Help:PY1-Edit Payroll Code Table
The window titled Adding a Payroll Code is used to add a new payroll code to your Payroll Code Table file (PY1D06.TPS) The window titled Changing a Payroll Code is used to change an existing payroll code in your Payroll Code Table file. The window titled Removing a Payroll Code is used to delete an existing payroll code from your Payroll Code Table file. NOTE: The option to delete a payroll code is only available through the Payroll Code Table option on the File Pull-Down Menu in the Payroll Manager module. You can add or edit existing payroll codes when entering hours for employees; however, you cannot delete payroll codes during the payroll hours entry process.
Payroll codes are used to facilitate the entry of the payroll hours. There is a specific set of Payroll Codes for each Department within each Payroll Account. This makes the data entry of the Payroll Hours Database much easier since the Code Table selection is limited to the current Payroll Account and Department only. It also enables the proper posting of different departments to their own specific general ledger accounts.
Payroll Account: Enter the Payroll Account for this payroll code. The name of the selected Payroll Account will be displayed to the right of the field. Press the {?} to the right of this field to open a window titled Select the Payroll Account which displays the current Payroll Accounts.
Department: Enter the Department for this payroll code. The name of the selected Department will be displayed to the right of the field. Press the {?} to the right of this field to open a window titled Select Department which displays the current Departments.
Payroll Code: Enter a number between 1 and 9999 in this field. This number will be used to identify this payroll code in your system.
Full Description: Enter a complete description for this payroll code
Check Description: Enter a short description for this payroll code which will appear on the paycheck stub to identify the earnings posted with this payroll code.
G/L Number: Enter the general ledger expense account to which the expense for this payroll code will be posted. The name of the selected general ledger account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select an Active and Not Restricted General Ledger Account which displays the current, unrestricted general ledger accounts.
Calculation Type: Select the appropriate Calculation Type for this payroll code. Press the Ú to the right of this field to view the nine available Calculation Types. Point your mouse cursor to the desired option and left-click your mouse one time to select that option. The name of the selected Calculation Type will be displayed in this field. There are currently nine different calculation types, as explained below:
1 - Regular This type identifies this payroll database entry as regular hours which are subject to the automatic overtime calculation if the total hours exceed the Overtime Calculation Basis as defined in the Payroll Account File. All Type 1 (Regular) hours which do not exceed the Overtime Calculation Basis are paid at the regular rate of pay and are displayed on the paycheck stub under Regular Hours. All type 1 (Regular) hours which exceed the Overtime Calculation Basis will be paid at the Overtime rate of pay and will be displayed on the paycheck stub under Overtime Hours.
2 - Overtime This type identifies the Payroll Database Entry as Overtime hours which are subject to be paid at the employee's regular rate times the Overtime Calculation Factor as per the Payroll Account File. All Type 2 hours are paid at the Overtime rate of pay and are displayed on the paycheck stub under Overtime Hours.
NOTE: The IBS Payroll System can automatically calculate overtime based on the total hours worked in a payroll period by using the Overtime Calculation Basis found in the Payroll Account File. However, the IBS Payroll System is not programmed to automatically calculate overtime based on a Daily basis. If your company pays overtime for any hours worked beyond 8 hours in a single day, then you will have to manually calculate overtime hours for each employee and then use this Calculation Type 2 when entering the overtime hours for each employee in the Payroll Hours Database.
3 - Misc. Pay This type identifies the Payroll Database Entry to be an amount to be paid that is not based on the number of hours worked. It can be used for bonuses, commissions, etc.
NOTE: When entering a Calculation Type 3 (Misc Pay) entry into the Payroll Hours Database, the Hours/Units field MUST be a "1" (one) and the Rate field should be the full amount of the miscellaneous pay item. The system will multiply the Hours/Units field by the Rate field when the paychecks are calculated.
4 - Salary This type identifies the Payroll Database Entry to be an amount to be paid as a salary and is not based on the number of hours worked this pay period.
NOTE: When entering a Calculation Type 4 (Salary) entry into the Payroll Hours Database, the Hours/Units field can be ANY amount. This is the only Calculation Type which does NOT multiply the Hours/Units field by the Rate field when the paychecks are calculated. This allows you to track the hours which your salaried employees work each year while having the Pay Rate field in their master file set to their total salary amount instead of an hourly rate.
5 - Mileage This type identifies the Payroll Database Entry to be an amount to be paid as a rate times the number of miles driven.
6 - Reg-Special This type identifies the Payroll Database Entry as regular hours which are not subject to the automatic Overtime Calculation Basis as defined in the Payroll Account File nor are they subject to the standard Pay Rate in the Employee's Master File. These are hours which are accumulated in the Year-To-Date regular hours worked, but which have a different rate of pay.
NOTE: You must enter the appropriate pay rate in the Rate field below when using this Calculation Type.
7 - OT-Special This type identifies the Payroll Database Entry as Overtime hours which are not subject to the automatic overtime calculation nor are they subject to the standard rate in the Employee's Master File. These are hours which are accumulated in the Year-To-Date Overtime hours worked, but which have a different rate of pay.
NOTE: You must enter the appropriate pay rate in the Rate field below when using this Calculation Type.
8 - CWT This type identifies the Payroll Database Entry to be an amount to be paid as a rate times the number of hundred pounds of weight.
9 - Percentage This type identifies the Payroll Database Entry to be an amount to be paid as a percentage of the gross amount.
Local Tax Group: This currently applies only to certain localities in Ohio which have Local taxes that apply to only certain work performed by an employee. Entering the local tax code (10 - 99) in this field tells the system that these hours belong to that special Local Tax Deduction code. All of the Gross Pay entries which have this Local Tax Number as their Local Tax Group will be sub-grouped for this Local Tax's Basis. Press the {?} to the right of this field to open a window titled Select Local Tax Group which displays all of the Local Tax Deductions (# 0 through #99) which have been set up in the Standard Deductions File in the IBS Payroll Manager module.
[ Add ] This button will appear if you pressed the [Insert] button on the previous window to add a new payroll code to the Payroll Code Table. Press this button to record the information as displayed in this window in the Payroll Code Table.
[ Save ] This button will appear if you pressed the [Change] button on the previous window to edit the information for a payroll code in the Payroll Code Table. Press this button to record the information as displayed in this window in the Payroll Code Table.
[ Delete ] This button will appear if you pressed the [Delete] button on the previous window to delete this payroll code from the Payroll Code Table. Press this button to confirm your desire to delete this payroll code from the Payroll Code Table.
[ Cancel ] Press this button to close this window and return to the previous window. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
