Payroll Management Field Descriptions

The Payroll Management screen displays the list of current payroll registers. From this screen, you can view payroll register information, enter employee time, change account code allocations if necessary, submit payroll registers, and approve payroll registers. Once the register has been approved, you can print the resulting checks using the Check Printing dialog box.
The Payroll Management screen displays different columns in the Payroll Jobs/Addenda grid depending on whether Salary, Hourly, or Daily job types are displayed. Select from the Payroll Cycle list to view the different job types.
Payroll Cycle
The Payroll Cycle list displays the payroll cycles available in the current accounting cycle selected in the User Configuration screen. You can change the payroll cycle by making a selection from the list.
Payroll Register Grid
The Payroll Register grid displays payroll register information for the selected payroll cycle. You can submit, approve, and void payroll registers, and print checks from this grid. From this grid, a user with appropriate security access can navigate to the following screens: Deduction Assignment, Employee Payroll Information, Transaction Journal (Actual and Encumbrance), and Journal Entry (Actual and Encumbrance).
Icon
The Icon displays the state of the payroll register. Payroll register states are New, Submitted, Approved, Void, Pending, and Checks Printed. See Payroll Management Icons and Indicators for more details.
Register Group
Number
The Number field displays the user-defined or system-generated payroll register number. You can add or change the number in this field if the state of the register is New. The system generates a register number if you add a new register, select a payroll period and a register type, and move off the row without entering a register number. This field is required and the number must be unique.
Payroll Period
Specify the payroll period for the register by making a selection from the Payroll Period list. The list shows all payroll periods for the selected payroll cycle and the associated begin and end dates. You can change the payroll period if the state of the register is New. Payroll periods are defined in the Payroll Configuration screen. This field is required.
Trx Date
The Transaction Date field defaults to the payroll period end date. You can edit this date, if necessary. The Transaction Date is for:
Payroll Employer Benefit Encumbrance Release
Payroll Employee Salary Release
Payroll Employer Benefit Expenditure
Payroll Employee Benefit Liability
Payroll Salary Expenditure
Description
The Description field is where you type a description of a payroll register. You can change or delete the description in this text field if the state of the register is New. This field is optional.
Text can be entered directly in the field, or the user can choose the ellipsis button activated in the field to open the Notes dialog box that provides more space to enter text.
Pay Date
The Pay Date defaults to the pay date for the payroll period. This is the date the employees will receive their checks. The Pay Date is the date used for payroll cash transactions and the date that appears on the Payroll Voucher Form. You can edit this date, of necessary. This field is required.
Submitted Group
By
The By field displays the login name of the user who submitted the payroll register. This field is read-only.
Date
The Date field displays the date the payroll register was submitted for approval. This field is read-only.
Approved Group
By
The By field displays the login name of the user who approved the payroll register. This field is read-only.
Date
The Date field displays the date the payroll register was approved. This field is read-only.
Type
The Type field displays the register type being generated. This field contains a list and if the state of the register is New the user may select the payroll type by making a selection from the list or typing in their selection. The system will continuously highlight an item in the list that most closely matches the typing. The list will contain the following entries: Normal and Special. This field is required.
A Normal register is one that contains the usual system-generated payroll for a pay period. A Special register is one that contains a payroll that was created by the user as an emergency or other out of the ordinary situation. There can only be one Normal register per payroll period.
In the Time group, for all jobs that are Salary and Regular, the Reg. Column will default to the payable days value associated with the payroll period selected in the Payroll Register grid. For all jobs that are Hourly and Regular, the Reg. column will default to the payable days associated with the payroll period times the hours/day value associated with the job. Daily type jobs default to 0. Payable days can be found in the Payroll Cycles tab of the Payroll Configuration screen. Hours/Day can be found in the Jobs/Addenda List grid of the Employee Management screen.
If the Type field in the Payroll Register grid is Normal, then the Time group will be populated as described. If the Type field in the Payroll Register grid is Special, then all columns in the Time group will be blank.
Gross
The Gross field displays the total of all gross pay amounts included in the payroll register for all job types and categories. This field displays a value after a register is submitted and is read-only.
Type List
The Type list displays the job type/category that the user is viewing in the Payroll Jobs/Addenda grid. The list contains: Salary/Regular, Salary/Time Sheet, Hourly/Regular, Hourly/Time Sheet, All Salary, All Hourly, and Daily. The field defaults to Hourly/Time Sheet. Job types are defined in the Employee Management screen.
Emp. (Employee) Name List
The Employee Name list displays the employee that the user is viewing in the Payroll Jobs/Addenda grid. Select <All> to view all employees.
Emp. No. (Employee Number) List
The Employee Number list displays the job type/category that the user is viewing in the Payroll Jobs/Addenda grid. Select <All> to view all employees.
Note: Use the three lists in any combination to display and locate records.
Payroll Jobs/Addenda Grid
The Payroll Jobs/Addenda grid displays employee payroll information that is specific to the register selected on the Payroll Register grid and selections in the display lists. This grid displays the jobs available to be paid within the boundaries of the selected payroll period and specific to the payroll register selected on the Payroll Register grid. You can add or change employee hours from this grid.
The Time Info group accepts entries in days if Salary or Daily types are selected in the Type/Category list and accepts entries in hours if Hourly is selected. Time group caption will toggle from of Time (Days) to Time (Hours), accordingly.
Job/Addendum Group
Employee
The Employee field displays the employee’s display name, as entered in the Employee Management screen. Only employee records in the Submitted or Paid states in the Employee Payroll Information screen will be displayed. This field is read-only.
Job Name
The Job Name field displays the employee jobs available in the selected payroll cycle. This field is read-only.
Comment
The Comment field contains the comments entered in the Comments field located in the Employee Management screen in the Jobs/Addenda List grid. This field is provided to help distinguish multiple occurrences of the same job name in the Payroll Management screen. The same information is available in the Employee Payroll Information screen.
Account Code
The Account Code field displays the expenditure account code that will be charged for the employee’s pay. The field defaults to the account code entered for the job in the Employee Management screen. For daily and hourly jobs, the account code only displays after days/hours have been entered (i.e. gross pay cannot be zero). To view multiple allocations or to get assistance selecting a different account code or changing the allocations, choose the ellipsis button to open the Multiple Account Code dialog box (refer to Allocating an Item to Multiple Account Codes). If you wish to allocate by hours or days, change the value in the Allocate By list before selecting the ellipsis button. The account code can only be changed while the register is in the New state.
Note: Changes to the account code and/or allocations are only effective for the current register.
Allocate By
The Allocate By list always displays the word Amount on saved line items since allocation amounts are always saved as dollars. However, for multiple allocation data entry purposes, the value can be temporarily changed to Hourly for Hourly type jobs and to Daily for Salary and Daily type jobs while the line item is in the Edit state. The value in the Allocate By field determines how allocations will be viewed in the Multiple Account Code dialog box when it’s accessed by selecting the ellipsis button in the field. For example, if you have an Hourly employee who worked 5 hours at one site and 30 hours at another site, you can change the Allocate By field to Hours to enter the allocation by hours instead of figuring out the dollar amounts.
Site
The Site field displays the employee’s primary site where he/she performs his/her job duties as entered in the Employee Management screen. This field is read-only.
Department
The Department field displays the department into which the employee was hired as entered in the Employee Management screen. This field is read-only.
Identification Group
SSN
The SSN field displays the employee’s social security number as entered in the Employee Management screen. This field is read-only.
Number
The Number field displays the employee’s user -defined identification number as entered in the Employee Management screen. This field is read-only.
Type/Category
Type
Displays the job type as selected in the Type/Category List. If <All> is selected for one or more employees, this field displays daily, hourly, then salary job types, by employee as applicable in the Payroll Jobs/Addenda grid.
Category
Displays the job category as selected in the Type/Category List.
Time (Days/Hours)
The Time (Days/Hours) group accepts entries in days if Salary or Daily types are selected in the Type/Category list and accepts entries in hours if Hourly is selected. The caption will toggle from Time (Days) to Time (Hours), accordingly.
If the Payroll Register is Normal (indicated in the Type field of the upper grid) the Regular column will default to the payable days value associated with the payroll period for all jobs that are Salary and Regular. For all Hourly and Regular jobs the Regular column will default to the payable days associated with the payroll period times the hours/day value associated with the job. Daily type jobs default to 0. Payable days can be found in the Payroll Cycles tab of the Payroll Configuration screen. Hours/Day can be found in the Jobs/Addenda List grid of the Employee Management screen.
For Special Payroll Registers the Time group is blank.
Regular
The Regular field displays the amount of regular time the employee worked during the selected payroll period. The user may enter or change the number in this field if the state of the selected register is New. The field accepts a real number significant to three decimal places and greater than or equal to 0.000. The values for the Regular Column will default as mentioned above in the Time (Days/Hours) Group section.
If the job/addendum has 0 in the Payable Days column of the Payment Plan Distribution dialog box for the selected payroll period or the Category column is No Time Required, then the Reg. column will be read-only.
OT
This field displays for all Hourly and Daily job types. To add overtime for an employee, select the ellipsis button to open the Overtime Allocation dialog box.
Total
The Total field displays the total amount of time the employee is being credited for during the payroll period. The system sums the time from the other fields in the Time group and enters this number when you press Enter or click off the row. This field is read-only.
Dock Group
Days
This field displays the amount of days an employee was docked.
Payment Group
Gross Pay
The Gross Pay field shows the gross pay amount for jobs that are not salaried. This field is read-only.
Hourly
For Hourly job types, this field displays the hourly rate associated with the job. This field is read-only.
Deduction Set Number
The Deduction Set Number field shows the number assigned to the deduction set in use for the selected payroll register. The number is given to the set in the Deduction Assignment screen. This field is read-only.