Getting There

1. From the Procare Home screen click Configuration > System.
2. Go to Accounting Management > Payroll > dbl-click Payroll Formulas.

Federal & State Tax Formulas

Begin by downloading Federal and State tax formulas.

1. Click Download & Update at the Payroll Formulas screen.
2. Choose a year for which you wish to Import Tax Tables, then click Continue.

Note: The 1st year is included with your purchase and does not require a password. Additional years may be ordered at the Procare Online Store. You'll receive a password once your purchase is complete.

Health Insurance and other "General Withholdings"

You may Import Formulas for common General Withholdings like health insurance, child care, retirement, garnishments, California SDI, city income tax, etc. or you may create your own formulas from scratch (keep reading).

Create your own withholding (make a new formula)

1. Begin at the Payroll Formulas screen and select the Category "General" from the list (upper left).



2. If an existing formula is close to the new one you wish to create click once on that formula to select it. This will be used as a starting point for your new formula.
3. Click New Formula (bottom left). Answer Yes or No depending on whether you wish to use the existing formula as a template.
4. At the Create New Payroll Formula screen:
   1. The Category should say “General”.
   2. Click Add to create a new Subclass. Type a name for this withholding like “Retirement” and click Exit.
   3. Choose whether this new formula will be a Withholding - money deducted from a check (yes, in most cases) or a Credit - money added to a check (not common).
   4. Type a short abbreviation for the Group Name (name that will appear on the pay stub like “Retire”) and click Next.
   5. Type a longer formula name like “Retirement Plan”.
   6. Choose a Start Date, for example this formula may take effect as of Jan. 1st - then click Finish. You'll return to the Payroll Formulas screen.
5. Dbl-click the name of your new formula to edit it. If you chose a Start Date in the future you’ll need to check the Show All In Category box (upper right) in order for it to be visible.
6. At the Payroll Formula Builder screen make any necessary changes, like adding a formula. For example, you may wish to withhold an amount that varies per employee:
   1. Click Add Variable and give the variable a Name like “amount”.
   2. Choose a Mask like the Money format #####.##.
   3. Enter a default Value to use for everyone to whom this withholding is assigned or leave it zero. You'll assign the actual amount to each person on the Employee Withholdings screen.

   Note: You may enter a Value temporarily for testing the formula, but usually you'll want to set it back to zero when you're finished testing so the default for each person will be zero. 

   4. Then click Save > Exit.
   5. At the Payroll Formula Builder screen enter a simple formula on line 1 using the syntax Var[name_of_variable] like Var[amount]. See Additional Examples.
   6. Click Save > Exit to return to the list of Payroll Formulas.
7. If this withholding is exempt from certain taxes (also known as a "pretax" or "pre-taxed" withholding):
   1. Click once on the Formula Name to select it.
   2. Click the Exempt From button (lower left).

   

   3. Check off any items from which it is exempt then click Save > Exit to return to the list of Payroll Formulas.

   

   Note: A “pretax” withholding means the amount is deducted from gross pay prior to taxes being calculated. The amount withheld is not taxed. Be sure to check with your tax adviser before marking a withholding as exempt. See: Pre-Taxed Withholdings

8. When you are finished adding and editing formulas click Exit again.

Edit an existing formula:

1. Begin at the Payroll Formulas screen and select the Category "General" from the list (upper left).



2. Dbl-click the formula name like “Child Care”.
3. At the Payroll Formula Builder screen make any changes.
4. Click Save > Exit to return to the list of Payroll Formulas then click Exit again.

tags: exempt, exemption, exemptions