Table of Contents
Overview
Basic Tab
Additional Information
Account Setup
Insurance / Retirement Vacation / Sick
Misc Other Pay
ACH Setup
ACA Setup
Overview
Maintain and update your Employee Information in VUE Payroll to ensure your payroll runs are correct.
Navigate to Payroll>Maintenance> Employee Information.
Select an employee from the primary grid.
Navigate through the tabs to adjust information as needed.
NOTE: The best practice is to create an Employee record in the Accounting module (Accounting>Maintenance>Employees) before establishing a new Payroll record. As you create a new Employee in Accounting, you will receive prompts to create a Customer and Payroll record for the employee. Click yes to the prompts. A Payroll record for the new employee will be created, which you can edit using the steps below.
Basic Tab
For a New payroll entry, click the Link to Employee button to marry the Payroll Employee record
to the Accounting Employee record (ie: Accounting > Maintenance >Employee).
Input the remaining Payroll Employee fields (e.g., address, SSN, Department, Position, Full/Part Time, Hourly Rate).
Hint: Clicking Save will flag all system-required fields.
Enter the Auto Entry Type as needed (see the document for Auto Entry Type setup).
Default Hours must be at least 1 for Salaried employees (not 0 and not 40).
Federal Tax block - Fill out as employee has specified on his/her W-4.
State Tax block- Fill out as employee has specified from his/her state tax form.
Click Save in the Action Ribbon.
Status is ACTIVE until it has been changed in the Accounting Employee record.
NOTE: Termination date will not change the Status in the Accounting Employee record. You must change Status in Accounting > Maintenance > Employees to Inactive to lock an employee out of VUE.
NOTE: When an employee has left the dealership, do not add the Termination Date until after you have run the last payroll for the employee.
Click Save in the Action Ribbon.
Additional Information
Serves only to store information on the employee for reporting and dealer information purposes.
General information on the employee, spouse, Emergency Contact and Driver License information can be retained.
The 401K Export section below is to denote specific information for 401K (if offered), Union information (if applicable), and HCE code.
Note: HCE code comes from the IRS and is code assigned if the employee is highly compensated or owns 5%+ of the company. Review the IRS site for more information.
Click Save in the Action Ribbon.
Account Setup
Select a Company Department Break Out field to apply an employee’s gross earnings to the correct department.
If the employee will split his/her time between multiple departments (e.g., Parts and Service), select an additional Department from the dropdown.
Input the percentage per department to apply to this employee’s gross earnings. Percentage total for all departments must total to 100%.
If the employee is a service tech, mark the WIP Checkbox in the upper right to include this employee in WIP reports (including the Unpaid Labor Report).
Company Employee Break Out Override
Note: Be aware that editing this section will overwrite the defaults set in Company Information.
Use to override employee Regular Pay, Overtime Pay, Vacation Pay, Sick Time Pay and Holiday Pay GL posting accounts if they need to differ from the configurations in Payroll> Company Information and the Account Set Up>Company Position Default Settings.
If the user will not differ from the defaults set in Company Information, leave this blank.
If your dealership has multiple rooftops and the employee has access to and does work from multiple companies in your account , Employee Break Out allows you to choose a Company from the dropdown, assign an Account Number, and a percentage. Repeat for each company, this employee will receive their pay. Each column must total to 100%.
If the user will not work in multiple companies or your dealership does not have multiple companies, leave this blank.
Note: When calculating payroll, the GL account selection hierarchy looks for an account in #1, then #2, #3, #4 below.
1) Company Employee Break Out Override (Payroll > Maintenance > Employee Information Account Setup tab > Company Department Break Out Override section)
2) Company Position Default Accounts (Payroll > Maintenance > Company Information > Account Setup tab > Company Position Default Accounts tab)
3) Company Department Accounts (Payroll > Maintenance > Company Information > Account Setup > Company Department Accounts tab)
4) Payroll Company Default Accounts (Payroll > Maintenance > Company Information > Account Setup tab > Payroll Company Default Accounts tab)
Click Save in the Action Ribbon
Insurance / Retirement Vacation / Sick
Mark the 401k Eligible checkbox if applicable to this employee.
Mark the 401k Company Match Eligible checkbox if applicable to this employee.
Mark the 401k Company Match Can Exceed Employee Contribution checkbox if applicable to this employee.
Qualified 401K Plan section - Input contributions percentages or amounts (401k Eligible checkbox must be marked).
Qualified ROTH 401k Plan section - Input contributions percentages or amounts.
Pension Plan section - Input contributions percentages.
Mark 408 Plan if applicable.
Loans section - Input a loan amount and select a Misc. label from the dropdown.
Insurances block - Highlight an Insurance and click Edit Insurance. Input Employee Deduction. Click Save.
Vacation/ Sick/ Holiday Accrual block - Manually adjust Vacation, Sick, and Holiday hours. Input the number of hours granted for each period. Input the current Vacation, Sick and Holiday hours in the Balance fields. The Balance field will update when each Payroll Run is completed.
Note: Some dealerships may be set up with Advanced Paid Leave. Please review this document for more information.
FUTA / SUI and Others section - FUTA and SUI amounts are non-editable on the Employee Information screen. Mark all exempt items that apply for this employee.
Click Save in the Action Ribbon.
Misc Other Pay
Deductions
Select a Deduction and click Edit Miscellaneous.
Add Default Amount for deduction each pay period.
Add Balance Amount (total amount owed).
Or select to add an Override percentage up to a certain amount.
Select Override Pay Type from menu.
Click Save.
Other Pays
Select an Other Pay and click Edit Other Pay.
Add Default Amount for compensation each pay period.
Indicate if the pay is 401K Exempt, Roth 401K Exempt, WC Exempt or Pension Plan Exempt.
Click Save.
Click Save in the Action Ribbon.
ACH Setup
The Direct Deposit checkbox will be marked if the Company Information is set to default to Direct Deposit.
You may individualize for this employee for up to 2 Banks.
Input the employee’s bank Routing Number (VUE will verify this a correctly formatted Routing Number at input).
Input the employee’s checking account number and net pay.
- Enter either the % or $ amounts to deposit.
Input the employee’s savings account number and net pay.
- Enter either the % or $ amounts to deposit.
The Percentages must total to 100%; otherwise, the dollar amounts will be used.
Check the block beside the default account.
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Percentages must total 100% or zero (or 0%). Percentages will be used if the $ amount is zero; Any leftover net pay will go into the first valid account. In the following order: When allocating leftover net pay, an account is considered valid if it has: a routing number, an |
Note: If the employee wants most of the pay in one account and only a certain amount in another account - e.g.,$100 in savings and everything else in checking - input 100 in the Savings block and .01 in Checking.
Click Save in the Action Ribbon,
ACA Setup
All fields in the 1095-B tab default to the settings configured in the Company Information screen.
Use the 1095-C and Covered Individuals tabs to edit the employee information as needed to personalize each employee for end-of-year ACA reporting (if required).