Module: Payroll [11.11]
Employee Maintenance allows you to maintain and calculate payroll information for employees.
Enter all employees receiving a paycheck into the system here. This will, also, create an employee record under Human Resources. (NOTE: If utilizing the HR Module, once Payroll set up is complete, go to Human Resources > Personnel Workbench to complete employee setup on the HR side)
Go to Payroll > Employee Maintenance. Click Add to new Employee to the system.
Figure 1: Employee Maintenance
This will open the General Tab. Enter all pertinent employee information here. All mandatory fields have been indicated in red below. Enter as much detail as possible.
Figure 2: General Tab
Navigate to the Profile Tab. The Pay Interval used should match the company Pay Frequency. (Note: If this is the first time you are setting up employees, you will need to have started a payroll in the frequencies you will be utilizing in order for the drop down to populate.)
Figure 3: Profile Tab
Navigate to the Tax Authority Details Tab. The exemptions, withholdings and adjustments for the Federal, State and Local level will vary by location and employee. State Default also holds the employee’s Workers Compensation code (Comp Code). Please Note: this is a Mandatory field.
Figure 4: Tax Authority Detail
Navigate to the Payment Tab. Set the employee payment preferences here using Pay Method. Click the drop-down arrow for list of options (Check or EFT). If EFT is chosen, boxes will appear to enable entry for the Routing and Account information, along with EFT type and payment amount (note items circled in yellow, Figure 5). If there will be more than one EFT allowed, these will be entered as Pay Calculations (see page 6).
Figure 5: Payment Tab
Navigate to the Standard Labor Rates Tab. Check the box to Use Standard Labor Rates and enter remaining information in tab to complete this set up.
Figure 6: Standard Labor Rates Tab
Navigate to the Other Tab. Enter the employee’s home address and additional info here. If this person is to be excluded from ACA (Affordable Care Act) reporting, check the box. When finished, click SAVE.
Figure 7: Other Tab
Once the employee is saved, the entry will now appear in the Employee Maintenance list. Click on the blue hyperlink, under the Employee column, to continue to setup the employees Earnings Categories and Pay Calculations.
Figure 8: Employee Maintenance Hyperlink
Once opened, you will notice that there are now additional tabs along the top where data can be entered. The Employee Details Tab (and the sub-tabs underneath) have been previously setup with Steps 1 – 7.
Figure 9: Employee Details Tab
Navigate to the Earnings Category tab. Click Add. Use the ellipsis “…” to bring up the list of all earnings categories setup to choose from. Choose an Earnings Category, enter an effective date, (Cost method and Analysis are optional). Enter a pay rate (if hourly, the overtime and double time will auto calculate), and finally click the Primary checkbox, if code is the main pay rate. (Please Note: Only one Earnings Category can have the Primary box checked at a time.) Checking this box will (1) indicate the earnings category and rate that will automatically default when entering a timecard and (2) be used to calculate annual salary in HR. You can define costing for all earnings categories, i.e. Vacation, Sick Leave, Paid Time Off. (Note: If using the memo earnings category UNPAID, do not associate it with a rate.)
Figure 10: Earnings Categories Tab
Next, on the State Details Tab, information will default from the setup on the Tax Authority Tab. Verify that a Work Comp Code has been setup for all employees.
Figure 11: State Detail Tab
On the Pay Calculations Tab, set up calculations that will not be generated in HR, such as garnishments, uniforms, child support, etc. If the Pay Calculation is EFT related, set up the account information in the Extra Bank Account Details box available below. (see Figure 11a)
Figure 12a: Pay Calculations Tab
Once you save the Pay Calculation entered, the code becomes a blue hyperlink. Click on this link to open the calculation for further set up.
Figure 12b: Pay Calculations Tab
The hyperlink opens the Pay Calculation Summary screen with 3 sub-tabs: Main, Remittance Information, and Excluded Earnings Categories. Ensure that the correct maximums for loans, garnishment, etc. are set appropriately.
Figure 13: Pay Calculations Summary: Main Tab
Navigate to the Remittance Info tab. If AP Invoices will be automatically created when payroll posts, add the remittance information on this tab. Use the ellipsis “…” to select from the look up fields of suppliers that have been set up. Enter the Member ID (this could be an account or docket number) and add a PR Related A/P Invoice Description (this is what will appear on the invoice).
Figure 14: Pay Calculations Summary: Remittance Info Tab
Navigate to the Excluded Earnings Categories tab. If there is an Earnings Category that should not be included in a calculation; Add it here. Click Add. Use the ellipsis “…” to look up list of Earning Categories. Chose the one. Once finished; Click Save.
Figure 15: Pay Calculations Summary: Excluded Earnings Tab
If not using the HR module, this data can be completed here in the PR module to have as a record. This information will be pulled over to the HR module.
Figure 16: HR Details Tab
The Pay History tab will hold an employees pay history, once employee has been paid.
Figure 17: Pay History Tab
The Employee record has now been created.