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Getting Started with Payroll

Payroll Settings

Set up your accounts and check layout once.

Payroll automatically uses information from your account summary and accounting settings. This information was already entered when Realm Accounting was set up.

You can edit your company information without affecting how it displays in your account summary. For example, if you send your employees paychecks from a particular building, you can change your company name to the name of that building.

However, any changes you make to your tax IDs will also update your accounting settings, so they're consistent on all tax forms.

Edit Company Details

Edit your church name, address, and phone number.

If you want your church's address to display on your employees' paychecks, you can edit your company name and street address.

Realm Accounting will use the state you enter here to determine the one that displays on your list of tax accounts. If your state has no state taxes, it will not display as an account.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Settings.
  2. Click Edit Company Details.
  3. Make any necessary changes, then click Save.

Add a Work Location

Add the additional locations your employees work.

If any of your employees work in a location away from your primary building, add the different locations here. This is particularly useful if you have multiple campuses.

Additional work locations will add to your list of tax IDs when you prepare year-end forms.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Settings.
  2. Click Add Location.
  3. Enter the name of the additional work location as well as its address.
  4. Click Add.
  5. Click Tax Accounts, and review the local and/or state taxes of the locations you just added.

Set up Payroll Tax Accounts

Associate taxes payable and expense accounts you've set up for your employee and employer tax withholding.

  • You must have accounting administrator permissions to perform this task. See Accounting Roles and Permissions for more information.
  • Set up taxes payable (liabilities) and expense accounts (expenses) as segments.
The state and local taxes that display are determined by your church's and employees' addresses. Your selections save automatically.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Settings.
  2. On the Tax Accounts tab, select the accounts you want to associate with each tax. Only taxes payable accounts are valid for liabilities while only expense accounts are valid for expenses.
  3. For your unemployment tax, enter the FUTA and SUTA rate. This is the percentage applied to employer paid unemployment tax. It is not deducted from the employee's paycheck. If you are exempt from this, leave each rate at 0% and the liability and expense fields blank.

Edit Payroll Tax Accounts

Edit taxes payable and expense accounts you've set up for your employee and employer tax withholding.

Edit your tax accounts if their requirements ever change. The state and local taxes that display are determined by your church's and employees' addresses. Your selections save automatically.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Settings.
  2. On the Tax Accounts tab, click the ellipsis icon beside the tax account you want to update.
  3. Make any necessary changes, then click Save.

Align Payroll Checks

Adjust how your information aligns with your payroll checks.

  • You must have accounting administrator permissions to perform this task. See Accounting Roles and Permissions for more information.
  • Place a blank sheet of copy paper into your printer's tray.
To ensure your payroll checks print properly, you may need to adjust the text to fit the check first. All adjustments are made in inches. To avoid wasting check paper, print any samples on ordinary, white copy paper. If you purchase a new printer, complete these steps again.
  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Settings.
  2. On the Check Setup tab, select your bank account, then click Print Sample Check.
  3. Take the sample you just printed, and place blank check paper behind it. Hold them up to a light source to determine if adjustments are needed.
  4. If you need to adjust, click Adjust Alignment.
  5. Make adjustments (in inches) using the vertical and horizontal arrows, then, using another blank sheet of copy paper, click Save & Print Sample.
  6. Repeat steps 4-6 until everything is aligned correctly.
  7. Click Save.

Edit Time Off Types

Rename or make the time off types you don't need inactive.

There are seven time off types: bereavement, holiday, jury duty, personal, sick, training, and vacation. You can rename any of these or make them inactive to fit your need.

For example, if personal and sick time are combined for your employees, but you need a time off type for mission trips, rename one of the two combined types to "Mission Trip".

  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Settings.
  2. On the Time Off Setup tab, click the ellipsis icon beside a time off type, and select Edit.
  3. Optional: Rename the type.
  4. Optional: Set the status to Active or Inactive.
  5. Click Save.

Clear and Roll Over Time

Convert time off balances for each time off type.

For year-end, reset time taken to zero and select how you want to convert the current balance for each time off type. You can also delete entries from the time off log while keeping accrual rates the same.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Payroll > Settings.
  2. On the Time Off Setup tab, click Clear/Roll Over Time.
  3. If you do not want to clear and roll over time for inactive employees, clear Include Inactive Employees.
  4. Clear any time off type you do not want to include.
  5. In the Replace column, select one of the following for each selected time off type:
    • Delete Time Off Log Only (Keeps totals the same)
    • Replace Amount Earned with Current Balance
    • Replace Carryover with Current Balance
    • Replace Current Balance with Carryover, Plus Earned Amount
    • Reset All Totals to Zero
  6. If you want to delete the time off log as well for any time off type, select each appropriate checkbox.
  7. Click Clear/Roll Over Time.
Realm Accounting
Payroll

Last updated: October 1, 2024