How to Enter supplemental employee information in Sage 300 Payroll

Entering Employee Supplemental Information

If you are producing a report for one of the following states, you may need to enter supplemental information about your employees:

If your state is listed above, check the instructions for your state to see if you need to enter supplemental information about your employees. If so, follow the steps in the next section.

To enter employee supplemental information

1. From the Payroll Employees folder, select Employee Supplemental Information.

2. On the Employee Supplemental Information window, select your state from the ReportingAuthority ID field drop-down list.

In the list, the state is prefixed by the reporting type such as QWR (Quarterly Wage Report); for example, QWR-CA. (The reporting type may also be W2R, such as W2R-IN, if this form is used to enter information for W-2 reporting for a specific state.)

Note that a state appears in the list if both these conditions apply:

• The payroll program deems that the state requires employee supplemental information.
• You have activated the appropriate tax code for the state (usually the state's SUTA code), using the Federal And State Taxes setup window.

California and Maine appear in the list if either their State's Income Tax code;(CASIT or MESIT, respectively) or their SUTA code (CASUTA or MESUTA) has been activated.

3. The fields that appear on the window will vary, depending on the state you select. Enter the fields that you need, using your government specifications and Table 1 as guides.

On the window, there are two tabs you can use:

• The Default tab enables you to specify values that apply to all of your employees. The fields that are available for entry depend on the options you choose on the Default tab.
• The Employee tab enables you to exclude employees from the values entered on the Default tab, or change the default values for specific employees.

In the Employee column, the drop-down list shows all employees in the company, not just for the selected reporting authority.

You can leave the Default tab blank and use the Employee tab to enter the information for each of the employees.

Or you can use the Default tab to apply the information to all employees, and then use the Employee tab to exclude the employees who do not require the information.

Example: If you are a Missouri employer with 100 employees, of which 90 employees require a Probationary Code:

• On the Default tab, select the Probationary Code checkbox.
• On the Employee tab, enter the 10 employees who do not require the Probationary Code (note that the Probationary column for each of the employees entered automatically sets to No).

4. After you complete the fields on the window, click Add.

5. To verify that the information was added to the employee records, print the Employee Supplemental Information report in Payroll Employee Reports.

6. Create your data fileusing the Quarterly Wage on Disk(ette) function, as described later in this document under Using the Quarterly Wage on Disk(ette) Feature.

NOTES:

• You can select the same employee for different reporting authorities. For example, to enter supplemental information required for an employee who works in both Arizona and California, enter the employee for both reporting authorities QWR-AZ and QWR-CA.
• If you delete an employee on the Employees window, that employee is also deleted from the Employee Supplemental Information window.
• If you delete a state SUTA tax from the Federal And State Taxes window in Payroll Setup, that state will no longer appear in the Reporting Authority ID field of the Employee Supplemental Information window.