Understanding Employee Timecards
This chapter includes an overview of employee timecards and discusses how to:
Select employees for time entry.
Enter timecards for employees.
Enter timecards using speed time entry.
Select Employees for speed time entry by individual.
Enter piece rate timecards.
Review timecard history for standalone time and labor.
Understanding Employee Timecards
You use time entry to record and track the amount of time that employees spend working on different jobs, equipment, tasks, and so on. Within the JD Edwards EnterpriseOne Time and Labor system, you can select several programs to enter timecard information. You can also select batch processing for uploading timecard information from third-party software. The time entry programs that you select depend on the structure of the company and the type of information that you want to track.
For example, you can enter time daily or enter time per pay periods for a group of employees. If you have many sites at which employees enter their time into a third-party source, you can use time entry batch processing to upload the timecard information into the JD Edwards EnterpriseOne Time and Labor system to create timecards.
In all of the time entry programs, the system can automatically supply predefined values for certain fields on each timecard that you enter. You can also specify that the system automatically enter employee-specific information on each timecard. Using default information on timecards can save data entry time and can reduce the number of data entry errors that might occur if you enter all information manually.
After you enter timecards into the system, you can process journal entries to update the general ledger with labor, payroll burden, and equipment expenses. The way in which you process journal entries depends on whether you use the JD Edwards EnterpriseOne Payroll system.
To facilitate the process for entering timecards, you can group and select employees for whom you need to enter time based on shared information such as business unit and supervisor. After selecting the employees, you can review the information and enter timecards for the employees.
You can enter timecards manually or enable the system to generate them automatically during payroll cycle processing. The JD Edwards EnterpriseOne Time and Labor system helps reduce data entry time and typing errors by automatically creating timecards for these types of employees:
Salaried employees
Hourly employees for whom you entered standard hours when you entered their pay and tax information
The system classifies employees whose timecards are automatically generated as autopay employees. For autopay employees, you must enter exception timecards for time other than regular work hours, such as holiday and vacation time. You can also override the default timecard information for an employee. After you enter timecards for exception pay, you process the employee through the payroll cycle. During pre-payroll, the system automatically creates the appropriate timecards for regular pay for all autopay employees.
You can select various methods to enter employee timecards into the JD Edwards EnterpriseOne Time and Labor system. Consider these questions when you decide which process to use:
For how many employees will I be entering timecards?
Do any existing autopay timecards need modification?
Will I be entering timecards for groups of employees who work in the same location?
Will I be uploading timecard information from another source, such as a separate time and attendance system or a spreadsheet?
Do I need to refer to a timecard that has already been processed for an employee to enter a timecard in the current period?
Do I need to refer to a timecard that has already been entered but has not yet been processed for an employee in the current period?
Will I be entering a timecard for a lump sum, such as a bonus, pay advance, or pay adjustment?
Will I be entering timecards on a daily basis?
Will I be entering information about equipment?
Do I want the system to display the timecard to the employee?
The time entry method that you select depends on the criteria that you use to select employees before entering timecards.
To manually enter timecards into the JD Edwards EnterpriseOne Time and Labor system, you can use any of these time entry programs:
Daily Time Entry
Time Entry By Individual
Time Entry by Time Sheet Group
Speed Time Entry (P051121)
To enter daily timecards, timecards for time sheet groups, or timecards per pay period, you must first select employees for whom you want to enter timecards using time entry filters. You can select employees from the F060116 table, employees who have unprocessed timecards using the F06116 table, or employees with processed timecards from the F0618 table.
After you have selected the employees, you can enter timecards for them using the Daily Time Entry program or the Time Entry By Individual program. As you save each timecard for an employee, the system displays a blank timecard for the next employee in the group. You can also enter time using the Time Entry by Time Sheet Groups program. By entering time using time sheet groups, you can automatically enter information into a single timecard for each employee in the group with information that is similar for the group, such as work date, batch number, pay type, number of hours, or lump sum amount. The system creates batch totals automatically to validate the number of employees and hours that were entered for each batch of timecards. You use Speed Time Entry to enter timecards for employees in a batch or to enter timecards for employees individually, based on their employee number.
When a processing option is set appropriately in the Time Entry MBF Processing Options program (P050002A), you can specify whether the system displays a timecard to the employee in self-service applications. To allow an employee to view the timecard, you set the value for Public Timecards to Y. Although employees cannot edit a timecard that is created by an administrator, they can view them when the timecard is defined as public. An employee's manager is also able to see public timecards.
Use the Time Entry By Individual program to enter timecards for one employee at a time. This method is useful when you are entering time for an employee with multiple timecards or multiple pay types. The system allows only one pay type per line of time entry. If you have set the processing options to automatically supply the address number and pay types, you can increase efficiency and avoid duplication of data entry.
The Speed Time Entry and Time Entry by Time Sheet Groups programs differ from Time Entry By Individual program in that they enable you to enter multiple employees per form. You can use the Speed Time Entry and Time Entry by Time Sheet Groups programs when entering timecards for groups of employees who have similar timecard data, such as a group of employees who worked the same number of hours, charged to the same pay type, and worked in the same location during the period. As with time entry by individual, you can set the processing options to copy the address number and pay type from the previous timecard to increase efficiency. You cannot use time entry filters to select employees for time entry if you are using the Speed Time Entry program.
For all four methods of entering time, each line in the time entry grid represents one timecard. If you are paying an employee multiple pay types, then the employee must enter each line of time in its own line in the time entry grid. This is because the system associates only one pay type with each line of time entry.
The first step in entering timecards for a group of employees is to select the employees for whom time is to be entered. Three filters are available from which to select employees. The Employee Master filter enables you to select from all employees, active or inactive. The Current Transactions filter enables you to select from employees for whom a timecard that has been entered but not yet processed. The Historical Transactions filter enables you to select from employees for whom a timecard has been posted to history. Each of these filters enables you to search for and select employees based on information that they have in common, such as employees who reside in the same business unit or employees who share the same work location. You can also update or correct the timecard history by selecting Timecard Corrections from the Row menu of the Historical Transactions form.
For a group of employees, you can enter timecards daily or enter timecards per pay period. You can also use the Speed Time Entry or Time Entry by Time Sheet Group programs to enter timecards for employees in a certain batch or enter timecards for individual employees based on their employee numbers. Speed Time Entry enables you to enter timecards per pay period only. If you need to enter daily time for employees, you cannot use Speed Time Entry.
When you enter timecards with Speed Time Entry, you do not need to select a group of employees first, although you can select employees by batch number or by individual employee number on the Speed Time Entry form.
For all time entry programs, you can complete fields in the tabbed areas of the form so that the system automatically supplies certain values, such as shift code or job location, for each timecard that you create. Completing these fields saves you from entering the same information for each timecard.
You can set the processing options to automatically copy information from one timecard to the next to facilitate timecard entry. If you are entering time either by individual or by using Speed Time Entry, the system automatically supplies the address number and pay type from the previous line of time entry after you have entered the first timecard. You can use this feature when you enter multiple timecards for the same employee or when you enter timecards for multiple employees with the same pay type.
In certain countries, such as Australia and New Zealand, employees can specify that they want the organization to pay them in advance for leave time that they are planning. Administrators can also search for timecards that include the pay in advance designation. Administrators can specify types of leave that are available to employees for payment in advance requests.
You can also define system-supplied values for timecards when you set up the processing options for the Time Entry MBF Processing Options program (P050002A).
The basic procedures for multicurrency time and labor tracking are the same as for normal time entry. This topic provides the additional steps that are required to use multicurrency features.
In the processing options for the Speed Time Entry program (P051121), enter the version that you set up for the Time Entry MBF Processing Options program (P050002A) in the Time Entry Version processing option on the Time Entry tab.
After you enable multicurrency time and labor tacking, these additional fields appear in each of the time entry programs:
Base Currency Code
The system obtains base currency information from the currency designation for the home company in the F0010 table.
Recharge Currency code
Foreign Bill Rate
If you use the recharge business unit to determine the fixed currency, enter a value in this field. Otherwise, the system generates the foreign billing rate from the rate information that is established in the F48096 table or the F0015 table.
When you enter timecard information, you can enter account numbers that identify multicurrency accounts. You can access the F48096 table during time entry to locate these account numbers. Each attempt to look up rate information for these accounts is date-sensitive. If you encounter an error in one of the listed fields, check the effective dates in the F48096 table. The date that you enter on each timecard must be within the effective dates of the account number. If you are not using the F48096 table to determine currency rates, the system uses the rates that are set up in the F0015 table. These currency rates are also date-sensitive.
After you enter timecards, you can review the Foreign Bill Rate, Bill Rate, Base Cur Code (base currency code), and Rech Cur Code (recharge currency code) fields to verify that the values are correct. The system generates the billing rate from the rate information established in the F48096 table or the F0015 table based on:
The processing options for the Time Entry MBF Processing Options program.
The currencies of the home business unit from the F060116 table record.
The business unit that is associated with the charges.
In this example, the system converts the currency from CAD to USD. The Company Constant Multi Currency Conversion flag is set to use the divisor of .66666667 in this calculation:
250.00 ÷ .66666667 = 375.00.
|
Bill Rate |
Foreign Bill Rate |
Base Cur Code |
Rech Cur Code |
|
375.000 |
250.000 |
USD |
CAD |
Note. If you are processing multicurrency timecards using only the JD Edwards EnterpriseOne Time and Labor system, you can enter employees from different countries in one batch. However, if you are processing multicurrency timecards through a payroll cycle, all of the employees that are included in a batch must have the same country code. The system bases payroll data selection on country code, and entering employees with different country codes in a single batch might cause the system to process incorrect information.
Prerequisites
Before you complete the tasks in this section:
Enter labor distribution instructions for the employee.
Define the Master Business Function processing options for Time Entry.
Set up equipment numbers on the Equipment Master form.
Set up equipment-rate tables and equipment-rate groups in the JD Edwards EnterpriseOne Job Cost system.
Set up an automatic accounting instruction (AAI) table for all journal types.
See Setting Up Automatic Accounting Instructions for JD Edwards EnterpriseOne Human Capital Management.
See Also
Overview of Multicurrency Time and Labor Tracking
Selecting Employees for Time Entry
This section includes an overview of the employee selection process and discusses how to:
Select employees for time entry from the Employee Master Information table (F060116).
Select employees for time entry who have unprocessed timecards.
Select employees for time entry who have processed timecards.
Understanding the Employee Selection Process for Time Entry
You can use any one of these methods to select a group of employees for time entry:
Selecting employees from the F060116 table.
Selecting employees who have unprocessed timecards.
Selecting employees who have processed timecards.
All of these selection methods use inquiry forms that might include tabs with job-related, organization, and category code fields to narrow the employee search. Using any of these methods, you can filter for employees who have requested payment in advance for schedule leave time.
To search for employees who have timecards that include sick certification issues, you can use the Time Entry Floods program and search on these items:
Sick Certificate Required
Sick Certificate Received
T/E Lock (Time Entry Lock)
Selecting employees from the F060116 table enables you to select a group of employees who have common information, such as a home business unit, supervisor, category code, work schedule, job type, and check route code.
Selecting employees who have unprocessed timecards enables you to select a group of employees from the F06116 table who have timecards that have not yet been through payroll. A Subledger tab with fields for subledger and subledger type narrows the search.
You might want to use this method to select a group of employees for whom you enter timecards each day. For example, as part of the daily tasks, you might need to enter time for a group of employees in Business Unit 9. After completing the Business Unit field, the system displays all the employees in Business Unit 9 who already have timecards in the F06116 table.
Selecting employees who have processed timecards enables you to select employees whose timecards have already been processed and posted to the F0618 table. You might want to use this method if you want to review employee timecard history before entering time.
You must set the processing options for Selecting Employees for Time Entry (P051191) for the tabs to appear on the associated forms.
After selecting employees for time entry, you can enter timecards using time sheet groups, daily timecards, or timecards per pay period. You access daily and per pay period time entry from a row menu and time sheet group time entry from a form menu.
To facilitate timecard entry, you can set the processing options so that the system copies certain information from one timecard to the next. For example, the system can supply the address number and pay type from the timecard that you previously entered.
You can also set the processing options for the Time Entry MBF Processing Options program (P050002A) to enter default pay information onto each employee's time entry form. For example, you can set the processing options to assign a next number to the Batch field and to supply a pay rate.
Forms Used to Select Employees for Time Entry
|
Form Name |
FormID |
Navigation |
Usage |
|
Work With Time Entry by Employee Master |
W051191B |
Time Entry (G05BT1), Employee Master Filter |
Select employees for time entry using the Employee Master Information table (F060116). |
|
Work With Time Entry by EE Transaction Current |
W051191C |
Time Entry (G05BT1), Current Transactions Filter |
Select employees for time entry who have unprocessed timecards. |
|
Work With Time Entry by EE Transaction History |
W051191E |
Time Entry menu (G05BT1), Historical Transactions Filter |
Select employees for time entry who have processed timecards. |
Selecting Employees for Time Entry from the Employee Master Information Table
Access the Work With Time Entry by Employee Master form.
Complete these fields to select employees from the F060116 table, and then click Find to display the selected employees.
Form Header Information
|
All Employees |
Select this option to select any active employee in the system. |
|
Employees With Timecards |
Select to narrow the selection criteria to only active employees with existing, unprocessed timecards. |
|
Employees Without Timecards |
Select to narrow the selection criteria to only active employees who do not have unprocessed timecards. |
|
Employees With Pay In Advance Timecards |
Select to narrow the selection criteria to only active employees who have unprocessed timecards that include a request for payment in advance of scheduled leave. |
1-8
Access the 1-8 tab.
To access additional category codes, select the other category code tabs.
|
Cat Code 1 (category code 1) |
This field refers to Superintendent. |
|
Cat Code 2 (category code 2) |
This field refers to General Foreman. |
|
Cat Code 3 (category code 3) |
This field refers to Foreman. |
|
Cat Code 4 (category code 4) |
This field refers to Work Area. |
Organization
Access the Organization tab.
|
Home Company |
Enter the company to which the employee is assigned. The system uses this code to store historical payroll information and to determine accounts for some journal entries. |
|
Supervisor |
Enter the address book number of the supervisor. |
|
Security Business Unit |
Enter an alphanumeric code that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant. You can assign a business unit to a document, entity, or person for purposes of responsibility reporting. For example, the system provides reports of open accounts payable and accounts receivable by business unit to track equipment by responsible department. Business unit security might prevent you from viewing information about business units for which you have no authority. |
|
Check Route Code |
Enter a code from user-defined code (UDC) 07/CR that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery. |
Other
Access the Other tab.
|
Business Unit - Last Worked |
Enter the last business unit (job) number that was associated with this employee. The system uses this field for distribution of paychecks and in the generation of journal entries. When you process a payroll cycle that includes the employee, the system automatically updates this field. |
|
Benefit Group |
Enter the benefit group to which the employee is assigned. Benefit groups facilitate employee enrollment by categorizing benefit plans and enabling enrollment rules for those categories. For example, assigning an employee to an executive (EXEC) benefit group automatically links the employee to the benefits available to executives in the organization. |
|
Pay Class (H/S/P) (pay class hourly/salaried/piecework) |
Enter a code that specifies how an employee is paid. Values are: H: Hourly S: Salaried P: Piecework |
|
Work Schedule |
Enter a UDC to designate intrapay period work schedules. The system uses this code for reporting and to select employees to include in a payroll run. For example: A: Monday through Friday B: Saturday through Wednesday C: Monday through Thursday (4 × 10 hours) |
Selecting Employees for Time Entry Who Have Unprocessed Timecards
Access the Work With Time Entry by EE Transaction Current form.
Complete these fields to select employees who have unprocessed timecards, and then click Find to display the selected employees.
Form Header Information
|
Pay Class |
Enter a value to select only those employees who have a current, unprocessed timecard with this pay class value. |
|
Work Date |
Enter a date to select only those employees who have a current, unprocessed timecard that includes this work date. |
|
Employees With Pay In Advance Timecards |
Select to narrow the selection criteria to only active employees who have unprocessed timecards that include a request for payment in advance of scheduled leave. |
Organization
Access the Organization tab.
|
Check Route Code |
Enter a UDC (07/CR) that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery. |
|
Batch Number |
Enter a value to select only those employees who have a current, unprocessed timecard that includes this batch number. This is a number that identifies a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program. |
Category Codes
Access the Category Codes tab.
|
Cat Code 1 |
This field refers to Superintendent. |
|
Cat Code 2 |
This field refers to General Foreman. |
|
Cat Code 3 |
This field refers to Foreman. |
|
Cat Code 4 |
This field refers to Work Area. |
Subledger
Access the Subledger tab.
|
Subledger |
Enter a code that identifies a detailed, auxiliary account within a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type. Enter a value in this field to select only those employees who have a current, unprocessed timecard that is associated with a specific general ledger account. If you enter a value in this field, you must also complete the Subledger Type field. |
|
Subledger Type |
Enter a value from UDC 00/ST to select only those employees who have a current, unprocessed timecard that is associated with a specific general ledger account. If you enter a value in this field, you must also complete the Subledger field. The system uses this value with the Subledger field to identify the subledger type and how the system performs subledger editing. On the User Defined Codes form, the second line of the description controls how the system performs editing. This is either hard-coded or user-defined. Values are: A: Alphanumeric field. Do not edit. N: Numeric field. Right-justify and zero fill. C: Alphanumeric field. Right-justify and blank fill. |
Selecting Employees for Time Entry Who Have Processed Timecards
Access the Work With Time Entry by EE Transaction History form.
Complete these fields to select employees from the (F060116 table, and then click Find to display the selected employees.
Form Header Information
|
All Employees |
Select this option to select any active employee in the system. |
|
Employees With Timecards |
Select to narrow the selection criteria to only active employees with existing, processed timecards. |
|
Employees Without Timecards |
Select to narrow the selection criteria to only active employees who do not have processed timecards. |
|
Employees With Pay In Advance Timecards |
Select to narrow the selection criteria to only active employees who have unprocessed timecards that include a request for payment in advance of scheduled leave. |
Organization
Access the Organization tab.
|
Job Location |
Enter a value that represents the location in which the employee worked. You can use this value to specify that an employee worked at this location but charged the time to a different business unit. The system uses this value for deriving rates from the Union Pay Rate table and exclusively by the Certified Payroll Register. A value in this field overrides the rates that are set up in the F069126 table if the table is set up by job or business unit. |
Subledger
Access the Subledger tab.
|
Subledger |
Enter a value to select only those employees who have a processed timecard that is associated with a specific general ledger account. If you enter a value in this field, you must also complete the Subledger Type field. This is a code that identifies a detailed, auxiliary account within a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type. |
|
Subledger Type |
Enter a value from UDC 00/ST to select only those employees who have a processed timecard that is associated with a specific general ledger account. If you enter a value in this field, you must also complete the Subledger field. The system uses this value with the Subledger field to identify the subledger type and how the system performs subledger editing. On the User Defined Codes form, the second line of the description controls how the system performs editing. This is either hard-coded or user-defined. Values are: A: Alphanumeric field. Do not edit. N: Numeric field. Right-justify and zero fill. C: Alphanumeric field. Right-justify and blank fill. |
Category Codes
Access the Category Codes tab.
|
Cat Code 1 |
This field refers to Superintendent. |
|
Cat Code 2 |
This field refers to General Foreman. |
|
Cat Code 3 |
This field refers to Foreman. |
|
Cat Code 4 |
This field refers to Work Area. |
Other
Access the Other tab.
|
Pay Period Ending Date |
Enter the last day of a processing period (pay period, month, quarter, or year). |
Entering Timecards for Employees
This section includes an overview of timecard entry, lists a prerequisite, and discusses how to:
Enter timecards per pay period for employees.
Enter daily timecards for employees.
Enter timecards using time sheet groups.
Understanding Timecard Entry
After you select employees for whom you want to enter time using the time entry filters, you can enter timecards for those employees. Each row in which you enter information in the detail area of a time entry form corresponds to one timecard. The minimum information that is required to create a timecard for a nonautopay employee consists of:
Date and Batch
Pay
Hours
After you have selected the employees for whom you want to enter timecard information, you must select one of these methods for entering timecards:
|
Method |
Description |
|
Per pay period time entry |
Use this method to summarize an employee's hours with each row (timecard) that you enter in the detail area of the form. |
|
Daily time entry |
Use this method to enter hours for each day of the week on one row of the Daily Time Entry form. |
|
Time sheet group time entry TableRowHeading |
Use this method to enter timecards for multiple employees on the same form. |
You can use all of these time entry methods to track various equipment information, including:
Equipment ID number
Hours that the employee used the equipment
Equipment billing rates
Equipment costs and expenses
When you enter timecards, the system updates the F06116 table. After you enter timecards into the system, you might need to override information that is on or associated with the timecards.
In all of the time entry programs, you can enter a comment during the time entry process to save information about the timecard. The system saves this information in the F07630 table. You can remove or edit comments by updating a timecard. When you are working with timecards that have been entered by employees, you cannot override employee and manager comments.
Note. When you enter or review employee timecards, note that the system displays the pay rate on some timecards, but displays the
word secured on other timecards. The system determines whether to display the employee's pay rate based on the location from which the
pay rate is retrieved.
If the system retrieves the pay rate directly from the F060116 table, the timecard displays the employee's pay rate as secured.
This action enables you to keep confidential pay rates for specific employees.
If the system retrieves pay rate information from a union or pay rate table, the system displays the actual rate on the timecard.
Typically, pay rates are common knowledge for union employees or employees whose pay rate is based solely on their job ID,
and thus do not require the same level of confidentiality.
Additionally, if you enter timecards one after another, you can save time and reduce typing errors in the Account Number field by using certain formulas.
Entering Timecards Per Pay Period for Employees
Entering timecards per pay period helps you summarize an employee's hours with each row (timecard) that you enter in the detail area of the form. Nothing prevents you from entering daily time on the Time Entry Revisions form. However, you would need to enter a row for each day of the week, and this might result in reduced system performance when you run a payroll.
When you enter time per pay period, you can select an option from the Form menu on the Time Entry Revisions form to copy labor distribution instructions for an employee. After you enter the essential timecard information, you can copy an employee's labor distribution instructions to avoid entering timecard information, such as the associated account number, job type, and business unit. The system automatically copies the employee's labor distribution rules that you entered in Labor Distribution Instructions (P050151). You might enter labor distribution instructions for employees who typically charge time to the same pay types and accounts for each pay period.
If you need to enter a separate timecard for a bonus or a lump sum amount, you must create an additional timecard. You can also override system-supplied information. For example, you might need to override the account number and job location when an employee works at an additional job. The system uses this override information only once for the pay period.
To enter time for which an employee is paid in advance, you must select the Pay In Advance option.
Entering Daily Timecards for Employees
You can enter daily timecards for employees by entering hours for each day of the week on an individual row of the Daily Time Entry form. Use this method if the company needs to post labor to the general ledger every day.
To enter a separate timecard for a bonus or a lump sum amount, you must create an additional timecard. You can also override system-supplied information. For example, you might need to override the account number and job location when an employee works a job other than his or her regular job. The system uses this override information only once for the pay period.
To enter time for which an employee is paid in advance, you must select the Pay In Advance option.
Entering Timecards Using Time Sheet Groups
You can use Time Entry Time Sheet Groups (P051122) to enter timecards for groups of employees on the same time entry form. Using time sheet groups is a useful method for entering timecards if you need to enter similar timecards for multiple employees. For example, if you have a group of employees for whom you would need to enter timecards that include the same pay type and number of hours, you can do so using time sheet groups.
The Time Entry Time Sheet Groups program creates one time entry record for each employee that you select. To use this time entry method, you must first use the time entry filters to select employees for whom you want to enter timecards because this program is accessible only from a Form menu option from the time entry filter programs. You can use either of these methods to enter timecards:
Time Sheet All
Time Sheet Select
After you have created a list of employees using a time entry filter, you can enter timecards for all of the employees on the list, or you can create timecards for selected employees within the list by selecting different menu options.
To enter time for which an employee is paid in advance, you must select the Pay In Advance option.
If you need to enter information about a bonus or a lump sum amount, you must create an additional timecard. You can also override information that the system supplies. For example, you might need to override the account number and job location when an employee works a job other than his or her regular job. The system uses this override information only once for the pay period.
Prerequisite
Select the employees for whom you want to enter timecards.
See Selecting Employees for Time Entry.
See Also
Entering Timecards Using Self Service
Forms Used to Enter Timecards for Employees
|
Form Name |
FormID |
Navigation |
Usage |
|
Work With Time Entry by Employee Master |
W051191B |
Time Entry (G05BT1), Employee Master Filter |
Select employees for time entry using the Employee Master Information table. |
|
Work With Time Entry by EE Transaction Current |
W051191C |
Time Entry (G05BT1), Current Transactions Filter |
Select employees for time entry who have unprocessed timecards. |
|
Work With Time Entry by EE Transaction History |
W051191E |
Time Entry (G05BT1), Historical Transactions Filter |
Select employees for time entry who have processed timecards. |
|
Time Entry Revisions |
W051131A |
Select the employees for whom you want to enter time, and then select Line Detail from the Row menu from any one of these forms: Work With Time Entry by Employee Master Work With Time Entry by EE Transaction Current Work With Time Entry by EE Transaction History |
Enter timecards per pay period. |
|
Daily Time Entry |
W051141A |
Select the employees for whom you want to enter time, and then select Daily from the Row menu from any one of these forms: Work With Time Entry by Employee Master Work With Time Entry by EE Transaction Current Work With Time Entry by EE Transaction History |
Enter daily timecards for employees. |
|
Time Entry Time Sheet Revisions |
W051122B |
Select a single employee, and then select Time Sheet Select from the Form menu; or to enter time for all selected employees, select Time Sheet All from the Form menu from any one of these forms: Work With Time Entry by Employee Master Work With Time Entry by EE Transaction Current Work With Time Entry by EE Transaction History |
Enter timecards using time sheet groups. |
Entering Timecards Per Pay Period for Employees
Access the Time Entry Revisions form.
The system automatically adds the time entry record when you click OK and displays the next employee in the group when you click Next. You must click OK to save the time entry information before continuing to the next employee. You can click Previous to display the previous employee in the group.
The system automatically enters the values in the tabbed fields in the next employee's timecard record.
|
Public Timecards |
Specify whether the timecard is public or private. If the timecard is public, then the employee can view the timecard. Values are: Y: The employee can view the timecard. N: The employee cannot view the timecard. |
|
Job Location |
Enter a value that represents the location in which the employee worked. You can use this value to specify that an employee worked at this location but charged the time to a different business unit. The system uses this value to derive rates from the Union Pay Rate and also for the Certified Payroll Register. A value in this field overrides the rates that are set up in the F069126 table if the table is set up by job or business unit. |
|
Check Route Code |
Enter a code from UDC 07/CR that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks and facilitate their handling and delivery. |
|
Subledger |
Enter a code that identifies a detailed, auxiliary account within a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type. |
|
Subledger Type |
Enter a code from UDC 00/ST that the system uses with the Subledger field to identify the subledger type and how the system performs subledger editing. On the User Defined Codes form, the second line of the description controls how the system performs editing. This is either hard-coded or user-defined. Values include: A: Alphanumeric field. Do not edit. N: Numeric field. Right-justify and zero fill. C: Alphanumeric field. Right-justify and blank fill. |
|
Work Order |
Enter a number that identifies an original document. This document can be a voucher, a sales order, an invoice, unapplied cash, a journal entry, and so on. |
|
Date / Batch |
Enter the date that the system uses as the actual work date or pay-period ending date. |
|
Batch |
Enter a number that identifies a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program. |
|
Pay |
Enter a code that defines the type of pay, deduction, benefit, or accrual. Pay types are numbered from 1 to 999. Deductions and benefits are numbered from 1000 to 9999. |
|
Hours |
Enter the number of hours that are associated with each transaction. |
|
LSAmnt (lump sum amount) |
Enter a lump sum amount, an adjustment amount, or an amount that represents an employee's gross pay. This amount temporarily overrides any pay calculation that the system normally performs. |
|
Ovr/Rt (overtime/rate) |
Enter the hourly rate for the employee. If applicable, the system adds the values for the Pay Type Multiplier and Differential fields to the hourly rate. If you change the value of the data display decimals for this field, you must also change the Hourly Rate (PHRT) and Base Rate (BHRT) fields in Time Entry to have them exactly match the data display decimals. |
|
Uprate |
Enter an amount that the system adds to an employee's base hourly rate. For example, you might enter a rate differential for equipment operators when they move from operating one piece of equipment to another piece. The system adds the uprate amount to the base pay rate to calculate gross wages before it performs any other rate calculations, such as applying a shift differential or pay type multiplier. |
|
Shift Diff. (shift differential) |
Enter an additional rate, expressed in dollars or percent, that the system adds to an employee's hourly rate, depending on the shift that the employee worked. This rate can be applied in one of two ways, as defined by the Shift Differential Calculation Sequence (data item CMTH). |
|
%/ Amt (percentage/amount) |
Enter a code that specifies whether shift differential contains an hourly rate or a percentage. Values are: H: The system adds the amount in shift differential to the hourly rate. %: The amount in shift differential is a percentage of the hourly rate that the system adds to the hourly rate. |
|
Billing Rate |
Enter the rate for the billing of labor services. This rate is often referred to as the billing or recharge rate. The system charges the extended amount based on this rate to the primary distribution account on the timecard and makes an offset entry to an account that is derived from the Accounting Rules table. This rate will not affect the employee's payroll. To enable billing rates in time entry, you must set the employee's record type as either 2 or 3 on the Basic Employee Entry form. Enter a rate on any of these forms to override the rate in the F060118 table:
|
|
Work Date |
Enter the date that the system uses as the actual work date or pay-period ending date. |
|
Home Co (home company) |
Enter the company to which the employee is assigned. The system uses this code to store historical payroll information and to determine accounts for some journal entries. |
|
Home BU (home business unit) |
Enter the number of the business unit in which the employee generally resides. |
|
Tax Area |
Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the valid codes for the location, refer to the documentation for the tax calculation software that you are using. |
|
Piece Rate Item Number |
Enter an inventory item number. The system provides three separate item numbers plus an extensive cross-reference capability to other item numbers (see data item XRT) to accommodate substitute item numbers, replacements, bar codes, customer numbers, supplier numbers, and so forth. The item numbers are:
|
|
Pce/Rt (piece rate) |
Enter the rate paid for the type of component (piece) that you produce. If you enter a rate in this field, this rate overrides the rate in the F060116 table. |
|
Pieces |
Enter the number of pieces for piecework or any other unit of measure that you want to track for this employee. For example, you can track miles driven for drivers of company vehicles, cubic yards of concrete, feet drilled, miles flown, and so forth. |
|
Phase |
Enter a UDC (00/W1) that indicates the current stage or phase of development for a work order. You can assign a work order to only one phase code at a time. Note. Certain forms contain a processing option that enables you to enter a default value for this field. If you enter a default value on a form for which you have set this processing option, the system displays the value in the appropriate fields on any work orders that you create. The system also displays the value on the Project Setup form. You can either accept or override the default value. |
|
Explanation |
Enter a name or remark that describes the purpose for using an account or conveys any other information that the user wants about the transaction. |
|
Record Type |
Enter a code that identifies whether the employee is handled through the Recharge processing option for the Payroll Journal Entry program. Values are: 1: Payroll Processing Only 2: Payroll and Recharge Processing 3: Recharge Processing Only Note. After you have added a timecard, you cannot change its record type. |
|
WCI Code (worker's compensation insurance code) |
Enter a code from UDC 00/W that represents a worker's compensation insurance (WCI) code. This code should correspond to the classifications on the periodic worker's compensation insurance reports. |
|
SC/ WC (special circumstances/worker's compensation) |
Enter a code that specifies any special circumstances that are associated with the WCI code, which can result in multiple rates for the same WCI code due to location or risk. Omit the subclass if multiple rates do not exist. Default codes are: Blank: No special circumstances exist. F: Special circumstances exist. |
|
Transaction Number |
Enter a number that the system assigns to each timecard to uniquely identify it. You can use this field in the Time Entry By Job program to retrieve a specific timecard for display. The system also uses this field to associate a timecard with each Actual Burden audit record that was created for the timecard during the Actual Burden Journaling process. |
|
Hours Equipment |
Enter the number of hours that the equipment was operated. If you leave this field blank, the system uses the hours from employee time entry when you enter an equipment number. If you do not enter employee hours, you must complete this field. |
|
Equip Obj (equipment object) |
Indicate the object account to which you want the system to distribute equipment utilization charges. If you leave this field blank, the system uses a default value from the Payroll Accounting tables. You can override this value on individual timecards. |
|
Bill RtCd (billing rate code) |
Enter a code from UDC 00/RC that indicates a billing rate, such as DY for daily, MO for monthly, and WK for weekly. You can set up multiple billing rates for a piece of equipment. If you leave this field blank, the system searches for a valid billing rate in this sequence:
|
|
Equipment Billing Rate |
Enter the dollar amount for the equipment billing rate. Each equipment item can have numerous billing rates based on the rate code (see Equipment Billing Rate - ERC). The equipment billing rate can consist of up to ten different rates. For example: Billing Rate = 100 USD 20 USD = Rate 1 (Ownership Component) 50 USD = Rate 2 (Operating Component) 25 USD = Rate 3 (Maintenance Component) 5 USD = Rate 4 (Other Costs Component) The Equipment Time Entry program provides for the entries of debits or charges to specific cost accounts using the total billing rate (for example, 100 USD). When these entries are posted to the general ledger, the system recognizes credits in revenue accounts for each of the rate components. In this way, you can separate portions of the equipment billing by type of cost. You do not need to use the rate components concept unless it is appropriate to the business. |
|
Timecard From Date |
Specify the beginning date for a range of dates being entered as a summary timecard. |
|
Timecard Thru Date |
Specify the ending date for a range of dates being entered as a summary timecard. |
|
Hours Worked Per Day |
Specify the hours worked per day for a summary timecard. Date ranges entered on the timecard begin with Timecard From Date (TCFD) and end with Timecard Thru Date (TCTD). |
Entering Daily Timecards for Employees
Access the Daily Time Entry form..
If you selected the Project and Gov Contract Accounting Used check box in the Service Billing Constants program (P48091), the system displays the Contract Labor Category field on the Daily Time Entry form.
See Processing Timecards Using Contract-Specific Labor Categories.
|
Cost Code |
Indicates a subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account. Note. If you are using a flexible chart of accounts and the object account is set to 6 digits, you must use all 6 digits. For example, entering 000456 is not the same as entering 456 because if you enter 456, the system enters three blank spaces to fill a 6-digit object. |
|
Week Start Date |
Enter the date that the system uses as the actual work date or pay-period ending date. |
|
Work Order |
To enter work order information, you must complete the Subledger and Work Order fields. You can override this information in the detail area of the form for individuals who have different work order information. |
|
Monday Billing Rate |
Indicates a rate that the system uses for the billing of labor services. This rate is often referred to as the billing or recharge rate. The system charges the extended amount based on this rate to the primary distribution account on the timecard and makes an offset entry to an account derived from the Accounting Rules table. This rate will not affect the employee's payroll. To enable billing rates in time entry, you must set the employee's record type as either 2 or 3 on the Basic Employee Entry form. Enter a rate on any of these forms to override the rate in the F060118 table:
When you click OK, the system automatically adds the time entry record. You must click OK before you continue to the next employee to save time entry information. You can click Previous to display the last employee for whom you entered time. The system automatically supplies the values in the tabbed fields to the next employee's timecard record. |
Entering Timecards Using Time Sheet Groups
Access the Time Entry Time Sheet Revisions form.
If you have selected the Project and Gov Contract Accounting Used check box in the Service Billing Constants program (P48091), the system displays the Contract Labor Category field on the Time Entry Time Sheet Revisions form.
See Processing Timecards Using Contract-Specific Labor Categories.
|
Populate Grid With Employees |
Click to create timecards for all of the selected employees after you enter values in all the necessary fields on the Time Entry Time Sheets Revisions form. You can then revise any of the timecards that the system displays in the detail area of the form. |
Entering Timecards Using Speed Time Entry
This section includes an overview of speed time entry and discusses how to:
Select employees for speed time entry by individual.
Select employees for speed time entry by batch number.
Enter timecards using speed time entry.
Understanding Speed Time Entry
Use Speed Time Entry (P051121) to enter timecards for multiple employees per pay period. If you need to enter daily timecards, you cannot use this program. The system does not require you to select employees for Speed Time Entry before entering timecards. However, selecting employees is beneficial if you need to review information before you enter timecards.
Selecting Employees
You must use one of these methods to select employees for Speed Time Entry:
Selecting employees by employee number.
Selecting employees by batch number.
Selecting employees by employee number is preferable if you need to review certain timecard information before entering another timecard for that employee. When you select employees by employee number, the system displays all the employee's timecards from the F06116 table by batch number. You can review certain timecard information such as work date, home business unit, home company, pay, hours, lump sum amount, subledger, and subledger type.
Selecting employees by batch number is preferable if you always enter timecards according to a batch number. The system displays the batch number and batch information, such as the number of timecards in the batch, the number of employees in the batch, batch hours, and the batch lump sum amount.
Regardless of which method you select, the system accesses the same Speed Time Entry Revisions form (W051121C). You can enter all timecards on this form. Each row on the form represents one timecard per employee.
The system locates information for Speed Time Entry in the F06116 table.
Entering Timecards Using Speed Time Entry
After you have selected employees for speed time entry, you can use Speed Time Entry to enter timecards. If you do not want to select employees before entering their timecards, you must enter timecards from either the By Individual or Speed Time Entry menu selections, both of which supply the same time entry form.
Use Speed Time Entry to enter all of the employee's timecards on the same form, using each row as a timecard.
You can track this equipment information for employees who work with equipment:
Equipment ID number.
Number of hours that the employee used the equipment.
Equipment billing rates.
Equipment costs and expenses.
To facilitate more efficient timecard entry, you can set the processing options so that the system copies certain information from one timecard to the next. For example, after you enter the minimum amount of information that the system requires to create a timecard, the system can supply the business unit, work order number, and account number from the timecard that you previously entered.
You can also set processing options for the Time Entry MBF Processing Options program (P050002A) to direct the system to enter certain pay information automatically on each employee's time entry form. For example, you can specify that the system assign a next number to the Batch field and to supply a pay rate.
Forms Used to Enter Timecards with Speed Time Entry
|
Form Name |
FormID |
Navigation |
Usage |
|
Work With Speed Time Entry |
W051121E |
Time Entry (G05BT1), Speed Time Entry |
Select employees by batch for speed time entry. |
|
Speed Time Entry Revisions |
W051121C |
Click Add or select a record and click Select on either of these forms: Work with Time Entry by Individual Work With Speed Time Entry |
Enter timecards using speed time entry. |
Selecting Employees For Speed Time Entry by Individual
Access the Work With Time Entry by Individual form.
|
Employee No (employee number) |
Select the employee for whom you want to enter timecards using speed time entry. |
Selecting Employees for Speed Time Entry by Batch
Access the Work With Speed Time Entry form.
|
Batch |
Select the batch for which you want to enter timecards using speed time entry. |
Entering Timecards Using Speed Time Entry
Access the Speed Time Entry Revisions form.
If you have selected the Project and Gov Contract Accounting Used check box in the Service Billing Constants program (P48091), the system displays the Contract Labor Category field on the Speed Time Entry Revisions form.
See Processing Timecards Using Contract-Specific Labor Categories.
|
Job Location |
Enter a value that represents the location in which the employee worked. You can use this value to specify that an employee worked at this location but charged the time to a different business unit. The system uses the values to derive rates from the F069126 table and for the Certified Payroll Register. A value in this field overrides the rates that are set up in the F069126 table if the table is set up by job or business unit. |
|
Check Route Code |
Enter a UDC (07/CR) that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery. |
|
Subledger |
Enter a code that identifies a detailed, auxiliary account within a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type. |
|
Subledger Type |
Enter a UDC (00/ST) that the system uses with the Subledger field to identify the subledger type and how the system performs subledger editing. On the User Defined Codes form, the second line of the description controls how the system performs editing. This is either hard-coded or user-defined. Values are: A: Alphanumeric field. Do not edit. N: Numeric field. Right-justify and zero fill. C: Alphanumeric field. Right-justify and blank fill. |
|
Work Order |
Enter a number that identifies an original document. This document can be a voucher, a sales order, an invoice, unapplied cash, a journal entry, and so on. |
|
Date / Batch |
Enter the date that the system uses as the actual work date or pay-period ending date. |
|
Batch |
Enter a number that identifies a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program. |
|
Pay |
Enter a code that defines the type of pay, deduction, benefit, or accrual. Pay types are numbered from 1 to 999. Deductions and benefits are numbered from 1000 to 9999. |
|
Hours |
Enter the number of hours that are associated with each transaction. |
|
LSAmnt (lump sum amount) |
Enter a lump sum amount, an adjustment amount, or an amount that represents an employee's gross pay. This amount temporarily overrides any pay calculation that the system normally performs. |
|
Ovr/Rt (overtime rate) |
Enter the hourly rate for the employee. If applicable, the system adds the values for Pay Type Multiplier and Differential to the hourly rate. If you change the value of the data display decimals for this field, you must also change the Hourly Rate (PHRT) and Base Rate (BHRT) fields in Time Entry to have exactly the same data display decimals. |
|
Job Type |
Enter a code from UDC 07/G that defines the jobs within the organization. You can associate pay and benefit information with a job type and apply that information to the employees who are linked to that job type. |
|
Uprate |
Enter an amount that the system adds to an employee's base hourly rate. For example, you might enter a rate differential for equipment operators when they move from operating one piece of equipment to another piece. The system adds the uprate amount to the base pay rate to calculate gross wages before it performs any other rate calculations, such as applying a shift differential or pay type multiplier. |
|
Shift Diff. (shift differential) |
Enter an additional rate, expressed in dollars or percent, that the system adds to an employee's hourly rate, depending on the shift worked. This rate can be applied in one of two ways, as defined by the Shift Differential Calculation Sequence (data item CMTH). |
|
%/ Amt (percentage amount) |
Enter a code that specifies whether the shift differential contains an hourly rate or a percentage. Values are: H: The system adds the amount in shift differential to the hourly rate. %: The amount in shift differential is a percentage of the hourly rate that the system adds to the hourly rate. |
|
Billing Rate |
Enter a rate that the system uses for the billing of labor services. This rate is often referred to as the billing or recharge rate. The system charges the extended amount based on this rate to the primary distribution account on the timecard and makes an offset entry to an account that is derived from the Accounting Rules table. This rate will not affect the employee's payroll. To enable billing rates in time entry, you must set the employee's record type as either 2 or 3 on the Basic Employee Entry form. Enter a rate on any of these forms to override the rate in the F060118 table:
|
|
Work Date |
Enter the date that the system uses as the actual work date or pay-period ending date. |
|
Home Co (home company) |
Enter the company to which the employee is assigned. The system uses this code to store historical payroll information and to determine accounts for some journal entries. |
|
Home BU (home business unit) |
Enter the number of the business unit in which the employee generally resides. |
|
Tax Area |
Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the valid codes for the location, refer to the documentation for the tax calculation software that you are using. |
|
Piece Rate Item Number |
Enter an inventory item number. The system provides three separate item numbers plus an extensive cross-reference capability to other item numbers (see data item XRT) to accommodate substitute item numbers, replacements, bar codes, customer numbers, supplier numbers, and so forth. The item numbers are:
|
|
Pce/Rt (piece rate) |
Enter the rate that you pay for the type of component (piece) that is produced. If you enter a rate in this field, this rate overrides the rate in the F060116 table. |
|
Pieces |
Enter the number of pieces for piecework or any other unit of measure that you want to track for this employee. For example, you can track the miles driven for drivers of company vehicles, cubic yards of concrete, feet drilled, miles flown, and so forth. |
|
Phase |
Enter a code from UDC 00/W1 that indicates the current stage or phase of development for a work order. You can assign a work order to only one phase code at a time. Note. Certain forms contain a processing option that enables you to enter a default value for this field. If you enter a default value on a form for which you have set this processing option, the system displays the value in the appropriate fields on any work orders that you create. The system also displays the value on the Project Setup form. You can either accept or override the default value. |
|
Explanation |
Enter a name or remark that describes the purpose for using an account or conveys any other information that you need about the transaction. |
|
Record Type |
Enter a code that identifies whether the employee is to be handled through the Recharge processing option for the Payroll Journal Entry program. Values are: 1: Payroll Processing Only 2: Payroll and Recharge Processing 3: Recharge Processing Only After you have added a timecard, you cannot change its record type. |
|
WCI Code (worker's compensation insurance Code) |
Enter a UDC (00/W) that represents a worker's compensation insurance (WCI) code. This code should correspond to the classifications on the periodic worker's compensation insurance reports. |
|
SC/ WC (special circumstances/worker's compensation) |
Enter a code that specifies any special circumstances that are associated with the workers compensation insurance (WCI) code, which might result in multiple rates for the same WCI code due to location or risk. Omit the subclass if multiple rates do not exist. Default codes are: Blank: No special circumstances exist. F: Special circumstances exist. |
|
Transaction Number |
Enter a number that the system assigns to each timecard to uniquely identify it. You can use this field in the Time Entry By Job program to retrieve a specific timecard for display. The system also uses this field to associate a timecard with each Actual Burden audit record that you created for the timecard during the Actual Burden Journaling process. |
|
Hours Equipment |
Enter the number of hours that the equipment was operated. If you leave this field blank, the system uses the hours from employee time entry when you enter an equipment number. If you do not enter employee hours, you must complete this field. |
|
Equip Obj (equipment object) |
Indicate the object account to which you want the system to distribute equipment utilization charges. If you leave this field blank, the system uses a default value from the Payroll Accounting tables. You can override this value on individual timecards. |
|
Bill RtCd (billing rate code) |
Enter a code from UDC 00/RC that indicates a billing rate, such as DY for daily, MO for monthly, and WK for weekly. You can set up multiple billing rates for a piece of equipment. If you leave this field blank, the system searches for a valid billing rate in this sequence:
|
|
Equipment Billing Rate |
Enter the dollar amount for the equipment billing rate. Each equipment item can have numerous billing rates based on the rate code (see Equipment Billing Rate - ERC). The equipment billing rate can consist of up to ten different rates. For example: Billing Rate = 100 USD. 20 USD = Rate 1 (Ownership Component). 50 USD = Rate 2 (Operating Component). 25 USD = Rate 3 (Maintenance Component). 5 USD = Rate 4 (Other Costs Component). The Equipment Time Entry program provides for the entries of debits or charges to specific cost accounts using the total billing rate (for example, 100 USD). When these entries are posted to the general ledger, the system recognizes credits in revenue accounts for each of the rate components. You can separate portions of the equipment billing by type of cost. You do not need to use the rate components concept unless it is appropriate to the business. |
|
Sick Certificate Required |
Review the value. The system automatically enters a value that is based on a business function. This field is not accessible for input. Values are: 0 (or blank): No Sick certificate required. 1: Sick certificate required. |
|
Sick Certificate Received |
Enter a code that indicates whether a sick certificate has been received for the leave occurrence. Values are: 0: No sick certificate received. 1: Sick certificate received. |
|
Pay In Advance |
Enter a code that indicates whether a time entry record is paid in advance. Values are: Y: Pay In Advance Timecard N: Not a Pay In Advance Timecard |
|
Timecard From Date |
Specify the beginning date for a range of dates being entered as a summary timecard. |
|
Timecard Thru Date |
Specify the ending date for a range of dates being entered as a summary timecard. |
|
Hours Worked Per Day |
Specify the hours worked per day for a summary timecard. Date ranges entered on the timecard begin with Timecard From Date (TCFD) and end with Timecard Thru Date (TCTD). |
|
Labor Period Ending Date |
Specify the ending date of the labor distribution period for a labor distribution employee. |
Entering Piece Rate Timecards
This section includes an overview of piece rate processing setup, lists prerequisites, and discusses how to:
Review piece rate history online.
Set processing options for the Piecework Register (R078001).
Understanding Piece Rate Processing Setup
You use piece rate processing to pay employees in the organization by the number of units that they produce or complete, rather than paying them by the number of hours that they work or on a salaried basis.
You can enter timecards for piece rate employees into the system by using any of the JD Edwards EnterpriseOne time entry programs. Depending on how you set the processing options for the Time Entry MBF Processing Options program, the system derives the piece rate from either the F060116 table or the F07918 table.
After you enter the timecards, you can process the timecard automation rule sets to calculate minimum wage and overtime adjustments, and then you can process the piece rate timecards through a regular payroll cycle. During the payroll cycle, you can review piece rate information on payroll reports. In addition, you can print payments that include piece rate information, or you can review the piece rate information online.
After you process the timecards through the final update step of the payroll cycle, you can review piece rate history for all employees that have been processed using piece rate information.
Entering Piece Rate Timecards
After you set up the system to process piece rate information, you can enter employee timecards that include pieces, piece rates and unit of measure. You can enter piece rate information using any of the JD Edwards EnterpriseOne time entry programs. Regardless of which program you use to enter employee timecards, you must include this information on each timecard that you enter for piece rate employees for the system to correctly process piece rate information:
Pay type (which you should set up as a piece-rate pay type).
Hours.
Item number.
Unit of Measure
Number of pieces.
Note. If you set up multiple piece rates for a single item, you must include additional information on the timecards to ensure that
the system retrieves the correct piece rate.
For example, if you set up a piece rate of 10 USD for item 100 and job type A, and you set up a piece rate of 12 USD for item
100 and job type B, you must include job type information on timecards that are entered for item 100. The system uses the
item number and the job type on the timecard to determine which piece rate to use for the employee.
Processing Overtime and Minimum Wage Requirements for Piecework
When you pay employees by the number of pieces that they complete, you must ensure that the pay that they receive meets federal and state minimum wage requirements. You must also determine what the employee's average hourly rate is to pay the correct rate for any overtime that is worked.
Using the Timecard Automation module, you can automatically change existing timecards and create additional timecards to make sure that the employee is paid at the correct rate and according to legal requirements. To process timecard automation rules for overtime and minimum wage requirements, you must first create employee groups that include all of the piecework employees that you want to process. After you create the employee groups, you must process the groups using the piece rate overtime rule and the minimum wage requirement rule.
You use these functions to set up the rule sets that you use to process overtime and minimum wage requirements for piecework:
OCR_MinWageAdjustment_1
OHRF_AverageRateBasedOnLumpSum
After you process these rule sets, you can review the timecards that the system automatically creates for the employees before you process the timecards through a payroll cycle.
Reviewing Piece Rate History
After you process piece rate information through a payroll cycle, the system updates piece rate history to the F0623 table. Using the Piecework History program (P0623), you can review online piece rate history by employee, business unit, item number, and unit of measure. You can also create the Time and Pay Piecework Register (R078001) to review piece rate history. You can set up the Time and Pay Piecework Register to run during the final update step of the payroll cycle or run it directly from the Piece Rate menu (G07BPR).
Prerequisites
Before you complete the tasks in this section:
Set the Pay Class field on the Basic Compensation form to P for employees who are paid using piece rate processing.
Set up the processing options for the Time Entry MBF Processing Options program (P050002A) to specify how the system retrieves rates for piece rate employees.
Set up pay types for piece rate processing.
See Setting Up Pay Types.
Create employee groups that include all of the employees for whom you want to process piece rate information.
Create timecard automation rule sets to process minimum wage and overtime requirements.
Set up piece rate processing in the JD Edwards EnterpriseOne Time and Labor system.
Create timecard automation employee groups to process overtime and minimum wage calculations.
See Also
Working with the Payroll Cycle
Forms Used to Review Piece Rate History Online
|
Form Name |
FormID |
Navigation |
Usage |
|
Work with Piecework History |
W0623A |
Piece Rate (G07BPR), Piece Rate History |
Review piece rate history for employees. |
|
Piecework by Payroll Month |
W0623B |
Select a record and click Select on Work with Piecework History. |
Review piece rate history online. |
Reviewing Piece Rate History Online
Access the Piecework by Payroll Month form.
|
Item Number |
Enter an inventory item number. The system provides three separate item numbers plus an extensive cross-reference capability to other item numbers (see data item XRT) to accommodate substitute item numbers, replacements, bar codes, customer numbers, supplier numbers, and so forth. The item numbers include:
|
|
Unit of Measure |
Enter a code from UDC 00/UM that designates any unit of measure that is appropriate for an employee's time and pay. |
|
Year |
Enter a two-digit number that specifies the applicable year. If you leave this field blank, the program uses the system date. |
Setting Processing Options for the Piecework Register (R078001)Select Piece Rate menu (G07BPR), Piecework Register.
Defaults
|
1. Type of Timecards |
Specify the type of timecards. Blank: Piecework and Labor Timecards P: Piecework Timecards L: Labor Timecards |
|
2. Employee Number |
Specify the employee number. A: Address Number S: Social Security Number T: Third Employee Number |
|
3. Print the General Ledger Account Number. |
Specify whether to print the general ledger account number. Y: Yes N: No |
Reviewing Timecard History for Standalone Time and Labor
This section provides an overview of timecard history for standalone time and labor, lists a prerequisite, and lists the forms used to review history for types 1, 2, and 3 timecards.
Understanding Timecard History for Standalone Time and Labor
When you run the General Ledger Post Report program (R09801) without processing payroll, the system creates timecard history records in the F0618 table for all of the timecards that you process. After records have been created in the F0618 table, you can view them online. If the timecards are type 1 (payroll only) timecards, you can review them using the PDBA History Review program (P079951). If you process type 2 (payroll and recharge) or type 3 (recharge only) timecards, you can review them using the Recharge History program (P059951).
You use the Timecard Correction program (P05602) to review and update the timecard history details.
To update tables in the JD Edwards EnterpriseOne General Accounting system, you must enter T in the General Ledger Integration field in the Company Options for Company 00000.
Prerequisite
If necessary, set up company options to update the JD Edwards EnterpriseOne General Accounting system.
See Setting Up Company Options.
Forms Used to Review Timecard History for Standalone Time and Labor
|
Form Name |
FormID |
Navigation |
Usage |
|
Work With DBAs History (Payroll Month) |
W079951A |
U.S. History Inquiries (G07BUSP14), PDBA History Canada History Inquiries (G77BCAP14), PDBA History |
Review existing history records. |
|
Work With Recharge History |
W059951A |
Timecard Post/History Update (G05BT11), Recharge History |
Update timecard history details. |
|
Pay Detail |
W079951E |
Select a record and select Pay Detail from the Row menu from either of these forms: Work With DBAs History (Payroll Month) Work With Recharge History |
Review type 1 timecard history. Review type 2 and 3 recharge history. |
|
Work With Time Entry by EE Transaction History |
W051191E |
Time Entry menu (G05BT1), Historical Transactions Filter |
Select employees for time entry who have processed timecards. |
|
Reclassify/Correct Historical Timecards |
W05602B |
Select a record and select Timecard Correction from the Row menu in the Work With Time Entry by EE Transaction History form. |
Review and update the necessary details of the timecard history. |