This sections helps you to understand the different features of EMPC.
Set Up–ADD STRUCTURE
Here you enter your business classifications and employees.
BUSINESS RISK CLASSIFICATION
First, enter business risk Classifications assigned to your business for employees. To find these numerical codes, rates and descriptions, look at your last workers’ compensation report you filed, call your policy manager, or go on line using the Reference Section. You must add the year in front of every classification description for historical data capability.
Record keeping requirements demand you link a classification with Employees that may have prevailing wage reporting requirements in additional to his normal Rate of Pay. If you are audited, this information will reduce your assessment of premium taxes and penalties.
The asterisks are required fields used throughout the program.
After you have entered the basic classification, enter any sub classification such as -01, and describe the job that person is doing from the classification description. Next, enter the premium or tax rate that has been assigned.
After the Classifications are entered in the program, you can edit them from the Classification Report when they change.
When Employees are entered, you can use the last four digits of any assigned number or social security number, or the whole number to be able to file an Unemployment Insurance Report that requires it.
If an employee hires on, they must be assigned with different classifications that apply to their work per record keeping requirements dealing with multi-classifications or doing more than one job.
Combine Employee & Classification
The Combine Employee & Class menu is to create an employee with a working classification and the current pay rate. This copies to the Timesheets and Add Employee Hours menu to make sure there are no data entry errors.
Time Cards, Time Sheets & Adding Hours
This section prints employee timesheets. You have to record hours in case you have a claim or audit by any state agency.
Printout Employee Timesheets: The Timesheets can be customized to fit your company’s way of doing business. No two companies will use this program the same.
By first identifying the Pay Period dates, you can use the pull down menu to identify the employee and his/her classification number to print out his Timesheet. If this employee is to reported in more than one classification, you print out those different Timesheets.
If that employee has more than two classifications the Timesheet can be edited by placing up to five classifications vertically in the boxes for them to write in hours for that day. Then, only one Timesheet needs to be printed.
Use the Comment field for reminders, assigning working locations, or anything else you can think of. The current month is produced for all pay periods.
The work order timesheet is used for piecework: roofing, siding, framing, glazing, and manufacturing units.
The REIMBURSEMENT area is for capturing materials or meals paid so that this is not considered labor. Any BONUS amount is placed here for the same reason. The page prints at 70% or 80% on most systems so the footer does not come as a page 2.
In order to be in compliance, employees must report hours unless they are 40 hours a week. Piece work units and hours will be recorded as a standard record keeping reporting requirement. An Average Hourly Wage will be used to estimate hours if there is no signature on this Timesheet from the amount paid. Usually, this ends up doubling the premiums and taxes during an audit.
When the signed Timesheets are returned, PAYROLL will use these sheets to Add Employee Hours for regular, any overtime, PTO, sick, vacation, medical leave, holiday, and reimbursement and bonus separate checks. Accounts Payable will reimburse the employee with the proper documentation. Make sure everyone signs these legal documents as to the true hours worked – including the piecework and special industry independent regulations, such as drywall or logging.
Add Employee Hours
When adding employee hours, the Timesheets are used to verify and record the hours in a 4-step process to secure accuracy.
Step 1 is to verify the Pay Period, Quarter, Pay Category, Employee, and Classification. If this employee buys materials or is paid a bonus, that information needs to be captured using the drop down menu so that these dollars are not considered wages. Remember, you may have more than one Classification for an employee such as warehouseman and driver, or remodeler and concrete work.
Step 2 is to enter the hours and verify the written signature. These hours are propagated into the reports from this page. The Check box is to do the math. Then go to Step 3 by clicking the Save & Next box. If you are reporting salary employees, you still have to use an hourly wage in the program for compliance purposes. If the hours vary each month, divide the employee’s wages by the hours worked that month for the Rate of Pay using Combine Employee, Class & Rate. Otherwise, use the same hours for this salary employee each pay period.
Step 3 is an open format to record regular and overtime hours that end up on the quarterly reports. Sick or medical, Holiday, and Vacation hours are recorded here. Many companies have their own method of paying these types of hours. This is where bookkeepers and accountants capture these hours to enter into their payroll programs.
The Save & Next box leads you to Step 4 which is a summary of your input for one last verification. Use the Refresh, Back, and Retry buttons to make any corrections. Reimbursements and bonuses are handled independently, but need to be recorded and signed for audit purposes.
The program formulas for workers compensation and unemployment insurance are as follows: workers compensation captures hours and dollars for hours, overtime, and holidays. Employment insurance captures hours and dollars for hours, overtime, vacation, holidays, but adds bonus dollars.
At the bottom of this page you see the following note:
This step can be used to record historical pay period hours and dollars. By printing out in landscape at 70-80%, the employee can sign to verify this data. For those companies that record pay periods without daily recording of hours, such as weekly or monthly, this step can be used to get the required signature for each pay period. Note: This feature is not meant to be used to replace Timesheets.
If you use this page, make sure you distribute the Total Hours Worked correctly. And, you must have backup paperwork to prove what hours were worked in what classification each work day.
Edit Employees, Classifications, and Combinations
Employee release dates are recorded here per record keep requirements.
Classifications are edited annually by placing the year in front of the Class Description to capture prior year data.
Edit Combinations are for changing pay rates and verifying employment dates and classification rates.
This section builds static and dynamic reports based on information you entered above.
Here is where you can find the employees you have already entered. These reports are for your ease in finding out the listings for employees and classifications worked that you have entered in your database.
- Employee Hours Detail
- Employee Hours Summary
- Employee Subtotals
These reports are used for PAYROLL and ACCOUNTS PAYABLE input for gross hours and wages that can be federated with Intuit QuickBooks, or shared with any other payroll program via your login and password.
Employee Hours Detail can be deleted if need be and re-entered using Add Hours.
The other 2 reports cannot be edited once submitted for workers’ compensation and unemployment insurance tax calculations. These entries are fixed to prevent fraud and conform to regulatory agency record keeping reporting policies to ensure compliance.
The Employee Hours Detail is the detail summary reports that record all the hours during the pay period for payroll accounting programs and gross wages. You can now delete records, however you must then re-enter the record in Add Employee Hours.
And finally, you have arrived at the most important forms: the Workers’ Compensation Detail and Subtotal Reports that captures all the hours and gross wages for each employee. Since these reports are generated as you enter employee, they are continuously updated. You can create any timeframe report in five seconds. All you have to do is print these or copy the data onto the State forms.
Benefits to Using EMPC
Below is a list of reasons why using EMPC will benefit your business.
- Periodically monitors your account for compliance issues
- Tracks the different business risk classifications assigned to the same employee
- Ensures your employees are assigned correct classification(s)
- Records piece work estimates in addition to work hours
- Supports the use of special industries and their reporting guidelines
- Provides proof of record keeping timecards and signatures for any field audit for your employees per multiple departmental regulations and written policies
- Ensures compliance with reporting to the different State agencies
- Saves time and money reporting to your accountant or bookkeeper
- Can use different time frames for analysis. For example, when an employee started and ended employment or and when the last check or pay period occurred, or any other analysis you choose.
- Great for cash flow analysis for payroll taxes
- On line support, education, webinars, and seminars
Additional services are available for audit appeals and preventative consultations. We can analyze your business model to make sure you are in compliance, evaluate contracts and proposals, and make suggestions to save premiums and taxes from our years of helping many small businesses.
Payroll and tax preparation programs such as QuickBooks, Payroll Solutions, Paychecks, ADP, H&R Block, and more, can recommend this program to help their clients’ report these taxes simple, quick, and accurately. Ask one of their representatives to contact us to create simple, quick, and accurate reports.
Other Support Items
(additional charges may apply)
- Phone Support
- Onsite Audit Support
- Onsite Appeals Support
- Contract Analysis
- Contract Writing
- Audit Reviews
- Appeals Review
- External Audits
Questions? Contact Help Desk
Helpdesk is used to assist you after you have entered the data required to run the program.