Open topic with navigation

Time Worked

This chapter contains the following topics:

Recording the Time Worked

Attendance Worksheet

Standard Payroll

Entering Time Worked

Printing Time Worked Edit List

Data Import

View Time History

Time Worked History Report

Recording the Time Worked

Use this selection to enter records of time worked by your employees. When you have finished entering time worked, use Calculate payroll to calculate the check amounts for each of your employees.

With this selection you can:

This optional feature is useful when pay is routinely distributed to G/L accounts and when overtime, special pay, and temporary deductions / earnings are not a consideration.

Even when such complications are present, it is often more efficient to first run all the employees through Standard payroll. You may use Enter to fine-tune the exceptions.

At this point you are ready to run Calculate Payroll and Checks.

Select Attendance worksheet from the Time worked menu.

Attendance Worksheet

The Payroll Attendance Worksheet lists employees, with a line next to each employee where you can note payroll information. This includes hours worked, temporary deductions and earnings, and details concerning G/L distributions.

New in v.12.08 is a feature which allows the user to generate an Excel template from PR that is pre-populated with all active employees, and, after entering the pay period hours, the hours can be directly imported through PR>Time Worked>Enter.

Printing the attendance worksheet is not a requirement, but some users find it convenient to print a worksheet each pay cycle. Now users have a choice to either manually hand-write the coming payroll data on the printed worksheet and use that as a guide when doing the Enter selection as before, or utilize the Excel template feature to import hours information.

Creating the Attendance Worksheet Excel File

In Payroll>>Attendance worksheet there is a new check box to Create Excel worksheet. The existing filters for pay frequency and Department are still used, as is the ordering. Options are by Employee name, Employee #, or Employee # within department.

When the new Excel file is created, you will be prompted for a save location. You will not be able to change the file name because it is used for the import process.

The new Excel file appears as below, with columns for Employee_ID, Last_Name, First_Name, Department, Regular_Hours, OT, Holiday, Sick, Vacation, Other, and Unpaid_Break.You cannot alter or remove any of the headers that will have data, but you may delete unused columns (such as the unpaid breaks) if you wish. You may add your own additional columns (for example, "Monday_Hours for your own internal usage. They will be ignored during the import process.

See Information on importing hours using this Excel file.

Graphical Mode

The following screen displays:

Character Mode

The following screen displays:

Enter the information as follows:

Print employees with pay frequencies

Options 

Enter the pay frequencies of the employees you want to appear on the report. Valid frequencies are:

Number of distribution lines to print

This field is not available if the Distribute wages field in Control information is set to Never.

A number of lines are provided for distribution of an employee’s hours or salary to various G/L accounts. Enter a number up to 9, to specify how many lines to print for noting distribution information.

Department to print

When you enter an employee’s record, you enter a 4-digit department number for the employee. Then at this field you can select an employee department for which to print an attendance worksheet.

Options 

Enter a specific department or use the option:

Order by

Options 

Specify the order in which to print the employees on the worksheet:

OK or Cancel

Make any needed changes. Select OK or press <Enter> to print the worksheet.

Standard Payroll

This selection generates standard payroll entries for employees who do not have their pay manually distributed. This feature is optional. If used, you should run this first then adjust individual entries as needed (for example, to add overtime) using Enter.

If any payroll time entries are already on file, Standard payroll cannot be run, and the program displays a message advising you of the existing time entries. You can either delete the entries, or use Calculate payroll and Checks to post the existing entries before coming back to use Standard payroll.

Standard payroll never creates time entries for non-employees. Non-employees (contractors, etc.) can indeed be paid, but only using Enter.

When you specify Never distribute, you can generate time entries for all employees, both hourly and salaried, regardless of how the employee’s Distribute wages question has been answered.

When you specify Always distribute, you cannot generate time entries using Standard payroll for any employee.

When you specify Selectively distribute, time entries are generated only for employees whose Distribute wages question has been answered No.

Normally the number of hours worked for an hourly employee is determined by the assigned Pay frequency and the matching Hours in Control information. If you entered an amount in the employees Standard regular hours, that number will be used as the regular hours regardless of the pay frequency.

Select Standard payroll from the PR menu.

The following screen displays:

In character mode the following screen displays:

Pay period starting date

If your state requires a pay period starting date, as well as an ending date, enter the starting date here. Otherwise, press <Enter> to skip this field.

Even if you specify a starting date here, you are not forced to use that date for each employee in this payroll run. The date merely becomes available as a default.

If you generate entries for several pay frequencies, the starting date can apply to only one of them, so you need to change this date for the applicable payroll entries.

Options 

You have the following option:

Pay period ending date

This is the ending date of the pay period for which standard payroll entries are to be generated. This field is required.

Options 

You have the following option:

Pay employees with pay frequencies

You may select all frequencies. The All check box is defaulted as checked. If you uncheck it, you may select the individual frequency options.

Options 

Check the boxes of the pay frequencies of the employees for which standard payroll entries are to be generated. Valid frequencies are:

Number of holiday hours to take

If you want every entry to include the same amount of holiday hours, enter that amount here. For hourly employees, the amount of regular hours are reduced by the amount of holiday hours entered here. You can press <Enter> for zero.

For a salaried employee, the holiday hours are considered a part of the employee’s regular salary.

Make any needed changes.

OK or Cancel

If continuing, click on the OK button. There will be a period of processing while entries are generated for each selected employee. If you do not want to process standard payroll, select the Cancel button and you are returned to the main menu.

Standard payroll entries are generated for all employees who:

Generated entries can be printed on the Time worked Edit list, and they can be changed or deleted through Enter.

Entering Time Worked

Use this function to enter, change, or delete time transactions. Time transactions can either be entered with this selection or generated automatically with Standard payroll (or both), and transactions created by either method can be changed, deleted, or merely viewed by using this selection.

PBS v.12.08 introduced a new feature which allows the user to generate an excel template prepopulated with all active employees and, after entering the pay period hours, the hours information can be directly imported through PR>>Time Worked>>Enter.

Enter lets you specify additional information for a time transaction such as overtime, holiday, sick, and vacation hours, as well as temporary deductions and earnings.

You can also specify that an employee is paid up to 4 weeks of vacation pay.

Select Enter from the Time worked menu. A screen like the following displays:

In character mode the following screen displays:

This selection works in two stages. First you select the frequencies of the employees you intend to pay in the next payroll run. A second screen then displays so you process all the employees who have that frequency.

When done processing those employees, you can return to the first screen to select a different frequency.

Suppose you intend to pay all your monthly and weekly employees in the next pay run, and only those employees. There are two ways of doing this:

Pay period starting date

If your state requires a pay period starting date, as well as an ending date, enter the starting date here. Otherwise, press <Enter> to skip this field.

If you are adding entries for several pay frequencies, the starting date applies to only one of them. For other frequencies, you need to manually set the pay period starting date.

Options 

You have the following option:

Pay period ending date

This is the ending date of the pay period for which these payroll time entries are being created.

The date you enter remains on file until the current entries have been posted.

If there are no entries on file, the current date is displayed. If entries are already on file, the pay period ending date that was entered for them is displayed.

Options 

Enter a date or use the options:

Pay employees with pay frequencies

Select the pay frequencies of the employees. The All check box is defaulted as checked. If you uncheck it, you may select the individual frequency options.

Options 

Check the boxes of the pay frequencies of the employees for which time worked payroll entries are to be generated. Valid frequencies are:

Number of holiday hours to take

The number of hours you enter here determines the default number of holiday hours when entering each time transaction. When entering time transactions, you can default the transaction to its typical values. When you do this, holiday hours for the transaction are set to the value you enter here.

For a salaried employee, the holiday hours are considered a part of the employee’s regular salary.

Make any needed changes, press <Enter> or the OK button to continue. If you do not want to enter time worked records, select the Cancel button.

Importing Hours with the PBS Excel Attendance Worksheet

See: Creating the Excel Attendance Spreadsheet Template in PBS

Your Excel attendance worksheet will be named XX_hours_Extract.xlsx (or .xls), where XX is the company ID. Once it contains all the hours you wish to import, it should look like this:

When you are ready to process payroll, copy or move the Excel file to the diwrk directory of your PBS installation.

Go to Time worked >>Enter and proceed as usual.

Graphical Mode

In graphical mode the following screen displays:

From this screen you can work with both new and existing payroll entries.

To import the hours worked file, simply select the red > Import Hours or, in Character mode, Select> <F6>key.

Character Mode

If there are warnings or fatal irregularities in the employee data, an exception report will be created.

The XX_Hours_Extract.xlsx and a new corresponding .xml file will be moved to a new diwrk>>Archive sub-directory and date/ time stamped with 8 digit formats and underscores between. Example: 00_Hours_Extract_20210721_14280474.xlsx and 00_Hours_Extract_20210721_14280474.xml.

Usage of TimeClick .csv for Import

This import method will remain functional. Currently, after being imported, the TCExtract.csv is renamed with a Company ID prefix and 8 digit date/ 8 digit time stamp suffix. Example: xx_Hours_Import_20210525_10370159.csv.

Combined Usage of Spreadsheet and TimeClick.csv Methods

If both the TimeClick.csv and the new .xlsx file types are present, PBS will import, date/ time stamp append the file names and relocate both as described above.

Additional Information

Any files in the diwrk>> Archive subdirectory are deleted after 30 days. This is automatically triggered when a user logs into PBS.

If you are missing Microsoft.NET Core runtime, you are prompted to download it. Select Run Desktop Apps (not Console Apps). Choose x64 for 64 bit, or x86 for 32 bit.

TimeClick Import

TimeClick is an employee time card software. You must have TimeClick installed and functioning before you can use this feature. For information on obtaining TimeClick, call Passport.

The Import Hours phrase on the screen functions just like a button. When you click anywhere on those words data will be imported from a file exported from TimeClick.

In order for you to import data there must not be any existing transactions displaying.

If there is no file to import you will be directed to Passport's web site.

A file exported from TimeClick named TCExtract.csv must exist in the diwrk folder.

For Salaried employees Time transactions and distributions (as needed) are created even if the file does not contain their records. If the TCExtract.csv contains hours for an employee, those hours will be recorded in the time history file but the employee will be paid their standard salary regardless of the total. If there is no TCExtract.csv record for a particular employee, the program will generate a Time Entry record using the default number of hours for full-time.

For Hourly employees Time transactions and distributions (as needed) are created if a record exists in the work file and if the record passes validation.

Select OK to continue.

That completes the import process. It is recommended that you print an edit list to verify the imported data. You may edit, delete or add time worked records as needed.

When you are done you are ready to calculate and run checks.

Payroll Entries List Box

The list box displays up to 6 existing payroll entries at a time. You may sort the payroll entries by payment group, department or employee number all in ascending or descending order. Only columns with red labels may be sorted. To select a field or change the sort order, click on the column name or the arrow to the right of the column name or use the View options.

To locate a payroll entry, start typing a payment group, department or employee number, depending on which sort field is selected. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate an entry. The <F1> and <SF1> keys function the same as the up/down arrow keys.

Payroll entries that display in the list box are available for changes or deletion. The fields for the selected payroll entry display in the lower part of the screen.

When a payroll entry is found, you may select the <Enter> key or Edit button to start editing.

Payroll Entries Buttons

You may click on a button or enter the keyboard equivalent for adding, editing, deleting or canceling a payroll entry:

Character

In character mode the following screen displays:

From this screen you can work with both new and existing payroll entries. If an existing entry is selected (either by explicit data entry or by using the option keys), its data displays on the screen and the cursor is positioned at Field number to change ? to allow change or deletion. If a new entry is selected, the cursor moves to the next field to allow data entry.

Entering General Information

There can be more than one entry for a single employee (for different states, cities, or frequencies). These may or may not print on the same check. Note also that all the entries on file at any one time are all destined for the next payroll — you cannot have entries for more than one payroll run present at the same time.

Employee

Options 

Enter the number of an existing employee (including non-employees, generally contractors), or use one of the options:

Exception conditions

In either case, answer Yes or No.

State

If this is a multi-city/state employee (so designated in the Multi-city/state check box field of the selection Employees), enter the State Tax Code. This must already have been defined for this employee (either as his primary state or as one of the other states to which he is liable for taxes). The code entered for the primary state is the default and displays if you press <Enter>.

Otherwise, this field is filled automatically from the Employees entry for this employee.

City

If this is a multi-city/state employee (so designated in the Multi-city/state check box field of the selection Employees), enter the City Tax Code. This must already have been defined for this employee (either as his primary city or as one of the other municipalities to which he is liable for taxes). The code entered for the primary city is the default and displays if you press <Enter>.

Otherwise, this field is filled automatically from the Employees entry for this employee.

Pay type

Enter Regular or Special 1-9 for special. Special pay types enable you to enter multiple pay rates and/or worker’s compensation codes for an employee in the same pay period. For example, an employee can receive a set rate per hour plus a shift differential. In this case, you can set a special rate in the employee record equal to the regular hourly rate plus the differential percentage. Or, you may have an employee who performs maintenance, as well as administrative duties. In this case, you could set up a special pay rate based on worker’s compensation deduction codes.

You cannot enter regular pay and special pay on the same screen. If you select Regular pay, the special pay fields cannot be entered. If you select pay type Special 1-9 (special pay), the cursor skips over the fields in Regular pay hours, Temporary deductions/earnings and Miscellaneous boxes. Once you enter a special pay code, you must enter the Special hrs. field and a data selection window displays, displaying special pay codes. Refer to the Special Pay Codes section below for more information.

Report jurisdiction code

This field may not be accessible on your system. For a setup that allows access, see the Pennsylvania Act-32 appendix.

Enter the working jurisdiction code. For more information on entering this field, see the Time Worked (Enter) section from the Pennsylvania Act-32 appendix.

Pay salary ?

Options 

If the employee type, as recorded in Employees, is salaried, the Pay Salary ? field can be entered. If the employee type is Hourly, only the Regular field can be entered.

Check the box to pay this employee his regular salary for this pay period. Leave it unchecked to treat this employee as an hourly employee for purposes of this payroll only.

If paying a salaried employee by hours, you can press <F1> to use the calculated hours, based on the employee’s pay frequency. If you want to pay a salaried employee holiday hours in addition to his salary, answer N to enter regular hours and then enter holiday hours at the Holiday field.

For a salaried employee, who worked overtime hours with a zero per hour amount, see the Overtime field.

Regular

If the employee type, as recorded in Employees, is salaried, the Pay Salary ? field can be entered. If the employee type is Hourly, only the Regular field can be entered.

Options 

For hourly employees and for salaried employees being paid hourly for this particular pay period, enter the number of regular hours worked.

Overtime

Enter the number of overtime hours for this pay period.

The overtime rate can be printed on the stub. See the Print overtime/special rates on stub field in the Control information chapter.

If you enter overtime hours and the employee has a zero rate for overtime hours, a Non-exempt salaried employee missing overtime rate !!! warning may display. For more specific information see the FLSA annual salary threshold field in the Control information chapter.

Holiday

Options 

Enter the number of holiday hours in this pay period, or use the option:

For a salaried employee, the holiday hours entered here are considered a part of the salary.

If you want to pay a salaried employee holiday hours in addition to his salary, uncheck the Pay salary field and pay regular hours for the salaried employee, enter the holiday hours here.

Sick

Enter the number of sick hours used in the pay period. (The amount of sick hours due is held in Employees.)

For a salaried employee, sick hours are treated the same as holiday hours. Refer to Holiday above.

Hours available = 999.99-.

Change current entry ?

Select Yes to change, or select the default of No to accept.

This displays only when the number of hours entered exceeds the number of hours due. Pressing <F2> overrides the limit.

Vacation

Enter the number of vacation hours taken during this pay period.

For a salaried employee, vacation hours are treated the same as holiday hours. Refer to Holiday above.

Hours available = 999.99-. Press <Enter> to change, <F2> to accept

This displays only when the number of hours entered exceeds the number of hours due. Pressing <F2> overrides the limit.

Temporary Deductions/Earnings 1 through 6

In these fields, enter the Deductions/ Earnings code for temporary deductions or earnings.

Any deduction or earning that does not occur every pay period, or that occurs in varying amounts, qualifies as temporary. For instance:

In either case, a code for the earning or deduction must previously have been set up in the Deductions and Earnings selection.

If you want to pay supplemental earnings, you can do so here by using a type S earning code for supplemental earnings. If the time worked record results in no gross wages you will not be able to enter a supplemental earning as a separate check.

Enter the appropriate deduction/earning code, or leave blank to not use this field. The formats are the same for all six fields, but examples will be given only for the first. Copy the examples for the remaining fields from the screen appearing below.

The description Comissn displays.

Amount

Enter the dollar amount, or press <Esc> to clear the amount and return to the code field.

Separate check

This applies only to earnings, not to deductions.

If the time worked record results in no gross wages you will not be able to select to print the supplemental earnings on a separate check.

If this is a multi-city/state employee, the check is taxed only for t he employee’s primary state and city.

No deductions will be taken for loans, garnishments, or union fees.

Miscellaneous

Wks worked

Options 

Enter the number of weeks worked in this pay period, or use the option:

Pay prd start

Options 

Enter a date or use one of the following:

Vac accrued

Use this field to accrue vacation time for the employee.

Options 

Enter the number of vacation hours to accrue or use the option:

Vac hours start accruing mm/dd/yy. Press <Enter> to accept, <F2> to change

This displays only if the employee is not due to accrue vacation time yet (i.e., the pay period ending date for this transaction is before the employee’s vacation hours due date). Press <F2> to change the entry or <Enter> to override the limit.

Sick accrued

Use this field to accrue sick time for the employee.

Options 

Enter the number of sick hours to accrue or use the option:

The following message displays only if the employee is not due to accrue sick time yet (i.e., the pay period ending date for this transaction is before the employee’s sick hours due date):

Sick hours start accruing mm/dd/yy. Press <Enter> to accept, <F2> to change

Press <F2> to change the entry or <Enter> to override the limit.

Adv. vac wks

Enter the number of weeks of advance vacation pay (up to 4 weeks) to pay the employee. You can press <Enter> to leave this field blank.

If the number of weeks of advance vacation pay, plus the number of vacation hours entered in the Vacation field, is more than the vacation hours due as entered in Employees, a message displays as in the Sick accrued field above and is handled in the same way.

Four weeks of advance vacation pay is the maximum that can be paid at a time to an employee. A separate check is printed for each week of advance vacation pay. Any vacation hours entered above in Vacation field are part of the employee’s regular paycheck.

Work units

Companies in states which base workers’ compensation premiums upon the number of work units (such as employee-weeks, employee-days, etc.) must enter here the number of work units that pertain to the employee being paid.

In addition to this, if a special tax code based upon work units has been specified in the employee’s record, you must enter the number of work units for the special tax amount calculated.

If the employee does not have a workers’ compensation code specified or does not have a special tax deduction based upon work units specified, this field cannot be entered.

If applicable, the work unit description for this employee displays to the right of the field. Total work units for the pay period are reported on the Payroll Register along with the calculated premium amount.

Enter the number of work units for the employee. If the work unit is employee-days and the employee is being paid bi-weekly, you would enter 10 work units (unless the employee took days off during the period).

For information on the work units setup see Using Work Units in the Use of Work Units appendix. Also see the Workers’ compensation Code section of the Deductions/Earnings chapter to understand how to setup a code that uses work units.

Saving Time Worked

If you must enter distributions manually, see Distribution of Wages.

A warning will occur when entering a Time worked transaction if a salaried employee has an Overtime rate of zero and overtime hours are entered. The warning is:

Non-exempt salaried employee missing overtime rate !!!

The minimum salary is determined by the FLSA annual salary threshold field in Control information.

Special Pay Codes

Here is example of the time worked Special pay fields:

You may use default special pay codes from Employees (Enter) or you may enter a special pay code manually. Here is more information about both:

1. Enter the hours and then enter a five-character description of the special pay code.

2. Enter a numeric rate (99,999.999 format) for this employee.

3. Enter a worker’s compensation code for this employee. The Workers’ compensation Code is set up in the Deductions/Earnings table. If the worker’s compensation code entered uses a rate basis of Work units, enter the number of work units for this employee. The work unit set up in the Deductions/Earnings Table (hrs. day, wk.) will appear.

4. If the employee is set up to accrue sick time for special pay hours you may enter the Sick accrued field. The Sick accrued field is can be entered when the Include special field is checked in Employees (Enter).

A special pay rate can be printed on the stub. See the Print overtime/special rates on stub field in the Control information chapter.

Here are some additional instructions for the Hours and Sick accrued fields:

Hours 

Enter the number of special hours.

Sick accrued

This field is only available if the Include special field is checked in Employees (Enter).

Use this field to accrue sick time for the employee special pay hours.

Options 

Enter the number of sick hours to accrue or use the option:

Character Mode

Make any needed changes.

Options 

For an existing entry, you can also use the option:

Distribution of Wages

What happens when you press <Enter> depends upon whether this is a new entry or an existing entry, and also upon whether this employee’s pay is distributed manually or automatically. That in turn depends upon what you have answered to the fields Distribute wages  in Employees and Distribute wages in Control information.

In add mode, the distribution screen displays automatically.

In change mode:

If you have changed any of the amounts to be distributed (for instance, the number of regular hours), the distribution screen displays automatically.

Otherwise, you are asked Do you wish to change distributions ?. Answer N to terminate this entry, or Y to view (and possibly change) the distribution screen.

There are two formats for the distribution screen, one for use when the PBS Job Cost is interfaced and one for use when it is not.

In this example the employee is designated to have his pay manually distributed, so a distribution screen displays. This example assumes that Job Cost is not interfaced.

Distributions and Jobs information Print on graphical Check and Mailer

Distributions are printed on the graphical check and direct deposit mailer stub. Additionally, when interfaced to Job cost, the job number, description and rate are printed for each job.

If Job Cost is Not Used

Graphical Mode

The distribution screen without Job Cost is:

In the screen above, no distributions have been entered.

You may enter an unlimited number of distributions.

Distribution List Box

The list box displays several existing distributions at a time.

To locate an distribution, you may also use the up/down arrows, Page up, Page down, Home and End keys.

Distributions that display in the list box are available for changes or deletion. The fields for the selected distribution display in the lower part of the screen.

When an distribution is found, you may select the <Enter> key or Edit button to start editing.

Distribution Buttons

You may select a button for editing, deleting or adding a new distribution:

Character Mode

The character distribution screen without Job Cost is:

The distribution screen consists of an unlimited number of rows, divided into columns identifying what kind of pay you are distributing, what account you are distributing it to, and how much of it goes to each account.

You can select the row you want by pressing <Up>, <Down>, <PgUp>, <PgDn>, <Home>, and <End>.

You can add a new row at the existing location by pressing <F2>. The remaining rows will scroll down by one line.

You can delete the existing row with <F3>.

Distribution Tab

You can have more than one entry for the same account. This lets you enter different distributions for overtime pay at varying rates.

Entries are not required to be in any particular sequence. For instance, you could distribute half the regular hours, all the overtime hours and finally the other half of the regular hours.

A running total shows the amount of each type of pay remaining to be distributed. The possible types depend on whether the employee is salaried or not.

Enter the distribution information as follows:

Type

Options 

Enter one of the following values for the type of distribution. Note that hourly employees includes salaried employees who are paid hourly. The options for hourly employees are:

The options for salaried employees are:

To exit from distributions, press <Esc>. If you do this while any pay (of any type) remains undistributed, you will see, Amount remaining to distribute — do you wish to delete the entire entry ?. If you answer Yes, you will have to re-enter the entire entry, not merely its distributions.

Account

This is the G/L account to which the number of hours, or the percentage of salary specified on this line, is distributed.

Options 

Enter the G/L account number, or use one of the options:

Hrs/%

Sometimes pay is distributed by allocating a percentage of each type of pay to different accounts, and sometimes by allocating the actual number of hours. In no case is the dollar amount entered directly.

An employee’s pay for holiday hours, sick hours, and vacation hours is always computed using the regular rate. These pay amounts are distributed to accounts specified in the federal tax code record.

For hourly paid employees, pay for regular hours is distributed as described above in addition to holiday pay, sick pay, and vacation pay.

For salaried employees (when being paid salary and not hourly), holiday pay, sick pay, and vacation pay are first deducted from their salary. Distribution percentages are then applied to the salary remaining.

Options 

Enter the hours or percent, or use the option:

Rate

If you entered hours in the previous field, enter the rate of pay. This will be multiplied by the hours to determine the dollar amount of this distribution.

Options 

You can also use the option:

For salaried employees, the Rate column is skipped.

Further examples

Although Employee # 5 is salaried, he is being paid hourly.

To bring Regular hours to the screen, select to not Pay salary ? and enter the number of hours. Enter 24 for the Sick hours field you see Hours available = 9.99. Press <F2> at this point and 24 is accepted. Complete the fields.

Enter the distribution as shown below by following the steps below:

The distributions window now displays as:

Display the next employee and enter her information, including distributions, as follows:

Enter the information as follows:

If Job Cost is Used

The distribution screen, when interfaced to J/C, is shown below.

The purpose of distributing wages to jobs is to automatically transfer the cost of the labor into the Job Cost system. You do not have to enter the same information twice.

Job Cost Distributions List Box

The list box displays up to 6 existing distributions at a time. You may sort the distributions by job number in ascending or descending order. Only columns with red labels may be sorted. Click the field label or arrow to the right of the column name to change the sort or use the View menu options.

To locate a distribution, start typing the job number. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate a distribution.

Distributions that display in the list box are available for changes or deletion. The fields for the selected distribution display in the lower part of the screen.

When a distribution is found, you may select the <Enter> key or Edit button to start editing.

Job Cost Distribution Buttons

You may select a button for editing, deleting or adding a new distribution:

Character Mode

If you are in character mode, the following screen displays:

There can be an unlimited number of distributions for each entry. These appear as a table occupying the bottom portion of the screen. Each row represents one distribution. The columns identify what kind of pay you are distributing, what account or job you are distributing it to, and how much of it goes to each job or account.

If this is a new entry, each new distribution is entered by filling in Fields #1 through 8 and ratifying the result at Field number to change ?. This adds one new row to the table.

If this is an existing entry, you can either add new rows as above, or you can press <F1> to view the next existing distribution. Once you have done this you can change or delete this existing distribution, or simply confirm that it is correct by pressing <Enter> at Field number to change ?. It is important to realize that if you do not press <F1> for any existing distribution, that distribution is still there and continues to contribute to the total already distributed — even though the system has not shown it to you. Therefore, when changing existing distributions you should press <F1> until no more existing distributions remain to be processed.

General Information

You can have more than one entry for the same job, cost item, or account. This lets you enter different distributions for overtime pay at varying rates.

You can have entries for more than one job. Also, some distributions can be to jobs and some not.

Entries are not required to be in any particular sequence. For instance, you could distribute half the regular hours, all the overtime hours and finally the other half of the regular hours.

A running total at the bottom shows the amount of each type of pay remaining to be distributed. The possible types depend on whether the employee is salaried or not.

Distribution Tab Fields

Enter the distribution information as follows:

Job number

If you are distributing this employee’s wages to a job, enter the job number here. The job must be on file and it must be active. The description of the job is displayed automatically.

For a new entry

Options 

Enter the job number, or use one of the options:

If you attempt to exit while any pay (of any type) remains undistributed, you will be informed, Distribution is not complete \ Sure you want to abort this entry ?. If you answer Y, you will have to re-enter the entire entry, not merely its distributions.

For an existing entry

Options 

You can access a distribution by entering its key fields (#1 through 4), or by using this option:

If you enter the key fields for a distribution, the program searches for one that matches what you entered. If one matches, you can change any field except the key fields.

Cost item

This is the number of the cost item that this distribution is applied to.

The cost item must be on file for the job, and it must be a labor cost item. The description of the cost item displays automatically.

Options 

Enter the cost item number, or use the option:

Distribution type

Enter one of the following types of distributions. Note that hourly employees includes salaried employees who are paid hourly.

The options for hourly employees are:

The options for salaried employees are:

Account

Enter the number of the G/L account to which the number of hours or the percent of salary is to be distributed.

Options 

Enter the account number, or use the option:

Hours or pct

Sometimes pay is distributed by allocating a percentage of each type of pay to different accounts, and sometimes by allocating the actual number of hours. In no case is the dollar amount entered directly.

An employee’s pay for holiday hours, sick hours, and vacation hours is always computed using the regular rate. These pay amounts are distributed to accounts specified in the federal tax code record.

For hourly paid employees, pay for regular hours is distributed as described above in addition to holiday pay, sick pay, and vacation pay.

For salaried employees (when being paid salary and not hourly), holiday pay, sick pay, and vacation pay are first deducted from their salary. Distribution percentages are then applied to the salary remaining.

Options 

Enter the hours or percent, or use the option:

Zero entry is permitted only when changing an existing distribution, and only for the purpose of deleting it. The distribution remains visible in the table, but the Hours or pct column displays as Deleted.

Rate

If you entered hours in the previous field, enter the rate of pay that is multiplied by those hours to determine the dollar amount of this distribution.

Options 

Enter the rate of pay or use the option:

For salaried employees, the Rate column is skipped.

Quantity

If this is a distribution to a job, and there is a unit connected with this cost item such as SQYD (square yards), CUFT (cubic feet), etc., enter the quantity of these units that was accomplished for this distribution. Even when quantity is entered, hours or percent must be entered as well.

If there is no unit connected with the cost item, or this is not a distribution for a job, this field is skipped.

Reference

If this is a distribution for a job, you can enter any reference or comment you want to make.

This field is skipped if the distribution is not for a job.

Options 

Make any needed changes. Press <Esc> to cancel this distribution (it will not be added to the table displayed). Press <Enter> to accept the distribution, add it to the table displayed, and allow entry of a new distribution. You can also use either of the following options. If you do, the current entry is accepted and added to the table before the next / previous distribution is displayed.

Printing Time Worked Edit List

Select Edit list from the Time worked menu.

In Graphical mode, while on the time worked screen you may also select Edit list from the Print menu.

A list of available printers will display. Select a printer from this list. You may also print a file to disk for viewing or printing later or display it as HTML or a PDF.

Data Import

Data Import Manager allows you to import data that originated in an external application.

Data Import Manager allows you to match the layout of the file being imported by entering import mapping specifications. The fields may be mapped in any order. The file being imported may be a fixed length file or csv file format. For information on setting up and using data import see the Data Import Manager documentation.

Data Import Manager is licensed separately and may not be available on your system.

Select Data import from the Time worked menu.

Use this menu selection to import csv or fixed length time worked transactions into time worked along with the matching distributions.

View Time History

This screen allows you to view time history data.

The data that displays on this screen is from time worked history (TIMHIS). It becomes available after you print and post checks and direct deposit. This screen is only available in graphical mode only.

Select Time history from the View menu.

Enter the following field:

Starting pay period end date

Enter the stating pay period end for the selected employee. The time worked history records that display are after the pay period end date.

Time Worked History Report

Use this report to print time worked history by pay period end date or by employee number.

The data for this report is from time worked history (TIMHIS). The data is available after printing and posting checks and direct deposit transactions.

See a Time Worked History report example in the Report and Form Examples appendix.

Select Time worked history from the Reports, Employee/Employer menu.

Enter the following fields:

Starting department # and

Ending department #

Options 

Enter the range of department numbers to include in the Time worked history report, or use the option:

Order by

You may print in order by the following:

The default is by employee number.

Starting date

Enter the starting pay period end date for the range of time history records you wish to include in this report or use the option:

Ending date

Enter the ending pay period end date for the range of time history records you wish to include in this report or use one of the options:

Starting employee

Enter the employee number of the first employee you wish to print on this report or use the option:

Ending employee

Enter the number of the last employee you wish to print on this report or use one of the options:

OK or Cancel

Make any desired changes. Select OK to print the report. Select Cancel to not print the report and return to the menu.

Using character mode press <Enter> to select a printer and print the report.

Open topic with navigation