Employee Data General 2 screen
Crew Number
This field allows Payroll checks to be grouped by Crew when printed. It is also used with the Payroll Auto Crew Fill Entry screen to allow Crew Numbers to be entered during Payroll Entry (see Entry for details).
To assign this employee to a work crew, enter a user-defined crew number in this field.
Crew Group
Enter a Crew Group number, if applicable.
Fixed/Std Hourly Codes
Hours
To designate a fixed hourly employee, enter the minimum or maximum number of hours the employee is to be paid along with a code.
Fixed Hourly Type
Not Fixed Hourly
Employee not designated as a fixed-rate employee. This is the only code that does not require an entry in the Hours field. All other codes require an entry in the Hours field for calculation purposes.
Minimum Hours
Employees designated as fixed hourly - minimum hours, always get paid at least the number of hours entered in the Hours field, but may be paid for additional hours worked.
Reported hours for a fixed hourly employee are entered using payroll entry prior to running the Salary and Fixed Hourly Selection.
If less hours than the minimum hours are entered, the selection program adds the hours required to pay the employee their minimum number of hours. If more hours than the minimum are entered, the selection program does nothing. The pay stub will designate this employee as Hourly.
Maximum Hours
Employees designated as fixed hourly - maximum hours, always get paid the number of hours entered in the Hours field, unless overtime hours are entered.
Reported hours for a fixed hourly employee are entered using payroll entry prior to running the Salary and Fixed Hourly Selection.
If less hours than the maximum hours are entered, the selection program adds the hours required to pay the employee their maximum number of hours. If a job number has been entered in the Employee Master file, the additional hours are charged to the job. If no job number has been entered, the additional hours are charged to the employee's Default Department General Ledger Account.
If more regular and other hours than the maximum are entered, the selection program enters a negative number of hours to reduce the number of hours to the maximum allowed.
The negative hours are credited to the General Ledger labor account in the employee's Default Department record. This procedure allows a fixed hourly employee to charge hours to Time and Material jobs for billing purposes, that exceed the number of hours for which they are entitled to be paid.
Overtime hours are always paid if entered through time entry.
The pay stub will designate this employee as Salaried.
Minimum Hours with Blended Overtime Rate
Use a blended pay rate for hours keyed as overtime. This is provided to meet government requirements for compensation of salaried (fixed hourly) employees that work overtime. Note: Check with your local taxing authorities for information regarding which employees qualify for this type of compensation.
The rate for overtime is based on the following formula:
Weekly Wages/Total Hours Worked that Week = Rate for Week and Weekly Wages + (Overtime Hours * (Rate for Week/2)) = Gross Pay
Example: |
A fixed hourly employee is compensated at $20.00/hour for 40 hours/week. If the employee works 40 regular hours and 10 overtime hours, the gross pay would be as follows: 40 hours * $20/hour = $800 $800/50 hours = $16 (rate for that week) $800 + (10 * ($16/2)) = $880 (Gross Pay) |
Spread Across Job
Maximum hours with adjusted/prorated job hours. This code is similar to the Maximum Hours code, but any hours in the Fixed Hour/Salary selection adjust to allow the employee to earn their maximum regular hours, negative or positive, which are prorated against the entries entered through payroll.
| Example: | An employee with Standard Hours = 40 with a Spread Across Job code, works on 3 jobs at 8 hours each for a total of 24 hours. The remaining 16 hours are adjusted by the Fixed Hour/Salary selection and spread across the same 3 jobs proportionately as determined by the regular hours entered at payroll entry for each job. Overtime hours are not used in the proration, but are paid. |
Fixed Compensation
Regular employee rate is calculated by dividing the salary (hourly rate x 40 hours) by the actual hours worked in a given work week. Overtime is paid at an additional half rate for any hours worked in excess of 40 hours a week. This rate code only works with pay frequencies of weekly (WK) or bi-weekly (BW).
| Example: | If an employee is compensated at $500/week and works 45 hours, they are paid $500 plus $5.56 per overtime hour. The same employee works 50 hours, they are paid $500 plus $5.00 per overtime hour. |
No Overtime Hours Paid
Employee is paid for the exact number of hours in the Hours field; regular hours only, no overtime.
Fixed Compensation w/Variable Rate
This option is used to hold a salaried employee’s pay constant by varying the hourly rate based on the number of hours already processed through payroll. To use this option, the employee must have their Pay Type set to Hourly (see the Pay Information section of the General tab).
To set up an Employee to use this option:
1. On the General tab, set the Pay Type field to Hourly and leave the Salary field blank.
2. On the General 2 tab, set the Fixed Hourly Code field to Fixed Compensation w/Variable Rate.
3. Return to the General tab and make an entry in the Salary field.
Job Number
Enter a Job Number, or click the Sub Job Number prompt to select from a list.
Sub Job Number
Enter a Job Number, or click the prompt to select a Job, and Sub Job Number, from a list.
Cost Distribution
Enter a Cost Distribution
Cost Type
Enter a Cost Type, or click the prompt to select from a list.
Distribution Company/Division
If this employee is a Salaried or Fixed Hourly employee, and the employees time is being charged to another Company or Division, thereby creating an Interco/Intraco transaction, enter the distribution Company and/or Division being charged. Click the Distribution Division prompt to make these selections from a list.
The system will use these fields during the Salary/Fixed Hourly calculations.
Payroll | Entry | Salary/Fixed Hourly
An Employee coded as Fixed Hourly, whose Employee Master record contains a complete Job Distribution, will be automatically charged to that Job and Distribution.
Employee Master records that contain a Job, but do not specify a Distribution, will generate an error on the Payroll Edit.
Employees whose Master record does not specify a Job will be charged to their General Ledger Default Department Account.
Cash Account
Enter a Cash Account number, or click the prompt to select from a list.
If the Cash Account field is left blank, the system uses the Jobs Payroll Bank Account.
Job Cost | Maintenance | Job Cost Set Up - General 1 tab
If the Payroll Bank Account field is also blank, the system uses the default Payroll Bank Account set up in System Administration.
Cash Company
Enter a Cash Company, or click the Cash Division prompt to select both from a list.
Cash Division
Enter a Cash Division, or click the prompt to select a Cash Company and Division from a list.
Ticket Number
The Ticket Number is used for Time and Material ticket jobs. For an Employee who works on such a job, enter the Ticket Number in this field.
Timecard
A Time Card is printed only for employees with this field selected.
Tips
Selecting this option will subject the Employee to Minimum Wage/Tip calculations. For Tip Employees, the system compares Hourly Wages and Tips Reported, with the Minimum Wages Scale to determine if additional tip income is to be generated for FICA tax calculations.
The following are tracked for Tip employees:
Tips Reported
Tips Generated
Tips Allocated
Tips in Excess
Tribal Code
This code is not used by eCMS and is for information only. Enter a user defined code to indicate the residency of the employee. If the State Tax Exemption is based on residency, this field may be used with custom reports. The system will look for the Tax Exempt prompts in the Employee Master and the Job Description file only.
Maintain Skill History
This field works in conjunction with the Human Resource Skills History file.
Records are added and updated to this file automatically from payroll entry when:
The Human Resources default, Create Skill History from Payroll, is set to Y.
Posted to a Job/Sub Job.
Employee has a Class and Type.
The Skill History option is selected on this screen.
Safe Hours
This field displays only if the Payroll default, Report Safe Hours Worked, is set to Y.
The system lets you accumulate and maintain safe hours for each employee. If safe hours have been tracked manually in the past, enter the safe hours to date in this field. The hours will be updated automatically during Payroll Update. Any hour worked is considered a safe hour by the system.
In the event of an accident, this field must be maintained (cleared) to begin a new accumulation. Safe hours will print on the Employee Master Listing and the Employee’s pay stub.
Wyoming/Alaska Quarterly Reporting Codes
These fields are used only for Wyoming or Alaska quarterly reporting magnetic media.
NAICS
Enter the required NAICS code to report to Wyoming or Alaska for the selected Employee.
Coverage Type
Click the prompt and select the type of coverage:
Unemployment
Worker's Compensation
Both
Deceased
Select this option if the Employee is deceased. This field is used by the W2 programs.
Termination Code
The Termination Code describes a reason for termination of employment. Enter an existing code, or click the prompt to select from a list. Termination Codes are set up in the Termination Code Master.
Date
Enter the Employee's Termination date, or click the icon to select from a calendar. During Year-End Processing, Employee Master records with a termination date prior to the W2 year can be deleted from the system. If this Employee is subsequently rehired, this date will be reset to 00/00/0000.
Termination Reason
This field works in conjunction with the Termination Code to determine the severity of the termination. Termination Reasons must be set up in the Description file.
Eligible for Rehire
Select this option if this Employee would be considered for rehire.
Last Day Worked
Enter the last day this Employee worked, or click the icon to select from a calendar.
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Click to process these entries and display the Employee Contact Information screen. |
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Click to return to the Main Menu without saving changes. |
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Click to return to the Employee Master Selection screen without saving changes. |
