System Profile

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System Profile

Click Sys. Admin. and System Profile.
After you have made changes on this screen, click Apply, OK or Cancel. (See Common Functions – Screen Buttons for more information.)

System Information

Select the four-digit year in the Payroll Year field. If the current year does not appear as an option in the drop-down list, then run the Payroll End of Year Procedure. From the main menu, click Sys. Admin., End of Year Procedure.
There are a total of five pay labels. The default label for the first three are Regular Pay, Overtime, and Additional. You may change the title of these labels. Each employee may be paid at different rates for each type. The labels entered here will print on reports and on all employees' pay stubs.
There is also a Vacation Label field and a Sick Time Label field.
If you will be using this Payroll program with Church Windows Accounting, then check the Enable Transfer to Church Windows box. Click the "…" button next to the path field and navigate to your Church Windows program directly.

If you are not sure which drive and folder your Church Windows program is installed in, minimize or exit the Payroll program, find the Church Windows shortcut on your desktop (the icon you normally double-click to open Church Windows, not Payroll), and right-click on it. Select Properties. On the Shortcut tab of the Properties screen, write down the path in the "Start In" field. This is what needs to appear in the Path field on the System Info tab of the System Profile screen in the Payroll program. NOTE: if the Payroll program is networked, this path may be different for other workstations, and changing the computer you run Payroll on may break this link. Be sure to check the path if there is ever a reinstall or if the computer that payroll is run on is changed.

Organization Information

Select the country, USA or Canada, in the Country field. If you select Canada, then terminology and tax calculations that conform to Canadian requirements will be used throughout the program.
Click on the down arrow in the Default Withholding State (or Default Withholding Province) field and select the appropriate state.
Enter your organization's name and address into the appropriate fields. This information will appear on reports from the Payroll program.
Enter your organization's federal and state tax identification numbers into the appropriate fields. These fields will accept numbers, letters, and punctuation. The numbers entered here will appear on all W-2's, 1099's, and other appropriate reports.

EFT/ACH Information

Company Identification #: This is a 10-digit number that the bank uses to identify the account from which to draw the funds. Many banks use the customer's Federal identification number, preceded by a "1." If "Use Tax ID" is selected, then this number will be filled in automatically. If the bank identifies your account in another manner, your bank will provide you with the number to use here. If this is the case, then select "Use Other ID" and type the number into the "Company Identification #" field.
Routing Number: Enter the routing number of the checking account that you will be using to pay your employees. It is a nine digit number appearing before your account number at the bottom of your check. See your bank if you are uncertain of this number.
Account Number: Enter your bank account number. This is a required field if your bank requires a balanced file.
Bank Name: Enter the name of your bank (up to 23 characters). Some banks require that this information be in all capital letters.
Organization Name: Enter your organization name here, which can be your Church name (up to 23 characters). This is the name displayed on the employee's bank statement identifying the deposit. Some banks require this information in all capital letters.
Entry Description: This is a description of the type of transaction (up to 10 characters) such as "Payroll" that may appear on the employee's bank statement. Some banks require this information in all capital letters.
Optional Data: This is an optional field for further identification (up to 20 characters).
Balanced Debit/Credit Entries in EFT File: If your bank requires a balanced file, click in the box.

EFT/ACH Overrides

Obtain information from your bank for the record type and fields that do not match the defaults generated by the program.

Click on the box in front of the record type to enable entries in the fields.

For more detailed information about using EFT and direct deposit, see the chapter called Using Direct Deposit to Pay Employees.