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Payroll Calculators

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 Check Calculator Help Reference

Payroll City's online check calculator is very simple to use, yet provides extremely flexible and powerful calculation abilities not commonly found in other calculators.

How to Calculate a Payroll Check

Step 1: Payroll Setup
Pay Frequency: The frequency with which payroll checks are issued.  This will affect the amount of taxes that are withheld.
OT Multiplier: The rate at which overtime is calculated.  Default is 1.5 times normal pay.
DT Multiplier: The rate at which doubletime is calculated.  Default is 2 times normal pay.
Hours Include DT: Specify whether or not overtime/doubletime is included in the regular hours reported.  For example:  If you report 84 regular hours, 4 of which are overtime, then your hours include overtime.  Otherwise you would report 80 regular hours and 4 hours of overtime.  No adjustment needs to be made to OT and DT multipliers regardless of whether the hours include overtime or not.

Step 2: Tax Setup
Tax State: A tax state is required.
Tax Status: Your tax filing status.   If no status is specified, then state taxes will be calculated at the highest rate by default.
State Tax %: Only for some states, enter your state tax percent if applicable.
Fed Deductions: The number of federal deductions claimed.
State Deductions: The number of state deductions claimed.
Add'l Fed: The additional federal tax amount you want withheld.
Add'l State: The additional state tax amount you want withheld.
Add'l State Credits: Only for some states, enter the additional state credits you are claiming.
Exempt: Applies to federal and state income tax only.  Check exempt if you don't pay federal and state income tax.
Exempt SS: Social Security will not be withheld.  This is only used rarely, and does not apply for most situations.
Exempt Medi: Medicare will not be withheld.  This is only used rarely, and does not apply for most situations.
Exempt Fed: Federal taxes will not be withheld.  This is only used rarely, and does not apply for most situations.
Exempt State: All state taxes will not be withheld (applies to all state taxes, not just state income tax).  This is only used rarely, and does not apply for most situations.

Step 3: Earnings
Earnings are how wages are paid.  Multiple earnings may be created, but at least one must exist in order to calculate a check.  To create an earning, press the Add New Earning button.  A new earning will be created and placed in edit mode.  To edit an earning, press the Edit button next to it.  After making changes, be sure to press the Update button to save them, otherwise press Cancel to discard any changes.

Standard Features:
Earning Title: Enter a title or classification name for the earning (i.e. Salary, Manager, Server, Tips, etc.).
Rate: The rate of pay for the earning.  If the earning is a fixed earning (not an hourly rate) enter the salary amount.
Reg Hours: The regular hours reported with the earning.
OT Hours: The overtime hours reported with the earning.
DT Hours: The doubletime hours reported with the earning.
Fixed Rate: If the rate is not an hourly rate that is multiplied by the hours, then check fixed rate.  The amount of the earning will be the amount that is shown for the Rate.  Fixed rate earnings would be a salary, bonus, tips, etc.
Tax Only: If an earning is being reported for tax purposes only, but is not paid out in the check, then Tax Only should be checked.  An example of this would be tips that a server has already received.


Advanced Features:
Net Amt: Commonly called a gross-up check, this is where the amount of the earning sets the net of the check rather than the gross.  The gross amount of the check will be computed by adding the deductions with the net.  The earning is then adjusted to reflect the gross amount that is calculated.  When multiple earnings exist, if any have this field checked, all will be used to determine the net amount.  The earning that is set as a Net Amt will be the one adjusted to set the gross at its calculated value.
Exempt SS: Social Security will not be calculated on the amount of the earning (used rarely).
Exempt Medi: Medicare will not be calculated on the amount of the earning (used rarely).
Exempt Fed: Federal taxes will not be calculated on the amount of the earning (used semi-rarely only with tax-exempt earnings).
Exempt State: State taxes will not be calculated on the amount of the earning (used semi-rarely only with tax-exempt earnings).

Step 4: Deductions
Deductions are amounts that will be subtracted from the gross earnings in the check.  Standard tax deductions will be automatically calculated, and do not need to be entered here, however any additional deductions that are taken out must be added.  To add a deduction, simply press the "Add New Deduction" button.  Deductions are easy to set up, but we also provide a number of settings enabling calculations for even the most complex payroll scenarios.

Standard Features:
Deduction Title: The classification or name to use for the deduction (i.e. Health, Uniform, Advance, etc.)
Amount: The amount of the deduction.  If the Amt is % field is checked then the amount will show as a percentage, otherwise it is a fixed value.
Amount is %: When checked, the amount of the deduction will be computed as a percent of the gross (unless % of Net is checked), otherwise it is a fixed value.
% of Net: Only valid when Amount is % is checked, this means that the deduction amount will be computed as a percentage of the net rather than off of the gross (default).
Priority: Sets the order in which deductions will be taken.  A deduction with a higher priority will be taken before one with a lower priority.  For example if two deductions have priorities of 1 and 2, respectively, the deduction with priority 2 will be taken before the one with priority 1.

Advanced Features
Exempt SS: The amount on which Social Security is calculated will be reduced by the deduction amount (used commonly by health care deductions).
Exempt Medi: The amount on which Medicare is calculated will be reduced by the deduction amount (used commonly by health care deductions).
Exempt Fed: The amount on which Federal taxes are calculated will be reduced by the deduction amount (used commonly by health care and 401k/IRA deductions).
Exempt State: The amount on which State taxes are calculated will be reduced by the deduction amount (used commonly by health care and 401k/IRA deductions).
Apply Formula: For advanced users only, Apply Formula allows a formula to be entered rather than calculating the deduction from the Amount field.  The formula entered must follow the syntax outlined in appendix A of the Operations Manual available for download by subscribed members.

Step 5: Calculate Check
Once the preceding steps are complete, press the Calculate Check button at the bottom of the page.  Your calculated check will appear in a new window (you may be required to enable pop-ups from payrollcity.com in your browser if the check does not appear).






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