Hours entered on the Payroll Entry Equipment Repair - Selection screen can affect Equipment Cost and General Ledger.
Generating Usage Equipment Charges
“Usage Equipment” is equipment used in the repair of another piece of equipment. The fields Usage Hours, Rate Class and Equipment Number are used to log charges associated with a piece of Usage Equipment, and generate an Equipment Usage record for that piece of Equipment. These charges can be entered either through Payroll Entry or Equipment Accounting Transaction Entry.
The Payroll Entry/Equipment Repair screen can be accessed by:
Selecting the Equipment Repair option from the Screen Selection drop-down list on the Payroll Entry Header screen.
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Clicking the 
tab when it is available on the other entry screens.
Day
Day Number 1 = 1st day of payroll week.
Enter the number that represents the Day of the Week for this entry. Separate entries can be made for each day, or part of a day, or a single entry can be made for the entire week (enter 0 for the Day Number. The system interprets Day Number 0 as Day Number 7).
This field is not mandatory, but the system assumes Day Number 7 when the Day Number entered is 0. Certified Payroll Reports are not generated, but Employees do receive paychecks.
If Worker’s Compensation rates, Pay rates, and Deductions and Benefits have been set up using Date Sensitivity functionality, then time should be entered by Day Number.
Hours: Regular/Other
Enter the number of Regular, Overtime and Other Hours for this entry. Hours are entered as whole numbers with fractions converted to two decimal places. For example, twelve and one-half hours would be show as 01250, one and three-quarter of an hour as 00175.
Note: Other Hours that are not assigned an Hour Type code will be interpreted by the system as Overtime Hours and assigned a pay rate of 1½ times the regular hourly rate.
Hour Type
Other Hours are grouped and reported under one of these codes. Other Hours, by differentiating them from Overtime Hours, can be included or excluded from Union Benefits or Workers Compensation premium calculations. Comp Time hours (CE or CU) are only valid if the CGC Human Resources System is installed.
When a proof is run, Subsistence Pay hours (SB) are multiplied by the Other rate, and a non-taxable travel adjustment is created. The Subsistence Pay hours are then dropped from the process. Premium pay rate is used.
These codes are set up in Payroll File Maintenance.
Payroll | Maintenance 2 | Other Hours Types
The following table lists the most commonly used codes ( * - Indicates Premium Pay Rate).
Enter a valid Hour Type code, or click the prompt to select from a list.
Equipment Number
Enter the Equipment Number to which this repair is to be charged. A detail record will be created in the Equipment Transaction File for labor costs charged to this piece of equipment.
Component
This field is used to charge costs to a specific component number.
Work Order Number/Line Work Number
Enter the Line Number from the Work Order and the Work Order Number.
These fields can be used instead of the Equipment Number field. The Equipment and/or Component Numbers are already stored in the Work Order file and will be retrieved for use by the Payroll System during Payroll Processing.
Pay Rate - Regular /Pay Rate - Overtime/Pay Rate - Other
The Standard Pay Rates for each type of hours from the Employee Master or Employee Class (Equipment Repair Rates) file are displayed. They can be changed for this transaction and transactions that follow in this entry in the same session. If Overtime and Other Pay Rates are not displayed, they will be automatically calculated at 150% and 200% respectively of the regular rate.
Changes made will not affect prior entries but will carry over to following screens in this session. You must be certain to change the rate back to the standard rate if it is not valid for hours entered on subsequent screens.
Job/Sub Number
Enter the job/sub-job number to be associated with these entries.
Cost Distribution
All alpha, all numeric or both alpha/numeric as defined in the company defaults. Enter a Cost Distribution or click the Cost Type prompt the make these selections from a list.
Cost Type
Enter the Cost Type to be associated with these entries, or click the prompt to select from a list.
Job Cost Account
Enter a General Ledger account number to override the default Account (not displayed) in the Job Description or Job Cost Default Values file. This account must have its Application Code set to Job Cost.
If Standard Labor Costing is being used:
The Department G/L Account will be charged with the Employee’s actual Labor costs
-and-
The Job Cost G/L Account will be charged with the standard Labor cost.
Employee Class/Employee Type
These fields auto-fill from the Employee’s Master record. One or both of these codes can be changed to another valid code. Changing the Employee Class or Type can change Pay rates, Worker's Compensation Code and/or Union Benefits, depending on the information entered in the Employee Master, the Job Description file, the Job Cost file, or the Union Master.
Accept the defaults, enter new values, or click the Employee Type prompt to make these selections from a list.
Worker's Comp
State
Enter a State code to indicate which State record to use for Workers Compensation, or click the Worker’s Comp Code prompt to select from a list. The State code specified here will take precedence over existing entries in the Employee Master and Job Description files.
However, if this code is omitted, the following sequence will be used to determine the State code:
1. The State code in the Employee Master.
2. The Payroll State code in the Job Description file.
Ref/Code
Enter a Worker's Compensation Policy Reference Number and a Worker's Compensation Classification Code to override the displayed code. Click the Worker’s Comp - Code prompt to make these selections from a list. The codes entered must be currently set up in the Worker's Comp Rate File and the Policy Reference Number File.
Payroll | Maintenance 1 | Workers Comp
The hierarchy is as follows:
1. Job Cost Master
2. Job Description file
3. Employee State and Local file
4. Employee Class File
5. Department Master
Crew Number
Enter a Crew Number to override that entry in the Employee Master. The Crew Number is used to print Checks, Time Cards, and the Payroll Register ordered by Crew Number.
Crew Group
Enter a Crew Group number, if applicable.
Department Number
The Department Number from the Employee File displays; you may override it at this time. Changing the Department Number can change the General Ledger distribution of the repair labor hours, wages and burden, and may effect the worker's compensation rate used for this entry.
Department Account
Enter a General Ledger account number to override the default account (not displayed) in the Department Master or Payroll Default Files. The General Ledger account must have its Application Code set to Equipment Repair.
State Home/Work
If a State code is not entered, the State Tax code in the Employee Master is used. If the State code in the Employee Master is blank, then the Payroll State code from the Job Description file is used.
These codes may be overridden as required, however the replacement code must be currently set up in the State/Local Data section of the Employee’s Master.
SUTA (State) |
If the Employee does not have a SUTA State code in their Employee Master, and the State code in the Job Description file is different from the SUTA State code in the Employee Master, then a Distribution Record for the Job's State code must exist in the Employee's Master in order to track the Employee's SUTA earnings. |
Local Home/Work
If a Local code is not entered, the Local Tax code in the Employee Master is used. If the Local code in the Employee Master is blank, then the Payroll Local code from the Job Description file is used.
These codes may be overridden as required, however the replacement code must be currently set up in the State/Local Data section of the Employee’s Master.
Union Home/Work
The Union number from the Employee Master (Home code), and the default Union number from the Job Description Master (Work code) are displayed. These codes may be overridden as required.
Exempt Certified
The default code displayed is from the Employee Master. This code may be overridden by clicking the drop-down prompt and selecting one of the following options from the list.
Yes |
Exclude time for the employee on the Certified Payroll Report. |
No |
Include time for the employee on the Certified Payroll Report. |
Report |
Include time for the employee on the Certified Payroll Report but do not charge the time to the Labor Cost File. |
Adjustment Type/Adjustment Amount/Adjustment Number/G/L Account
Adjustments to income or deductions can be entered. One of the following codes must be entered to define the type of entry being made:
AJ = Adjustment
OD = Other Deduction
UD = Union Deduction
HR = Human Resource Benefit
AO = Absent Without Leave
AW = Absent With Leave
WC = Worker's Compensation Deduction
You must also enter a valid adjustment or deduction number and General Ledger account. A master record for the adjustment or deduction number must be in the Deduction Distribution File. You may enter up to five deductions or adjustments on each screen.
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Click to process these entries and refresh the screen. When you have completed your entries, click OK to accept these entries. Click the CONTROL TOTALS button to display the Control Totals screen. |
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Click to access the Control Totals screen to view the current state of the transaction. |
