocked in on one day and then out on the next day (normal graveyard shift routine), the system will do a special auto rollover to compensate for the midnight time block (when the date switches from one date to the next). Basically, it will auto clock the user out at midnight of the first day (on the pm side) and then re-clock them in again at midnight for the next day (on the am side). This allows all of the payroll and time clock code to work without any special manual entries. Long story short, only the grave shift has any special code attached. The special code will only be applied in the clock out mode for graveyard workers.

28. SUTA Settings (state unemployment) - Choose an option from the list provided. The default is "Use Corporation Settings" which will be less updates than the custom settings. The corporation setting for SUTA is managed by going to the payroll homepage and clicking the top-most link on that page. If needed, the custom settings will over-ride the standard corporation settings for wage limit and tax percentage rate. Please note, if custom settings are used, they must be maintained on a per user basis.

29. Status - Select active to allow the user to participate in the system time clock application. Select inactive to remove access to that department and the system time clock for this department.

Graveyard TIP: If you are having problems with the graveyard shift and keep having to manually update timecards, you may want to make sure that your payee/user is set to the "grave" work shift. If yes, the system is setup to automatically watch for timecards that roll over the midnight hour. If they are set to grave, the system will clock them out at 11:59:59 pm (one second before midnight on the same day) and then clock them back in at 12:00:01 am (one second into the next day). Kind of a double step. If you want more info about the graveyeard work shift, see this news and updates entry. Enjoy.