Summary

The Timecards step is used to view and modify the timecards generated in the Computer Checks batch. If a timecard wasn't generated for an employee, open the Exceptions step (PR> Computer Checks> Exceptions). The Exceptions step will list all of the employees that are attached to the pay schedule selected during the Generate step, but not included in the Computer Checks batch due to an exception or error. Review the exception list, modify the employee record and then regenerate the Computer Checks batch if you would like to include the employee in the batch. You can also manually create a timecard for the employee in the Computer Checks batch using the Timecards step, but if the employee was left out of the batch due to incorrect information on the employee record, you may want to correct that information.

Once the timecards in the batch are complete, you can generate a Timecard Proof List to display all of the timecard line items in the batch on a report. The Timecard Proof List is an optional report, meaning you do not have to generate it to commit the Computer checks batch. You can also create a Timecard Proof List Report using the Reports palette (PR> Reports> Timecard Proof List).

Step by Step

1     Create a Computer Checks batch and generate the timecards.

2     View the generated timecards.

• Open the Timecard Maintenance window (PR> Computer Checks> Timecards).
• The Timecard Maintenance window is used to view the timecards that have been generated in the batch. The Timecards step can also be used to modify the generated timecards or create new timecards.
• The Create and Delete icons just to the right of the Save icon are used to add and remove employee records from the batch.
  • Click the Create icon to add a new employee to the batch. This will enable the Check tab to enter the employee information.
  • Highlight an employee on the Selection sub-tab and click the Delete icon to remove an employee from the batch.
• The Selection sub-tab is used to select the employee paycheck you would like to view or modify.
  • The Selection sub-tab in the upper section of the window displays the employees included in the batch. Highlight an employee on the Selection sub-tab and all of the other tabs on the window will populate with information from the selected employee.
  • An employee will be included in the batch if they have a valid default timecard for the pay schedule period selected during the Generate step. A default timecard on an employee record is valid if:
    • The employee record is attached to the pay schedule selected in the Generate step (PR> Maintenance> Employee> Financial tab> Pay Schedule field).
    • The employee record has a default timecard with an effective date that is less than the timecard date selected during the Generate step (PR> Maintenance> Employee> Timecards tab> Effective Date field).
      • Default timecards are attached to employee records by pay revision using the Revision drop-down menu (PR> Maintenance> Employee> Timecards tab> Revision drop-down menu).
    • The default timecard on the employee record is attached to the same timecard cycle as the pay schedule period selected during the Generate step (PR> Maintenance> Employee> Timecards tab> Cycle 1, Cycle 2, Cycle 3, etc. toggles).
  • If an employee record does not display on the Timecard Maintenance window but you think it should, open the Exceptions step after the Generate step. The Exceptions step will display a list of employee records that are attached to the pay schedule selected during the Generate step but not included in the batch due to exceptions and errors.
  • The Selection sub-tab supports six window-specific shortcut keys:
    • Up Arrow = Move to previous record without saving
    • Down Arrow = Move to next record without saving
    • Page Up = Save and move to previous record
    • Page Down = Save and move to next record
    • CTRL+M = Modify currently selected line
    • CTRL+S = Calculate salary for currently selected line
• The Check tab displays the check information attached to the paycheck. The fields on this tab will only be enabled if you manually add an employee record to the Computer Checks batch.
  • Highlight an employee on the Selection sub-tab and open the Check tab to display the check information.
  • The Period Begin Date, Period End Date, Deductions Cycle, Calculate Accruals, Days in Period and Weeks in Period fields will populate based on how the pay schedule period was set up in the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule> Select a pay period in the lower section of the window). If you are creating a new check, you will have to enter information into these fields.
    • If you are manually adding a new check to the Computer Checks batch, the employee must have a pay revision with an effective date prior to the value in the Period End Date field. For example, if you are processing paychecks for 06/15/15 to 06/31/15, the employee must have a pay setting with an effective date prior to 06/31/15. You can view the effective date on pay settings using the Employee Maintenance window (PR> Maintenance> Employee> Financial tab> Details section> Select a pay revision> Effective Date field). If the employee record does not have a pay revision with an effective date prior to the period end date on the check, you will receive a validation error.
  • The Check Date and Check Number fields will not be enabled in the Computer Checks process. These fields are only enabled when you are creating a manual check in the Manual Checks process.
  • The Use supplemental tax toggle is used to include a supplemental tax rate.
  • Check the Do not automatically calculate overtime toggle if you would like to override the standard Springbrook overtime calculations.
• The Timecards tab displays the timecard line items on the paycheck in the Computer Checks batch. If you have not modified the employee paycheck, the timecards tab will display the default timecard on the employee record.
  • Highlight an employee on the Selection sub-tab and the timecard entries will populate on the Timecards sub-tab in the lower section of the window.
  • The Timecards tab will populate based on the default timecard attached to the employee record. You can view the default timecards attached to an employee record using the Employee Maintenance window (PR> Maintenance> Employee> Timecards tab).
  • Click the Expand button next to the timecard line item to see the premium pay line items on the timecard. Aggregate premiums will not display when the timecard line item is expanded.
    • The Premium Amounts column will not include aggregate premium amounts. If you would like to view the aggregate premium amounts, open the System Timecards tab.
• The System Timecards tab is used to display timecard line items generated by the system. For example, capped accrual amounts that are paid out using a pay code or aggregate premiums on the paycheck.
• This tab will also display any premiums such as longevity.
  • Highlight an employee on the Selection sub-tab and open the System Timecards tab to view the system generated timecards on the employee record. System generated timecard line items will also display on the Check Proof List (PR> Computer Checks> Check Proof List).
• The Accruals tab displays the calculated accruals on the timecard.
  • Highlight an employee on the Selection sub-tab and open the Accruals tab to view the calculated accruals on the employee paycheck.
  • The columns that display on the Accrual tab are the generally the same columns that will display on the Check Proof List (PR> Computer Checks> Check Proof List).
  • The Type column displays the accrual type attached to the accrual. When an accrual type is attached to an employee record (PR> Maintenance> Employee> Accruals tab> Accrual Type field), the accrual is also attached to an accrual type. The accrual type determines how the accrual will display on the paycheck.
  • The Beginning Balance column displays the accrual balance before the current paycheck.
  • The Accrued column displays the hours accrued on the current check.
  • The Additional column allows you to add additional accrual hours to the paycheck. For example, if an employee should accrue an extra 5 hours of flextime during this paycheck, enter 5 in this column. The additional accrual hours will be added to the accrued hours to calculate the Ending Balance column.
    • If there is a manual multiplier set up on the accrual (PR> Maintenance> Accrual> Manual Multiplier field), the additional hours will be multiplied by the manual multiplier. For example, if the manual multiplier is 2, entering 5 in the Additional column will result in 10 accrual hours (2 X 5=10) being added to the Ending Balance column.
  • The Ending Balance column displays the ending balance of the accrual hours. The ending balance is calculated in the following way:

3     Create a new timecard line item.

• The Salary icon is used to automatically create timecard line items so that the total hours on the timecard matches the pay settings on the employee record (PR> Maintenance> Employee> Financial tab> Select the current revision> Details section). The total hours on the pay settings on the employee record is calculated by dividing the total of hours in the year by the number of pay periods in the year. Any timecard line items attached to the timecard will use the default pay code set up on the employee record (PR> Maintenance> Employee> Financial tab> Pay Code field).
  • For example, if there are 166.66 hours on the pay setting revision on the employee record and only 150 hours on the timecard, clicking the Salary icon   will generate a timecard line item for 16.66 using the default pay code on the employee record.
  • If there is 166.66 hours on the pay setting revision on the employee record and 180 hours on the timecard, clicking the Salary icon   will generate a negative amount line item for -13.34 using the default pay code on the employee record.

4     Save the timecards.

• Once the timecard are complete, click the Save icon on the Timecard Maintenance window. This will save all of the timecard line items and timecards in the batch.

5     Print the Timecard Proof List.

• The Timecard Proof List displays a summary of the timecard line items in the batch. This is an optional report, so you can skip this report if it does not apply.
• Open the Timecard Proof List window (PR> Computer Checks> Timecard Proof List).
  • This report can also be run from the Reports palette (PR> Reports> Timecard Proof List).
• If you open the Timecard Proof List window from the Computer Checks process, the current Computer Checks batch will already be selected in the Batch Type and Batch Number fields.

6     Calculate payroll.

• Once the timecards are complete, run the Calculate Payroll step to generate the paychecks.