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This article applies to:

  • Product: Accounting CS Client Access
  • Subject: Payroll checks,Setup

Set up multiple workers' compensation codes for an employee

Follow these steps to ensure correct workers' comp calculations when an employee works in different locations or departments.

Step 1: Add workers' comp codes to the client

Follow the usual process for setting up workers' comp information.

Step 2: Set up additional locations and departments

Add new locations and departments as needed.

Step 3: Assign locations and departments to the employee

  1. Select
    Setup
    ,
    Employees
    , then the
    Main
     tab.
  2. Select locations and departments from the dropdowns in the grid.
  3. Add as many combinations as needed.

Step 4: Activate workers' comp codes for each combination

  1. Select
    Setup
    ,
    Employees
    , then the
    Workers' Compensation
     tab.
  2. Select the ellipsis for each code.
  3. Mark
    Active
     for the correct location and department combination.
  4. Enter the GL account information.
  5. Select
    OK
    .
  6. Repeat these steps to add all workers' comp codes to the employee.
  7. Select
    Enter
     to save your changes.
note
Mark the
Exempt
 checkbox to exclude an employee from workers' comp. When you select a state and code and mark an employee as exempt, the wages calculate on the check as excluded. This sets the workers' comp premium to zero.

Step 5: Enter a payroll check

  1. Select
    Actions
    , then
    Enter Transactions
    .
  2. Select
    Payroll Check
     in the Type field.
  3. Select the employee and enter the dates for the payroll check.
  4. In the
    Main
     tab, select the ellipsis next to the pay item description.
  5. Enter the number of hours and amounts the employee worked for each location and department.
  6. The Workers' Compensation section will update automatically.
Acme Manufacturing has locations in Phoenix and Sacramento, with Production and Quality Control departments in each. Sarah Abbott works in both locations and departments.
  1. Set up locations (Phoenix and Sacramento) and departments (Production and Quality Control).
  2. In the
    Main
     tab of the
    Employees
     screen, assign Sarah to both locations and departments. Her primary location is Phoenix and her primary department is Quality Control.
  3. On the
    Workers' Compensation
     tab of the
    Employees
     screen, activate workers' comp codes for each combination.
  4. When entering Sarah's paycheck, distribute hours across locations and departments.
Remember: If you don't distribute hours, all will default to the employee's primary location and department.

Tips for officers

Accounting CS automatically excludes officer wages from workers' compensation calculations within the XactPAY and InsurePay files.
  • XactPAY: Don't mark
    Exempt
     for officers.
  • InsurePay: Clear
    Exempt
     to include officers in premium calculations.