1. Time and Labor Implementation Guide
  2. Entering Timecards Per Pay Period for Employees

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.

Override Rate

Enter the override rate for the employee. The override rate that the system assigns to a timecard is based on the value of the Override Rate Assignment MBF Time Entry processing option. If you choose to use the override rate as the base hourly rate, the system initially assigns the specified rate to the base hourly rate (BHRT). Then, the system modifies the base hourly rate to include the pay type multiplier and assigns it to the hourly rate (PHRT). Finally, the system applies any shift or uprate amounts on the timecard to the hourly rate and assigns it to the extended hourly rate (SHRT). If you choose to use the override rate as the final hourly rate, the system assigns the specified rate to the base hourly rate, hourly rate, and extended hourly rate without making any modifications.

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:

  • Pay Rate Information

  • Employee Labor Distribution

  • Occupational Pay Rates

  • Time Entry by Employee

  • Time Entry by Job or Business Unit

  • Daily Timecard Entry

  • Time Entry by Employee with Equipment

  • Time Entry by Shop Floor Control

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:

  • Item Number (short): An eight-digit, computer-assigned item number.

  • 2nd Item Number: The 25-digit, free-form, user-defined alphanumeric item number.

  • 3rd Item Number: Another 25-digit, free-form, user-defined alphanumeric item number.

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:

  1. F0901 table

    This table contains the most detailed rate information. You can assign multiple rates for a job. For example, you can set up separate rates for different equipment working conditions.

  2. F0006 table

    This table contains less detailed rate information than the F0901 table. You can set up only a single rate for a job based on this table.

  3. F1302 table

    This table contains the least detailed rate code information. The system searches this table according to the criteria that you establish when setting up the table.

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).

Offsite Timecard

Specify whether the timecard is an offsite timecard, which is still billed to the job but not paid at the job rate from the Union Rates File table (F069126). If you select this option, the system excludes the timecard from prevailing wage calculations, and the timecard's base hourly rate is assigned from either the Occupational Pay Rates table (F060146) or the Employee Master File table (F060116), depending on the value of the Offsite Hourly Rate Source time entry MBF processing option.