The Memo Hours Earning Category in Coins ERP+ allows for unit based calculations such as a daily meal allowance or Per Diem. It allows for unit based billings in Facilities Management.
Payments made via Memo Hours have no effect on Regular Hours, Overtime Hours, Double Time Hours, Hours Worked, or Hours Paid in Payroll. Memo Hours do not appear on the check Stub, Pay Slip, or in any Job Status inquiries, such as Hours.
This functionality applies to the US Region only.
The section below provides you with information on how to set up and use Memo Hours.
How to Use the Memo Hours Earning Category
Set Up Pay Item for Memo Hours
The Pay Items can be set up to hold Hours for reporting on checks, pay slips, and reports. A Pay Item used for Memo Hours should not reference a unit that is defined as Hours. Instead, create a unit for your Memo Hours and designate its type as Quantity. You may need one unit for each type of Memo Hours based Earning Category you wish to add.
To define the unit, go to Units.
Screenshot
Add a Pay Item for each new Memo Hours based Earning Category. The Pay Item Type is Subtotal, Unit should be defined, and you should not have any costing. Be sure to include its effects in the Total Gross and Burdened labor pay items.
Screenshot
Set Up Earning Category for Memo Hours
In Earning Categories, create an earning category whose Pay Basis is Memo Hours. Generally, the overtime and double time multipliers will be 1. Designate a pay item to hold the value associated with a payment made using Memo Hours.
Screenshot
Earning Categories set up as Memo Hours are limited to a Pay Basis of Rate per Hour which is entered during Time Sheet Entry. These types of earnings may be taxable or nontaxable as required and can appear separately on the W2.
Screenshot
You may enter the Memo Hours Earnings Category into the Employee File, Union Rate File, or Contract Rate File with effective dates if required. The Rate will default to the timecard and can be overwritten during entry.
Screenshot
Timesheet Entry
When using the Memo Hours based Earning Category, enter units under Regular Hours. You will not be allowed to distribute these hours daily, since they will have no effect on Certified Reporting.
Screenshot
Memo Hours are not included in the hours subtotals on Timesheet Input screens and inquiries, Timecard Report, Detail Edit Report, or Summary Edit Report.
Screenshot: Timesheet Input
Screenshot: Timesheet Detail
Screenshot: Timecard Report
Memo Hours are displayed on the Costing Workbench and tagged with text that consists of check/Transaction/MH.
Screenshot
All other reports in Coins ERP+ Payroll exclude Memo Hours from detail and totals.