Payroll Entry

The Payroll Entry menu option is used to enter all payroll transaction types:

  • Hours

  • Salaries

  • Tips Reported

  • Equipment Repair Distributions

  • Service Request Distributions

  • Pay Rates/Shift Differentials

  • Employee Deductions

  • Job Cost Distributions

  • Taxable Adjustments/Non-taxable Adjustments

Multiple paycheck types can be entered for the same employee in the same payroll period.

  • Regular

  • Special

  • Manual (payoff)

  • Reversal

  • Vacation

Multiple paycheck types should be entered using a separate batch number, with each batch being processed individually through final update. This eliminates problems caused by processing multiple checks for an employee who may be reaching various limits.

Payroll Entry Guidelines

Auto Reversals and Manual Reversals

Should always be processed first, so limits will be reduced before the next check type is processed.

All transactions are verified against the Payroll Master, General Ledger Master, Human Resources file, and the Labor Cost file.

If an error is found in the data entered, a correction must be made before proceeding. After all entries have been made for an employee, a Control screen (optional) displays regular, overtime, and other hours as well as adjustments for verification against the time card control totals.

Human Resource and Union deductions and benefits

Can only be manually entered on Payoff and Reversal check types.

Intercompany (I/C) transactions

Require that each company have both I/C Receivable and I/C payable accounts set up in Payroll Defaults. The Chart of Accounts in each company must have their own I/C Receivable and I/C Payable account, but also the I/C Receivable and I/C Payable accounts for each company with whom they are doing I/C transactions. Both the source and distribution companies must have the same department masters, distribution masters for all state and locals, and state and local masters being processed.

The Week Ending date is required

It is the date used to calculate pay rates, workers compensation rates, additions, and deductions to pay. The system will use day 7 to calculate pay rates when the day number entered is zero (0).

Payroll data should be collected and organized before beginning the actual entry process.

Enter any new Employees or Jobs and Cost Distributions before beginning payroll entry. While it’s possible to interrupt the entry procedure to make s or additions to the files, it will save time if all files used during this procedure are brought up to date before beginning.

There are two basic types of payroll entry - Executive and Non-Executive.

Employees classified as Executive can only be processed by clearing security with an Executive security code. Non-Executive employees can be processed using either security clearance.

Employees are designated as either Hourly (H) or Salaried (S) on their Employee Master record.

Payroll | Maintenance 1 | Employee Maintenance - Employee Data tab

This field determines whether the payroll amount will be entered as Dollars (Salaried) or Hours (Hourly).

Tip: The same security clearance originally used to create a mini-update must also be used to process final updates for those records.

Payroll | Processing | Payroll Update/Reports - Last Payroll This Period  option = Y

Depending on the Universal Equipment Company settings in Equipment Accounting defaults, the error message:

"UNIVERSAL EQP CO/DIV NOT THE SAME AS DIST CO/DIV"

will display if:

1. The Equipment Company/Division used to enter payroll is not the same as the Distribution Company/Division.

-and-

2. The Equipment Accounting defaults, Universal Equipment Company and Edit Universal Equipment Co/Div to Distribution Co/Div (Repair Non-Job Only), are set to Y.

Admin | Application Installation | Set-Up Default Values | Equipment Accounting option - pages 1 and 3

Note: When the Check Type equals V (Vacation), only Regular Hours can be entered because all hours are considered vacation time when using this check type.

 

 

 

 

Manual Checks

Manual Checks are checks that were initially entered using a Check Type with the Check Code set to P (Payoff). The hours, deductions, and adjustments for these checks are entered manually. The hours for percent, and fixed, union deductions will include all hours entered, and are posted in summary to the Union file. Conversely, the hourly union deductions will be posted only to the record on which they are entered, using the hours shown on that specific record for the calculation. No attempt is made to allocate hourly union deduction across all records entered for an employee.

Note: The system calculates Benefits for manual checks (whether percent, fixed, or hourly) in the same manner as Payoff and Regular checks.

 

 

 

 

Payoff and Quick Check

These checks are initially entered as Regular checks (Check Code set to R), and after using the Calculate Check function, are changed to a Check Type with a Check Code of P (Payoff). The Calculate Check function uses the same programs as the Payroll Proof and Register. Therefore, all deductions will be allocated exactly as they are when running a regular payroll.

Information entered on this initial screen (specifically the Screen Definition field) will determine which subsequent screens display for this payroll entry.