Payroll Software Feature List
Why pay $100 a month to some payroll service company when you can spend only $99 a year for all your payroll needs? Payroll Mate is a comprehensive payroll software that fits the needs of accountants and small to medium size businesses. Payroll Mate 2013 automatically calculates net pay, federal withholding tax, Social Security tax, Medicare, state and local payroll taxes. Payroll Mate also supports different types of payroll pay periods, prints checks, prepares payroll forms 941, 944, 940, W2 and W3. This payroll software also supports user-defined Income, Tax, and Deduction categories making it very flexible and powerful.
[Note to software authors and website publishers: This feature list is copyrighted material- Do not reproduce in whole or in part without written permission.]
|Automatically calculates federal payroll tax and state payroll tax. This 2013 payroll software comes with a built-in payroll calculator for federal withholding and state withholding for all 50 states and District of Columbia.|
|Exports Payroll Data to QuickBooks accounting software. This feature makes Payroll Mate a great alternative to QuickBooks payroll service.|
|Supports the following payroll forms: 941, 940, 944, W-2 and W-3. Our 2013 payroll software makes generating and printing these federal payroll forms as easy as clicking a button. Form 941 is Employer's Quarterly Federal Tax Return. Form 940 is Employer's Annual Federal Unemployment (FUTA) Tax Return. Form W-2 is Wage and Tax Statement. Form 944 is Employer's Annual Federal Tax Return and form W-3 is Transmittal of Wage and Tax Statements.|
|Multiple Pay Frequencies. Supports different types of pay periods including weekly payroll, biweekly payroll, semimonthly payroll and monthly payroll.|
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|Multiple Pay Types. Our payroll tax software supports regular salary, hourly pay, overtime pay, double overtime, bonus pay and commissions.|
|Includes comprehensive payroll reports. This small business payroll solution ships with the following reports: Journal Summary, Journal Detail, Tax Liability, Deposit Requirement, Employee Earnings, Employee List, Payroll Totals, Payroll Detail and Pay Periods.|
|Exports payroll reports to Microsoft Excel, CSV and Adobe PDF. Once a report is generated inside Payroll Mate 2013 payroll software, the user has a full list of options to export the report data, some of these options include PDF, Text, CSV(Comma Separated Value), MHT, Excel, Rich Text, JPEG, BMP, GIF, TIFF and EMF.|
|Payroll vacation accrual and sick pay accrual (vacation and sick time calculation and tracking). Payroll Mate can track and accrue two types of leave hours: Vacation and Sick. The user has the ability to configure vacation hours earned per check, maximum vacation hours earned per year, sick hours earned per check and maximum sick hours earned per year. When creating a new payroll check, the software automatically calculates vacation hours earned, sick hours earned, vacation hours used and sick hours used (the user has the ability to override any of these values). When printing paychecks, the user has the ability to specify whether vacation and sick time information gets included on the paystub. The payroll software also comes with a powerful report which lists for each check (in a certain pay period) vacation hours earned, vacation hours used, sick hours earned, and sick hours used.|
|Vendor and 1099 Center. Pay Nonemployees / 1099 contractors, track vendor checks, generate comprehensive reports and print IRS tax forms 1099-MISC / 1096. Learn more about Vendor and 1099 Center. This feature requires Payroll Mate Option #6 - Additional Fee.|
|Prints signature ready checks and extensive pay stubs for your employees.|
|Exports Payroll checks to Quicken QIF format. Quicken users can use Payroll Mate as Quicken payroll software. This feature is also useful to the discontinued QuickPayroll users looking for new payroll program.|
|General Ledger Export. Exports Payroll Data to GL(General Ledger) for import into accounting software like Microsoft Office accounting. The General Ledger export feature available in our payroll tax software is one of the most advanced and powerful in the industry.|
|Supports a number of state payroll forms. Forms currently supported are California DE 9 (Quarterly Contribution Return and Report of Wages), California DE 9C (Quarterly Contribution Return and Report of Wages -Continuation), Texas C-3 (Employer's Quarterly Report ), Texas C-4 (Employer's Quarterly Report Continuation Sheet), New York NYS-45 (Employer's Quarterly Tax and Wage Report ), Illinois 941 and Illinois UI-3/40. (Requires Payroll Mate Option #5 – Additional Charge).|
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|Access Restriction to Sensitive Payroll Information.|
|FREE updates during the tax year.Touch-free payroll software update through the Internet.|
|Friendly, helpful, professional and FREE US-based technical support by phone, email and chat.|
|Supports customizable income, tax and deduction categories. One of the most powerful features of this payroll software is the ability to define an unlimited number of custom payroll items to fit the employer’s needs. With other payroll solutions you are locked in with the built-in payroll items that ship with the product and even if you have the ability to define custom payroll types, you are limited in the number of items you can define. This feature is very useful for users with advanced payroll processing requirements or payroll service bureau.|
|Much faster than online payroll software. Our standalone payroll software is much faster than online payroll software, which requires internet connectivity to work. We were told by some of our customers that they explicitly moved from online payroll providers because their solutions were slow and sometimes unreachable due to interruption of service.|
|Auto calculates Social Security Taxes and Medicare payroll Taxes. US Employers are required by law to withhold 6.2 % of each employee's paycheck (for tax year 2013 the rate is 6.2%). The employer must also match this amount, so the total payment sent to the IRS is 12.4 % (12.4% for 2013). This payroll withholding applies to the first $113,700 (as of 2013) of employee pay in each calendar year. On the other hand, Medicare tax has no upper limit and employers are required to withhold 1.45% of each employee's paycheck, and match this amount, so the total payment sent to the federal government is 2.9%. Our in house payroll software automatically calculates tracks and reports both types of taxes.In addition to withholding Medicare tax at 1.45%, the employer must withhold a 0.9% Additional Medicare Tax from wages paid to an employee in excess of $200,000 in a calendar year. Payroll Mate calculates Additional Medicare Tax Withholding.|
|Auto calculates FUTA (Federal Unemployment Tax), which is paid by employers only. This tax is reported to the IRS through form 940 (Employer's Annual Federal Unemployment (FUTA) Tax Return). Payroll Mate payroll software calculates, tracks and reports FUTA tax on form 940. According to IRS form 940 instructions, the time needed to complete and file this form will vary depending on individual circumstances, but the estimated average time for recordkeeping is 9 hours and 19 minutes, for learning about the law or the form is one hour and 23 minutes and for preparing, copying, assembling, and sending 940 form to the IRS the time needed is one hour and 36 minutes. By using our payroll database software this time is reduced to a few minutes.|
|Calculates State Unemployment Tax (SUTA). As of tax year 2013 state unemployment tax rates range from 0.10 % to 5.4 % (the amount of the credit allowed against FUTA tax). In some cases the state rate exceeds 5.4 %. The SUTA rate is not the same for all employers, since the states follow what is called experience rating, where the companies with higher layoff rates have higher rates (more layoffs means more employees will ask for unemployment benefits). Through our payroll software you can setup the state unemployment rate for each quarter along with the wage base, with the software calculating the SUTA tax for each paycheck and tracking the amounts for reporting purposes.|
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|Calculates state disability insurance tax. Very few states maintain disability insurance funds, in order to pay employees who are unable to work due to illness and/or injury. In some cases this tax is paid by the employee only and in other cases by both the employee and employer. The states which impose SDI are New York, California, Hawaii, New Jersey, and Rhode Island. This powerful, yet simple payroll software calculates SDI and gives users the ability to control who pays the tax, the tax rate and the tax wag base.|
|Direct Deposit. Prepares NACHA - ACH files for direct deposit payroll processing through a financial institution like a bank (Requires Payroll Mate Option #2 - Additional Fee). By using this feature, our customers have direct deposit payroll software with the ability to process unlimited number of direct deposit transactions. Other payroll software solutions charge per transaction, which makes direct deposit less attractive to employers.
Regardless of your business size, Direct Deposit offers great benefits, from cost savings to helping the environment...
Direct Deposit saves you time and money: According to a calculation of the costs of paper checks vs. Direct Deposit payments, a company with 10 employees can save nearly $900 per year by switching to Direct Deposit.
Direct Deposit is very easy: Payroll Mate makes direct deposit easy and straightforward. Payroll Mate generates a file (ACH file), which you simply send to the bank to process payments for your employees.
Direct Deposit reduces the likelihood of fraud: With Direct Deposit there are no checks to be lost or stolen and there is less potential for altered amounts and forged signatures.
Direct Deposit is a smart way to help the environment: By switching to Direct Deposit, an individual employee, paid every two weeks, can: Save a pound of paper per year, avoid the release of 4 gallons of waste water into the environment and avoid the release of 1 pound of greenhouse gases into the atmosphere. [2009 NACHA].
|Multi-Company Management. Supports 10 companies with up to 75 employees per company. You can purchase Payroll Mate Option #3, which adds support for 100 companies with 1000 employees per company. Did you know that the leading payroll software vendor charges more than $200 for a program that supports one company and 3 employees per company?|
|Auto calculates New York City Tax (NYC Tax). New York City charges a personal income tax to City residents. The tax is administered and collected by the New York State Department of Taxation and Finance for the City. This payroll software calculates, tracks and reports this NYC payroll tax.|
|Supports income per mile and per piece. Income per piece is important to employers looking for trucking payroll software and who compensate drivers per mile. Examples of employers who take advantage of the income per piece are farmers who compensate farm workers per bucket.|
|One step backup and restore. Make sure you back up your payroll data into a portable device like a flash drive or something similar and keep it in a safe and handy place. Our payroll accounting software reminds the user to back up the company data each time the software is closed. Maintaining regular backups is one of the essentials that employers and payroll processors should never overlook.|
|Handles Form 941 adjustments in a unique way, different from any other payroll software by allowing you to edit the adjustments of any day in the quarter, and automatically reflects your changes on the adjustments total in Form 941 and on Schedule-B entries.|
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|A step by step, easy to follow wizard guides you through the company creation process. Each newly created company inside this payroll program is automatically filled with a number of default Income, Tax, and Deduction categories, including federal taxes to save you time and effort.|
|Easy to follow wizard guides you through the process of adding new employees and deciding appropriate Incomes, Taxes, and Deductions for each employee along with their values.|
|Displays the existing employees in the company in a very clear organized tabular view, with the ability to sort the employees on their names, social security numbers, or any other column in the employees table. Through the employees table, you can easily create new payroll checks or view already created ones for any employee.|
|Offers a categorized view of your checks, with the ability to: Group Checks according to employee or pay period; Filter checks to see only the ones of the current month, quarter, year, or even last year(s); Navigate between checks easily while showing you a separate and appealing preview of each check.|
|Makes creating checks easier than you have ever imagined by: Combining all what you need to create a new check or edit an existing one in a single well organized window, instead of going through several tedious windows like other payroll software applications. Allowing you to run through the employees' list spontaneously and get each one's incomes, taxes and deductions ready for you to edit. Automatically calculating taxes and deductions and year to date values for current employee as you edit the incomes values!|
|Supports Inactive Employees.|
|Payroll Mate is not hosted or online payroll software. You download the software to your own machine / network where you can setup your employees and run your payroll. No one can take care of your business information and protect it as much as you will.|
|Supports payroll fringe benefits. A fringe benefit is a form of pay for the performance of services. For example, you provide an employee with a fringe benefit when you allow the employee to use a business vehicle to commute to and from work. Fringe benefits are defined by IRS Publication 15-B (Employer's Tax Guide to Fringe Benefits). This do it yourself payroll software allows employers and small businesses to custom define various types of fringe benefits such as educational assistance, group-term life insurance coverage, health savings accounts (HSAs) , meals and moving expense reimbursements.|
|Calculates user-defined local payroll withholding tax. Examples of local payroll taxes that can be calculated using this in house payroll software are city payroll tax, school district payroll tax, and county payroll taxes.|
|Prints on preprinted red-ink laser W2 forms and W3 forms. Employers must file Form W-2 for wages paid to each employee from whom: Income, social security, or Medicare tax was withheld or Income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exemption from withholding on Form W-4, Employee's Withholding Allowance Certificate.|
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|Eliminates the need for buying Forms W2 Copy A and W3 by printing government-approved laser substitutes for these forms on plain white paper (Requires Payroll Mate Option #1 - Additional Fee). Our payroll processing software is approved by the Social Security Administration to print replacements for expensive W2 Forms Copy A and W3 form on regular white paper.|
|Runs over a network.|
|Very easy to use, saves you precious time and money. Even if you've never handled any company's payroll, large or small, our payroll software is easy to get started with. Users can slip right into the interface and control every functions of the software with ease. The program's payrolls setup Wizard holds your hand every step of the way as it walks you through the setup and payroll data entry stages. Our payroll program is easy to set up, with users guided through most tasks by a Wizard. During payroll setup, different windows provide intuitive selection lists and other features that speed data entry and ensure information accuracy. Easy to follow wizards provide quick access to employee information, including personal data, wages, taxes and payroll deductions. Our payroll program allows any number of incomes, taxes and deductions, including health insurance, benefits plans like 401K, union dues, HSA and garnishments.|
|Handles Cafeteria Plans.|
|Help file and online FAQ pages. Payroll Mate - payroll processing software- comes with a built-in help utility and links to the product’s support website, which includes a broad FAQ section, tips and knowledgebase.|
|Prints on Laser and Inkjet checks.|
|Supports additional tax withholding including state and federal. Our payroll database software also tracks employee additional federal payroll withholding and additional state withholding.|
|Allows user to manually enter payroll checks and includes check register.|
|Auto calculates employer contribution to retirement plans.|
|Tracks Employee name, address and other payroll information. Tracks employee federal filing status and number of payroll allowances. Tracks employee pay frequency for the purposes of payroll calculations. This in house payroll software also tracks employee state filing status and number of payroll tax exemptions.|
|Ability to print MICR checks on blank check stock (Requires Payroll Mate Option #4 - Additional Fee)|
|Handles payroll deductions that are exempt from federal and state taxes like 401K retirement plans.|
|Supports Tips received directly by employee or by employer.|
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|Supports the following user-defined payroll items (the user can manually configure these payroll items inside the payroll software): life insurance, medical insurance , dental insurance , vision insurance , life insurance , qualified retirement plan , nonqualified retirement plans , personal retirement accounts , sick or disability pay , business expense reimbursements , club memberships , reduced interest loans , travel time , charitable contributions , child support payments and pay advances deduction.|
|Sends payroll reports by email for easier communication between accountants and clients.|
|Supports ATF (After the Fact) Payroll. Users of our payroll software can enter year-to-date totals in easy to follow steps. Some employers for example use Payroll Mate as federal payroll forms software program to generate 941, 940, W2 and W3 after the fact.|
|Prints payroll checks with sorting and allows for reprinting selected checks.|
|Our software comes with the ability to Un-approve and Re-print W2s and the ability to print W2 and W3 forms after year end. Although this feature seems straightforward, some payroll program vendors charge customers for generating and printing tax forms after year end. Other payroll vendors force their users to renew to next year’s payroll software in order to generate this year’s payroll forms.|
|Paystub includes payroll details of all incomes and deductions.|
|FREE Payroll Software Trial Download, no questions asked! Visit the website of the leading payroll software vendor and find out if you can ever download a free demo.|
|Microsoft Windows compatible including Windows 8 32-bit, Windows 8 64-bit, Windows 7 32-bit, Windows 7 64-bit, Vista 32-bit, Vista 64-bit and windows XP.|
|State Payroll Withholding details: Payroll Mate automatically calculates State Withholding for all 50 states and District of Columbia. Click on the name of your state to learn more.|
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Payroll Software Screen Shots
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Payroll Software Resources
Below is a list of some common questions asked by our customers about the Payroll Mate Software:
Once I place my order, how long does it take to get my payroll software?
You can download the software immediately after we approve your credit card if you provide the right email address and you don’t have anything on your side that prevents you from receiving our emails such as a SPAM filter. You can also have a CD shipped FedEx two day express, or shipped FedEx ground. If you choose to have the payroll program emailed to you, you will receive an email within minutes of your purchase. The email will be entitled Payroll Mate Download Instructions. The email will include a link, username, and password. Please make sure all of the above are entered in correctly.
Does Payroll Mate calculate state tax withholding?
Yes, this software calculates state withholding tax for all fifty US states and District of Columbia.
Can I export payroll data from your payroll software to my accounting software?
Yes, Payroll Mate can export payroll data to QuickBooks, Quicken and other accounting software like Microsoft Office accounting through General Ledger Export. QuickBooks users are no longer confined to using Intuit payroll products just because they are QuickBooks users. Businesses can prepare payroll using our payroll software and export payroll data into QuickBooks with ease and comfort. As we all know accountants use a wide range of general ledger software solutions therefore Payroll Mate generates a general ledger journal entry for Payroll activity that can easily be imported into other solutions or manually booked.
Does the data entered in the Trial version carry over to the full version of Payroll Mate?
Yes, all the payroll information in the Trial will automatically transfer over to the full version. You will also be able to run full payrolls and print checks using the trial version.
What are the system requirements for Payroll Mate?
Microsoft Windows XP, Vista (32 or 64 bit), or Windows 7 (32 or 64 bit). Pentium 1 GHz processor or higher. Minimum 256 MB of RAM. Minimum 180 MB Hard Drive space to install. Microsoft .Net framework.
Do I have to pay monthly fees if I buy this payroll software?
Payroll Mate is sold separate for each calendar year January through December for onetime fee of $99.00 regardless of what time of the year you buy the software its good for that calendar year. Updates throughout the calendar year are FREE and users will not be required to pay any additional monthly fees for using the software for the related year.
How do I know that your payroll software will meet my payroll processing needs?
Please download a FREE evaluation copy of the software, enter your employees and company information, print payroll checks, generate reports and forms and once you are sure the software will work for you, you can go ahead and order the full version.
Is Payroll Mate Windows 7 compatible?
Yes, our payroll tax software is fully Win7 and Vista compatible.
Do I install this payroll software on my machine or I use it from your website?
Payroll Mate is an in-house payroll program that you purchase to download on your system. You own the software and you own the data.
Can I email payroll checks created using this payroll software?
Yes. Accountants for example can use Payroll Mate to prepare payroll for their clients from the comfort of their office, print payroll checks for their clients using the PDF built in capability then email those PDF checks to clients where they can loads the printer with the preprinted Payroll Mate compatible checks and print them in seconds. No need to pay for shipping or wait a day or more for checks to arrive.
Does this payroll software have the ability to enter previous payrolls?
This small business payroll solution allows the user to go back to the first of the year in order to recreate payroll. This will allow one to get up to date for tax filing and report generations. Therefore, if someone was to purchase this small business payroll solution in the middle of the user will be able to enter in all the checks created or written for employees. This will ensure accuracy of W2 forms, W3 forms, 940 forms, 941 forms and all other reports created.
Can I use Payroll Mate if I have 1000 employees?
Payroll Mate gives the user the ability to create up to ten companies with 75 employees for each, however if you have more employers or employees you can purchase Payroll Mate option # 3 and be able to create up to 100 companies with one thousand employees for each, if you need more please call our sales reps to get a quote.
I use Zland Payroll software, can I switch to Payroll Mate?
We have a number of customers who were using legacy accounting & payroll software and switched to Payroll Mate. Some of the legacy accounting software that we are aware of include: Zland Accounting and Zland Payroll software, Versapro accounting software, Cosmi - Swift Professional Accounting, Accubooks, Champion Payroll & Accounting Software , Professional Accounting and Payroll software , Made-EZ Accounting and Made-EZ Payroll software, Socrates payroll software, Sage DacEasy Accounting and payroll, and Contractors Library with Accounting & Payroll.
Can I use your payroll software for our non-profit organization?
Yes, Payroll Mate is ideal for non-profit organizations to prepare payroll, they can also use our W2 Mate W2 1099 software to prepare, print and EFile 1099 forms.
I am a Chicago employer can I use your payroll accounting software?
Our software is used nationwide including rural communities, small towns, big towns, cities and metropolitans. Examples of Metropolitan areas where our payroll tax software is used include: Chicago, New York, Los Angeles, Houston, Phoenix, Philadelphia, San Antonio, San Diego, Dallas, Detroit, San Jose, Indianapolis, Jacksonville, San Francisco, Hempstead, Washington, Atlanta, Columbus, Austin, Memphis, Baltimore, Baton Rouge, Charlotte, Fort Worth, Milwaukee, Boston, El Paso, Nashville, Seattle, Denver, Las Vegas, Portland, Oklahoma City, Tucson, Albuquerque, Wilkes-Barre, Long Beach, Fresno, New Orleans, Sacramento, Cleveland, Mesa, Kansas City, Virginia Beach, Omaha, Oakland, Miami, Tulsa, Minneapolis, Colorado Springs, Arlington, Wichita, St. Louis, Raleigh, Anaheim, Cincinnati, Tampa, Pittsburgh, Toledo, Minneapolis, Corpus Christi, Buffalo, Newark, St. Petersburg, Glendale, Jersey City, Norfolk, Birmingham, Scottsdale, Altoona, Bloomsburg, Scranton, Reading, Harrisburg, Williamsport, Hazelton Lock Haven and Allentown.
Can I use your payroll software to prepare my clergy payroll checks?
Yes, our payroll software offers all the features needed to do payroll for a ministry in a fraction of the time needed to do the same task by hand and in a fraction of the cost needed to use a church payroll service.
What kinds of companies or small businesses can use Payroll Mate?
Our payroll accounting software can work for virtually any type of business, some examples include: CPA Firms, banks, schools, photography studios, trucking companies, churches, graphic design companies, real estate, construction, manufacturers, mortgage brokers, engineers, physicians, attorneys, restaurants, services, retail stores, internet businesses, dentists, chiropractors, insurance agents, contractors, sports related companies, wholesale, non-Profit, manufacturers, sales Groups, insurance agencies, grocers, pet stores, accountants, colleges, hotels, bakeries, contractors, bars, auditing & bookkeeping services, laboratories, shops and associations..
I'm the comptroller for a University; will your payroll software work for me?
Yes, Payroll Mate can be used to prepare payroll and cut payroll checks for universities and colleges.
Do you have a list of recommendations for those of us who use payroll software in house to prepare payroll?
1. Try to make payroll frequency as least as possible to eliminate errors.
2. Be consistent and try to follow the same steps every time you prepare payroll to eliminate errors. For example if you start by preparing payroll for salaried employees, always start by preparing payroll for salaried employees.
3. If you have to use payroll program to prepare payroll for a big number of employees, divide them into batches print them and review them before you proceed to the second batch.
4. Have a check list for preparing payroll and mark off the steps you completed as you progress.
5. Prepare payroll ahead of time and don’t wait until the last minute.
6. Always update employees’ data as you get it and don’t wait till you prepare payroll.
7. Always review employees’ hours before you enter them into your payroll system. Look for overtime or out of the ordinary hours.
8. Avoid making exceptions for employees as they might ask for favors such as receiving payroll checks one or two days ahead of time or an advance on the next payroll check.
9. Use your payroll in house payroll software to back up your data every time you prepare payroll to an external drive (flash or something similar).
10. Keep hard copies for check stubs for all checks prepared.
11. Maintain a separate file for each tax year and keep hard copies of all forms and reports filed and notices received.
12. Setup a password on your payroll software and share it with only one trusted person.
13. Limit the number of people who access the computer where you store your payroll and business data.
14. Use Direct Deposit.