Modify Employer Information

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Modify Employer Information allows you to enter information required to process payroll. There are three tabs: Basic Information, General Ledger Interface, and Time Off Hours.

Basic Information Tab

1. In the General Information area, input your Federal Tax ID Number (including punctuation). You must specify the Federal Tax ID Number to run W-2s. If this field is left blank, you are only able to run an Edit List.
2. Select any of the following options:
   • Withhold FICA Tax (Non-Ministers)
   • Qualified Pension Plan: Selecting this option puts an "xx" in the Retirement Plan field in box 13 on form W-2 for each participating employee.
   • Print SSN on Check Stubs: Select Yes, No, or Mask (****-**-1234).
   • Print hourly rates on the stub? Select this option if you want your employees' hourly rates to appear on check stubs and vouchers. The hourly rate information appears below the details on the check stub, voucher, or emailed voucher.
   • Print additional check stub info?: Select this option to print the company name, address, and current pay period on the check stubs.
3. For Payment Method, select how you want to process checks. Leave this set to Print Checks unless you are using MICR Plus.
4. In the Pay Groups area, customize the name of your pay groups. Pay Groups allow you to filter the payroll processing as needed. Example: Day Care workers who are not paid on the same schedule as your other employees.
5. In the State Tax Information area, select your State and input your State ID Number (including punctuation), State Unemployment ID, Unemployment Rate (%), and Unemployment Limit. The State drop-down list is not a default. Instead, it is a place where state tax information entered for each state is retained. You need to enter information for each state where you have employees.
6. For your Unemployment Basis, choose Gross Pay, Federal Taxable, Medicare Taxable, or State Taxable. The basis chosen is used when calculating unemployment and workers' compensation.
7. In the Cafeteria Plan area, select one of the following options:
   • No Cafeteria Plan (selected)
   • Employer-Paid Plan: This type of plan is usually associated with a Flexible Spending Account, in which the employee estimates how much out-of-pocket medical or childcare expenses they expect to incur in the coming year. A deduction amount is established, which reduces taxable pay and is withheld from the employee's paycheck. The employee then submits medical expenses to the employer (or the employer's agent) for reimbursement. The employee must use all of the deduction or lose it at year's end.
   • Employee Reimbursed Plan: An employer may have certain employer-paid expenses, such as health and dental insurance, life insurance with coverage over $50,000, and disability plans offered to all employees. If the employer offers its employees a choice of receiving those benefits or receiving cash, and the employer has filed with the IRS to provide this plan, then the employee would receive the cash benefit each paycheck. The employee estimates how much out-of-pocket medical or child care expenses they expect to pay for the coming year. The employee's annual salary is reduced by the estimate and entered as the employee's gross wage. Other non-taxable income in the estimated amount is added to the employee's wages. The employee must use the full estimated amount or report it and pay taxes on it.

NOTE: When using the Cafeteria Plan option for the Employee Reimbursed Plan, remember to set up an employee's compensation with the salary reduction under Other Non-Taxable Pay. Make sure you lower the salary by the reduction amount. You do NOT use the cafeteria plan deduction in this case! Other Non-Taxable Pay is established under Modify Compensation Information.

General Ledger Interface Tab

1. Select the option to Interface with General Ledger if you want Payroll to send journal entries to General Ledger. A list of journals prints after processing checks if you are not interfacing with the General Ledger. No entries are made to Bank Account Management if you are not interfacing with the General Ledger. Even if you choose not to interface with General Ledger, you still need to specify General Ledger account information when setting up distributions for compensations and deductions. Only items with distributions are available for selection within Employee Information.
2. Double-click a line or click the Edit icon to edit.
3. Specify the levels and Account #, then click the Update button to save your changes, or click the Close link to return to the Basic Information tab without saving.

Time Off Hours

1. For each Time Off Hours type, customize the Short and Long descriptions. The Vacation type is required, but you can use the Active option to activate or inactivate other Time Off Hours types.
2. The Regular pay type automatically accrues Time Off hours based on the settings you choose. Select any other pay types that you want to accrue Time Off Hours as well.
3. When finished updating Employer Information, click the Update button to save all changes, the Reset link to undo all changes since the last time Employer Information was updated, or the Cancel link to return to the main Payroll page without saving changes.

Updated June 05, 2026 13:12