Payroll

Payroll is the module where withholdings and allowances are set up for each employee and where paychecks are calculated and printed. You may also generate tax deposit reports and other payroll reporting information. Before You Begin Before worki...

Early in 2025, you will have access your 2025 Tax Tables and 2024 W-2/1099 forms. Access them for free if you are on a monthly subscription for Procare or have an active annual maintenance plan. 2025 Tax Tables Please not...

Before you begin You should have already set up: Departments , Work Areas and Classrooms . Pay Periods and Overtime which are set in the Employee Data section of Region & School Options . Payroll Year and Payroll Checkboo...

What changed about W4s for 2020? The Federal Government redesigned the W4 (also known as Form W-4) that employees fill out in order to better determine the amount to withhold for income tax from each payroll check. Notable changes are enhancements...

Entering the new W4 Withholdings As of Jan 1, 2020, IRS form W4 form has changed to more accurately determine what to withhold for federal income tax. What is the essential change? The W4 worksheet has changed. There are additional variables t...

Learn how to create a payroll withholding for the Oregon Transit Tax. This tax applies to pay periods starting on or after July 1, 2018 and is one-tenth of one percent (or .001) on wages of Oregon residents, as well as nonresidents who perform servi...

Before you Begin We recommend you run Payroll Check Calculation manually for a few pay periods before using the batch method. This will insure that you have cleared up any possible issues with employee check calculations, and have an idea of e...

In the Procare Payroll there are two withholding choices for Federal Income Tax. You may set the variable for Filing Married as either True (married) or False (single). For persons who choose “Married but withhold at the higher single rate” (o...

There are a number of things that could cause withholdings to be incorrect, or make them appear to be incorrect on an individual paycheck. Please review the following items: 1. Consider the source of the discrepancy. Note: Since Social Security ...

In rare cases, you may want to export a payroll withholding formula. This would be useful if you had multiple locations (with completely separate Procare installations/separate databases) and wanted to export a formula from one and import it to anot...

Direct Deposit for employee paychecks allows centers to avoid printing and physically distributing paper checks to employees. Direct deposits are made through a system known as Automated Clearing House (ACH), which is an easy way to have payroll che...

When doing Payroll Check Calculation you will get a FUTA or SUTA error if those withholdings have been mistakenly assigned to an employee, or if they were intentionally assigned (in the case of SUTA) but the employee share has not be set up. Sym...

Print Payroll Earnings, Tax Deposits, Employee Withholdings, Paycheck history and related Payroll reports. Getting There From the main screen of any module, like Employee Data & Payroll, click the Reports menu (toward the top left) and ...

You may choose to void, view or reprint a payroll check (or check stub) that was previously posted. Getting There Look up an Employee and click the Payroll Check Calculation icon (pen with check) on the toolbar. Void, View or Reprint a...

Use the Payroll Check Calculation feature to individually calculate and print new payroll checks or Payroll Advances . You may also Void, View or Reprint a previously posted check. If you have more than a few employees, try using the Batch P...

For each employee you’ll assign the appropriate withholdings for taxes, health insurance, etc. and any variables such as their filing status (single, married) and number of allowances claimed. Note : the Payroll module does not support autom...

Procare Payroll is designed to calculate taxes withheld from employees, as well as the employer share of Social Security, Medicare, FUTA and SUTA. Other business taxes paid by the employer must be calculated by hand. This article gives examples of h...

How to set up FUTA (Federal Unemployment) and SUTA (State Unemployment) with wage bases and rates for the employer share and employee share (if needed). Getting There Log on to Procare as System Supervisor. From the Procare Home sc...

Using the OH school district (SD) tax withholding involves additional steps based on the number of school districts you have, and whether the district(s) determine gross (taxable) wages by subtracting any specific withholdings. Before You Begin ...

If you were sent a link to this page, the tax tables for your state and/or federal tax tables have changed during the year. It’s important to download the latest payroll tax formulas to ensure you withhold the proper amount for the remainder of the ...

How to verify your payroll tax withholding amounts are correct. Overview There are times when you will want to confirm your payroll tax withholdings are correct, for example, when there are changes to either federal or state tax tables. This art...

Choose account numbers (GL Numbers) that go with each payroll withholding such as 2010.00 Federal Tax Liability. Before You Begin You must download Federal and State tax formulas and create any additional withholdings for things like health insu...

If an employee was given an advance prior to when you began using Procare, and still owed some or all of the amount back to you, you may use the Advance Beginning Balance to record the amount yet to be repaid. Normally this should be done when you...

Use the Payroll Formula Builder to modify existing “general” withholdings or to create new ones from scratch for things like health insurance, employee child care, retirement plans or local taxes. Most often you’ll work with Procare Technical Suppor...

Each “general” withholding you create for things like health insurance, retirement plans, employee child care and local taxes requires a Payroll Formula to determine the amount to withhold. This article explains how to use variables and the syntax...

Learn how to edit, change or update a “General” payroll withholding formula you previously created (or downloaded). For example, you may want to change a rate now or set a future date when a change will become effective. Change the Formula Its...

Create a new payroll withholding, known in Procare as a General Withholding, for things like health, medical or dental insurance, employee child care, retirement plans, uniforms, garnishments, city income tax, etc. Getting There From the ...

Download a number of “General” payroll withholding formulas for things like employee child care, health insurance and retirement. Use these formulas as a starting point and customize them as needed for your situation. Download Files & Impo...

2025 Tax Tables Please note that tax tables are specific to each state and are updated in Procare as new versions are released by the states, which happens at different times throughout the year. If you are a Desktop Pack...

Learn how to download federal and state withholdings for the very first time. This includes: federal income tax, Social Security, Medicare and state income tax (if any). Getting There From the* Procare Home* screen click Configuration >...

Formulas determine how much to withhold from each paycheck for things like income tax, social security, medicare, health insurance, retirement plans and so forth. Note: the Payroll module does not support automatic calculation of nonresident alien...

How voided checks affect accounting reports. How Void Dates Affect Financial Reports Financial reports are affected by the original Post Date and Void Date depending on the selected Date Range of the report. A report includes only what ha...

Print checks for all employees (or vendors) at once. In order to print a batch you must choose the “Post & Print Later” option (on the Summary tab) when recording the individual checks. Before You Begin If the printer you’ll use for ch...

Determine how items will be printed on checks and which items to include. This article applies both to payroll checks and checks issued to vendors through the Expenses & Ledger module. The printer is chosen separately at the Machine Specific Op...

Follow these instructions to activate the Payroll and/or Expenses & Ledger modules. Before You Begin You must have Procare version 10.2.4021 (or higher). If you use the Procare Cloud service skip ahead to the Update Your License & Act...

Order checks and forms compatible with Procare Child Care Management Software. Order Checks, W2 and 1099 Forms from Dynamic Systems Procare has teamed up with Dynamic Systems to provide a complete line of checks and forms that are designed for u...

If you used Procare Payroll in version 9.1 this is a must read article. Employee Data & Payroll Conversion The Payroll module must be converted at the same time you convert Employee Data. If you have previously converted Employee Data only...

This article explains how to issue a Payroll Advance, a loan given to an employee that is paid back from a future paycheck, or a little at a time over several paychecks. Getting There If an Employee Works at Two Locations (or more) all c...

When starting with Payroll after the first of the year, you may make a single year-to-date paycheck entry for each employee to catch up their payroll history for the year. Before You Begin Before entering a year-to-date payroll check please make...

Reimbursements are used to repay a staff member for out of pocket expenses they incur on behalf of your business. Common reimbursements includes things like mileage and school supplies. Although not as common, this feature might also be used to add ...

This article explains the steps necessary to charge an employee for childcare and withhold the amount from their paycheck. The same person is used as the payer in Family Data & Accounting and the employee in Employee Data & Payroll. Befor...

Credits are the opposite of withholdings and are rarely used. They add money to paychecks rather than subtracting from them. Credits are usually offered through a state or federal program. The Earned Income Tax Credit (known as EITC or just EIC) is ...

Use the Payroll Check Registe r to view, sort or print a list of checks by number, date, employee or amount. You may include checks that have been reconciled or those that remain unreconciled or both. Getting There From the Functions menu of ...