Payroll Applications AS Level ICT David Royall The British School - Cairo What you need to Learn • • • • • • Understand how ICT is used to: Produce payslips What information goes on to a payslip Identify what Payroll Applications can do Identify Processing methods used in Payroll Identify Financial reports required from payroll Activity 1 – Data Storage Use a table, as below ,to identify what data would be entered on to each FILE that is used to maintain a businesses payroll system Master File Transaction File What’s a Payroll? It is a sum of all financial records in a business of salaries, wages, bonuses and deductions. Activity 2 – Creating a Payslip In a box (as below), draw out a payslip that might be appropriate for someone like yourself working as a web designer for a small publishing company. Remember, this is an OUTPUT form/report from a computer based system. (Use the details you identified in activity 1). What are Payslips? It is a document that an employee receives either as a notice that the direct deposit transaction has gone through, or as part of their paycheck. It details the gross income and all taxes and any other deductions such as insurances or charitable contributions taken out of the gross amount to arrive at the final net amount of the pay. Activity 3 – Spreadsheet activity Create a spreadsheet of a model payslip noting the following • Make sure the payslip has a heading • Place the Transactions File data to the left of the payslip • Place the Master File data to the left of the payslip • Make sure the payslip is: • • • • Dated Is nicely formatted Has contact details in the event of a query Has your name on it as part of a footer If this has been set as a homework, then email to: [email protected] Paycheck A paycheck is traditionally a paper document issued by an employer to pay an employee for work done. a physical check for paying wages and salaries has been uncommon for the past several decades and has been replaced by electronic direct deposit to bank accounts. Payroll savings program A payroll savings program is a method of automatically deducting money from one's paycheck and depositing it into a savings account. That money is less likely to be spent as those funds are made less available, so there’s a reduced chance that it will be spent. Payroll cards • • • • A payroll card is a card that allows an employee to access their paycheck by using a card that looks like a bank debit card. A payroll card can be more convenient than using a check cashier, because it can be used at participating automatic teller machines (ATM) to withdraw cash, or in shops to make purchases. The payroll card account usually is held as a single account in the employer's name. That account holds the payroll funds for all employees using the payroll card system. Some payroll card programs establish a separate account for each employee, but others do not. Most payroll cards will charge a fee if used at an ATM more than once per pay period. Payroll professionals In several countries to be a payroll professionals, one has to be qualified e.g.: in the U.S.A Payroll Professionals are Certified by the American Payroll Association. They are designated as Fundamental Payroll Consultant (FPC) or Certified Payroll Professional (CPP) after passing the appropriate certification exam. Warrants Warrants look like checks. Warrants are issued for payroll to individuals and for accounts payable. A warrant is not payable on demand and may not be negotiable. Payroll hardware • A simple computer is what is required! Payroll software Comacc Payroll IMS Payroll Sage Pegasus Financial reports • • Financial reports are formal records of a business' financial activities. These statements provide an overview of a business' profitability and financial condition in both short and long term. Types of Financial reports Balance Sheet Profit and Loss account Statement of retained earnings Statement of cash flows Purpose of financial statements • • • • The objective of financial statements is to provide information about the financial strength, performance and changes in financial position of an enterprise that is useful to a wide range of users in making economic decisions. Financial statements should be understandable, relevant, reliable and comparable. The reported assets, liabilities and equity are directly related to an organization's financial position. Reported income and expenses are directly related to an organization's financial performance. Questions 1. Identify both hardware and software for a Payroll Application needed by a business that employs 20 staff 2. How can ebanking help with Payroll Applications?