Exception Entry

The Exception Entry screen is used to change a default value not displayed on the Regular Entry screen (such as Worker's Comp, Pay Rate, State Code, etc.), or to enter other income, adjustments, or deductions.

This screen can be accessed by:

• Selecting the Exception option from the Screen Selection drop-down list on the Payroll Entry Header screen.

- or -

• Clicking the tab when it is available on the other entry screens.

Exceptions Selection screen

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.

Regular Hours/Other Hours

Enter the number of Regular Hours and Other Hours for this entry. These fields are 5 characters in length and will accept two whole numbers, a decimal point, and two decimal places.

If negative hours are needed to correct distributions from a previous payroll, enter those hours on the exception screen.

Regular hours can be automatically converted to overtime hours by the Payroll System. Review the Payroll Installation Documentation for more information.

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).

Hour Type Code Table

Enter a valid Hour Type code, or click the prompt to select from a list.

Job/Sub Job Number

Enter the Job/Sub Job number to be associated with these entries, or click the Sub Job prompt to select from a list.

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.

Regular Rate/Overtime Rate/Other Rate

The Standard Pay Rates for each type of hours from the Employee Master or the Employee Class Master are displayed. They can be changed for this transaction and transactions that follow in this entry session. If Overtime and Other Pay Rates are not displayed, they are automatically calculated at 150% and 200% respectively of the regular rate. If an Overtime rate is overridden, the Other rate must be overridden as well.

Changes made will not affect prior entries, but carry forward to populate other screens used 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.

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.

Equipment Number

If the CGC Equipment Accounting application is being used, enter an Equipment Number to charge the Job with Equipment cost in addition to Labor cost. Click the prompt to select from a list. The Equipment charge is based on the number of hours multiplied by the rate for the Equipment, as defined in the Equipment Rate file.

Note: The same Cost Distribution that is used for Labor is also used for the Equipment entry, with the Cost Type E substituted for the Labor Cost Type.

Equipment Hours (Regular/Overtime/Other)

Enter the number of equipment hours for this transaction. If these fields are left blank, the hours entered for the Employee will be used.

Rate Class

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.

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.

Worker's Comp

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 follows:

1. Job Cost Master

2. Job Description file

3. Employee State and Local file

4. Employee Class file

5. Department Master

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.

Department Number

Enter a Department Number to override the default Department listed. Changing the Employee's Department Number can change the General Ledger distribution for non-Job hours.

Department Account

Enter a G/L Account number, for the selected Department, to override the default Account in the Department Master or Payroll Default Values file. This account must have its Application Code set to Job Cost.

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:

1. • The Department G/L Account will be charged with the Employee’s actual Labor costs

-and-

1. • The Job Cost G/L Account will be charged with the standard Labor cost.

Distribution Company/Distribution Division

These fields auto-fill from the entries made on the Payroll Entry Header screen. They can be changed as required, by entering new values or clicking the Distribution Division prompt to select from a list. These fields are used to charge the Employee's time to a Company/Division other than those originally specified.

All Labor Cost and Burden are charged to the Job Cost and/or General Ledger accounts in the Distribution Company/Division.

An Intercompany Payable and Receivable General Ledger transaction is created for the total amount of the intercompany transaction. The system uses the General Ledger Intercompany Payable and Receivable accounts entered in the Payroll Default File.

Admin | Application Installation | Set-Up Default Values | Payroll option - 2nd screen

Customer Number

Used for Time & Material Billing to code costs on jobs used to record costs and billings for multiple customers, such as a service job.

Work Order

When applicable, enter the customer's work order number.

Ticket Number

A Ticket Number is required for any Time & Material job that has its Billing Type set to Time & Material Ticket. Costs are not added to the Time & Material Detail Billing File for these jobs if a Ticket Number is not entered.

Crew Number

Enter a Crew Number to override that entry in the Employee Master File. 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.

Adjustments

Code/Number/Type/Garnishment/Amount/GL Account

Use these fields to determine an income adjustment, or deduction. One of the following codes must be entered to define the type of entry being made. 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 Master. You may enter up to five deductions or adjustments on each screen.

If you need to enter an adjustment which will not be charged (or credited) to a job, do not enter the adjustment on the same Exception screen with job charges.

Code

The following codes are valid.

For payoffs and check reversals, the Union Number, Union Deduction Code and Union Deduction Amount must be entered. This Union Number must match either the number of the Home or Work Union displayed on the Exception screen.

Note: The entries for types Absent Without Leave, Absent With Leave and Eighth Hour are HOURS, not dollar amounts. The adjustment numbers must be set up in the Human Resource Attendance Type file. These entries update the Human Resource Attendance file. You may also use these codes for user defined custom reports in Payroll.

Garnishment

Click the prompt and select one of the following:

  Eighth Hour (EH) Adjustments

Eighth Hour (EH) adjustments are used to reduce union benefits for employees who are paid for hours not worked (lunches/breaks). For example: Employees who work from 9AM to 5PM, with 1 hour for lunch, are paid for 40 hours even though their total work time is actually 35 hours. The EH adjustment in this case would be 5(00) hours.

Please note the following:

1. You do not set up EH records in the Distribution Master.

2. The hours are entered in the Adjustment Amount Column, on the Exception screen, using the Adjustment Code EH.

3. Union benefits will not be calculated on Eighth Hour adjustment(s) for all employees that have had EH hours entered for that payroll run.

4. Deductions will not be affected by the EH adjustments.

5. The benefit rate per hour or percentage, as set up in the Union Master, are used when calculating the EH adjustment(s).

Note: The Union Benefit for Regular Hours is used for calculating the EH Adjustment(s).

Calculations: The following example will illustrate the calculations for Eighth Hour Adjustments:

Union Benefit for Regular Hours = $.50 and for Overtime Hours = $.25

1. Entry=40 Regular Hours, EH Adjustment 5 hours.

Calc.= 40 Reg. Hours * $.50 = $20.00

5 EH Hours * $.50 = (2.50)

Total Benefit $17.50

2. Entry = 40 Overtime Hours, EH Adjustment 5 hours.

Calc. = 40 OVT Hours * $.25 = $10.00

5 EH Hours * $.50 = 2.50

Total Benefit = $ 7.50 (which is $10.00 – 2.50)

Summary

1. • Union Benefit Set Up as a Rate Per Hour

   • Regular Hours x Benefit Rate for Regular Hours

   • Overtime Hours x Benefit Rate for Overtime Hours

   • EH Adjustment x Benefit Rate for Regular Hours

   • Union Benefit Set Up as a Percentage of Gross

   • The Percentage is applied according to the Type Gross Code in the Union Master File.

Procedure

1. Enter the Employee's Hours for the week.

2. Go to the Exception screen and enter the Eighth Hour Adjustments.

Amount

Precede the entry with a minus symbol (-) to enter negative (or reversing) amounts.

Number

This number must be a valid record in the Deduction Distribution Master. See your File Maintenance Documentation for further information.

Account Number

You may only override the Expense Account displayed if this is an adjustment (AJ) entry. If this adjustment is a job charge, enter a valid WIP G/L account number.

	Click to process entries and refresh the screen. Add additional entries, or select a function key to continue this payroll entry on an alternate screen. When you have completed your entries, click OK  to accept these entries, and then click the CONTROL TOTALS  button to display the Control Totals screen.
	Click to access the Control Totals screen to view the current state of the transaction.