Payroll > PR-A Enter Employees

PR-A Enter Employees

Purpose of Program

Use this program to add new employee records or change current ones. You can also use the program to indicate which employees have been terminated so they get excluded from PR-B Enter Pay Info and various reports.

Note: The Employee file for Payroll and the Employee file for Labor Reporting in work orders are not the same file. If a new employee has been added in SM-G Enter Employees but not entered into the payroll file, then when starting this program you will be so advised so that you can enter the employee into payroll and therefore maintain the integrity of the employee numbers between the two files.

Field Explanations

MAIN SCREEN

Employee No

The employee number. You must assign this number; it is not assigned automatically. This is a 4 digit numeric field. (If you are implementing commissions for your salespeople, you will use this number as the salesperson number as well.)

Division

The employee payroll division (4-character alphanumeric field). If you have groups of employees that require different default information, you can set up multiple defaults by creating payroll divisions. For example, you may have employees in different states and these states have different deduction requirements for state taxes or disability. You could set up one division for each state and assign the proper values for all employees in that state.

Another use of division is to reflect the employees associated with GL departments that are used as profit/cost centers. In this case, you can create divisions that match your GL department numbers.

You can set up divisions to reflect the different pay periods that you use to run payroll; for example, biweekly vs. weekly pay periods. Payroll divisions are processed one-by-one in PR-B Enter Pay Info.

Before using PR-A, Enter Employees, you must set up at least one division using PR-M Payroll Defaults. Even if you are not going to group your employees using multiple divisions, you must set up at least one division, for every employee must be assigned to a payroll division.

Shift

The shift number this employee is assigned to. This field is used by the Data Collection module to determine which breaks and buffers apply.

Terminated?

If this employee has been terminated, enter a Y in this field. This will exclude the employee from being included in PR-B Enter Pay Info.

Termination Date

The date a terminated employee was terminated

Allow Clock Multi-Jobs

If this employee will be posting Work Order labor using Data Collection, indicate whether or not simultaneous clocking into more than one Work Order is allowed.

Name: First / MI

The employee's first name and middle initial. This is a 25 character alphanumeric field.

Name: Last

The employee's last name. This is a 25 character alphanumeric field

Address: Street

The employee's street address. This is a 30 character alphanumeric field.

Address: City/St/Zip

The employee's city, state and zip code. This is a 25 character alphanumeric field.

Telephone - Home

The employee's telephone number. This is a 15 character alphanumeric field.

Telephone - Mobile

The employee's cell phone number. This is a 15 character alphanumeric field.

Telephone - SOS

The employee's emergency contact number. This is a 15 character alphanumeric field.

Contact

The name of the employee's emergency contact person

Social Security No

The employee's social security number. This is an 11 character alphanumeric field.

Birth Date

The employee's birth date.

Start Date

The date the employee started work.

Benefits Date

The date the employee becomes eligible to receive benefits, such as vacation and sick pay.

Pay Type [H/S/C]

H = Hourly, S = Salaried, C = Commissioned

Regular Payrate

The regular pay amount per hour (if hourly) or per pay period (if salaried) for this employee.

Overtime Payrate

The overtime payrate should use the same criterion as the regular payrate (hourly or by pay period) for reflecting an overtime payrate amount.

Holiday Payrate

The payrate for holiday pay, entered as an hourly amount if the employee is hourly, or the per period amount, if the employee is salaried.

Last Paid

The date of the last payroll check for this employee.

Direct Deposit

Enter Y if this employee is Direct Deposit and should get a printed stub instead of an actual check.

Marital Status [S/M/H]

The employee's marital status. Values are M (Married), S (Single), H (Single Head of Household).

Federal Exemptions

Number of federal income tax exemptions claimed on the employee's W-4 form. If the employee is exempt from federal income tax, enter 99 in this field.

Additional Federal WH

The additional amount (expressed as a positive number), to be withheld from the employee for federal taxes (from form W-4).

State Exemptions

Number of state income tax exemptions. If the employee is exempt from state income tax or if you have no state income tax, enter 99 in this field.

Additional State WH

The additional amount (expressed as a positive number), to be withheld from the employee's pay for state taxes. The default is 0.00.

Special State Amount #1

The number of special state tax exemptions the employee is entitled to, if your state has them.

Special State Amount #2

Special state amounts. This amount is required by certain states for the state tax calculation routine.

WC Rate (Employee)

Workman's Compensation cost per hour (in Oregon, per day) deducted from the employee's pay. This does not apply to California.

WC Rate (Employer)

Workman's Compensation cost per hour (in Oregon, per day) charged to the employer. This does not apply to California.

Exempt from SDI?

The state disability insurance exemption. If the employee is exempt from state disability deductions, then enter Y; if not, enter N. If SDI is not used in your state, enter a Y.

Employee Job Position

The position in the company held by this employee

Sync PR Master with JC Master?

For employees who will also be used to report Labor to Work Orders, indicate Y to synchronize non-pay rate information with the Work Order/Job Cost employee file. Enter $ to also maintain synchronization of pay rates.

STD & MISC DEDUCTIONS SCREEN

Federal Income Tax

The amount of federal income tax withheld quarter to date and year to date.

FICA (SS)

The social security portion of FICA withheld quarter to date and year to date.

FICA (Med)

The Medicare portion of FICA withheld quarter to date and year to date.

State Income Tax

The amount of state income tax withheld quarter to date and year to date.

SDI

The amount of state disability insurance premiums withheld quarter to date and year to date.

Workers Comp

The amount of workman's compensation insurance cost withheld from the employee quarter to date and year to date. This does not apply to California.

MISC & SPCL DEDUCTIONS

The Miscellaneous and Special deductions are on-the-fly deductions that can be entered during PR-B Enter Pay Info. They are used for special situations not covered by the standard and user-defined deductions.

Misc

A taxable amount which can be deducted from the employee's paycheck each pay period. The Misc deduction can be used in addition to or instead of the standard deductions created in PR-M Payroll Defaults.

Spcl

A taxable amount which can be deducted from the employee's paycheck each pay period. This deduction is identical in function to the Misc deduction above and gives you an additional deduction, should you need one. The Spcl deduction can be used in addition to or instead of the standard deductions created in PR-M Payroll Defaults.

Last Descrip

When the Miscellaneous and Special deductions are entered during PR-B Enter Pay Info you can give them a description on-the-fly. The last description used is displayed in this field.

Last Amt

The last amount when either of these on-the-fly deductions were entered for this employee.

Last GL Account

When these deductions are entered through PR-B Enter Pay Info, you specify a GL account to charge them to. The last GL account used is displayed in this field.

QTD Total

The total amount of the deduction quarter-to-date.

YTD Total

The total amount of the deduction year-to-date.

USER-DEFINED DEDUCTION SCREEN

Payroll allows you to establish up to 15 user-defined deductions per payroll division through PR-M Payroll Defaults. The quarterly and year-to-date information maintained on these deductions are explained as follows.

Deduction No

The number of the user-defined description as established in PR-M Payroll Defaults. This number can be any number between 1 and 15. This field is for reference only.

Description

The name of the user-defined deduction as established in PR-M Payroll Defaults. This field is for reference only.

Pre-Tax?

If the deduction is set up in PR-M Payroll Defaults as a pre-tax deduction, there will be a Y in this field. Also, the items in the Exempt from section to the right of this field will contain Y or N values indicating which standard deductions this user-defined deduction is exempt from. If the Pre-Tax? field is set to N, the Exempt from section will be blank. This field is for reference only.

"Exempt from" Section

If the deduction's Pre-Tax? field is set to Y, the fields in this section (Fed Inc Tax, FICA (SS), FICA (Med), FUTA, State Inc Tax, SUTA, SDI, Workers Comp) will contain Y or N values indicating which standard deductions this deduction is exempt from. If the Pre-Tax? field is set to N, these fields will be blank. These fields are for reference only.

"Employee Portion" Section

To the right of Employee Portion is a field showing the type of deduction for the employee portion as set up in PR-M Payroll Defaults, which can be one of the following. This field is for reference only.

Flat $ Amount

$ Amt X Total Hours

% of Gross Pay

Deduction Amount

The amount or percentage to be deducted each payroll, according to the type defined above.

Pay Period $ Limit

The maximum dollar amount that can be deducted per pay period.

Annual $ Limit

The maximum dollar amount that can be deducted per year.

Deducted QTD

The amount deducted from the employee quarter-to-date.

Deducted YTD

The amount deducted from the employee year-to-date.

"Employer Portion" Section

To the right of Employer Portion is the type of contribution for the employer portion as set up in PR-M Payroll Defaults, which can be one of the following. This field is for reference only.

Flat $ Amount

$ Amt X Total Hours

% of Gross Pay

Matching Percentage

Deduction Amount

The amount or percentage to be contributed by the employer each payroll, according to the type defined above.

Pay Period $ Limit

The maximum dollar amount that can be contributed per pay period.

Annual $ Limit

The maximum dollar amount that can be contributed per year.

Contribution QTD

The amount contributed by the employer quarter-to-date.

Contribution YTD

The amount contributed by the employer year-to-date.

VACATION/SICK PAY SCREEN

VACATION ACCRUAL

Accrual Method

Indicate whether vacation and sick time are to be accrued based on a percentage of hours worked (P) or a fixed number of hours (H)

Accrual Rate (If Percentage)

This figure, multiplied by the hours worked, determines the number of vacation hours accumulated during the pay period. Calculate this figure as follows.

(No days per year vac rec'd x number work hrs per day)/2080

2080 represents the number of work hours per year. As an example, if two weeks a year are accumulated, the figure would be (10 x 8)/2080, or .03846154. This figure represents the vacation time accumulated per hour worked.

Accrual Hours (If fixed number of hours)

This is the number of vacation hours to be accrued per pay period, month, or year as indicated below.

Accrue by [P/M/Y]

Whether vacation accrual should occur each pay period, monthly, .or once per year

Limit

The maximum number of vacation hours allowed for this employee per year.

Hours Due

The number of unpaid vacation hours accumulated to date.

Next Accrual Date

The maximum date that vacation should next be accrued. This will automatically advance by either the pay period, a month or a year depending on the frequency of accrual defined.

SICK PAY ACCRUAL

The logic for Sick Pay accrual is identical to that of vacation pay.

PAY CATEGORIES SCREEN

In this section you can assign the General Ledger accounts for the seven standard categories of income (regular, overtime, doubletime, holiday, commission, vacation, and sick pay), as well as three user defined income categories for this employee's payroll division. Defaults can be set up for these income categories for each payroll division through PR-M Payroll Defaults.

Each income category requires entry of a General Ledger expense or liability account. For non-direct labor employees, this will be an expense account. If you are debiting direct labor to work-in-process and crediting an Accrued Payroll account in labor transactions made in the Work Orders module, then this account should be the expense account for Accrued Payroll.

Regular

The GL account that regular (non-overtime) pay for this employee is to be charged. To the right of this field are displayed the quarter-to-date and year-to-date hours and dollar amounts for this income category.

Overtime

The GL account that overtime pay for this employee is to be charged. To the right of this field are displayed the quarter-to-date and year-to-date hours and dollar amounts for this income category.

Doubletime

The GL account that doubletime pay for this employee is to be charged. To the right of this field are displayed the quarter-to-date and year-to-date hours and dollar amounts for this income category.

Holiday

The GL account that holiday pay for this employee is to be charged. To the right of this field are displayed the quarter-to-date and year-to-date hours and dollar amounts for this income category.

Commission

The GL account that any commission income for this employee is to be charged. To the right of this field are displayed the quarter-to-date and year-to-date hours and dollar amounts for this income category.

Vacation

The GL account that any vacation pay for this employee is to be charged. To the right of this field are displayed the quarter-to-date and year-to-date hours and dollar amounts for this income category.

Sick

User-Defined Categories

Three user defined income categories can be set up through PR-M Payroll Defaults for this division. You will see their titles in the far left column, and to the right of the titles you can enter their respective GL accounts.

User-Defined Category Pay Rates

If you are using any of the three user-defined income categories, you can enter the respective pay rates for them in the Category 1, Category 2, or Category 3 fields.

General Program Operation

Adding a New Employee Record

Before using this program, make sure you have defaults set up for your various payroll divisions in PR-M Payroll Defaults. If you are cutting over from another payroll system at mid-year, be sure and read Changing Payroll in Mid-Year, below.

The opening screen presents a list of employees. To add a new employee, click on the Add button (or press <Insert>). You are then taken to the main screen.

Enter the new employee number and then assign the employee a division code. You can select a division by clicking on the lookup icon or button (or by pressing F2).

Once the division code is assigned, complete the rest of the fields on the screen. Refer to Field Explanations above for details. You can enter the fields in sequential fashion or you can use the mouse to click on any field you wish.

Four additional screens must be entered to complete the employee setup and are described in the next sections.

At any point you can save the employee record by clicking on the Save button (or by pressing F10). Once the record is saved you are returned to the opening screen where you can add another employee record or you can click Exit (or press <Esc>) to return to the Payroll menu.

Entering Standard and Misc/Special Deductions

From the main screen click the Std/Misc Deds button to access a screen that lists the standard federal and state deductions (with QTD and YTD amounts) or to set up the Miscellaneous and/or Special deduction, if applicable (see Field Explanations above for details).

When you are finished with this screen, click the Main Screen button to return to the main screen.

Entering User-Defined Deductions

User-defined deductions are set up in advance for each payroll division through PR-M Payroll Defaults. To enter user-defined deductions for this employee, from the main screen click the User-Defined Deds button. The user-defined deductions will be displayed in a scrolling window. With your mouse or arrow keys, highlight the deduction you wish to enter and click on it or press <Enter>.

You are then presented with a screen that displays the tax status of the deduction in the header section and allows entry of the employee and employer (if applicable) portions of the deduction in the lower portion of the screen. Refer to Field Explanations above for details.

When you are finished making your entries, click on the Back to list button to get back to the list of deductions. From the list you can either select another deduction for entry, or you can click on the Main Screen button to return to the main screen.

Entering Vacation and Sick Pay

To enter vacation and sick pay accruals and limits for this employee, from the main screen click on the Vac/Sick button. You will be presented with an entry screen. See Field Explanations above for details.

When you are finished with your entries, click on the Main Screen button to return to the main screen.

Entering Pay Categories

In the Pay Categories screen you will enter standard and user-defined payrates and GL Codes for various categories of income. To get to this screen, from the main screen click on the Pay Categories button.

Set up each of the pay categories that are applicable. See Field Explanations above for details. When you are finished with your entries, click on the Main Screen button to return to the main screen.

Changing an existing Employee Record

To change an existing employee record, from the opening screen use your mouse or arrow keys to highlight an employee in the scrolling window. Employees are listed in employee number order; however, you can click on the Chg Search Key button to change the sort to employee name.

Once the name is highlighted, you can click on it or press <Enter> or click on the Edit button to bring you to the main screen for that employee.

If you know the employee's number, a more direct way of bringing up that employee's record is click on the Find button and enter the employee's number in a pop-up window.

Once the employee record is displayed, you can click on any of the fields on any of the screens. From the main screen click on the Save button (or press F10) to save your changes. You will be returned to the opening screen where you can select another employee record for editing or you can exit back to the Payroll menu.

Deleting an Existing Employee Record

You may not delete an employee record in this program. If you enter Y at the Terminated? field, the employee will no longer be presented when processing payroll through PR-B Enter Pay Info. Employee records are maintained on file even after termination as a historical record.

Pay History Inquiry

From the main screen a simple pay history inquiry is available by clicking the Pay History button. In a scrolling window you will see a listing of this employee's payroll dates, check numbers, hours, gross pay, and net pay. For more detailed history, see PR-I Print Pay History.

Changing Payroll in Mid-Year

If you are cutting over from another payroll system during the year instead of at the beginning of the calendar year, quarter-to-date and year-to-date balances must be entered for all applicable income categories and deductions in order to be able to process quarterly reports and end of year forms such as W-2's.

Even though deductions and income categories screens within this program allow you to directly enter quarter-to-date and year-to-date balances, we do not recommend this method because it only creates summary records without corresponding detail records in the payroll history file.

The preferred and recommended method is to run one dummy payroll for each quarter of the current year that is completed (using the last payroll date of the quarter as the dummy payroll date), plus one dummy payroll with quarter-to-date information for the current quarter (using the last payroll date as the dummy payroll date). When process these dummy payrolls in PR-B Enter Pay Info, you will manually force the various deductions to agree with the records from your previous payroll system.

This method creates one history record per quarter for each employee and updates the quarter-to-date and year-to-date information that you see on the various screens within this program.