Processing Timecards Using Contract-Specific Labor Categories

This chapter provides overviews of contract-specific labor categories for time entry, batch timecard processing for contract-specific labor categories, and payroll pro forma journal entries with contract-specific labor categories, and discusses how to.

Add the Contract-Specific Labor Category field to Self-Service Time Entry.
Enter timecards using contract-specific labor categories.

Understanding Contract-Specific Labor Categories for Time Entry

If your company enters into a contract with the U.S. federal government or with a commercial company and the contract requires that detailed labor charges appear on invoices, employees must charge their time to valid labor categories during time entry. This requirement applies to back office, as well as self-service time entry. The labor category codes that employees enter are external job descriptions that the U.S. federal government defines for each contract. The external job descriptions are used for reporting and external billing and identify information that is required by the government, such as the title and type of work that is performed. The title of a labor category might be senior engineer or project manager, and the type of work might be technical or support. An employee might perform different types of work for a contract and, therefore, would charge time to different labor category codes.

In some cases, a contract might not require that detailed labor charges appear on invoices; however, the employees who work on the contract might still be required to charge their time to labor category codes for audit purposes.

See Entering Contract-Specific Labor Categories.

When you assign a labor category code during time entry, the system updates the Contract Labor Category field (JBLC) in one of these tables:

Employee Transaction Detail table (F06116) for back office time entry.
Employee Transactions - Batch File (F06116Z1) for self-service time entry.

At other times during the payroll process, the system updates the JBLC field in the Employee Transaction History (F0618) and Labor Rules Tag File (F186602) tables.

For the Contract Labor Category field to appear on the time entry forms, you must first activate the Project and Gov Contract Accounting Used constant in the Service Billing Constants (P48091). When it is activated, you can select the Contract Labor Category check box in the ESS Time Entry Setup program (P051123) to display the Contract Labor Category field for employee self-service time entry.

Self-Service Time Entry

The Contract Labor Category field appears in the self-service programs for Employee Daily Time Entry (P051127) and Employee Summary Time Entry (P051128). The system displays the field during employee time entry or when the manager reviews time entry in detail mode from the Manager Review and Approval program (P051129).

Back Office Time Entry

The Contract Labor Category field appears in these back office programs:

Daily Time Entry (P051141)
Time Entry Detail (P051131)
Speed Time Entry (P051121)
Timesheet Entry (P051122)
Interim Entry (P070701)

Prerequisites

Select the Project and Gov Contract Accounting Used check box in the Service Billing Constants program (P48091).

See Setting Up Service Billing Constants for JD Edwards EnterpriseOne PGCA.

Ensure that labor-specific category codes have been set up.

See Setting Up Contract-Specific Labor Categories.

Understanding Batch Timecard Processing for Contract-Specific Labor Categories

After timecards are reviewed and approved, you run the Time Entry Batch Processor program (R05116Z1I) to transfer the timecards from the F06116Z1 workfile to the Employee Transaction Detail File (F06116). During the batch process, timecards with contract-specific labor categories in the F06116Z1 workfile are edited and updated in the F06116 table. When the program reads records in the F06116Z1 workfile, it calls the Time Entry MBF program (P050002A) and:

Determines whether the funding level associated with the business unit requires labor categories.
If a contract labor category is required, verifies that the value in the Contract Labor Category (JBLC) field is valid, as determined by the business unit of the timecard.
If the value in the Contract Labor Category field is invalid, assigns the default labor category code from the Service Billing Constants program (P48091) and prints a warning message on the report.
If the Contract Labor Category field is blank and a contract labor category is required, the program does one of the following:
- Assigns a default value based on certain values on the timecard. If labor categories are required, the system assigns a default value from the Contract Specific Labor Categories program (P52G20) based on the rules defined in the labor category cross-reference.
- Assigns the default labor category from the Service Billing Constants program (P48091) if the funding level associated with the business unit requires labor categories but no categories are set up or there is no match to the rules in the labor category code tables (F52G20 and F52G21). A warning message prints on the report.

Understanding Payroll Pro Forma Journal Entries with Contract-Specific Labor Categories

When you process pro forma journal entries during the payroll cycle, the Generate Payroll Journal Entries program (R072902) creates a workfile (F05290) in which the journal entries are held until you review and then post them during the final update or as part of a daily post.

When creating the pro forma journal entries, the system uses the value in the Contract Labor Category field (JBLC) on the timecard to update the Job Type (JBCD) field in the workfile. The JBLC field contains the actual job titles that are required on invoices submitted to the U.S. federal government, as well as commercial companies. If the JBLC field is blank, the system creates the pro forma journal entries using the value in the Job Type (JBCD) field on the timecard.

When you post the journal entries, the system:

Updates the JBCD field in the Account Ledger table (F0911) with the value from the JBLC field or, if blank, the JBCD field in the workfile.
Moves the value in the JBLC field from the processed timecards in the Employee Transaction Detail File (F06116) to the JBLC field in the Employee Transaction History table (F0618).

See Also

Understanding Pro Forma Journal Entries

Adding the Contract Labor Category Field to Self-Service Time Entry

This section provides an overview of the contract labor category field for self-service time entry, lists a prerequisite, and discusses how to add the contract labor category field to self-service time entry programs.

Understanding the Contract Labor Category Field for Self-Service Time Entry

The ESS Time Entry Setup program (P051123) enables you to select from more than 50 predefined fields that you want to appear on the employee time entry interface for self-service. Use this program to add the Contract Labor Category field to the time entry interface. For each company or business unit, or company and business unit combination, you specify whether the Contract Labor Category field appears in time entry programs for self-service.

The system updates the Contract Labor Category Flag (ESZ183) accordingly in the Self-Service Time Entry Layout Setup table (F051123).

Prerequisite

Select the Project and Gov Contract Accounting Used check box in the Service Billing Constants program (P48091).

Adding the Contract Labor Category Field to Self-Service Time Entry Programs

This section shows the ESS Time Entry Setup Revisions form and describes the field that applies to project and government contract accounting.

Field for Contract-Specific Labor Categories / Fields 41-63 Tab

Contract Labor Category

Select this check box for the Contract Labor Category field to appear in the Employee Daily Time Entry (P051127) and Employee Summary Time Entry (P051128) programs for the company, business unit, or combination of company and business unit that requires contract labor categories.

This check box is input-capable only if you have selected the Project and Gov Contract Accounting Used check box in the Service Billing Constants program.

Entering Timecards Using Contract-Specific Labor Categories

This section lists a prerequisite and discusses how to:

Enter a timecard using contract-specific labor categories.
Correct contract-specific labor category codes on timecards.

Prerequisite

Add the Contract Labor Category field to self-service time entry programs.

Entering a Timecard Using Contract-Specific Labor Categories

This section shows the Daily Time Entry form and describes the fields that apply to project and government contract accounting. The fields described in this section appear in time entry programs for back office, as well as self-service. The form in the example is a time entry form for back office.

Fields for Contract-Specific Labor Categories

Account Number

The business unit associated with the account number in this field is the business unit that determines whether a contract labor category is required for the entry.

Contract Labor Category

Enter the labor category that specifies the type of job performed, such as machinist or supervisor. Based on whether a contract funding level exists for the timecard business unit, one of the following conditions applies:

If a contract funding level exists for the business unit, the system determines whether the funding level associated with the business unit requires labor categories. If labor categories are required, the system provides a default value from the Contract Specific Labor Categories program (P52G20) based on the rules defined in the labor category cross-reference. If necessary, you can override the default value in this field and enter a different labor category code that is valid for the contract. Use the Search button to access the Contract Specific Labor Category Search & Select program (P52G20S) and display a list of valid labor categories based on the account number, job location, or home business unit on the timecard. If the funding level associated with the business unit requires labor categories but no categories are set up or there is no match to the rules in the labor category code tables (F52G20 and F52G21), the system uses the default labor category from the Service Billing Constants program (P48091).

If a contract funding level does not exist for the business unit or if the contract is not a PGCA contract, you can enter a standard job type from user-defined code (UDC) table 06/G in this field. Use the Search button to display a list of valid labor categories or job types based on the business unit on the timecard.

The system issues a hard-error message if it is not able to validate the labor category code that you enter against the F52G20 and F52G21 tables (labor categories required) or UDC table 06/G (labor categories not required).

Correcting Contract Labor Category Codes on Timecards

The Time Entry Batch Processor program prints a warning message if it uses the suspense labor category code to replace an invalid or blank labor category code on a timecard. Review any warning messages on the report and, if applicable, correct the labor category codes in the Payroll Batch File Review program (P05116Z1).

This example shows the Time Entry Batch Revisions form and describes the field that is applicable to correcting contract-specific labor category codes on timecards:

This form displays the value in the Contract Labor Category field (JBLC) of the F06116Z1 workfile for an employee.

Field for Contract-Specific Labor Categories

Contract Labor Category

Enter a valid contract labor category code.