Configuration & Set-Up

How do I change the Payroll Year?

1. Log on to Procare as a System Supervisor.

2. From the Procare Home screen to go Configuration > System > Locations & Users > Regions & Schools.

3. At the Regions and Schools screen:

   1. To set the year for all schools in the region, dbl-click the Region Name. Important! If an individual school has a different year set (different from the Region), changing it at the Region level will not change that school.

   2. To set the year for a single school within the region, click the small plus sign (+) to the left of the Region Code to display all schools in that region, then and then dbl-click the School Name.

4. At the Options screen click Payroll (left side) and choose the Current Payroll Year (under Standard Options – right side).

You’ll also need to Update FUTA & SUTA rates for the New Year.

I have Custom Pay Periods. Why do taxes vary from one pay period to another?

The amount to withhold is based on the number of days in the pay period. Since the number of days in each Custom Pay Period may vary, it would be normal for taxes to fluctuate somewhat even when the taxable gross pay is the same.

Custom Pay Periods: Tax Example

How do I Record Self-Insured Medical Reimbursements?

If you offer a self-insured medical expense reimbursement plan, such as a Section 105 plan, the reimbursements paid under that plan might be excluded from the employee’s gross income (ask your tax advisor). If so, you could handle it in one of the following ways:

a. Add it as a Reimbursement to the employee’s regular paycheck (or a separate check with just the reimbursement).
b. Or, treat the employee as a Vendor and issue a separate Vendor Check from the Expenses & Ledger module (or whatever system you use to pay expenses). If you do this often, you may Add a Vendor, such as Employee Medical Reimbursement, to easily track these items.

How do I set up employees with more than one salary?

1. On the Employee Pay Rate screen:
   1. Enter their main position under Salary Pay Code.
   2. Place additional salaries under the Hourly Pay Code section, entering the salary amount as their ST Rate (straight time).
   

   Note: You may need to first Create a Pay Code for the additional salaried items.

2. When issuing the check, at the Payroll Check Calculation screen:
   1. Click Import to bring the salaries in from their Pay Rate screen.
   

   1. Enter one hour in the ST column for the additional salary lines and tap Enter on your keyboard; for example, 1 hour x 200.00 per hour = 200.00. The Total Gross (lower right) will include both salaries.