Church Management Solutions Online Help

ConnectNow Church Accounting - Import Payroll Process

Mary Breault — Thu, 26 Jan 2012 15:32:27 GMT

<a href="http://vimeo.com/35711575">Import Payroll Process</a> from <a href="http://vimeo.com/parishsoft">ParishSOFT</a> on <a href="http://vimeo.com">Vimeo</a>.If you outsource your Payroll (ADP, PayChex, IOI, etc.) and are not using the ConnectNow Payroll System, you can import the Payroll information. This saves you the time of entering in a manual Journal Entry with the Payroll information. Contact your Payroll provider and ask them to send you a comma separated value (CSV) file with Shortcut Number, Date, Amount (credits must be a negative, debits a positive) and follow the instructions in the video to import that information.

Training Evaluation Form

Mary Breault — Wed, 25 Jan 2012 15:13:36 GMT

After completing either TeleTraining or Onsite Training, please fill out the Training Evaluation Form and click the Submit By Email button in the upper right corner and let us know how we did and what we can do to improve your training experience.

Upgrading from CMS Fund Accounting to ConnectNow Church Accounting

Mary Breault — Tue, 24 Jan 2012 09:49:09 GMT

<a href="http://vimeo.com/35570280">Upgrading CMS Fund Accounting to ConnectNow Church Accounting</a> from <a href="http://vimeo.com/parishsoft">ParishSOFT</a> on <a href="http://vimeo.com">Vimeo</a>.This video will highlight the new features and enhancements of the ConnectNow Church Accounting system in comparison to the CMS Fund Accounting System.

How to replace a missing icon from an Archive

Mary Breault — Thu, 19 Jan 2012 15:00:23 GMT

PROBLEM: The icon for your archived copy of CMS is missing, either due to moving CMS from one computer to another, or problems during the archive process.

SOLUTION: Determine the drive and folder location of the archived system.

From People Products or Fund Accounting, click File | Utilities | Archive.

Enter the Drive and Folder Name and shortcut name of the missing shortcut.

Click the checkmark at Create an Archive Shortcut Only and click OK.

This will insert on the Windows Desktop an the icon for that Archive folder.

If you are moving the archives from an old computer to a new computer, and are not sure of the drive and folder locations of the archives, click Start | Search | for All Files and Folders and search for USER.DB. This will show you all of the drive letter and folder names where People Products and Fund Accounting are currently located.

Be exact on the Folder Name, including a space and the word ARCHIVE if present, when entering the folder name on the Archive utility display.

For example, if you have many years of archives, you may need to enter:

CMS2004
CMS2005
CMS2006 ARCHIVE
CMS2007 ARCHIVE
CMS2008 ARCHIVE

Run the Archive process for People Products (CMSYEAR) in the People Products Systems. Run the Archive Process for Fund Accounting (FINYEAR) from the Fund Accounting System.

NOTE: The icons are slightly different and you will run into an error message if you attempt to create a Fund Accounting Archive icon from the People Products Archive utility, or visa versa.

How to Backup to the CMS Online/FTP Site

Mary Breault — Mon, 16 Jan 2012 11:35:04 GMT

The CMS Online/FTP Backup Site is a service that is provided to our clients who have purchased an Annual Support contract.

You can request your site by emailing your name, church name, serial number and address to support@churchmanagementsolutions.com with the subject line Online/FTP Backup Site Requested.

We will email you when the site has been set up.

From your CMS System, click File | Backup. Click the dot next to Online or FTP Backup, then click the up arrow at File Name.

You’ll receive a message telling you to that we will now check your Backup History information. If you have DSL/Cable internet, just click OK.

If you have Dial Up internet, connect prior to clicking OK.

If you receive a message regarding a Windows Security Alert at PFW Runtime, please click the UNBLOCK button.

NOTE: If you receive a message a message from Norton AntiVirus believing the FTP site is a Trojan Horse, you can modify the Norton Settings by following their instructions by clicking here.

Alternate CMS4WIN1.ZIP, CMS4WIN2.ZIP, and CMS4WIN3.ZIP each time you make your backup, reusing the oldest of the three.

If this is your first time using the CMS FTP backup, start by using CMS4WIN1.ZIP, then the next time you backup, use CMS4WIN2.ZIP, then the next time you backup use CMS4WIN3.ZIP, then the next time you backup, re-use CMS4WIN1.ZIP, etc. etc. etc.

As you use your FTP Backup, we will track the date, time, file size and data version of the backup.

Remember that making an Online/FTP Backup may take a few minutes and should not be interrupted. Please be patient with the process!

The system will inform you when the backup has completed successfully.

How Can I Delete a Batch?

Mary Breault — Thu, 12 Jan 2012 18:00:52 GMT

You can easily delete a batch prior to posting. From your CMS Contribution System, click Enter Contributions. From the Select Batch screen, single left click the batch number you'd like to delete and click the Delete Batch button on the right side of the screen.

If you've already posted the batch of contributions, there are just a few more steps involved.

Make sure you have a backup of your data before beginning this process.

You will need to know the Batch Number of the batch you would like to delete.

From CMS, click File | Utilities | CMS File Editor | click OK at the warning message.

Click the Select Table to Edit button and open the DETAIL.DB table.

You will see a screen with several columns and rows of data. One of the columns is Batch Num. Right-click the first number you see under the Batch Num column (not the words Batch Num, but the actual number) and choose the word Filter.

At the Filter for Batch Num field, type in the batch number you wanted to delete. Click OK.

Now the only batch number you should see is that batch number, probably repeated in many rows.

Click the Empty Table button at the top of the screen. Click Close.

Next, click File | Utilities | Repost Utility | Process.

This will recalculate all of your QTD, YTD, and Calendar YTD totals, based on the new information. Once complete, go back into the Contribution System.

Click Process | Calculate Pledge Balances | Process. This will recalculate any Drive to Date and pledge balance totals.

Once that's complete, you're done! That batch has been deleted.

NOTE: You will not be able to re-use that batch number. The system will continue on with the next batch number.

ConnectNow Ledger & Payables - Chart of Accounts Training Guide

Mary Breault — Thu, 05 Jan 2012 17:58:31 GMT

Click the link below and print the training guide prior to the start of the class.

How to replace a payroll check?

Mary Breault — Thu, 05 Jan 2012 16:59:54 GMT

PROBLEM: You need to replace a payroll check in CMS, as the check was lost or damaged.

SOLUTION: The Payroll System updates the Ledger & Payables system with a Journal Entry, and checks are simply placeholders for the Bank Reconciliation. So, if the check is lost or damaged and the same amount needs to be replaced, you don't need to do anything in Payroll!

From the Ledger & Payables system, lick Entry | Checks - View, Void and Delete | click Find by Check Number and find the original (lost/damaged) check.

Click the Void button on the right side of the display to void this check.

The system will ask you to confirm the Void, answer Yes.

It will then ask if you would like to make a copy of the bill as a new bill, answer YES.

Continue to Void the check as normal. Close the Checks display.

Click Enter Bills and find the new bill that was automatically created when you voided the lost payroll check.

Set the Invoice Date and Due Date to the day you're re-printing the check.

In the comments section, write a comment that will explain what the check is replacing (for your auditors), such as:

Replaces check #xxxx for the payroll dated x/x/xx. Payroll check was lost/destroyed/misplaced. A stop-payment was placed on check #xxxx and the check voided in the general ledger... However, payroll records will reflect the original check number and date.

Insert a blank check in your printer and click the Print Check button at the top of the Bills display.

Print the check and assign the new check number of the replacement check.

Once complete, click Close and don't forget to run the Calculate Balance Process.

1099/1096 Reporting Requirements and Processing

Mary Breault — Thu, 05 Jan 2012 10:54:21 GMT

1099/1096 Reporting Requirements and Processing from ParishSOFT on Vimeo.

How to enter a Prepayment for Next Year?

Mary Breault — Wed, 04 Jan 2012 14:21:19 GMT

PROBLEM: You have a contributor who wants has given you a contribution for this year to pay down next year's pledge.

SOLUTION: From CMS Contribution, click Enter Contributions and either Create a New Batch or Highlight an Existing Batch from the date the gift was made.

Click the Set Defaults button on the right side of the display.

Set the Entry Table Display to Display Pledge & YTD Contributions. Click OK | OK.

On the Contribution Entry display, find the contributor who made the prepayment.

Go to the fund that has the following year's pledge and enter the dollar amount of the contribution.

NOTE: DO NOT enter the pledge in a separate fund called Prepayments. The prepayment will not automatically carry over at End of Year.

Click the Prepay checkmark on the right column of the display to flag this contribution as a prepayment.

Print the Edit List and Post the Batch as normal.

When you print the contributor's statement, the amount of the prepayment will display as a current year contribution, but the amount will be used to pay down the balance of the pledge for the following year.

After you run End of Year, the system will use the Prepayment when calculating the balance of the contributor's pledge.

1099/1096 Reporting Requirements

Mary Breault — Wed, 04 Jan 2012 11:18:41 GMT

The IRS requires that businesses (including churches and non-profit organizations) issue a Form 1099 to any individual or unincorporated business paid over $600 in the calendar year for services (including parts and materials), rents, prizes and awards, other income payments, medical and health care payments, and gross proceeds paid to an attorney (even if the attorney is incorporated). 1099/1096 forms must be filed January 31st or before.

If you did not pay the vendor over $600, you do not have to file the 1099 form.

Why file?

Generally, the 1099 is provided show payment to someone who is not an employee of the business for services rendered, prizes awarded, rent paid, etc. If you are going to claim the payment as a tax-deductible business expense, the IRS wants to know who should be claiming it as income.

How to prepare?

When you are contracting out with a vendor for services rendered, have the vendor fill out a W-9 form before starting their work, even if you are unsure if you will pay the vendor more than $600 per calendar year. This will provide you with the Vendor/Business Name, mailing address and Tax Identification Number (TIN) that you will need to file a correct 1099. You can obtain and print W-9 forms at www.irs.gov.

Go to your Ledger & Payables > Vendors > add or select the Vendor and verify the name/address information follows the W-9 provided by the Vendor > go to the Vendor's 1099/Checks tab and click the check box at "Print a 1099 for this Vendor?" and enter the Vendor's TIN number. Choose the appropriate option in "Print In 1099 Box", Box 7 Non Emp Comp will be the most common.

Then simply enter your transactions as normal. The system will automatically keep track of the payments made to the Vendor and if it exceeds the $600 limit, a 1099 can be printed for the Vendor.

Employee vs. 1099 Contractor

While issuing a 1099 to an independent plumber or electrician is obvious, you should know the rules for issuing a 1099 or W-2 to your church custodian, cleaning lady, or nurse.

Here are seven things every business owner should know about hiring people as independent contractors versus hiring them as employees.

The IRS uses three characteristics to determine the relationship between businesses and workers:
- Behavioral Control covers facts that show whether the business has a right to direct or control how the work is done through instructions, training or other means.
- Financial Control covers facts that show whether the business has a right to direct or control the financial and business aspects of the worker's job.
- Type of Relationship factor relates to how the workers and the business owner perceive their relationship.
If you have the right to control or direct not only what is to be done, but also how it is to be done, then your workers are most likely employees.
If you can direct or control only the result of the work done -- and not the means and methods of accomplishing the result -- then your workers are probably independent contractors.
Employers who misclassify workers as independent contractors can end up with substantial tax bills. Additionally, they can face penalties for failing to pay employment taxes and for failing to file required tax forms.
Workers can avoid higher tax bills and lost benefits if they know their proper status.
Both employers and workers can ask the IRS to make a determination on whether a specific individual is an independent contractor or an employee by filing a Form SS-8, Determination of Worker Status for Purposes of Federal Employment Taxes and Income Tax Withholding, with the IRS.
You can learn more about the critical determination of a worker’s status as an Independent Contractor or Employee at IRS.gov by selecting the Small Business link. Additional resources include IRS Publication 15-A, Employer's Supplemental Tax Guide, Publication 1779, Independent Contractor or Employee, and Publication 1976, Do You Qualify for Relief under Section 530? These publications and Form SS-8 are available on the IRS website or by calling the IRS at 800-829-3676 (800-TAX-FORM).

1099/1096 Form Requirements

1099-MISC form issued to the vendor may be printed on pre-perforated paper in black ink.
1099 Copy A form must be printed on a red pre-printed form and must not be separated. Two 1099's will print on a single sheet.
1096 Summary form must be printed on a red pre-printed form.
Forms can be obtained from www.irs.gov or www.parishsoftforms.com.
If you have more than 250 Vendors, you must file your 1099/1096 electronically.

What if you don't file?

If you fail to file a correct information return by the due date and you cannot show reasonable cause, you may be subject to a penalty. The penalty applies if you fail to file timely, you fail to include all information required to be shown on a return, or you include incorrect information on a return. The penalty also applies if you file on paper when you were required to file electronically, you report an incorrect TIN (Tax Identification Number) or fail to report a TIN, or you fail to file paper forms that are machine readable.

The amount of the penalty is based on when you file the correct information return. The penalty is:

$30 per information return if you correctly file within 30 days (by March 30 if the due date is February 28); maximum penalty $250,000 per year ($75,000 for small businesses, defined below).
$60 per information return if you correctly file more than 30 days after the due date but by August 1; maximum penalty $500,000 per year ($200,000 for small businesses).
$100 per information return if you file after August 1 or you do not file required information returns; maximum penalty $1,500,000 per year ($500,000 for small businesses).

Health Care Reporting on 2012 W-2's

Mary Breault — Thu, 29 Dec 2011 15:25:54 GMT

“The Affordable Care Act provides that employers are required to report the cost of employer-provided health care coverage on the Form W-2. Notice2010-69, issued fall of 2010, made this requirement optional for all employers for the 2011 Forms W-2 (generally furnished to employees in January2012). In today's guidance, the IRS provided further relief for smaller employers (those filing fewer than 250 W-2 forms) by making this requirement optional for them at least for 2012 (i.e., for 2012 Forms W-2 that generally would be furnished to employees in January 2013) and continuing this optional treatment for smaller employers until further guidance is issued.”

So what does this mean for your church?

If you have few than 250 employees, nothing… yet! While you can choose to report the aggregate cost of employer provided health coverage, the government has given you an extension for now. While you can choose to follow the instructions below if you would like to begin reporting to your employees on their W-2, but it’s not mandated yet.

If you have 250 employees or more, you are required to begin reporting the aggregate cost of group health insurance to your employees starting in 2012 (for W-2’s issued in January 2013).

Let’s cover some of the basic questions:

WHO?

Who does this affect? If you offer group health insurance to your employees, this means you!

WHAT?

What defines “employer provided health care coverage”?

A group health plan is a plan of, or contributed to by, an employer (including a self-employed person) or employee organization to provide health care (directly or otherwise) to the employees, former employees, the employer, others associated or formerly associated with the employer in a business relationship, or their families. This also includes self insured plans.

It does not include:

Coverage for Long Term Care
Coverage for Specified Disease
Coverage for Accident Insurance
Hospital Indemnity or other fixed indemnity insurance
Coverage under Dental and Vision if under a separate policy
Contributions to any Archer MS
Employee Contributions to any Health Savings Account
Employee contributions to a Flex Spending Arrangements

Does it include Dental and Vision?

Only if Dental and Vision are integrated into a group health plan that provides the coverage. If it’s a separate plan, it does not need to be reported.

Does it include Self-Insured Group Health Plan not subject to any FederalContinuation Coverage Requirements (i.e. a church plan within the meaning of §4980B(d)(3))?

No. However, you may want to check with your church accountant to see if your church has incorporated and obtained a tax exempt status under IRS Code section 501(c)(3).

Does it include Flexible Spending Arrangement (FSA) through a 125Cafeteria Plan?

Only if you as the Employer offers optional Employer Flex Credits and the Employer Flex Credits exceed the amount the Employee elected to have withheld from his paycheck.

If your church does not have a matching flex credits program for your Flex plan, you do not need to report anything.

For example, let’s say the church offers $1000 in flex credits to each employee and the cost of the benefit is $1500.00.

If the employee has $1500 withheld from their paycheck, you do not need to report anything (it’s a wash).
If the employee has $2000 withheld from their paycheck, you do not need to report anything (they exceeded the cost of the benefit).
If the employee has $1000 withheld from their paycheck, you would need to report $500 (the cost of the plan is more than what they had withheld).

What does “aggregate cost” mean?

It means the IRS wants you to add up all of the applicable employer provided health care coverage plans.

Unfortunately, the exact formula for determining the “aggregate cost” of applicable coverage hasn’t been finalized. However for group health plans you’ll want to use the amount of the premiums paid to your insurance provider.

WHERE?

You will need to report the information in Box 12 of the W-2with a code of DD.

WHY?

This reporting to employees is for their information only, to inform them of the cost of their health care coverage. Reporting this information will not cause their health care coverage to become taxable.

WHEN?

If you have more than 250 employees, you’ll need to report this information on their 2012 W-2’s, generally issued in January 2013.

If you have fewer than 250 employees, you do not need to report for 2012 but can choose to do so if desired. Check back with www.irs.gov in upcoming years to see if the reporting mandate changes for your church.

HOW?

Once you’ve compiled your figures, you can easily edit each employee’s W-2 to insert the figures in Box 12 using code DD. Click the link below for more information on Payroll W-2 and End of Year Processing.

ConnectNowPayroll - W-2 and End of Year Processing

DesktopPayroll End of Year and W-2 Processing

For more information, please visit www.irs.govor contact your local church accountant or Diocese.

CMS University - Payroll Session #11 - End of Year and W-2 Processing

Mary Breault — Thu, 29 Dec 2011 11:05:53 GMT

Watch the CMS Online University Videos in numerical order to train new employees, or watch just the video you need to learn a particular process.

This video will walk you through the End of Calendar Year process and processing your W-2's/W-3's.

Click here for more information on W-2 Setup - Deduction/Benefits for Boxes 10, 11, 12 and 14.

ConnectNow Payroll - W-2 and End of Year Processing

Mary Breault — Thu, 29 Dec 2011 10:55:08 GMT

Click here for more information on W-2 Setup - Deduction/Benefits for Boxes 10, 11, 12 and 14

Primary Subsidiary Bank Account Feature

Mary Breault — Fri, 16 Dec 2011 14:24:42 GMT

The purpose of the Primary/Subsidiary Bank Account is to track the funds designated for various cost centers, departments, categories, or dedicated funds while using a single checking account.

Please review this Video prior to turning this option on to review the preparation, setup, use of the option and reporting to decide if this is the right option for your church.

How to Enter Vendor Credit Memos in Connect Now

Mary Breault — Thu, 15 Dec 2011 18:00:05 GMT

Connect Now Accounting can handle credit memos that you may have received from a vendor. To handle the credit memo, please follow the steps listed below to correctly record and use the credit.

1. Under the Create Bills screen in Ledgers and Payables, create a new bill for that vendor
2. In the line item grid, enter the proper expense account for that vendor, and in the amount field enter the full amount of the credit memo (amount must be negative)

3. Enter any other pertinent information regarding the credit memo
4. The credit memo is now entered into Connect Now Accounting

In order to use the credit memo to reduce the amount of the next bill from that vendor, please follow the steps listed below.

1. When printing checks for that vendor, select the bill you created in the steps listed above. Since the bill was a negative amount, it will reduce the total amount of the check by the full amount of the credit memo.
2. If you wanted to only take a portion of the credit memo, then click the checkbox next to the Credit Bill and click on the Edit button.
3. In the Pay Amount field, enter the amount you wish to take then click on the save button. Note that the Pay Amount must be negative.
4. After printing the check, Connect Now Accounting will remember how much of the credit you have left and it will make that amount will be available for the next check run.

Export Postings from ParishSOFT Offering & Pledges to ConnectNow Accounting

Mary Breault — Thu, 15 Dec 2011 17:59:09 GMT

Transfer from ParishSOFT Offering & Pledges Module

Use this process to import contributions that have been posted in the ParishSOFT Offering & Pledges module into the ConnectNow Ledger and Payables system.

We recommend that you import your contributions from the Offering & Pledges module once per week, or, at a minimum, once each month—before you close your month.

Export Contributions from Offering & Pledges

Complete the following steps to export contributions from the Offering & Pledges module to a .txt file.

1. From ParishSOFT’s Offering & Pledges module, click the Utilities menu and choose Export to CMS Fund Accounting.

2. Enter the Start and End Dates for your data export and click OK.

3. The system will create a file that you can import into the ConnectNow system. Note the location of the file, e.g., C:\ProgramFiles\ParishSOFT\Clients\Demo\TSL\CMSFundAccountingExport.TXT

4. Click OK and import using the procedure on the following page.

Import Contributions into ConnectNow Ledger and Payables

1. Click the Process icon > Transfer from ParishSOFT Offering.

2. Click the Browse button.

3. Select your exported .txt file from the location where it has been saved, e.g., C:\ProgramFiles\ParishSOFT\Clients\Demo\TSL\CMSFundAccountingExport.txt).

4. Click the Import button.

5. Map the PSFundDescription for each line item to an Account in your chart of accounts. Your mappings will be saved so the next time you import, you won’t need to

repeat this step.

6. Click the Submit button.

7. Check the Selected box for each line item and click the Submit button.

When the import is complete, the system will notify you with the following message:

Records have been imported!

Posting Dates Must Be in Current Month

If the system detects any posting dates prior to the current period, it will ask you to change the posting date for those transactions.

To change a date, click into the Posting Date field and select a date from the calendar. Click Submit to proceed with your import.

Create Bonus Checks in ConnectNow Payroll

Mary Breault — Thu, 15 Dec 2011 17:58:37 GMT

If you are including the Bonus Check amount in the regular wages and are not separately identifying the Bonus from their regular wages, Federal Taxes will automatically be calculated as normal and you will not need to edit the Employee's Tax Data or Deduction/Benefit Tabs.

If you would like to create a separate Bonus Check, or identify the amount as a Bonus amount on the Employee's Check Stub, you will need to complete the following.

Since some edits will need to be made on the Employee's display, we recommend you print an Employee Record for each employee receiving a Bonus Check.

From ConnectNow Payroll, click Reports > Employee > Employee Record > select the affected Employees and click Preview Report and print the report on paper. Store these reports as you will need to refer back to them after this process.

If you would like to identify the Bonus amount on the Employee's Paycheck Stub, click Setup > Pay Items and create a Pay Item called Bonus. Set the Pay Item Type to Taxable and enter the Default Check Sequence of 1. If you would like to identify a specific gross pay Expense account for all bonuses, select the Expense account from the list and click Submit.

If you do select a specific gross pay expense account for the Bonus checks, click Setup > Account Distributions > select the gross pay expense account Bonus from the Quick Find and enter the appropriate Liability accounts for the Deductions and Expense and Liability accounts for the Benefits and click Submit.

You will need to calculate the correct taxes on the Bonus Check. Bonus Checks are considered Supplemental Wages and can be taxed at a higher rate. The following are the IRS Requirements on taxing Supplemental Wages:

Supplemental wages combinedwith regular wages. If youpay supplemental wages with regular wages but do not specify the amount ofeach, withhold federal income tax as if the total were a single payment for aregular payroll period.

Supplemental wages identified separately from regularwages. If you paysupplemental wages separately (or combine them in a single payment and specifythe amount of each), the federal income tax withholding method depends partlyon whether you withhold income tax from your employee's regular wages.

1. If you withheldincome tax from an employee's regular wages in the current or immediatelypreceding calendar year, you can use one of the following methods for thesupplemental wages.

a. Withhold a flat 25% (no other percentage allowed).

b. If the supplemental wages are paid concurrently withregular wages, add the supplemental wages to the concurrently paid regularwages. If there are no concurrently paid regular wages, add the supplementalwages to alternatively, either the regular wages paid or to be paid for thecurrent payroll period or the regular wages paid for the preceding payrollperiod. Figure the income tax withholding as if the total of the regular wagesand supplemental wages is a single payment. Subtract the tax withheld from theregular wages. Withhold the remaining tax from the supplemental wages. If therewere other payments of supplemental wages paid during the payroll period madebefore the current payment of supplemental wages, aggregate all the payments ofsupplemental wages paid during the payroll period with the regular wages paidduring the payroll period, calculate the tax on the total, subtract the taxalready withheld from the regular wages and the previous supplemental wagepayments, and withhold the remaining tax.

2. If you did notwithhold income tax from the employee's regular wages in the current orimmediately preceding calendar year, use method 1-b above. This would occur,for example, when the value of the employee's withholding allowances claimed onForm W-4 is more than the wages.

Regardless of the method you use to withhold income tax on supplementalwages, they are subject to social security, Medicare, and FUTA taxes.

Go to the following web site if you would like assistance calculating the taxes if you want to specify the Net amount of a separate check (i.e. Net amount of the check should be exactly $100). Gross Up Calculator: http://www.paycheckcity.com/copcctransition/grossUpCalculator.asp
Go to the following web site if you would like assistance calculating the taxes if you want to specify the Gross Amount of a separate check. Standard Percentage Bonus Pay Calculator: http://www.paycheckcity.com/copcctransition/flatbonuscalculator.asp
Go to the following web site if you would like assistance calculating the taxes if you want to include and identify the bonus amount when combined with the employee's regular paycheck. AggregateBonus Pay Calculator: http://www.paycheckcity.com/copcctransition/agbonuscalculator.asp

Once you have compiled your figures, come back to ConnectNow Payroll and click Employees. Select the employee who will receive a Bonus Paycheck.

Click the Employee's Tax Data Tab.

Click into the Override field for Federal and State and enter the amount of taxes to be withheld on the Employee's Bonus Check and click Submit.

Click the Employee's Pay Data Tab.

Select the Bonus Check Pay Item (if you previously assigned a default gross pay Expense account, that account will automatically fill in) and enter the gross amount of the Employee's Bonus Check in the Rate field and click Submit.

Click the Employee's Deduction/Benefit Tab.

If you do not want the Deductions and Benefits to be calculated on the Employee's Bonus Check, click into the Limit field for each Deduction and Benefit and enter a 0.00 and click Submit.

Repeat this process for each employee receiving a Bonus Check.

Once complete, click Payroll Process and create a new Payroll Process with the date of the Bonus Check and selecting the appropriate Bank Account, click Submit.

Select the Employees who will be receiving a Bonus Check and click Submit.

If you are creating a separate check for the Bonus and not including the employee's Regular Pay, remove the regular pay items from the Timecard by clicking the red X on the left.

In the Bonus pay item, enter a 1 in the Hours/Units field and click Submit.

Repeat this for all selected employees.

Click Calculate and Calculate the Payroll.

Click Reports > Paycycle Reports > Payroll Summary and select the Bonus Pay payroll in process, click Preview Report. Review this report for accuracy.

If you found that you forgot to enter an override in Fed/State taxes, or forgot to set the limit to zero on a deduction or benefit, go back to that employee's record and correct. Then come back to Payroll Process and on the Enter Timecard display, select that employee and click Reset Timecard. Remove any regular wages (if needed) and reset hours/units to 1 and click Submit. Recalculate the Payroll and reprint the Payroll Summary to ensure the Bonus Checks will be printed correctly.

Once the Payroll Summary looks perfect, continue with the payroll as normal and close.

When the payroll is closed, go back to the Employee's display.

Click the Employee's Tax Data Tab.

Click into the Override field for Federal and State and remove the amount or revert it to its original amount (see Employee Record reports you initially printed) and click Submit.

Click the Employee's Pay Data Tab.

Remove the Pay Item Type Bonus by clicking the red X on the left and click Submit.

Click the Employee's Deduction/Benefit Tab.

Click back into the Limit field for each Deduction and Benefit and reset it to 999,999,999.99 if there is no limit or revert the limit to its original amount (see Employee Record reports you initially printed) and click Submit.

Repeat this process for each employee who received a Bonus Check.

How to enter manual Payroll information into Ledger & Payables

Mary Breault — Thu, 15 Dec 2011 17:58:11 GMT

PROBLEM: I'm not using the ConnectNow Payroll System, and I would like to enter the payroll I've manually calculated into the ConnectNow Ledger & Payables System.

SOLUTION: From ConnectNow Ledger & Payables, click Vendors | click thedown arrow at Quick Find and select the Payroll Vendor and click the FindVendor button at the bottom.

Click the Account Distribution link.

Here is what each line will represent:

· Line #1 – The Gross Pay of the employee (Expense Account)

Line #2 – The Churches portion of Social Security taxes (ExpenseAccount)

· Line #3 – The combination of both the Employee’s and Churchesportion of Social Security Taxes (Liability Account, use a negative)

· Line #4 – The Churches portion of Medicare Taxes (ExpenseAccount)

· Line #5 - The combination of both the Employee’s and Churchesportion of Medicare Taxes (Liability Account, use a negative)

· Line #6 – The Employee’s Federal Tax withheld from theirpaycheck (Liability Account, use a negative)

· Line #7 - The Employee’s State Tax withheld from their paycheck(Liability Account, use a negative)

The total at the bottom should represent the NET amount of theemployee’s check.

By entering your Employee’s checks in this manner, you will bookall of the churches portion of social security and medicare taxes properly, andthe amounts you’ll need to pay the IRS for the taxes will be automaticallywaiting for you in the Liability Accounts.

When you pay your tax bill, you’ll create a bill towhomever you pay the taxes to (IRS, local bank, etc.) and use the Liability Accountsyou used for the Social Security, Medicare, Federal and State Taxes (Youprobably pay your state taxes differently than the others, but included it inthis example just to give you an idea).

When you pay the IRS, this will automatically lower yourliability! So paying each employee increases the Liability, paying theIRS lowers the liability!

Once you have your employees set up, you can even choose toMemorize their transactions and the system will automatically create them oncea month or semi-monthly (whenever you normally get paid) so you don’t have tore-create the wheel each time!

Post-Conversion Bank Reconciliation

Mary Breault — Thu, 15 Dec 2011 17:57:35 GMT

In ConnectNow Ledger & Payables, new features allow you to save and re-report reconciliations. Since these features are not available in the Desktop version of Ledger& Payables, the conversion process will prepare new ‘catch-up’ reconciliations in ConnectNow for each bank account in your chart of accounts and will require you to reconcile them before performing additional reconciliations.

Process, Bank Reconciliation.

These reconciliations will be in an unreconciled state and dated as of the end of the current accounting month. Using your corresponding bank statement’sending balance, reconcile the reconciliation. These special reconciliations will:

· List transactions from prior years along with their clear/uncleared status.

· Include conversion history journal entries.

· Take a little more time than normal to display the list of transactions and clearing or unclearing a transaction due to the number of transactions.

Enter the statement ending balance on the right of the page;the system will adjust the totals. Ifthe difference is other than zero, additional research will be needed to findout why. The difference must be zero toreconcile.

At the end of the list, you may be required to provide selection of Interest Income (Income) and Service Charge (Expense) accounts forthe bank account. Please select accounts for each even though Interest Income and/or Service Charges may have already been recorded in the system or are zero.

Click the Submit button to save changes. Submit when the difference is zero assumes you have reconciled the bank account and will reconcile the reconciliation and will not permit changes although you may view or print the Reconciliation Report for that reconciliation. Once reconciled, you may continue with additional reconciliations.

W-2 Electronic Filing in ConnectNow Payroll

Mary Breault — Thu, 15 Dec 2011 17:56:50 GMT

W-2 Electronic Filing in ConnectNow Payroll

Once you have Setup W-2’s, Reprocessed/Edit Employee’s W-2 Information, and have examined the W-2 Review Report, you can now choose to file your W-2’s Electronically (charges will apply).

NOTE: If you must file more than 249 employee’s W-2’s, you must file them electronically. Some States also require electronic filing, check with your State for their filing requirements.

1. Click Forms > W-2 Electronic Filing.

2. Select the Calendar Year from the lookup. The system will default to the current calendar year.

3. Select Paygroups as needed. The default is to include all Paygroups.

4. Select Employees as needed. The default is to include all Employees.

5. Click Transmit W-2’s; you will be re-directed to the Nelco/ParishSOFT Electronic Filing page.

6. Click Filing Information at the top and review the information About your Data, Filing Instructions, and Pricing Information. Charges reflected in the W-2 Service box are per employee.

7. Click Dashboard. If this is your first year filing electronic W-2’s in ConnectNow Payroll, click the Create Account link and create an account for your church.

NOTE: If you have already created an account, enter the Username and Password and skip to step 11.

8. Enter and confirm your email address and password and click Step 2.

NOTE: Passwords must be between 8 and 30 characters.

9. Enter the required information on the User Information window, including your Name, Company/Church Name, Address and Phone information. Click Step 3.

10. Confirm the User Information entered and click Yes, I want to start filling out forms.

11. In the Services box, select from the e-filing offerings, and note the options selected next to each employee’s name:

Package 1 includes Federal and State E-filing and will print and mail each employee their W-2. The church would only have to print the Employer’s copy for their records from ConnectNow Payroll.
Package 2 includes Federal E-filing and will print and mail each employee their W-2. The church would have to submit to the State on paper and print only the Employer’s copy for their records from ConnectNow Payroll.
Federal E-filing includes only E-filing to the Federal Government.The church would have to submit to the State on Paper and print and distribute the Employee’s W-2 and print the Employer’s copy for their records.
State Filing includes only E-filing to the State.The church would have to submit to the Federal Government on Paper and print and distribute the Employee’s W-2 and print the Employer’s copy for their records.
Recipient Mailing includes only the employee’s W-2’s printed and mailed to each employee. The church would have to submit to the Federal and State on Paper and print the Employer’s copy for their records.

12. Select the Employees by clicking the checkbox next to the affected Employees.

13. Click Next.

14. At the Checkout window, you can choose to print a Summary Report or Detail Report for your records.

15. You can also choose to remove an Employee should you have selected an employee in error.

16. Review the total charges and click Next.

17. Enter the Credit Card information and click Next.

18. Review the Credit Card information provided and edit the cart if needed. Click the checkbox at the Affidavit and click Confirm and Submit.

19. You will receive an Order Confirmation with a Batch Number. Record this Batch Number for your records.

20. Click the View Status and Reports button to review the status of the filing.

21. Click the Print Forms button to print, view or save the Employer’s copies and any additional State, City, or Local W-2’s that need to be provided to your employees.

22. Click the Print Receipt button to print a receipt of the applicable W-2 filing charges for your records.

23. Click the X in the upper right corner of the display to exit this window.

24. Return to Payroll > Forms > W-2 Electronic Filing and click the Check Status button periodically over the next day or two to verify that your electronic filing was accepted or if there were issues or problems you need to address.

W-2 Setup - Deduction/Benefits for Boxes 10, 11, 12 and 14

Mary Breault — Thu, 15 Dec 2011 17:56:21 GMT

Box 10 Dependent Care

If you have a benefit(s) for dependent care which falls under IRS §129, enter the code(s) on this window. Normally, only benefit codes are entered on this window.

In the case where a Cafeteria Plan is being run as a deduction, dependent care deduction codes may be entered on this window so the system may print the calendar year amount in Box 10 on the W-2 for participating employees.

Be sure the amount of dependent care over $5,000 is also included in Box 1, 3, and 5 of the W-2.

Alternately, if only reporting a few employees, you may directly enter the amount to be reported in Box 10 on the Edit W-2 window after preparing the W-2s.

Box 11 Non-Qualified Plans

This window will allow you to enter benefit codes you used to accumulate amounts of non-qualified deferred compensation benefits.

Please note that this procedure is intended for an Eligible §457(b) and fully employer vested Non-Qualified Deferred Compensation plans only. Should you have a plan that is not either of the above, please contact a qualified tax accountant for assistance for filing a proper W-2 report. Be sure the amount of the benefit is also included in Box 1 of the W-2.

Alternately, if only reporting a few employees, you may directly enter the amount to be reported in Box 11 on the Edit W-2 window after preparing the W-2s.

Box 12 403(b), Taxable Life Insurance, or other codes

Report life insurance benefit costs for over $50,000 in coverage and deferred compensation deductions on this window.

Use the follow codes for reporting amounts in Box 12.

*Code*	*Description*	*Additional*
C	Taxable benefit of group term-life insurance over $50,000. The Calendar Year amount for the code on the Ded/Ben tab on the Employee window for the employee must be the cost of the coverage over $50,000.	Be sure the amount is added to the Taxable Wages in Boxes 1, 3, and 5.
D	Non-taxable elective salary deferrals to a 401(k) or SIMPLE 401(k) retirement plan.
E	Non-taxable elective salary deferrals to a 403(b) retirement plan. This amount of deferred compensation is not included in Box 1.
F	Non-taxable elective salary deferrals to a 408(k)(6) SEP retirement plan. This amount of deferred compensation is not included in Box 1.
G	Non-taxable elective salary deferrals and non-elective employer contributions to a 457(b) retirement plan. This amount of deferred compensation is not included in Box 1.
H	Non-taxable elective salary deferrals to a 501(c)(18)(D) tax-exempt plan. This amount of deferred compensation is not included in Box 1.
R	Used to report employer contributions to a Medical Savings Account (MSA) benefit code. The effect of this kind of deduction varies from plan to plan. Depending on the specific plan you have, this same amount may need to be also included in boxes 1 and/or 3, and/or 5, and/or 16 on the W-2.	Edit these amounts on the Edit W-2 window.
S	Non-taxable salary deferral to a 408(p) SIMPLE retirement plan. This amount of deferred compensation is not included in Box 1.
T	Employer paid adoption benefits. This amount is not included in Box 1 wages. You must use IRS Form 8839 to calculate the taxable and non-taxable portion of these adoption benefits.	Like code R above, the reporting of this benefit as wages varies from plan to plan. If needed, edit the wage amounts on the Edit W-2 window.
AA	After-tax contributions to a Roth 401(k) retirement plan.
BB	After-tax contributions to a Roth 403(b) retirement plan.
CC	Report the employee’s amount of HIRE exempt wages for 2010. Use the Edit W-2 window to enter the code and wage amount.
DD	Report the aggregate cost of the applicable employer-sponsored health insurance coverage (optional in 2010 and 2011, mandatory in 2012).	If only reporting a few employees, you may directly enter the codes and amounts to be reported in Box 12 on the Edit W-2 window after preparing the W-2s.

Box 14 Allowances

Box 14 on the W-2 is for your own use to report information to employees. The Social Security Administration and the IRS ignore this box. The calendar year amounts of the codes, deductions or benefits, you enter on this window will be printed in Box 14 of the W-2 statement. A three-letter code may be printed to denote the printed amount.

Also, if only reporting a few employees, you may directly enter the codes and amounts to be reported in Box 14 on the Edit W-2 window after preparing the W-2s.

CMS University - Payroll Session #12 - Void a Payroll Check

Mary Breault — Thu, 15 Dec 2011 15:10:56 GMT

Watch the CMS Online University Videos in numerical order to train new employees, or watch just the video you need to learn a particular process.

This video will cover voiding and reissuing (if necessary) a lost or stolen paycheck as well as voiding a paycheck issued in error or incorrectly.

CMS University - Payroll Session #10 - Bonus Checks

Mary Breault — Thu, 15 Dec 2011 15:09:16 GMT

Watch the CMS Online University Videos in numerical order to train new employees, or watch just the video you need to learn a particular process.

This video will walk you through creating Bonus Checks.

CMS University - Payroll Session #9 - Preparing your 941

Mary Breault — Thu, 15 Dec 2011 15:08:41 GMT

Watch the CMS Online University Videos in numerical order to train new employees, or watch just the video you need to learn a particular process.

This video will show you how to prepare your 941, Schedule B, troubleshooting 941 issues, and how to pay the government!