The following are notes specific to the Professional Edition of Medlin Payroll Software.
NOTE
•The Professional Edition is constantly under development. New features may be added at any time.
ADJUSTMENTS TO INCOME
•All Adjustments To Income are calculated as part of the employee's main pay rate (Rate 1).
•We do not offer the ability to assign income adjustments - such as a bonus - to an employee's secondary pay rate (Rate 2).
BACKUP
•The backup process includes an option to select all Medlin Software data found in your 'last used list' - OR - just the current data folder.
•If you select all recent data, each data folder will still have a separate backup file, but you can backup all data folders with one command, and a report is shown (which may be printed) after the backup is completed, listing the data folders which were backed up.
•Encrypted online backup can store up to your last eight backups (all folders).
BATCH PAYCHECKS, SAVE AS PDF
•When previewing/saving paychecks as a batch (from the Report screen), you will have the option to omit the watermark from the PDF file.
•WARNING
•There can be no guarantee paycheck information printed from a saved PDF file will be accepted by a bank or check cashing location when the employee tries to cash their paycheck.
•PDF files do not always exactly replicate what would have been printed if printed directly - there can be shrinking, stretching, skewing, and resolution issues.
•We STRONGLY suggest paychecks be printed directly from Medlin, not from a saved PDF.
CUSTOM REPORT
•The Custom Report does not offer the option to sort by the secondary employee departments (Department 2).
DEPARTMENTS
•If an employee works under two different Worker's Compensation rates, you can setup two departments for the employee, and the pay rate for each.
•If an employee has two pay rates, but one Worker's Compensation classification, enter the two pay rates, using the same department for each pay rate.
•The employee's primary department should be Department 1.
DIGITALLY SIGNED PAYCHECKS
•When paychecks are printed, a signature can also be printed.
•Create a BITMAP (.bmp) file containing the signature - scan and save the signature as a bitmap.
•Make sure the file is named with 'medlinsignature' as the first part of the file name, and with '.bmp' as the extension (without the quotes).
•Save or move your signature file into the desired data folder (you must have a file in each data folder you wish to print the signature).
•We suggest naming the files with the person's name as part of the file name. Examples are:
•medlinsignature-joe-smith.bmp
•medlinsignature-fred-jones.bmp
•Make sure there is only one 'medlinsignature' file in each data folder.
•NOTES
•Digital signatures are not included unless the check is directly printed from Medlin Payroll.
•Digital signatures are not printed for the plain paper or dot-matrix check types.
•You must select one of the jet, laser, or MICR check form types, 052L or #785, 750L, 800L, or a check form type starting with 'MICR'.
•The optimal size of the bitmap is .5' high x 3' width, using the highest resolution your scanner allows.
•When printing, your saved image will be resized to .5' high x 3' width.
DIRECT DEPOSIT
•Employee direct deposited pay may split into two bank accounts.
•The options are splitting the next pay by percentage, or selecting a fixed whole dollar amount for one account, with the remainder/excess - if any - going to the other account.
EXPENSE REIMBURSEMENT
•If using the Expense Reimbursement Income Adjustment, on the Employee screen, you can enter a "fixed" amount to reimburse on each paycheck.
EXPORT PAYCHECK DATA
•Using the Payroll Checks (Batch) option on the Reports screen, you can save paycheck information as a CSV formatted file.
•You may be able to import the csv data into other software, either as is or after manipulating the data.
FORM 941 - BLANK OR ZERO WAGE
•On the Report screen, select 941.
•Click Print.
•Enter the desired year.
•Enter the desired quarter.
•Click the button for Blank or Zero Wage form.
•Follow the remaining prompts to enter the desired information.
HOURLY 1 DEDUCTION
•If 'Hourly 2' is being used, 'Hourly 1' is calculated on hours worked at ONLY Pay Rate 1.
•If 'Hourly 2' is not being used, 'Hourly 1' is calculated on hours worked at both Pay Rate 1 and Pay Rate 2.
HOURLY 2 DEDUCTION
•'Hourly 2' is calculated ONLY on the hours worked at Rate 2.
PAY RATES
•The employees primary rate should be Rate 1.
PTO HOURS EARNED
•PTO Hours earned are based on all hours worked - at either of the employee's pay rates.
PTO PAID
•PTO hours paid are calculated using the employee's highest current pay rate.
•If you are allowed - and prefer - to pay PTO using something other than the current highest rate, you will have to manage and pay PTO manually.
•PTO amounts paid are always assigned to the employee's primary department (Department 1) - even if the rate used to calculate PTO was from their secondary department.
•If you are allowed - and prefer - to assign PTO amounts to something other than the employee's primary rate and department, you will have to manage any pay PTO manually.
SECTION 132
•This item should only be used if your state follows the IRS regulations and does not have their own separate rules for Section 132 amounts.
•Qualified salary reduction agreement amounts which are allowed under IRS Section 132.
•Amounts entered as Section 132 are removed from gross pay, and not used for most paycheck tax calculations, or employer paid tax calculation.
•On the Employee screen, in the Fixed Deductions section, you can enter a fixed amount to be contributed each check, or an amount to be taken out of the first check for the employee each month.
•You can also manually enter or edit the amount as each check is created.
•MAKE SURE the amount you allow the employee to contribute to Section 132 is within the amount allowed by the IRS.
•The order you set each income adjustment is important.
•For instance, if you set Section 132 to be above/before Retirement, the Section 125 amount is not included in any Retirement calculation.
•If Section 132 is set to be below/after Retirement, Retirement is calculated first, before Section 132 has been removed from gross pay.
•Refer to your Retirement plan documentation for more details.
TIME CLOCK / PAYROLL DATA IMPORT
•Use this option to import data exported from your time clock software.
•Can also be used to import from a special spreadsheet file created (exported) from Medlin Payroll, which you have edited to include your current payroll information.
SHAREHOLDER INSURANCE (>2% S CORP SHAREHOLDERS)
W-2 AND W-3, MANUALLY ENTERED DATA
•Unless you need to use part of the form not normally supported, it is recommended to enter the employer and employee information, then one check per quarter (or per year), per employee, with the totals for each employee.
•You will then have at least some record of how the figures used on the W-2 and W-3 forms came about - and most importantly - you will be able to reprint the forms if needed.
•Use this function carefully.
•Manually entered or edited data is not saved for later reuse.
•Be sure to print several copies, and to carefully review the forms before using them.
•Employer data must be entered on the Setup screen.
•Setup a new data folder for each employer, even if you are not going to save employee or paycheck information.
•If there is any existing employee and paycheck data, it can be used as the initial data, then edited as needed.