Payroll Formula Identifiers
Payroll formula identifiers are similar to variables in that they are words that stand for values. However, identifiers can only appear on the right side of the equal sign (=) in an equation, since their values have already been specified before the formula is evaluated.
Tip: To see examples of how to set up formulas and tables, open the sample company Bellwether Garden Supply. From the File menu, select Payroll Formulas, then User-Maintained. Select a tax that resembles what you are trying to set up and note the formula and (if applicable) the table in the example. These formulas and tables are only examples; you should verify their accuracy by checking the latest calculation rules from the IRS (www.irs.gov) or your state or local tax authority, or by making sure the values entered match company policies (for examples regarding 401K, vacation, etc.).
You must subscribe to a Sage Business Care plan to access payroll formulas within Sage 50.
There are two types of identifiers. They include:
Payroll Field Name Identifiers
All payroll field names (defined during payroll setup) are legal identifiers, and their values are the same as the value for that payroll field. For example, during Payroll Entry, the identifier SOC_SEC will have as its value the amount of Social Security withheld for that paycheck. When the system generates the Payroll Tax report, the identifier SOC_SEC will have as its value the total amount of Social Security withheld from the employee during the entire quarter.
Similarly, all 20 of the field names for hourly pay levels (defined in employee defaults) are legal identifiers, and their values vary in the same way as payroll fields, depending on their use. It should be noted, however, that the values of these identifiers are only valid if the employee is paid hourly. It can be determined if the employee is hourly by using the EMP_PAY_STATUS identifier in an IF function.
Note: If you intend to use hourly pay levels as identifiers in payroll formulas, (for example, “Labor Tax or Union Dues” on page 385), your pay levels cannot contain spaces or common operator symbols (+, -, /, *, <, >, %, and so on).
Standard Identifiers
Besides the payroll field names, there are standard identifiers that can be used in any part of an expression. Following is a list of these identifiers and their values, in alphabetical order:
ADJUSTED_GROSS Value is the result of the gross and the values in all deduction fields added together.
EMP_FEDERAL_EXTRA Value is the amount that appears in the Federal Additional Withholding field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_STATE_ALLOWANCES Value is the number that appears in the State Allowances field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_STATE_NUMBER Value is the amount that appears in the State Additional Withholding field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_LOCAL_ALLOWANCES Value is the number that appears in the Local Allowances field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_LOCAL_NUMBER Value is the amount that appears in the Local Additional Withholding field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_IRA_NUMBER Value is the amount that appears in the IRA field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_RIRA_NUMBER Value is the amount that appears in the Roth IRA Percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_403B_NUMBER Value is the amount that appears in the 403(b) percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_R403B_NUMBER Value is the amount that appears in the Roth 403(b) percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_401K%_NUMBER Value is the percentage that appears in the 401k percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_R401K_NUMBER Value is the amount that appears in the Roth 401K percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_457B_NUMBER Value is the amount that appears in the 457B percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_408K_NUMBER Value is the amount that appears in the 408K percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_MEDFSA_NUMBER Value is the amount that appears in the Medical FSA Amount field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_DEPSEPFSA_NUMBER Value is the amount that appears in the Dependent Care FSA Amount field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_ADOPTFSA_NUMBER Value is the amount that appears in the Adoption FSA Amount field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_SIMPLE_NUMBER Value is the amount that appears in the SIMPLE Percentage field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_VACATION_ACCRUAL_CAP Value is the amount that appears in the maximum number of vacation hours on the Vacation/Sick Time tab of the Maintain Employees/Sales Reps window.
EMP_VAC_AMOUNT Value is the amount that appears in the "vacation hours per year" field of the Vacation/Sick Time tab on the Maintain Employees window.
EMP_SICKTIME_ACCRUAL_CAP Value is the amount that appears in the maximum number of vacation hours on the Vacation/Sick Time tab of the Maintain Employees window.
EMP_SICK_AMOUNT Value is the amount that appears in the "sick hours per year" field of the Vacation/Sick Time tab on the Maintain Employees/Sales Reps window.
EMP_SPECIAL1_ALLOWANCES Value is the number that appears in the Special 1 Allowances field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_SPECIAL1_NUMBER Value is the amount that appears in the Special 1 Additional Withholding field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_SPECIAL2_ALLOWANCES Value is the number that appears in the Special 2 Allowances field in the Withholding Information table on the Maintain Employees/Sales Reps window.
EMP_SPECIAL2_NUMBER Value is the amount that appears in the Special 2 Additional Withholding field in the Withholding Information table on the Maintain Employees/Sales Reps window.
WEEKS Value is the number of weeks worked for this paycheck, quarter, or year, depending on which program is using this payroll formula.
THIS_FIELD This identifier is primarily used to limit the total amount of a tax. It allows you to check the tax amount that has been calculated for a given payroll field for a certain time frame. THIS_FIELD can be used with existing functions such as, QTD (Quarter to Date) and YTD (Year to Date).
Standard Identifiers Using the IF Function
In addition to the above identifiers, there is another group of standard identifiers that can be used only in the relational expression part of an IF function. These identifiers, along with their possible values, follow in alphabetical order.
EMP_STATUTORY Value is TRUE or FALSE, depending on whether the Statutory box is checked on the Maintain Employees/Sales Reps window. This identifier is used as an entire relational expression all by itself.
EMP_FEDERAL_FILING_STATUS Value is the status selected in the Filing Status, Federal field on the Maintain Employees/Sales Reps window. Possible legal values are: SINGLE or MARRIED.
EMP_PAY_STATUS Value is the method selected in the Pay Method field on the Maintain Employees/Sales Reps window. Possible legal values are: SALARY and HOURLY.
EMP_RETIREMENT Value is TRUE or FALSE, depending on whether the Retirement Plan box is checked on the Maintain Employees/Sales Reps window. This identifier is used as an entire relational expression all by itself.
EMP_STATE_FILING_STATUS Value is the status selected in the State Filing Status field on the Maintain Employees/Sales Reps window. Possible legal values are: SINGLE, MARRIED, HEAD, JOINT, SEPARATE, BOTH, and WIDOW.
EMP_LOCAL_FILING_STATUS Value is the status selected in the Local Filing Status field on the Maintain Employees/Sales Reps window.
EMP_DEPFSA_STATUS Value is the status selected in the Filing Status field for Dependent Care FSA on the Maintain Employees/Sales Reps window. Possible legal values are: SINGLE, MARRIED JOINTLY, or MARRIED SEPARATELY.
EMP_SIMPLE_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_401K_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_R401K_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_IRA_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_RIRA_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_403B_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_R403B_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_457B_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
EMP_408K_CATCHUP Value is TRUE or FALSE, depending on whether the Catch Up column is Yes or No for this field on the Maintain Employees Withholding Info table.
CHECK_DATE Use this identifier to specify a certain percentage to use as of a certain check date. Here is an example:
PERCENT =IF (CHECK_DATE >DATE(06/30/2011),.6,.8);
The example above states “If the check date is greater than (after) June 30, 2011 use .6 as the percentage, otherwise use .8 as the percentage.
Note: CHECK_DATE should not be used with FICA.
IS_EMPLOYEE_FIELD Identifies if the current field/formula name is an employee field or employer field. This identifier is commonly used in an IF statement if the employee field and employer field share the same formula. Here is an example:
ANSWER = IF(IS_EMPLOYEE_FIELD, TAX_AMT1+TAX_AMT2,TAX_AMT1)
The formula example above states “if this is an employee field, add tax amount 1 plus tax amount 2, otherwise only use tax amount 1.”
All of the standard identifiers can only be used as either the entire relational expression (as noted) or on the left side of a relational expression. In the latter case, the relational operator can only be equal (=) or not equal (<>) and the right side of the relational expression can only contain one of that identifier’s possible values.