CYMA Systems, Inc. — Accounting for Windows Payroll Module

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From the Sept. 2008 Review of Professional Payroll Systems

CYMA’s Accounting for Windows Payroll system is offered as an add-on module to the technology vendor’s general business, nonprofit and professional accounting suites. The system can be used to manage payroll for any number of entities and subsidiary departments or cost units, and unlimited employee bases, with support for all states plus D.C., the U.S. Virgin Islands and Puerto Rico. Direct deposit with multiple accounts for employees is included, along with features for electronic filing and payment of third-party withheld funds.

It also offers tools for managing benefit programs, tracking leave accruals and setting up unlimited deduction types. The system supports encrypted Social Security Numbers at the database level. The Accounting for Windows Payroll Module costs $995 and requires the base System Manager ($645), a Pervasive Database license ($250), and an obligatory annual maintenance fee that ensures tax table updates ($169). The company also offers add-ons for state payroll forms and MICR check printing for outputting checks to plain paper.

DATA ENTRY & KEY FEATURES – 5 Stars
CYMA maintains a consistent interface across all of its applications and add-on modules, including the Payroll system, which opens from within the core accounting system. The web-like eDesk screen design provides traditional pull-down menus for Bank, Employee, Departments, Locations, Wage Calculations and other features, along with a web address field. It offers extensive customization options that allow users to easily add shortcuts to program functions, reporting tools or even websites.

The Payroll module can support unlimited companies and employees, with spreadsheet-style selection screens that provide several search and filter methods, while displaying key employee data. The Payroll module guides initial setup of company and employee information with checklists. Most work within the system is performed on subwindows that generally provide expandable menu options on the left, with data-entry tasks aided by lookup lists, calendars and other tools. The employee maintenance screen is especially well designed, giving quick access to very detailed information, from earnings and benefits to taxes, deductions, personal data, employee histories and notes, in addition to the ability to create custom information tracking fields.

Employee time data can either be imported from spreadsheets or most time clock systems. It can also be entered manually one employee at a time or by using the Quick Payroll entry sheet, which offers a spreadsheet view of multiple employees. The program automatically performs all calculations as data is entered, applying appropriate pay rates based on employee, job, skill or other factors. Payroll for individual employees can be allocated across multiple departments or geographical locations. The program supports multi-state employees and allows an unlimited number of earnings types, pre- and post-tax deductions, and allows multiple bank accounts for direct deposit, as well as the ability to pay employees partially by deposit and check.

CYMA tracks regular, overtime, double overtime, shift differentials, bonuses, commissions and piecework for salaried, hourly and contract workers. Tracking of accruals and benefits programs such as 401(k)s, HSAs and flexible spending plans is also available. A universal edit function is available for making changes to all employees, groups, locations or departments. There are no additional costs for payroll runs or checks, which enables processing of multiple checks per employee per pay period, if desired, as well as payment of employee groups by any frequency. A notable feature is the ability to cancel or reverse direct deposits and EFT payments.

REPORTING CAPABILITIES - 4.5 Stars
CYMA includes a wide variety of more than 40 customizable tax and earnings reports, including summary and detail output, employee wages, deductions and taxes, benefit, and departmental reports. The program can also print forms 940, 941, 1099, W-2, W-3, FUTA and SUTA, and an optional add-on is available for state forms and worksheets. CYMA includes direct deposit and electronic filing and payment to government entities. Reports can be saved in PDF format.