Hi, I am looking to get a MS Access payroll database with reporting to pay salary employees and print tax forms. The employees are paid a fixed salary each month and they take bonuses twice a year, we also give them an auto allowance that needs to be calculated each year.
We will need to calculate the following taxes (some are paid by the employee, some by the company and some are paid partially by both):
1. Federal Income Tax
2. Social Security
4. State Unemployment (SUI)
Some of this taxes max out at certain limits so we need to take that into account as well. We also need the ability to overwrite the tax values after they are calculated before processing the period's payroll.
We need to have some fields for some deductions such as 401K, credit union, among others. These are pretty much a fixed amount monthly but we need to be able to overwrite as needed when processing payroll.
Finally we need to keep track of our auto allowance. This will need a separate year end calculation with just the vehicle mileage and how many % was business vs personal. Then we need to multiply times the standard rate that is published by the government (some employees we pay fuel and some only the auto allowance, so there are 2 different rates). After getting that number we take that as the net and need the application to calculate the gross values, since the company takes care of the taxes for the employee. So for example a net 2,000 auto allowance might gross up to 2,800 based on the tax rates, we need the system to do this calculation.
As far as reports go, we need about 8 different reports:
1. Pay period report (with the detailed information on what was paid and how much taxes need to be paid by tax type).
2. Employee check / pay report. Includes the check stub needs to include the current pay and some YTD values. We do not need to keep a track of check numbers.
3. Quarterly 940, 941 and SUI reports. This is for filing purposes, the best scenario will be to print the whole form out of the system (these forms are availble online).
4. Yearly W-2 filing. Same as above if we can print the whole form that would be the best.
We also have some other summary reports that will just add up information on taxes that were paid, etc. I will send these.
I can send you reports and screen shots taken from our current software (we are going to stop using it soon due to maintenance fees), for you to take a look.
Finally we need to be able to adjust the tax rates once the new tax rates are published as well as all the other variables such as mileage multiplier for the auto allowance, etc.
The database needs to be secure for the critical data that will be contained in it.
Let me know if you are interested.