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Payroll Software Check List
This worksheet can be used as a guide to help your organization find the best payroll software application for you. Consider each
field of information and fill in the appropriate answer for your needs. Send this check list to payroll software vendors you are
interested in, or simply use it as a guideline when talking to vendors. When you are choosing options along the way, please keep
in mind that whatever options you choose should be expected to last your business at least seven years. For example, when
choosing the number of employees, think about the maximum number of employees your operation will have in the next seven
years. By choosing your software in this way, you will ensure that the software you choose will grow along with your organization
for years to come.


General
                      Requirement                  Description

                                                   How many people will need to be working in the program? If more than one person will
                                                   need to be working in the system, this is considered an additional 'user'. For instance, if
                      Number of users
                                                   the most people you will ever need to be using the system is 3, then you require 3
                                                   users.

                                                   How many total employees the payroll system will manage? This includes all employees
                      Number of employees
                                                   from all companies within the system.

                                                   How many years of history you wish to store in the payroll system? Some systems limit
                      Years of history
                                                   the number of years that can be stored in the system.

                      Number of companies          How many companies the payroll system will manage?

                                                   Ability for payroll software to operate outside and independent of any accounting
                      Standalone
                                                   system.

                      Security                     Setup of security so that some employees may enter, but only view certain information.

                                                   Ability to take data from your payroll software and export it into the general ledger of an
                      Export general ledger file
                                                   accounting program.

                      Split general ledger         Ability to split employer paid tax expense to those profit centers where the employee
                      expenses                     worked.

                      Ability to print MICR        MICR is the magnetic ink which allows you to print on blank check paper. It can also
                      checks                       allow for signature printing.

                      Ability to print vendor
                                                   Print checks for liabilities such as child support directly from the payroll system.
                      checks
Payroll Software Check List                                                                                        Benefits and Time Entry




Benefits
                       Requirement               Description

                       Track/pay employee        Allows you to set up, track, and pay employee garnishments to the appropriate
                       garnishment               vendor(s).

                       Vacation/leave accrual
                                                 Tracks and computes employee vacation accrual based on the rate you set up.
                       tracking

                       Sick time calculations    Tracks and computes sick time calculations.

                       401K tracking             Tracks employee 401K and employer match, if applicable.

                       Number of deduction       Deduction codes represent the calculations by which pay is deducted from employee
                       codes available           pay, such as health insurance, child care, 401K and more.

                       Number of earning codes   Earning codes represent the calculations by which employees earn pay, such as hourly,
                       available                 salaried, overtime, and more.

                                                 Gives you the ability to track your own fields of information that you set up for your
                       User-defined fields
                                                 business-specific needs.

                       Retirement plan           Gives you the ability to generate several different styles of retirement plan data that
                       reporting                 can be sent to your benefit provider for processing.

                       Employee education /      Allows you to track various certification or education that your employees are required
                       certification tracking    to complete.




Time Entry
                        Requirement              Description

                        Time clock import        Pull data from a time clock into the payroll system.

                        Enter hours worked       Simplified pay entry where you merely fill in the hours worked for each employee.

                        Enter time by start      Fill in the start and stop time for employees, and the system calculates the hours for
                        /stop time               you.

                                                 Handles various employee shifts and the different pay rates associated with those
                        Shift differential pay
                                                 shifts.

                        Minimum wage
                                                 A tool to verify you are paying at least minimum hourly wage to piecework employees.
                        calculations

                                                 Allows you to set up piece work pay codes and then pay employees based on their
                        Pay by piecework
                                                 piecework completed.


                        After the fact payroll   Enter pay checks into the system for payrolls that have already been completed.


                                                 Start a new pay run by copying the previous pay run, and make necessary revisions
                        Copy previous pay runs
                                                 from that starting point.
Payroll Software Check List                                                                                                   Pay and Reports




Pay
                       Requirement                 Description

                                                   Track employee worker compensation by job type, for potential savings on worker
                       Workers compensation
                                                   compensation insurance.

                                                   Report sick pay that was paid by a third party on your employee W-2s and employer
                       Third party sick pay
                                                   941.

                                                   Associate hours worked with projects, so that labor expenses can be calculated for any
                       Track labor by project
                                                   given project.

                       Multiple state payroll      Process payroll for employees in multiple states.

                       Multiple language pay       Provide translations of payroll terms on payroll stubs for speakers of languages other
                       stubs                       than English.

                       Manage payroll by
                                                   Track and enter pay and print checks by department.
                       department

                                                   Transfer pay electronically to employee bank accounts, rather than issuing printed
                       Direct deposit
                                                   checks.

                       Electronic direct deposit
                                                   Deliver direct deposit pay stubs electronically.
                       pay stub

                                                   For service businesses such as contractors, the ability to track payroll labor expense by
                       Job tracking
                                                   job.




Reports
                       Requirement                 Description

                       Standard reports            Run a variety of standard payroll reports included in the system.

                       Customizable reports        Set up and save your own reports with the fields of information you choose.

                                                   Certified payroll reporting is required by the government when working on government-
                       Certified payroll
                                                   subsidized work.

                                                   Ability to run payroll reports for one, all or some of the companies within the payroll
                       Consolidated reporting
                                                   system.
Payroll Software Check List                                                                                                               Taxes




Taxes
                       Requirement                Description

                       State and Federal taxes    Handles all of the major State and Federal Tax calculations and tracking.


                       Local taxes                Provides the ability to set up local taxes or tax groups.

                       Print tax forms on plain
                                                  Print forms on plain paper in place of printing on purchased tax forms.
                       paper

                       File tax forms
                                                  File tax forms online in place of printing and sending all filing is done electronically via
                       electronically (Online
                                                  the computer.
                       "eFiling")


                       Simplified W-2             Option to send electronic file to Federal and State agencies and to have employee W-2s
                       processing                 printed and mailed to employees by electronic filing center.




                                                                              © Copyright 2010 Red Wing Software, Inc. All Rights Reserved.

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Payroll checklist 08_10

  • 1. Payroll Software Check List This worksheet can be used as a guide to help your organization find the best payroll software application for you. Consider each field of information and fill in the appropriate answer for your needs. Send this check list to payroll software vendors you are interested in, or simply use it as a guideline when talking to vendors. When you are choosing options along the way, please keep in mind that whatever options you choose should be expected to last your business at least seven years. For example, when choosing the number of employees, think about the maximum number of employees your operation will have in the next seven years. By choosing your software in this way, you will ensure that the software you choose will grow along with your organization for years to come. General Requirement Description How many people will need to be working in the program? If more than one person will need to be working in the system, this is considered an additional 'user'. For instance, if Number of users the most people you will ever need to be using the system is 3, then you require 3 users. How many total employees the payroll system will manage? This includes all employees Number of employees from all companies within the system. How many years of history you wish to store in the payroll system? Some systems limit Years of history the number of years that can be stored in the system. Number of companies How many companies the payroll system will manage? Ability for payroll software to operate outside and independent of any accounting Standalone system. Security Setup of security so that some employees may enter, but only view certain information. Ability to take data from your payroll software and export it into the general ledger of an Export general ledger file accounting program. Split general ledger Ability to split employer paid tax expense to those profit centers where the employee expenses worked. Ability to print MICR MICR is the magnetic ink which allows you to print on blank check paper. It can also checks allow for signature printing. Ability to print vendor Print checks for liabilities such as child support directly from the payroll system. checks
  • 2. Payroll Software Check List Benefits and Time Entry Benefits Requirement Description Track/pay employee Allows you to set up, track, and pay employee garnishments to the appropriate garnishment vendor(s). Vacation/leave accrual Tracks and computes employee vacation accrual based on the rate you set up. tracking Sick time calculations Tracks and computes sick time calculations. 401K tracking Tracks employee 401K and employer match, if applicable. Number of deduction Deduction codes represent the calculations by which pay is deducted from employee codes available pay, such as health insurance, child care, 401K and more. Number of earning codes Earning codes represent the calculations by which employees earn pay, such as hourly, available salaried, overtime, and more. Gives you the ability to track your own fields of information that you set up for your User-defined fields business-specific needs. Retirement plan Gives you the ability to generate several different styles of retirement plan data that reporting can be sent to your benefit provider for processing. Employee education / Allows you to track various certification or education that your employees are required certification tracking to complete. Time Entry Requirement Description Time clock import Pull data from a time clock into the payroll system. Enter hours worked Simplified pay entry where you merely fill in the hours worked for each employee. Enter time by start Fill in the start and stop time for employees, and the system calculates the hours for /stop time you. Handles various employee shifts and the different pay rates associated with those Shift differential pay shifts. Minimum wage A tool to verify you are paying at least minimum hourly wage to piecework employees. calculations Allows you to set up piece work pay codes and then pay employees based on their Pay by piecework piecework completed. After the fact payroll Enter pay checks into the system for payrolls that have already been completed. Start a new pay run by copying the previous pay run, and make necessary revisions Copy previous pay runs from that starting point.
  • 3. Payroll Software Check List Pay and Reports Pay Requirement Description Track employee worker compensation by job type, for potential savings on worker Workers compensation compensation insurance. Report sick pay that was paid by a third party on your employee W-2s and employer Third party sick pay 941. Associate hours worked with projects, so that labor expenses can be calculated for any Track labor by project given project. Multiple state payroll Process payroll for employees in multiple states. Multiple language pay Provide translations of payroll terms on payroll stubs for speakers of languages other stubs than English. Manage payroll by Track and enter pay and print checks by department. department Transfer pay electronically to employee bank accounts, rather than issuing printed Direct deposit checks. Electronic direct deposit Deliver direct deposit pay stubs electronically. pay stub For service businesses such as contractors, the ability to track payroll labor expense by Job tracking job. Reports Requirement Description Standard reports Run a variety of standard payroll reports included in the system. Customizable reports Set up and save your own reports with the fields of information you choose. Certified payroll reporting is required by the government when working on government- Certified payroll subsidized work. Ability to run payroll reports for one, all or some of the companies within the payroll Consolidated reporting system.
  • 4. Payroll Software Check List Taxes Taxes Requirement Description State and Federal taxes Handles all of the major State and Federal Tax calculations and tracking. Local taxes Provides the ability to set up local taxes or tax groups. Print tax forms on plain Print forms on plain paper in place of printing on purchased tax forms. paper File tax forms File tax forms online in place of printing and sending all filing is done electronically via electronically (Online the computer. "eFiling") Simplified W-2 Option to send electronic file to Federal and State agencies and to have employee W-2s processing printed and mailed to employees by electronic filing center. © Copyright 2010 Red Wing Software, Inc. All Rights Reserved.