This module is used to pay hourly employees or adjust salaried employees with time entries. Time sheets may be used, as opposed to timecards, when items other than the pay code and GL account are to be changed per employee detail entry.
Limit the number of detail entries to 9998 per batch to facilitate balancing. The system will inform you when the maximum has been reached.
Time Sheet Entry allows the option to access previously closed batches. Field 'Prevent Access on Closed Batches' in the User Specific Parameter Profile may be set to block access to previously closed batches. Batches that have been processed through a Payroll Update (status Final-Updated) cannot be accessed. Accessing a previously closed batch requires the batch be re-balanced and closed again.
Batches that have been suspended cannot have entries added to the batch and are not accessible through Timesheet Entry. Suspended batches may be edited through Timesheet or Variable Deduction Edit, if necessary.
Employee No
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Enter the number of the employee to input entry for. Use the look-up to select the employee by name.
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When 'Allow Timesheet/Retro for Inactives' in the Users Specific Parameters Profile is active, you can enter timesheets and pay Terminated and On Leave employees without reactivating them. When the Allow Timesheets field is inactive, then Terminated and On Leave employees cannot be accessed through timesheet/card entry.
Card No
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Enter the timecard #, if applicable or move to next field if not required. This field is for reference only.
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The shift and occupation premium will now display along with the master rate and actual rate. The master rate is the pure rate per unit, while the actual rate is the rate including any occupation or shift premiums.
When an occupation, shift or costing code is entered where these 3 codes do not match an existing available function line the FUN Line field displays 'Non Stnd #' with the # being the default function line number which will determine the default rate of pay.
Occupation Code
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Enter a valid occupation code. Use the look-up for a list of occupation codes.
Shift Code
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Enter a valid shift code. Use the look-up for a list of shift codes.
Costing
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Enter a valid cost center or costing code. Use the look-up for valid cost centers. For Employee Based costing enter 'Emp ##' where ## represents the function line number. For a cost distribution enter 'DIST ##' where ## represents the function line.
Function Line No
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Enter the function line number to be used for the initial default values for the timesheet to be entered. Changing the function line default will refresh the occupation, shift and costing codes.
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The function line defaults may be overridden per timesheet entry line.
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When a function line other than the current default is selected, the default function line occupation, shift and costing codes will be refreshed.
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For each time entry detail line: On the Date, Pay Code, and Costing fields you can override the existing function line number. All fields following the Costing field allow function line display for view only.
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When the costing, shift or occupation code is manually overridden, the system will attempt to match these three codes against the available function lines. When these three codes match an available function line, the default function line number will move to this new function line number and thus change the default rate of pay for detail additions. Manually overriding these three codes when in Modify mode will not automatically override the pay rate. By default, the original pay rate will be displayed. If you clear the original pay rate, then the new function line pay rate will become the default. When these three codes do not match an existing available function line the FUN Line field will display 'Non Stnd #' with the # being the default function line number which will determine the default rate of pay.
Date
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Enter the date of time sheet entry - YYYYMMDD. Only YYMMDD will display on the detail line, although the expanded date will display below. The date entered may not be beyond the end of the pay period unless the Future EI Insurable Entries option (Field Allow Future EI Insurable Entries in the User Specific Parameters Profile) is activated.
Accept the default date to use the pay date from the payroll calendar until a different date is entered. Once a date is entered, that date becomes the default. Use the look-up for a list of pay period end dates.
During weekly time sheet/card entry, the date field automatically fills, and you will go directly to the pay code prompt.
Pay Code
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Enter a pay code under which to pay the hours/money. Use the look-up for valid codes. The pay code description and functionality are displayed in full below.
Note: A '*' pay code will increase or decrease the employee's pay. The '+' pay code when used against a function line with pay types F, S, C, or A indicates that the total hours are stagnant. Any timesheet entries against the function will reduce the hours paid out by the function line by the same number of hours as on the timesheet entry.
Transactions using a pay code set to Withdrawal/Deposit to a storage bank are verified. The employee must have at least one of the storage banks listed on a withdrawal. Storage banks set to restrict negative balances will generate warning messages or reject the entry when negative balances are disallowed.
Costing
For Timecard entry, this field is bypassed, and the default costing is used.
Use the look-up for the cost center database in cost center code sequence.
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Enter the cost center or costing code to use for this entry.
Use the look-up for valid cost centers. For Employee Based costing enter 'Emp ##' where ## represents the function line number. For a cost distribution, enter 'DIST ##' where ## represents the function line number.
Shift
For Timecard Entry, this field is bypassed, and the default shift code is used.
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Enter the shift code applicable to this entry to accept the shift code from the default values at the top of the screen.
Occupation
This field is bypassed for Timecard Entry and the default occupation code used.
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Enter the occupation code applicable to this entry to accept the occupation code from the default values at the top of the screen.
Hours
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Enter number of hours for this entry. Hours will not be prompted if this is a money only pay code.
Rate
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Enter the hourly rate applicable.
The actual rate, which includes the shift and occupation premiums, will display.
The rate field will be bypassed for a pay code set as type 'N', No Pay.
Note: Canadian Payrolls- when a date prior to the beginning of the pay period is entered, the message Prior Period EI Adjustment is displayed. When future EI entries are allowed and a date beyond the end of the pay period is entered, a message Future Period EI Adjustment is displayed.
When the pay code is set to Withdrawal or Deposit to a storage bank, the storage bank balance, before this entry is applied, is displayed. When a pay code is set to Withdrawal from multiple storage banks, the accumulated storage banks balances applicable for this employee are displayed.
GL/SL Account #Enter the GL or Sub-ledger account to charge this amount to. Enter a '.' in front of the Sub-Ledger account. This field will scroll to accommodate Sub-ledger accounts beyond the 20 characters of the field size.
On the first detail entry, the default GL account displayed will be the GL account for the pay code entered as per the costing definition. For all subsequent detail entries, the initial default GL account displayed is always the last GL account accepted. You may enter any valid GL account.
The window at the bottom of the screen shows the list of possible GL accounts in standard costing order. Clearing the default last GL account entered will produce the first GL in the list of available GL. All wild carding will automatically be solved. Solved wild carding must produce a valid GL. The list of possible GL accounts differs depending on whether the detail entry is costed to a cost center or an employee-based costing.
Cost Center
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FUN L - function line default earnings GL
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CCOST - cost center detail for pay code
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Pay Code - pay code database expense GL
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Cost DEF - cost center default earnings GL
Employee Based
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PC DEF - employee costing detail for pay code
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Pay Code - pay code database expense GL
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DEF EARN - default earnings GL for employee costing
GL Pattern Validation on cost centers:
When the optional Pattern GL has been setup on a cost center, the Pattern GL displays at the bottom of the screen. The Pattern GL is only applied to GL accounts that are entered, not GL account pulled from the employee or the cost center.
A pattern GL entered using the % character means any digits in the pattern GL cannot exist on the timesheet input GL account. A pattern GL entered using the '?' character means any digits on the pattern GL must match on the timesheet input GL account.
A pattern GL code of ?????????150, means that all GL accounts entered during timesheet entry for this cost center must contain the digits 150 in the last 3 positions. A pattern GL code of %%%%%%%%%150, means that no GL accounts entered during timesheet entry for this cost center may have the digits 150 in the last 3 positions.
When the detail entry is costed to a distribution, the word DISTRIBUTION will display in place of the GL account and the GL account field will be bypassed. All distribution entries will be expanded and written to the timesheet file as individual entries when you accept the employee entries.
The screen displays the total hours, money only and extend dollar that is total of all entries. The extend dollar column is the accumulated total of hours times rate plus money only.
As you scroll up and down the detail entries, additional information for each line will display in the window at the bottom of the screen. For a non-distributed entry, the expanded date, pay code description and functionality, the full GL account and description displays. For an unsolved distribution the distribution percentage and costing break down is displayed in place of the GL account. Note, when any entry contains more than 5 distributions, the distribution list will be truncated, and the display will show '…' to indicate additional distributions exist. On solved distribution entries, you are shown the distribution set number and the percentage for that entry. The distribution set numbers indicate which entries belong together.
The batch statistics or totals per batch are displayed on exit of the batch.