Summary

The Employee Maintenance window is used to create and maintain employee records. The information entered into this window will determine the default timecard.

Step by Step

1     Open the Employee Selection window (PR> Maintenance> Employee).

• The Employee Selection window will display a list of employees.
• Enter information into the search criteria section and click the Search button to filter the employees in the window.
• Select an employee and click DELETE to delete the selected employee. You cannot delete an employee that has an existing payroll history.
• Select an employee record and click EDIT to open an existing employee in the Employee Maintenance window.
• Click ADD to create a new employee. This will open the Employee Maintenance window.

2     The Overview tab.

• The new Employee Maintenance Overview tab provides quick access to frequently used data without requiring navigation between maintenance tabs. When creating a new employee, this tab will not contain any specific data.
• The Audit Trail button is used to view details about any changes made to an employee record including the date of the change, type of change made, user that made the change, and data table that was edited.
• The Attachments button is used to add attachments to the employee record or view previously-added attachments.

3     The General tab displays the basic employee information.

• The Clear button is used to erase field values on the General tab. Click the Clear button drop-down menu to select the information you would like to erase.
  • When you attach a position to the employee record, you can attach the union unit that is associated with the plan on the position. If the union unit applies to the employee record but you would like to remove the position from the employee record, you can clear the Position field using the Clear button drop-down menu.
• The Employee Number field is used to enter the employee number of a new employee. Once an employee has been created, the employee number can only be changed using the Change Employee Number feature (Payroll> Utilities> Change Employee Number).
  • The Change Employee Number feature must be used to change the employee number because it will update all of the history records and outstanding transactions on the employee with the new employee number.
  • The Employee Number can be up to 10 alphanumeric characters.
• The Status drop-down menu is used to set the status of the employee.
  • The Pending status is for employees that have not been hired or will not be part of a Payroll checks batch (PR> Computer Checks). Pending status employee records will not be included in a Payroll module Computer Checks batch (PR> Computer Checks). The Pending status allows you to create the employee record before hiring the employee. Once the employee has been hired, change the status of the employee to Active so that you can include them in a Payroll checks batch.
    • If you use the position control feature (HR> Utilities> Setup> Use Position Control toggle), you can attach as many employee records with a pending status to a single position control point, but you can have only one Active status employee record attached to a position control point.
  • The Active status is for employees that are currently employed. Payroll checks can only be generated on Active status employees (PR> Computer Checks or Manual Checks).
  • The Purge status is used to delete old employee records and is used in conjunction with the Purge Employees feature. The Purge Employees feature has not been implemented in Cirrus, so this status currently has not function.
    • If you use the position control feature (HR> Utilities> Setup> Use Position Control toggle), changing an employee record to Purge will remove the position control point from the employee record. This allows you to add the position control point to another employee record.
  • Change an employee to Terminated status after the last payroll check has been made out to the employee. Payroll checks cannot be generated on employees with a Terminated status in the PR Computer Checks process.
    • If you use the position control feature (HR> Utilities> Setup> Use Position Control toggle), changing an employee record to Terminated will remove the position control point from the employee record. This allows you to add the position control point to another employee record.
• The Department field is used to attach a department to the employee. Click the Department field search button   to select a department from a list.
  • Departments are created and maintained using the Department Maintenance window (SS> Utilities> Departments).
  • If you are using the timesheets feature, every active employee should be attached to a department.
• The Position field is used to attach a position to the employee. This field is only used if you have positions set up in the Human Resources module or you are using the Position Control feature. Click the Position field search button to select a position from a list.
  • Positions are not necessarily the same as job titles because positions can be set up for specific job titles, or they can be set up as generic categories. For example, you may have a position titled CLERK that is used for both the Payroll Clerk job title and the Billing Clerk job title. You could also set up a separate position for each job title. In this example, you would have a separate position for the Billing Clerk and Payroll Clerk job titles.
  • Positions are created and maintained using the Position Maintenance window (HR> Maintenance> Position).
  • The Position Control feature is used to limit the number and kinds of positions that are allowed in each department. For example, if you used the Position Control feature (HR> Maintenance> Position Control) to add four Line Service Technician positions in the Line Service department, you can have only four employee records attached to the Line Service Technician position in the Line Service department.
    • Position Control is set up by checking the Use Position Control toggle on the Setup window (HR> Utilities> HR Setup).
    • Positions are added to a department using the Position Control Maintenance window (HR> Maintenance> Position Control).
  • When you attach a position to an employee record, you can select the plan and union unit that apply to the employee record.
  • You can clear the position attached to the employee record by clicking the drop-down arrow next to the Clear button and selecting Clear position. If there is a union unit that populated on the employee record from the position, it will stay attached to the employee record.
• The Location field is used to attach a physical location to an employee record.
  • Locations can be used in the PR Computer Checks process to sort checks by employee location. This improves efficiency by allowing payroll personnel to group and print checks for one location at a time.
  • Locations are created and maintained on the Location Maintenance window (SS> Maintenance> Location).
• The Union field is used to add a union unit to an employee record.
  • The Union field is not enabled on the Employee Maintenance window. A union unit is inherited from the position and plan selected in the Position field.
  • Unions units are created and maintained in the Human Resources module (HR> Maintenance> Union units).
• The Job Title field is used to enter the job title of the employee.
  • If there is a Human Resources module position attached to the employee record in the Position field, the job title does not have to be the same as the position. For example, you may have an HR position titled CLERK that is used for both the Payroll Clerk job title and the Billing Clerk job title. You could also set up a separate position for each job title. In this example, you would have a separate HR position for the Billing Clerk and Payroll Clerk job titles.
• The Supervisor field is used to associate a supervisor with an employee record.
  • Individual employees cannot be selected as a supervisor. An employee must be associated with a role, and then that role can be specified as the supervisor role by clicking the Supervisor field label. Roles are created and maintained on the Role Maintenance window (SS> Security> Role). 
  • The employee associated with the role attached to an employee record will receive a notification if a personnel action form is generated for that employee. Personnel action forms are generated through the PAF Wizard (HR> Personnel Action Forms> PAF Wizard).
• The SOC Code field is used to associate a standard occupational classification code with the employee record.
• The Enrollment Plan field is used to attach the employee to an enrollment plan.
  • Enrollment plans are used to associate groups of employees with the groups of deductions and benefits that they are eligible to enroll in during an open enrollment period.
  • Enrollment plans are created and maintained on the Enrollment Plan Maintenance window (HR> Maintenance> Enrollment Plan).
• The Hire Date field is used to enter the hire date of the employee. This is a required field.
  • You can generate a report of new employees filtered by hire date (PR> Reports> New Hires by Date).
  • The hire date of an employee does not affect how they are pulled into a Computer Checks batch.
• The Anniversary Date is important because it is used in the calculation of accruals.
  • The anniversary date is used to calculate accruals that are set up to apply based on the number of months an employee has been working.  For example, if an employee begins to accumulate flextime after they have been working at the organization for 6 months, the accrual will calculate the 6 months based on the anniversary date of the employee. It will not use the hire date of the employee. If an employee has an anniversary date of 05/15/23, the accrual will be applied to the employee when the pay period end is greater than 11/15/23.
  • Accruals can also be applied each year on an employee’s anniversary date.
  • Accruals can also be calculated based on the balance of other accruals.
• The Seniority Date field is used to specify a seniority date for the employee.
• The Review Month field is used to record the month that the employee should receive their review. This must be between 1 and 12.
• The Termination Date field is used to enter the termination date of an employee. This is a required field if the employee has a status of Terminated.
  • If you accidentally enter a termination date in this field, highlight the date and press DELETE to remove the date from the field.
• The SSN field is used to enter a social security number on an employee record. This is a required field.
  • You can set security on this field using the DB Security feature (SS> Maintenance> DB Security).
• Enter the employee's First, Middle, and Last Name. The First Name and Last Name are required fields.
• The Date of Birth field is required if the IMPUTE deduction is attached to the Deductions tab. The IMPUTE deduction is used to calculate imputed income for life insurance. If you do not attach a date of birth and the IMPUTE deduction is attached to the employee record, you will receive an exception on the Computer Checks process after the payroll has been calculated (PR> Computer Checks> second Exceptions step).
• Fill in as much of the additional name, address, and contact information as desired.
• The Photograph field is used to attach a photograph of an employee to the employee record. Click SELECT FILE if you would like to attach a photo to the employee record.
• The Confidential toggle is used to flag the employee record as confidential. This allows you to incorporate the confidential tag in custom QBE and local reports.
• The Elected/Appointed toggle is used if the employee works in an elected or appointed position.
  • Employees that work in elected or appointed positions can be excluded from the Unemployment Report (PR> Reports> Unemployment).
• Check the Part-Time toggle if the employee is a part-time employee.
• The EEOC Revisions data grid is used to attach EEOC job categories, functions, and race codes to the employee. The EEOC information attached to the employee record will be used to generate the EEOC report.
  • Click ADD to open the EEOC Revision window.
  • The Effective Date field will populate with today's date.
    • You cannot create two revisions that share the same effective date.
  • Select an EEO Type from the drop-down menu.
  • Click the Race, Job, and Function field search buttons to add the revision details.
  • Click the Select button when complete.
  • These fields are not required, so you can leave these fields blank if you do not generate the EEOC report using the application.
• Once an EEOC Revision is added to the data grid, click EDIT to make changes to the revision or DELETE to delete the revision from the employee record.

4     The Positions tab displays the positions the employee is associated with.

• The Positions tab is used to track employees that occupy multiple positions within the organization.
  • This tab will only be enabled if the Track Additional Positions toggle has been checked on the HR Setup window.
• The Primary Position section will display the position details for the primary position associated with the employee on the General tab.
• The Additional Positions section will display any additional positions the employee occupies.
• Click ADD to add an additional position to the employee.
  • This will open the Position Plan Union Selection window.
  • Select the position that you would like to associate with the employee and click the Select button  .
    • If your organization uses Position Control to control which employees are associated with specific positions, and if another employee is already associated with the selected position control point, you will be prompted to confirm your decision to remove the other employee from the position control point and add the current employee to the position control point.
• Click DELETE to remove an additional position from the employee record.

5     The Financial tab is used to set the pay code, pay schedule, and hourly rate/salary on the employee record.

• The top ff the Financial tab is used to attach a default pay code and a pay schedule, and the Revisions data grid is used to add a pay settings revision to the employee record.
• Enter a default pay code or click the Pay Code field search button   to select one from a list.
  • When timecards are entered in the Computer Checks process (PR> Computer Checks> Enter Timecards), there is a Salary icon   on the Timecard Maintenance window. The Salary icon is used to automatically create timecard line items so that the number of hours on the timecard matches the pay settings on the employee record. For example, if timecard has line items that total 80 hours, but the pay setting on the employee record has 86.66, clicking the Salary icon will create a timecard line item for 6.66 hours using the pay code entered in the Pay Code field.
  • The default pay code also effects how timesheets are imported (PR> Computer Checks> Import Timesheets). If the Salary Adjustment toggle is checked on the Import Timesheets window (PR> Computer Checks> Import Timesheets), the system will automatically generate timesheet line items so that the total hours on the timesheet equals the number of hours on the employee record. This is the same as clicking the Salary icon   on the Timecard Maintenance window, but this will affect all of the timesheets imported into the Computer Checks batch.
  • Pay codes are created and maintained using the Pay Code Maintenance window (PR> Maintenance> Pay Codes).
• The Full Time Hours field is used to store the number of full time hours during the pay period. For example, if an employee is paid weekly the value in the Full Time Hours field may be 40.
• The Pay Schedule field is used to set the pay schedule of the employee. Enter a pay schedule code or click the field search button   to select a pay schedule from a list.
  • Pay schedules are used to create and maintain pay periods. When a Computer Checks batch is run (PR> Computer Checks> Generate> Schedules section), you will generate the payroll checks by pay schedule. All of the employees attached to the pay schedule will be included in the Computer Checks batch.
  • When you select the pay schedule on the Computer Checks batch, you will also select a pay period that is attached to the pay schedule. For example, if you have a pay schedule set up for salary employees that are paid monthly, each monthly pay period will display as a separate line item on the pay schedule. When you select the pay period you would like to generate payroll on, the period begin and end date, check date, days in period, hours in period, and other information will populate on the Computer Checks batch from the pay period. You will only be able to select pay periods that have not been locked.
  • Pay schedules are created and maintained using the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule).
• The Workers' Compensation field is used to set the default workers' compensation code of the employee. A specific workers' compensation code can be set up on each line item of the default time card on the Timecards tab.
  • If the Use Default Work Comp Code for Salaried Employees toggle is checked on the Setup window (PR> Utilities> Setup> General tab), the workers' compensation calculation will be based on the default workers' compensation code entered in this field rather than the workers' compensation code or rate code attached to the employee timecard. This option can create workers’ compensation premiums that are unacceptable or inappropriate for state reporting.
  • The workers' compensation codes are created and maintained using the Workers' Compensation Maintenance window (PR> Maintenance> Workers' Comp).
• The Task Code field is used to attach a default Project Management module task code to the employee record.
  • Task codes are set up on the Task Maintenance window (PM> Maintenance> Task).
  • The Task Code field will only be enabled if the Project Management module is set up to interface with the Payroll module (PR> Utilities> Setup> General tab> Enable Project Management Interface toggle).
• The Salary Level field is a user-defined reference field. The value in this field does not affect any payroll calculations.
• The Last COLA field will display the date the last time the employee was processed in a Human Resources module COLA batch. The COLA process is used to implement a cost of living hourly wage/ salary increase to the employees that belong to a specific grade and step.
  • The value in this field will display on the Employee COLA Proof List in the COLA process.
• Check the Prorate Accruals toggle to prorate the accruals on timecards based on the full time hours on the employee record. For example, if an employee generally works 80 hours per pay period and accrues 2 hours of sick time each pay period, if the employee works 40 hours during a pay period, they will only accrue 1 hour of sick time.
  • The system will use the Hours Per Year and the Pay Periods Per Year fields to determine what the full time hours are to be used in the calculation for prorating accruals. The formula used is: Hours Per Year / Pay Periods Per year = Full Time hours
  • The accruals will be prorated by the employees’ time card hours in proportion to the Full Time hours amount.
• The Revisions data grid is used to enter the hourly rate/salary information on the employee, and attach a grade/step. This information can be added to the employee as a new revision, or you can modify an existing revision.
  • Creating a revision each time the financial information on the employee record is modified allows you to maintain a record of changes. Revisions also allow you to set an effective date of the changes. For example, if the hourly rate of an employee should increase after the current pay period, you can create a new revision with the higher hourly rate and set the effective date to after the current pay period. The new revision will take effect after the effective date.
• Click ADD to add a new revision. This will add a new revision line below existing revisions lines. Click on the new line to expand the Edit Revision section.
• The Revision field will populate with the revision number. You cannot modify the value in this field. The revision number will be assigned as new revisions are created.
  • The pay settings will prorate on a payroll check if the effective date of a pay settings revision occurs during a pay period. For example, if an employee moved into a new position halfway through a pay period, the new pay settings will become active the day the employee moves into the new position.
  • When you create a new pay revision, you should also create a new default time card on the Timecards tab. Default time cards are set up by pay setting revision, so each time you create a new pay setting revision, you should also create a new default time card.
• The Effective Date field is used to set the date the revision will take effect. This field will default to the current date when you create a new revision.
• The Grade and Step fields are used to attach a grade and step to the employee record. The hourly wage or salary amount attached to the grade or step will populate on the employee record when a step is selected. If you do not use the Human Resources module, you will not add a Grade and Step value.
  • Click the Step field search button to select a step amount from a list (click the Expand button next to a grade and select a step amount). The Grade field will populate with the grade attached to the selected step. Only step amounts with a revision date that is less than or equal to the effective date on the pay revision will display in the window used to select the step. This means you can select a grade in the Grade field, but when you open the Step field the desired step may not appear. Increase the value in the Effective Date field on the employee record or decrease the effective date on the step amount using the Grade Maintenance window (HR> Maintenance> Grade/Step> Open a grade> Effective Date field)  if you would like it to display.
    • For example, if you have a pay setting with an effective date of 01/01/2020, you cannot attach a step revision with an effective date of 01/01/2023. You will have to create a new pay settings revision with an effective date that is either equal to or greater than the effective date on the new grade/step revision.
  • Grades and steps are used to categorize and control the hourly wages or annual salaries of employees. For example, you can create a grade titled Police Officer and set up the various Police Officer salaries as step amounts (step 1 - $45,000 to $55,000, step 2 - $56,750, $68,000, etc.). When you hire a new police officer, attach the Police Officer grade and a step value to the employee. The salary level of the new employee will be restricted to the salary range set up on the step amount on the grade. When you would like to implement a cost of living increase on police officer salaries, run the COLA process (HR> COLA). This will increase the step amounts attached to the Police Officer grade by a user-defined percentage, and increase the employee salaries attached to that grade.
  • Grades are created and maintained using the Grade Maintenance window (HR> Maintenance> Grade).
  • Steps are created and maintained using the Step Maintenance window (HR> Maintenance> Step).
• The Periods Per Year field is used to set the number of pay periods in a year. This field will populate based on the pay schedule selected in the Pay Schedule field.
  • The Periods Per Year field is used when calculating the taxes that need to be deducted from an employee paycheck.
• The Hours Per Year field is used to enter the number in a year. For example, enter 2080 if there are 2080 work hours in the year.
• The Hourly Rate field is used to set the hourly rate of the employee. If the employee is salaried, leave this field blank and click the Salary icon to calculate the hourly rate based on the Salary and Hours Per Year field (yearly salary/hours per year).
  • If you attached an hourly grade and step in the Grade and Step field, the hourly rate will populate based on the selected step amount.
  • The value in this field will be rounded based on the selection in the Human Resources module Setup window (HR> Utilities> Setup> Round Hourly Rates field).
• The Salary Per Period field is used to enter the salary per pay period of the employee. Leave this field blank if the employee is an hourly employee and click the Salary icon at the top of the window to calculate the salary based on the hourly rate and hours per pay period.
  • The value in the Salary Per Period field will be rounded based on the selection in the Human Resources module Setup window (HR> Utilities> Setup> Round Salaries field).

6     The Timecards tab is used to add default time card line items to the employee record.

• Default timecard line items are used to create payroll checks in the Computer Checks process.
• Timecard revisions apply differently based on how time cards are generated in the Computer Checks process.
  • If paychecks are generated based on default time cards, the time card with an effective date that is less than the period end date will be used to generate the paychecks.
  • If you are manually entering timecard line items into a Computer Checks batch, the time card date on the batch (PR> Computer Checks> Generate) will be used to determine which default time card will be used.
• The Timecards tab is read-only. Full timecard functionality will be released in an upcoming Cirrus service pack.
• Select a default time card revision and then add time card line items to the revision in the Timecards section. When you add a line item to the Timecards section, use the Details section to enter the information on each line item.
• The Revision drop-down menu is used to select which pay setting you would like the default time card line items to apply to. Default time cards are associated with pay revisions created on the Financial tab of the Employee Maintenance window. Each time a new pay revision is created, you will have to create a new default time card to reflect the new pay settings. Select the pay setting revision you would like to generate the default time card for in the Revision drop-down menu.
• The Effective Date field will display the effective date of the pay setting revision selected in the Revision drop-down menu.
• After you have selected the default time card, the Timecards section will populate with the time card line items attached to the selected revision. Highlight a time card line item and the fields in the Details section will populate with the information attached to the selected time card line item.
• Press INSERT or click the Create icon   to add a time card line item. This will add a line item to the Timecards section and enable the fields in the Details section.
• The Pay Code field is used to attach a pay code to the time card line item.
  • The pay code attached to the line item will determine the gross pay affected by the time card line item. For example, if the Federal, State, and FICA toggles are checked on the Pay Code Maintenance window (PR> Maintenance> Pay Code) of the selected pay code, the gross federal, gross state, and gross FICA wages will be increased by the time card line item.
• The Sequence field is used to reorder the pay codes in the Timecards grid above. Change the sequence number to move the timecard line items up or down.
  • The order of the pay codes will determine which pay codes are applied to regular hours and which pay codes are applied to overtime hours.
    • For example, if an employee worked four hours on pay code A (sequence 1), six hours on pay code B (sequence 2) and one hour on pay code C (sequence 3), all four hours of pay code A would apply to regular pay, four hours of pay code B would apply to regular pay, two hours of pay code B would apply to overtime pay and one hour of pay code C would apply to overtime pay.
  • Each pay code must have a unique sequence number.
• The Rate Code field is used to attach a rate code to the time card line item. This field is not required. Enter a rate code or click the field search button   to select a rate code from a list.
  • Rate codes allow you to assign different hourly rates to employees depending on the work they are performing. This allows you to set standard pay amounts for pay that is not related to the hourly pay rate attached to each employee record. The hourly rate attached to the rate code will override the hourly rate on the employee record. For example, if the hourly rate on the employee record is $15.75 and the hourly rate on the rate code is $18.00, the hourly rate of $18.00 will be used on the time card line item.
  • If there is a rate multiplier attached to the pay code selected in the Pay Code field (PR> Maintenance> Pay Code> Rate Multiplier field), the hourly rate on the rate code will be multiplied by the rate multiplier on the pay code. For example, if you have a pay code for overtime pay that has a rate multiplier of 1.50 and the hourly rate on the rate code is $18.00, the rate multiplier on the pay code will be applied and the employee will be paid $27.00 (18*1.5=$27.00) a hour on the time card line item. This applies even if the employee is attached to the rate code with a specific hourly amount. The hourly rate on the rate code set up specifically for the employee will be applied to the rate multiplier on the pay code. For example, if the employee is attached to the rate code with an hourly rate of $10.00, the rate code will be applied and the time card line item rate will be $15.00 (10*1.5=$15.00).
  • Rate codes are created and maintained using the Rate Code Maintenance window (PR> Maintenance> Rate Code).
• The Shift Code field is used to attach premium codes that are set up as shift codes to the time card line item. Enter a premium code or click the field search button   to select one from a list.
  • Shift codes can act as a multiplier on a pay code. For example, if the graveyard shift makes an extra $.50 an hour, you can create a shift code to add the $.50 an hour to the regular pay code. You can then attach the shift code to the time card line item.
  • Premiums are created and maintained using the Premium Maintenance window (PR> Maintenance> Premiums). Premiums are set up as shift codes by checking the Shift toggle (PR> Maintenance> Premiums> Shift toggle). Only premiums that are set up as shift codes can be attached to a time card line item.
• The Hours field is used to enter the number of hours on the time card line item. For example, if the employee is paid bi-weekly, you may enter 80 in this field.
• The Hourly Rate field will populate based on the selections in the previous fields, but the value in this field can be modified if it does not apply.
  • The Hourly Rate field will start as the hourly rate attached to the employee record on the Financial tab (PR> Maintenance> Employee> Financial tab> Hourly Rate field). If there are multiple pay revisions on the employee record, the revision with the most recent effective date that is equal to or less than the current date will be applied.
  • If there is a rate multiplier on the pay code (PR> Maintenance> Pay Code> Rate Multiplier field), the hourly rate on the employee record will be multiplied by the rate multiplier. For example, if the hourly rate of the employee is $15 an hour and the rate multiplier is 1.5, the hourly rate will be $22.50 (15*1.5=22.50).
  • If there is a rate code attached to the time card line item, the hourly rate attached to the rate code will override the hourly rate on the employee record. If there is a rate multiplier on the pay code, the hourly rate on the rate code will be multiplied by the rate multiplier.
  • If there is a shift code attached to the time card line item, the premium will be added to the hourly rate and will display as a separate line item on the check.
• The Base Amount field is the total amount of the time card line item and is calculated based on the entries in the previous fields.
• The Account field is used to attach a GL account to the time card line item. You can enter a value in this field or leave it blank. If you leave the field blank, the debit account used in the journal entry to record the payroll will be pulled from the employee distribution set up on the Distribution tab of the Employee Maintenance window.
  • If you enter a GL account in this field, the GL account will be the expense account debited for the time card line item amount. For example, if the time card line item totals $450.00, the GL account in this field will be debited $450.00. You can view the journal entry created by a time card line item using the GL Distribution Report when you are generating payroll checks (PR> Computer Checks> GL Distribution).
    • If the GL account attached to the default time card line item is project driven, the default time card line item must also have a Project Management module task and type code selected in the PM Task Code and PM Type Code fields.
    • General ledger accounts are set up as project driven by checking the Account is Project Driven toggle on the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab).
  • The selection in the Deduction and benefits follow task toggle on the Setup window (PR> Utilities> Setup> Deductions tab) affects the journal entry created by the Computer Checks process when a time card line item is attached to a Project Management module task code.
    • When a Project Management module task code is attached to a time card line item, the GL account on the time card line item will override the debit GL account on the benefit and will be used on the journal entry to record the benefit. The debit GL account on the time card line item will also be used to record the deduction.
    • If  the Deduction and benefits follow task toggle is not checked and there is a GL account attached to the time card line item, the debit account attached to benefits will be pulled from the benefit record (PR> Maintenance> Deduction/Benefit> Open the benefit> Accounts tab> Debit Account field). The debit account to record the deductions will still be pulled from the GL account attached to the time card line item.
• The Workers' Compensation code is used to enter the workers' compensation code on the time card line item. This field will default to the workers' compensation code entered on the employee record (Financial tab> Workers' Compensation Code field).
  • If the Use Default Work Comp Code for Salaried Employees toggle is checked on the Setup window (PR> Utilities> Setup> General tab), the workers’ compensation calculation will be based on the default workers' compensation code attached to the employee record (Financial tab) rather than the workers' compensation code or rate code attached to the employee timecard. This option can create workers' compensation premiums that are unacceptable or inappropriate for state reporting.
• The Task Code and Type Code fields are used to add Project Management module information to the timecard line item. For example, if the time on the timecard line item was spent working on a PM module task, attach a PM module task and type code to the line item. These fields will only be enabled if the Payroll module is set up to interface with the Project Management module (PR> Utilities> Setup> General tab> Enable Project Management interface toggle).
• Check the time card cycles that apply to the default time card line item.
  • Time card cycles allow you to add multiple default time card line items to the employee record, but apply only certain line items to a Computer Checks batch when payroll is generated.
  • You can add the time card line item to as many time card cycles as you would like. For example, you can check all of the Cycle toggles if the default time card line item should apply to all pay schedules.
  • Deductions and benefits are attached to employee records using deduction/benefit cycles, which are not the same as time card cycles. Deduction/benefit cycles are set up separately on the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule> Deduction Cycle column).

7     The Web Timesheets tab is used to associate web timesheets with the employee.

• Web timesheets are used by employees to enter hours worked through the Employee Self Service (ESS) online application.
  • This tab will only be enabled if the ESS online application is installed in your Springbrook database.
• Click ADD to add a web timesheet to the employee. This will open the Web Timesheets Maintenance window.
  • The Web Timesheets Maintenance window can also be accessed from the PR maintenance menu (PR> Maintenance> Web Timesheet).
  • Select a web timesheet and click the Select button.

8     The Taxes tab is used to modify the tax information attached to an employee record.

• When you attach a tax status to an employee record, you should also attach that deduction to the employee record. For example, if you enter S in the Federal Status field to set up an employee as single on federal taxes, you should also attach the federal tax deduction (FED) to the Deductions tab of the employee record so that federal taxes are deducted from the employee's paycheck.
• The EIC Status field is used to track the marriage status of an employee for the Earned Income Credit.
• The Federal Status field is used to select the federal tax status of the employee. Click the Federal Status field search button   to select a federal status from a list. This will open the Federal Status Selection window. The Federal Status Selection window will display all of the tax line items associated with the FED tax code.
  • If there is a FED deduction attached to the employee record on the Deductions tab, you must select a status in the Federal Status field for the federal withholdings to calculate correctly. The federal status determines which line item on the tax table should be used to calculate the federal withholdings.
• The Federal Dependents field is used to enter the number of dependents for federal taxes.
  • If the Multiply standard deduction toggle is checked on the tab table record that matches the federal status of the employee, the value in this field will be multiplied by the standard deduction. For example, if the employee is married and the Multiply standard deduction toggle is checked on the tax table record for federal taxes with a married status, the number of dependents will be multiplied by the standard deduction when calculating the federal tax deduction on the employee's paycheck.
  • If the Multiply standard deduction toggle is not checked on the tax table record that applies to the employee record, the value in this field will have no effect on the federal tax deducted from the employee's paycheck.
• The Federal Extra $ field is used to add an extra federal withholding amount.
• The Dependent Dollar Amount, Other Income, Deductions, and Extra Withholding fields, as well as the Multiple Jobs toggle, are all related to new W4 calculations. You must check the Use Updated W4 Calculations toggle to enable these fields. This will disable the Federal Dependents and Federal Extra $ fields above.
  • If the Federal Extra $ field has a specified value, that value will be reset to zero and the value previously specified in the Federal Extra $ field will be populated in the Extra Withholding field below when this toggle is checked. If the toggle is then unchecked, the Extra Withholding field will be reset to zero and the Federal Extra $ field will repopulate with the specified value.
• The Dependent Dollar Amount field is used to record the amount in Step 3, box 3 of the W-4 form.
  • Per IRS instructions, the amount in this box does not necessarily add up to the amounts in the fields within Step 3.
  • Employees should be required to enter a value in this field.
• The Other Income field is used to record the amount in Step 4, box 4(a) of the W-4 form.
  • This amount will be added to the annualized taxable wages before tax is calculated.
  • This is expected to be an annual income increase.
• The Deductions field is used to record the amount in Step 4, box 4(b) of the W-4 form.
  • This amount will be subtracted from the annualized taxable wages before the tax is calculated.
  • This is expected to be an annual amount.
• The Extra Withholding field is used to record the amount in Step 4, box 4(c) of the W-4 form.
  • This amount will be added to the per pay period calculated tax amount.
  • This field works exactly like the Federal Extra $ amount in the 2019 calculations.
• The Multiple Jobs toggle will be toggled if the employee checked the box in Step 2: Account for Multiple Jobs on the W-4.
  • If checked this will subtract a set amount called Standard Deduction on the Tax Table from the annualized wages.
  • Any amounts in Other income and Deductions will also be included in the calculation.
  • If this toggle is NOT checked on the employee the Standard Deduction will NOT be included in the calculation even if it is filled out on the tax table.
• As mentioned above, the Use Updated W4 Calculations toggle must be checked in order to enable the updated W4 calculation fields.
  • This toggle will be automatically checked on all new employee records.
• The State Status field is used to select the state tax status of the employee. Click the State Status field search button   to select a status from a list. This will open the State Status Selection window. The State Status Selection window will display all of the tax line items associated with the STATE tax code.
  • If there is a STATE deduction attached to the employee record on the Deductions tab, you must select a status in the State Status field for the state withholdings to calculate correctly. The state status determines which line item on the tax table should be used to calculate the federal withholdings.
• The State Dependents field is used to enter the number of dependents for state taxes.
• The State Extra $ field is used to add an extra state withholding amount.
• The State Additional Allowances field is used to add additional allowances to the employee record.
• The Regional Status field is used to select the regional tax status of the employee. Click the Regional Status field search button to select a status from a list. This will open the Regional Status Selection window. The Regional Status Selection window will display all of the tax line items associated with the REGION tax code.
• The Regional Dependents field is used to enter the number of dependents for region taxes.
• The Extra Regional $ field is used to add an extra region withholding amount.
• The Regional Additional Allowances field is used to add additional allowances to the employee record.
• The Other Status field is used to select the other tax status of the employee. Click the Other Status field search button to select a status from a list. This will open the Other Status Selection window. The Other Status Selection window will display all of the tax line items associated with the OTHER tax code.
• The Other Dependents field is used to enter the number of dependents for other taxes.
• The Extra Other $ field is used to add an extra other withholding amount.
• The Other Additional Allowances field is used to add additional allowances to the employee record.

9     The Retirement tab is used to configure the retirement options attached to an employee.

• Public Employees’ Retirement System (PERS) is the general title for all state sponsored retirement programs.
• The codes, reporting groups, types, and plan codes are state specific and user defined.
  • Some states selected in the Retirement State field will enable additional retirement data fields to the right.
• While these fields are not mandatory, it is important to complete the necessary fields for your state to ensure accurate reporting.

10     The Deductions tab is used to edit and display all of the deduction codes attached to an employee.

• Benefits are attached to the employee record using the Benefits tab.
• Select a deduction in the data grid and the Distribution section below will expand and populate with the information attached to the selected deduction.
• Select a deduction and click DELETE to remove a deduction from the employee record. You cannot delete a deduction that is attached to payroll history line items on the employee record.
  • If the deduction should no longer remove funds from the paycheck, enter a value in the Stop Date field or change the deduction to a suspended status.
• Click ADD to add a new deduction to the employee record. This will open the Deduction/Benefit Selection window to select the deduction you would like to add to the employee record.
• The window will only display deductions. If you would like to attach a benefit to the employee record, use the Benefit tab.
  • By default the Deduction/Benefit Selection window will only display active status deductions. Change the selection in the Status drop-down menu if you would like to attach an inactive deduction to the employee record.
  • Deductions are set up as active by checking the Active toggle on the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit).
• The Code field will display the deduction code of the deduction attached to the employee record. This field will not be enabled.
• The Status field is used to set the status of the deduction.
  • Select Active if the deduction should be active on the employee record.
  • Select Suspended if you would like to disable the deduction. Deductions with a suspended status will not affect payroll checks. Suspended status deductions with a zero dollar balance will not display on paychecks unless the Show Inactive Deductions and Benefits toggle is checked and the Long Check Stub Check Type option is selected on the PR Setup window (PR> Utilities> Setup> Checks tab).
  • Select One-Time Activate if the deduction should be used once. Deductions with a One-Time status will be included in a Computer Checks batch (PR> Computer Checks), but once the check is committed the deduction will change to a suspended status.
  • Select One-Time Suspend if the deduction should be suspended the next time the employee is committed in a Computer Checks batch.
    • When a deduction is set up as One-Time Suspend, it cannot be attached to paychecks generated in the Manual Checks process (PR> Manual Checks). The deduction can be attached to a manual check once the deduction has changed to an active status.
• The Reference field is an optional field and can be up to 20 alphanumeric characters.
  • The deduction reference number displays on the Deduction Register Report (PR> Reports> Deduction Register).
• The Bank Code field is used to associate the deduction with a bank code.
  • The Routing Number field will populate with the routing number associated with the selected bank code.
  • The Direct Deposit field is used to enter the bank account number of the employee if the deduction is used as a direct deposit deduction.
  • Banks are created and maintained using the Bank Maintenance window (SS> Maintenance> Bank).
• The Account Type field only applies to direct deposit deductions. The selection in this field will not affect deductions that are not direct deposit deductions.
• The Cycle toggles are used to select which deduction cycles the deduction will be included in.
  • Deduction cycles allow you to add multiple deductions to the employee record, but apply only certain deductions to a Computer Checks batch when payroll is generated.
  • You can add the deduction to as many deduction cycles as you would like. For example, you can check all of the Cycle toggles if the deduction should apply to all pay schedules.
  • Default time card line items are attached to employee records using time card cycles, which are not the same as deduction cycles. Time card cycles are set up separately on the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule> Time Card Cycle column).
• The Revision section will display the revision details for the selected deduction code.
• The Revision field will display the revision number of the selected deduction code revision. New revisions can be created by clicking ADD REVISION.
  • This will create a new revision sub-tab one number greater than the most recent revision.
  • Click DELETE to delete the current revision.
• The Effective Date field is used to enter the date the deduction should begin. When a payroll check is generated, the deduction will be included on the check if the effective date on the deduction is less than the period end date on the payroll checks being processed.
  • The Effective Date field will default to the Hire Date or the Current Date based on the selection in the Default Start Date drop-down menu on the Setup window (PR> Utilities> Setup> Deductions tab).
  • The period end date of a payroll check batch is set up during the Generate step (PR> Computer Checks> Generate> Period End Date field).
• The Step field is used to select the step amount from the deduction record that should be applied to the employee record.
• Click the Step field search button   to select a step from a list. All of the deduction revisions attached to the deduction will display in the window. Select a deduction revision and then a step amount.
  • Steps are created on a deduction using the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit> Open a deduction> Calculation sub-tab> Revision Steps section).
  • If a step amount does not apply to the employee record, enter a value in the Amount field to manually enter a deduction amount.
• The Amount field is used to set an amount on the employee record. If you do not select a step amount in the Step field, you must enter a value in this field.
• The Stop Date field is used to enter the date the deduction should end. When a payroll check is generated, the deduction will be excluded from the check if the end date of the deduction is less than the period begin date of the payroll checks being processed.
  • The period begin date of a payroll check batch is set up during the Generate step (PR> Computer Checks> Generate> Period Begin Date field).
  • Leave this field blank if the benefit does not have an end date.
• Enter an Annual Max to cap the deduction total during a calendar year.
  • The annual maximum entered on the employee record will overwrite the maximum entered in the deduction record when payroll checks are generated (PR> Maintenance> Deduction/Benefit> Open a deduction> Calculate tab> Annual Max field).
• Enter a Lifetime Max to cap the deduction total over the employment of an employee.
  • The lifetime maximum entered on the employee record will overwrite the maximum entered in the deduction record when payroll checks are generated (PR> Maintenance> Deduction/Benefit> Open a deduction> Calculate tab> Lifetime Max field).
• If additional money needs to be withheld and a Lifetime Max is used those dollars must be added to the total already taken.
• The Waived field is used to waive a deduction.
  • Highlight a deduction in the data grid above and select Yes from the Waived drop-down menu. The selected deduction will now be removed from any payroll calculations for the employee.
  • The Reason field is used to provide the reason that the deduction was waived. This field is limited to 32 characters.
• The Annual Start and Lifetime Start fields are used to specify start months and years used when calculating the Annual Maximum and Lifetime Maximum values entered above.
  • When calculating limits with the Annual Start date, any batch entries that fall after the specified month in the same year or before the specified month in the next year will be included in the calculation.
  • When calculating limits with the Lifetime Start date, any batch entries that fall after the specified batch month and year will be included in the calculation.
  • The system will first check the individual employee record (PR> Maintenance> Employee> Deductions or Benefits tabs), as described here, to determine the Annual Start and Lifetime Start dates. If the dates are not specified on the employee record, the system will then check the individual deduction or benefit (PR> Maintenance> Deduction/Benefit> Calculation tab). If the dates are not specified on the employee record or the specific deduction/benefit:
    • The Annual Start field will default to January.
    • The Lifetime Start month field will also default to January.
    • The Lifetime Start year field will default to year "0". This means the deduction/benefit start date, with respect to lifetime limits, will coincide with the hire date for the relevant employees.
  • NOTE: If these dates ARE set, any batch with the year set to "9999" will be excluded in order to allow for imported batch history. If these dates ARE NOT set, any batch with the year set to "9999" will be included.

11     The Benefits tab is used to attach benefits to the employee record.

• The upper section of the window displays the benefits attached to the employee record. Select a benefit and the Benefits section below will populate with the information attached to the selected benefit.
• Select a benefit and click DELETE to delete the selected benefit. You cannot delete a benefit that is attached to employee history records.
• Click ADD to add a new benefit to the employee record. This will open the Deduction/Benefit Selection window to select the benefit you would like to add to the employee record.
• The window will only display benefits. If you would like to attach a deduction to the employee record, use the Deduction tab.
  • By default the Deduction/Benefit Selection window will only display active status benefits. Change the selection in the Status drop-down menu if you would like to attach inactive benefits to the employee record.
  • Benefits are set up as active by checking the Active toggle on the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit).
• The Code field is displays the benefit code. This field will not be enabled.
• The Status field is used to set up the status of the benefit. Benefits that are set up as inactive will not affect the payroll checks generated on the employee record.
• The Reference field is an optional field and can be up to 20 alphanumeric characters.
• The Bank Code field is used to associate the deduction with a bank code.
  • The Routing Number field will populate with the routing number associated with the selected bank code.
  • The Direct Deposit field is used to enter the bank account number of the employee if the deduction is used as a direct deposit deduction.
  • Banks are created and maintained using the Bank Maintenance window (SS> Maintenance> Bank).
• The Account Type field only applies to direct deposit deductions. The selection in this field will not affect benefits.
• The Cycle toggles are used to set up which deduction cycles the benefit will be included in.
  • Deduction cycles allow you to add multiple benefits to the employee record, but apply only certain benefits to a Computer Checks batch when payroll is generated.
  • You can add the benefit to as many deduction cycles as you would like. For example, you can check all of the Cycle toggles if the benefit should apply to all pay schedules.
  • Default time card line items are attached to employee records using time card cycles, which are not the same as deduction cycles. Time card cycles are set up separately on the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule> Time Card Cycle column).
• The Debit Account field is used to attach a GL account to the benefit that will be debited when payroll checks are generated for the benefit amount. The GL account entered in this field will override the GL account attached to the accrual record (PR> Maintenance> Deductions/Benefits> Open a benefit> Account tab> Debit Account section).
• The Revision tab will display the revision details for the selected benefit code.
• The Revision field will display the revision number of the selected benefit code revision. New revisions can be created by clicking ADD REVISION.
  • This will create a new revision sub-tab one number greater than the most recent revision.
  • Click DELETE to delete the current revision.
• The Effective Date field is used to enter the date the benefit should begin. When a payroll check is generated, the benefit will be included on the check if the start date of the benefit is less than the period end date on the payroll checks being processed.
  • The period end date of a payroll check batch is set up during the Generate step (PR> Computer Checks> Generate> Period End Date field).
• The Step field is used to select the step amount from the benefit record that should be applied to the employee record.
  • Steps are created on a benefit using the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit> Open a benefit> Calculation sub-tab> Revision Steps section).
• The Amount field is used to set an amount on the employee record that will override the step amount on the benefit record.
• The Stop Date field is used to enter the date the benefit should end. When a payroll check is generated, the benefit will be excluded from the check if the end date of the benefit is less than the period end date of the payroll checks being processed.
  • The period end date of a payroll check batch is set up during the Generate step (PR> Computer Checks> Generate> Period End Date field).
  • Leave this field blank if the benefit does not have an end date.
• The Annual Maximum field is used to enter an annual max on the employee record. If you enter a value in this field, this will override the annual max set up on the benefit record (PR> Maintenance> Deduction/Benefit> Select a benefit> Calculation sub-tab Revisions section> Annual Max field).
• The Lifetime Maximum field is use to enter a lifetime max on the employee record. If you enter a value in this field, this will override the lifetime max set up on the benefit record (PR> Maintenance> Deduction/Benefit> Select a benefit> Calculation sub-tab Revisions section> Lifetime Max field).
• The Waived field is used to waive a benefit.
  • Highlight a benefit in the data grid above and select Yes from the Waived drop-down menu. The selected benefit will now be removed from any payroll calculations for the employee.
  • The Reason field is used to provide the reason that the benefit was waived. This field is limited to 32 characters.
• The Annual Start and Lifetime Start fields are used to specify start months and years used when calculating the Annual Maximum and Lifetime Maximum values entered above.
  • When calculating limits with the Annual Start date, any batch entries that fall after the specified month in the same year or before the specified month in the next year will be included in the calculation.
  • When calculating limits with the Lifetime Start date, any batch entries that fall after the specified batch month and year will be included in the calculation.
  • The system will first check the individual employee record (PR> Maintenance> Employee> Deductions or Benefits tabs), as described here, to determine the Annual Start and Lifetime Start dates. If the dates are not specified on the employee record, the system will then check the individual deduction or benefit (PR> Maintenance> Deduction/Benefit> Calculation tab). If the dates are not specified on the employee record or the specific deduction/benefit:
    • The Annual Start field will default to January.
    • The Lifetime Start month field will also default to January.
    • The Lifetime Start year field will default to year "0". This means the deduction/benefit start date, with respect to lifetime limits, will coincide with the hire date for the relevant employees.
  • NOTE: If these dates ARE set, any batch with the year set to "9999" will be excluded in order to allow for imported batch history. If these dates ARE NOT set, any batch with the year set to "9999" will be included.

12     The Distribution tab is used to maintain the general ledger accounts that will be debited when payroll checks are processed on the employee (PR> Computer Checks).

• The GL accounts attached to the employee record will be debited when payroll checks are processed. If there is a GL account attached to the timecard line item, the GL account on the line item will be debited instead of the GL accounts set up on this tab. For example, if you attach a GL account to a pay code and the pay code is used on a timecard line item, the GL account on the pay code will override the GL account on this tab.
  •  GL accounts are attached to pay codes using the Pay Code Maintenance window (PR> Maintenance> Pay Code).
  • GL accounts can also be attached to rate codes (PR> Maintenance> Rate Code) using the Rate Code Maintenance window. The GL account on a rate code will override the GL account on the Distribution tab, and the pay code.
  • A GL account can also be manually attached to a timecard line item when paychecks are generated in the Computer Checks process (PR> Computer Checks> Timecards). The GL account on the timecard will override the GL account on the Distribution tab.
• Select a GL account on the Distribution tab and click DELETE to remove the GL distribution line item from the employee record.
• Click ADD to add a GL distribution line item to the employee record. This will add a line item to the window and enable the fields in the Distribution section below.
• Click the Account field search button to open the Chart of Accounts Selection Window to select the GL account you would like to add to the distribution.
• Enter the distribution percentage amount in the Percentage field. The GL distribution line items on the employee record must total 100%.
• Use the Task Code and Type Code fields to associate PM Task and Type Codes with the distribution.

13     The Accruals tab is used to add and maintain accrual codes to an employee, and view the accrual balances.

• Only the accruals attached to the employee record using the Accruals tab will appear on the employee’s check stub.  Up to seven active accruals will appear on an employee’s check, but you can attach more than seven active accruals to the employee record. Only the first seven will print on the check stub, but all active accruals will continue to accrue hours.
• The Accruals tab has two sub-tabs: Details and Accrual History.
  • The Details sub-tab displays the detail information attached to the accrual highlighted in the upper portion of the window.
  • The Accrual History sub-tab displays the history of the accrual highlighted in the upper portion of the Accruals tab.
• Select an accrual code and the Edit section below the data grid will populate with the accrual code details.
• Select an accrual code and click DELETE to delete the selected accrual. If the employee has a timecard in an open Computer Checks batch, this will generate an error window in the Timecard Maintenance window (PR> Computer Checks> Timecards) because the accrual calculated on the paycheck does not have a matching accrual on the employee record.
• Click ADD to add a new accrual to an employee. This will open the Accrual Selection window.
  • Select an accrual code and click the Select button to add that accrual code to the employee.
• The Accrual Code field is read-only and determined by the accrual code selected. The accrual code determines the rate which the accrual will accrue.
  • Accrual codes are created and maintained using the Accrual Code Maintenance window (PR> Maintenance> Accrual Code).
• The Accrual Type field is used to attach an accrual type to the employee record. The accrual type determines if the accrual will display on the check, and is the title of the accrual that will display on the paycheck and on Payroll module reports.
  • Click the Accrual Type field search button to select an accrual type from a list.
  • Accrual types are created and maintained using the Accrual Type Maintenance window (PR> Maintenance> Accrual Type).
  • The accrual type determines if the accrual will display on the check. When you are selecting an accrual type, make sure the accrual type is set up to display on the check.
  • An employee can have only one accrual code of each accrual type. Even if an accrual is inactive, the accrual type cannot be assigned to another accrual.
• The Status field is used to select the status of the accrual. Hours will only accrue on accruals that are set up as active. Inactive accruals will still display on the check, but they will not accrue hours.
• Enter a description of the accrual in the Description field. The description will only display on the accrual record on this tab. The accrual description will not display on checks or reports.
• The Web Pay Code field is used to specify a pay code that will override the default pay code used when an employee submits a time off request through the Employee Self Service (ESS) online application.
  • The default ESS time off request pay code is set up on the Employee Self Service Setup window (SS> Web Application Setup> Employee Self Service> Accrual Types tab).
• The Period Cap Source and Annual Cap Source drop-down menus are used to specify which cap will be applied to the accrual code.
  • Select Use Master to use the cap specified on the selected accrual code.
  • Select Use Employee to change the cap figure for the current employee. This will only affect the current employee and will not change the cap set up on the accrual code.
  • Select Suspend Capping to turn off the cap amount on the accrual code and the employee. This will only affect the current employee and will not accrual code record.
• If you select Use Employee in the Period Cap Source or Annual Cap Source fields, the Period Cap or Annual Cap fields will be enabled. Use these fields to specify the cap amount.
  • Enter a debit account and credit account in the Debit Account and Credit Account fields if the Payroll module is set up to expense accruals as they are accrued rather than used. The GL accounts entered in these fields will override the GL accounts attached to the accrual code (PR> Maintenance> Accrual> Debit Account and Credit Account fields).
• The Payroll module is set up to expense accruals as they are earned by checking the Use general ledger distribution of accruals toggle on the Setup window (PR> Utilities> Setup> Accruals tab).
• GL Accounts are created and modified using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts).
• Open the Accrual History sub-tab.
• The Accrual History sub-tab will display the accruals that have been calculated on both committed and uncommitted paychecks. For example, if there is a paycheck for the employee in an open Computer Checks batch, the accruals calculated on that paycheck will display on the tab.
• You can export the information on the Accrual History sub-tab by click the Ellipsis button   and selecting Excel Export.
• The Date column displays the period end date of the Computer Checks or Manual Checks batch that was used to generate the accrual.
  • The period end date of a Computer Checks batch is set during the Generate step (PR> Computer Checks> Generate> Period End Date field). This field will default to the period end date set up on the pay schedule period that is being processed in the batch. A period end date is attached to a pay schedule period using the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule).
• The Sequence column displays the sequence in which the selected accrual was accrued in the event that more than one accrual-affecting check was generated for the employee during the same pay period.
• The Hours Accrued column displays the accrual hours calculated on the paycheck based on the accruals attached to the employee record. Accruals hours that were manually added to the paycheck and accrual hours used during the pay period will not be included in this column.
• The Additional Hours column displays the hours that were manually added to the paycheck when the timecard was created.
  • You can manually add hours to an employee paycheck during the Computer Checks process using the Timecard Maintenance window (PR> Computer Checks> Timecards> Select an employee on the Selection tab> Open the Accruals sub-tab> Additional column).
• The Hours Used column displays the accrual hours that have been used during the paycheck. For example, if an employee used 8 hours of sick time during the pay period, the Hours Used column will display an 8.
  • The pay code attached to a timecard line item determines if accrual hours will be reduced. Pay codes are set up to reduce accrual hours using the Pay Code Maintenance window (PR> Maintenance> Pay Code> Select Accrual in the Pay Type drop-down menu> Select the accrual to reduce in the Accrual drop-down menu).
• The Ending Balance column displays the ending balance of the accrual. This is calculated using the following formula: Beginning Balance + Hours Accrued + Additional Hours - Hours Used.

14     The Premiums tab is used to attach a premium to an employee record.

• The premiums attached to an employee record will affect wages on a paycheck if the pay code on the time card line item is attached to the premium.
  • Premiums are created and maintained using the Premium Maintenance window (PR> Maintenance> Premium).
  • Level breaks can be set up on premiums so that you can calculate the amount of the premium based on the number of months an employee has been employed (the number of months an employee has been employed is calculated using the anniversary date). If the employee does not qualify for the premium (there aren’t any level breaks on the premium that apply to the employee), the premium will not be added to the employee’s paychecks. This means you can attach a premium to the employee record but it will not display on paychecks.
    • You can view the level breaks attached to a premium using the Premium Maintenance window (PR> Maintenance> Premiums> Levels section).
• When the employee is included in a Computer Checks batch, the Timecards step (PR> Computer Checks> Timecards> Select an employee> Expand a time card line item on the Timecards sub-tab) will display the premium pay on the generated timecard.

15     The Overtime tab determines the actual overtime rates an employee earns.

• The Overtime tab is used to add any periodic flat payments an employee receives into the FLSA regular rate calculation. This FLSA regular rate is then used to calculate an overtime rate that meets the Fair Labor Standards Act requirements.
• The Work Period field is used to associate the employee with an existing work period. This field will automatically populate with the work period specified on the PR Setup window (PR> Utilities> Setup> General tab> Default Work Period field).
  • Work periods are created and maintained on the Work Period Maintenance window (PR> Maintenance> Work Period).
  • You must specify a work period for the employee unless they are exempt and the FLSA Exempt toggle has been checked.
• Check the FLSA Exempt toggle if the employee should be exempt from overtime rules. This toggle is informational only. It is only meant to notify the user that the current employee is exempt and does not have any effect on system calculations.
• The FLSA Periodic Pay section is used to attach periodic pay codes to the employee. These periodic payments can then be annualized in order to calculate the FLSA regular rate.
• Click ADD to add a periodic pay code to the Overtime tab.
  • This will open the Pay Code Selection window. Highlight the desired pay code and click the Select button   to add the pay code to the Overtime tab.
  • Only pay codes set up as FLSA periodic flat amounts will be displayed (PR> Maintenance> Pay Code> Periodic Flat toggle, Payments Per Year field and either Include hours in FLSA rate or Include wages in FLSA rate toggles).
• The Rate Code column is used to select a rate code to attach to the periodic pay code.
  • The amount set up on the rate code will determine the amount paid out by the periodic pay code. This rate code can be edited on an employee by employee basis.
  • Rate codes are created and maintained on the Rate Code Maintenance window (PR> Maintenance> Rate Code).

16     The History tab displays a summary of the paychecks issued to an employee.

• The Filters section is used to filter the information that displays on the tab. This section will be applied to the information on the History and Taxable Wages sub-tabs.
• The History sub-tab displays payroll checks grouped by year and quarter.
• The Taxable Wages sub-tab displays yearly and quarterly taxable wages. The columns that display on the Taxable Wages sub-tab have the same headings as some of the columns on the History tab, but these columns display different information and will not match.
• The QTD and YTD FICA, MEDI, State Tax, and Federal Tax columns on the Taxable Wages sub-tab will display the taxable wages. The History tab will display the withholdings.
  • The pay code attached to the timecard line item used to generate the hours determines which gross amounts are affected by the pay.
• Enter a date in the Begin Date and End Date fields and select the type of date you would like to use to filter the information in the window in the Date To Use drop-down menu.
  • Select Batch if you would like to filter the checks that display in the History section by the batch month and batch year of the Computer Checks or Manual Checks batch used to create the checks. The batch month and batch year of a Computer Checks batch is set up when you create the batch in the New Batch window (PR> Computer Checks> Select New in the batch number drop-down menu).
  • Select Check if you would like to filter the checks that display in the History section by check date. The check date is set during the Calculate Payroll step of the Computer Checks process (PR> Computer Checks> Calculate Payroll).
  • Select Period if you would like to filter the checks that display in the History section by the period end date attached to the batch. The period end date of a batch is set up during the Generate step of the Computer Checks process.
• Check the Include uncommitted toggle if you would like to include payroll checks that are being processed in an open Computer Checks batch.
• Click the Refresh button   to filter the displayed checks.
• The History sub-tab displays the payroll checks grouped by payroll year, quarter, payroll check, and then check detail. The check detail will display all of the detail line items attached to the check, including the deductions and benefits. Click the Expand button to display another level of detail in the window.
  • If you would like to export the check information to an MS Excel spreadsheet, right click on the data in the grid and select Export grid contents to Excel from the menu that appears. This will create an MS Excel spreadsheet of all the information in the grid, including data that does not display because an Expand button has not been clicked.
• The Taxable Wages sub-tab displays the yearly and quarterly taxable wages.

17     The Miscellaneous tab is used to track user-defined information on the employee record.

• Miscellaneous field labels are set up using the Miscellaneous Field Labels window (SS> Utilities> Miscellaneous Field Labels).
• Click the Save button when complete.

18     Track any changes made to the employee record.

• Click the Audit Trail button at the top of each tab to open the Audit Trail window.
• Use the search criteria to sort the displayed audit history.
• The Audit Trail section will provide details about any changes made to an employee record including the date of the change, type of change made, user that made the change, and data table that was edited.