Auto-Spread Salary lets you spread a fixed salary across participating timecards for certain employees, by updating the hourly rate of pay on those timecards. The process looks at the employee and the employee’s earnings categories to determine who should be included when the function is run.
Starting with the 12.01 release of Coins ERP+, an Analysis Set is no longer required when setting up Auto-Spread Salary.
An employee must have a primary earnings category with a basis of AMOUNT to be included in the Auto-Spread of Salary.
The Auto-Spread function is in Payroll > Frequency (for example, Weekly) > Processing > Auto-Spread Salary.
Set Up
Open the employee record in Employee Maintenance.
On the Profile tab, check the Process Auto-Spread Salary box.
In the Earning Category to Spread field, enter the amount-based earning category to spread when running Auto-Spread Salary, for example, SA for Salary. If you leave this blank, the employee’s primary earning category will be used.
Employee Maintenance – Profile Tab
On the Earnings Categories tab, ensure that there is an amount-based earnings category that represents salary; for example, SE (salary), and that it is marked as Primary. **This is a must** .
Employee Maintenance –Earnings Category Tab
If Employees will be entering their own time and require the need for showing rates, they will use the SH (Salary Hourly) Earnings Category.
Create an earnings category of for example, SH (Salary Hourly) with the Pay Basis set up as Hours to enter to each job, with a rate of $0. This will be the earnings category to use when entering time. By setting it up this way, the distribution will be visible as soon as the timecard is entered. All other earnings categories can be setup with a $0 rate and will distribute as the SH does. For Example, PTO, VA, SI.
Timecard Entry
Timecards may be entered using any earnings categories such as hourly, memo or even salary. The goal is to enter the number of hours worked for the period.
Process Auto-Spread of Salary
This process updates the hourly rate of pay on participating timecards. The sum of the Hours times Rate will equal the employee’s salary for the period.
The following process must be done PRIOR to calculating your timesheets. If you need to reset your timecards to make corrections, you will need to also run this process again prior to recalculating the payroll.
Go to Payroll > [Payroll Frequency] > Processing > Auto-Spread Salary.
Enter or select the hours-based earning categories to include in the auto-spread process.
If Timesheet Input Groups are in use, select the groups to process.
Optionally, enter Minimum and Maximum hour thresholds that must be met in order for a timecard to be included in the auto-spread process. Timecards outside this threshold will be ignored and you will be prompted to review and process the salary payment manually on the Process Auto-Spread Report.
If you enter a minimum threshold, use the Below Minimum selector to choose what to do if the total participating hours are below the threshold:
No Spread – do not process the employee.
Salary / Normal Hours – process the employee based on their normal hours, with a warning that the check should be reviewed. Use the employee's normal hours based on the employee class instead of the total regular hours of the check to spread salary. Only a portion of the base salary will be spread.
Auto-Spread Salary Screen
You can use the Employee Selection tab to further restrict which employees are included.
Click Next.
The process generates an Auto-Spread Salary Report, which shows if an employee's hours for the period are outside the allowable minimum or maximum range.
Once shown successfully with no errors, you can calculate your payroll and continue with the payroll processing steps.
Examples
Example 1: Employee is a salaried employee who does not need to show hourly rate when spreading salary. Earnings Category SE is set as Primary in Employee Maintenance, and SH added with $0 rate. In this example, SE and VA are used on the Timecard.
Below is how it looks after the process is run, but before payroll calculation. Notice the Total Gross is still in the amount of the weekly salary.
SE/VA Auto-Spread Salary results
Example 2: Employee is a salaried employee who needs to show hourly rate when spreading salary. Earnings Category SE set as Primary in Employee Maintenance, and SH added with $0 rate. In this example, SH and VA have been entered on the Timecard.
Employee Maintenance (Earnings Categories)
Below is how it looks after the process is run, but before payroll calculation. Notice the Total Gross is still in the amount of the weekly salary.
SH/VA Auto-Spread Salary Results
This process can be run repeatedly for employees and should be the last process run before payroll calculations.
This should not be run for employees included in Auto Overtime Processing.
Your Consultant can set up defaults in System > System Setup > Field Default Maintenance.
Field Default Maintenance
