Use this screen to initialize the year-to-date earnings, labor costs, workers' comp amount, deductions and contributions for each employee whenever the system is not initialized as of the beginning of the calendar year. It also displays and allows access to the Employee Earnings table, which is updated when you post the Payroll Journal. Your initialization records, and then each paycheck (once you start posting the Payroll Journal), are kept in this table and are used for printing quarterly reports and W-2s. The Employee Earnings table is always kept on a calendar-year basis by check payment date, regardless of the company/taxable entity fiscal year, so that it can be used to generate the quarterly and year-end payroll tax reports.
When initializing earnings after the end of the first quarter, you can enter one year-to-date record as of the end of the previous quarter, and one record for the quarter-to-date wages. Using this method, you can produce quarterly payroll reports for the first quarter in which you are using the system.
You can also use this screen to enter additional compensation amounts to be added to W-2s at the end of the calendar year. You can also use this table for a quick lookup to check payroll payment information online. Because this information is sensitive and should not be changed without an appropriate audit trail, you should restrict rights in this table to "Read-only."
It is important to remember that any modifications to this table may require a general journal entry, because data entered directly into this screen does not automatically update the General Ledger in any way. Also, if you are using union functionality, do not enter information manually into this application; you must compute payroll and then post to the General Ledger.
Generally, you should use this table only when initializing the system. Before it can be used, each employee for whom you want to enter data must be set up in the Basic Employee Info, Salary Info and History, Employee Taxes, Employee Deductions, and Employee Contributions screens in Costpoint Employee. Do not use this table to correct or modify salary amounts paid or amounts withheld from an employee's pay. Make these adjustments in the Maintain Payroll Edit Table screen so an audit file can be kept.
This application contains functionality that allows you to compute and report multi-state withholding taxes, based on the tax regulations specific to each state.
Use this group box to select an employee ID; it also displays information relevant to the employee's pay cycle to which this record applies. It identifies the type of record being processed. The Fiscal Year and Period drop-down boxes, as well as the Posting Seq No field, will be populated by your choices; however, no posting to the General Ledger takes place in this maintenance screen.
Enter the ID for each employee whose earnings you want to initialize, or use Lookup to select the ID. You can enter more than one initialization record for each employee, each with a separate date, so that you can separate earnings for previous quarters and for the current quarter.
For example, if you initialize the system on June 1 and you want to take advantage of the system's reports under Tax Reporting for the second quarter, you need to enter two records for each employee: one record with a date of March 31 to cover all earnings in the first quarter, and one record with a date of June 30 to cover all earnings to date in the second calendar quarter.
To edit or view a record for an employee, execute Query and select the employee's record. The employee's name will display to the right of this field after the employee ID is entered. This is a required field.
If the employee belongs to a union, and the Union Employee checkbox is selected in the Maintain Employee Master or the Basic Employee Info screen in Costpoint Employee, you will not be able to save any changes made to the record in this screen. You must use the Compute Payroll screen or Maintain Payroll Edit Table screen instead.
The pay cycle that is assigned to the employee at the time of entry for this record is displayed.
The pay cycle end date for this record is displayed in Query mode; otherwise, the current open period is displayed.
The only valid entry when inserting a record into this table is "Z." This signifies that a manual entry was made and the General Ledger was not affected. This is a required field.
When selecting records from Query, this non-editable field will display the type of record that has been processed. The valid types are:
R - This represents regular paychecks. These types of paychecks can be generated only from a timesheet. Timesheet types of "regular" and "correcting" are combined to create "regular" paychecks.
B - This represents bonus paychecks. These types of paychecks can only be generated from a timesheet. The timesheet type is "bonus."
V - The "V" paycheck type will represent the negative values of the voided check generated by the Void/Replace Posted Paychecks screen.
W- The "W" paycheck type will represent the positive values of the replacement check generated by the Void/Replace Posted Paychecks screen.
X - This indicates that a paycheck was generated without first entering a timesheet, or that a correcting entry was made for an existing record.
Y - This indicates that a paycheck was generated without first entering a timesheet, or that a correcting entry was made for an existing record. There are no differences between "X" and "Y" records. There are two available record types so that two entries per person per Payroll Journal posting can be made.
Enter up to 10 alphanumeric characters for the identification code of the taxable entity that you want on this record, or use Lookup to select a taxable entity ID. Establish taxable entity IDs in the Set Up Company Info screen in Costpoint General Ledger. This is a required field.
From this drop-down box, select the fiscal year for which this entry applies if you are inserting a "Z" record for an employee. This selection does not affect the General Ledger. When you select records from Query, this field becomes non-editable and displays the fiscal year for which this record was posted. This is a required field.
From this drop-down box, select the accounting period for which this entry applies if you are inserting a "Z" record for an employee. This selection does not affect the General Ledger. When you select records from Query, this field becomes non-editable and displays the period for which this record was posted. This is a required field.
In this numeric field, enter the posting sequence number to which this entry applies if you are inserting a "Z" record for an employee. Entering this information does not affect the General Ledger. When you select records from Query, this field becomes non-editable and displays the posting sequence for which this record was posted. This is a required field.
This group box contains fields associated with the check/payment advice number, check/advice date, disbursement code, gross and net amounts, and total hours for paychecks/advices issued to the employee.
Enter the check number in this six-digit numeric field if adding a record. In Query mode, the original check number is displayed. You can change it; however, no audit trail is provided. This is a required field.
Enter the paycheck date in this field if you are adding a record. The date format is "MM/DD/YYYY." In Query mode, the original check date is displayed. You can change it; however, no audit trail is provided. This is a required field.
The information in this field represents the disbursement code that identifies whether a paycheck or a direct deposit advice has been issued. The values are "C" for paychecks and "D" for direct deposit advices. This field is editable only for a disbursement code of "C" or "D" when the Type is "Z" and there is a check date and number present. This is a required field.
Enter the reference number that will be used to identify this record. This is an optional field. If applicable, enter the number of the employee earnings check that is associated with this record.
Enter the reference date that will be used to identify this record. This is an optional field. If applicable, enter the date of the employee earnings check that is associated with this record.
This checkbox will be selected if the Type field is "V" and the Void/Replace Posted Paychecks application is run for this check. You cannot manually modify this checkbox.
The fields below are all calculated fields. They are non-editable and are calculated from the subtask fields and the Gross pay amount.
The total of the federal exempt pay types is displayed here. The taxability of pay types is determined in the Pay Type Taxability screen. The pay types processed are detailed in the Pay Types subtask of this screen.
The total of the federal exempt deductions is displayed. The taxability of deductions is determined in the Deductions screen. The deductions processed are detailed in the Deductions subtask of this screen.
The net of Gross less the Federal Exempt Pay Types and Federal Exempt Deductions is displayed.
The total of the social security exempt pay types is displayed. The taxability of pay types is determined in the Pay Type Taxability screen. The pay types processed are detailed in the Pay Types subtask of this screen.
The total of the social security exempt deductions is displayed. The taxability of deductions is determined in the Deductions screen. The deductions processed are detailed in the Deductions subtask of this screen.
The net of Gross less the Social Sec. Exempt Pay Types and Social Sec. Exempt Deductions is displayed.
The total of the Medicare exempt pay types is displayed. The taxability of pay types is determined in the Pay Type Taxability screen. The pay types processed are detailed in the Pay Types subtask of this screen.
The total of the Medicare exempt deductions is displayed. The taxability of deductions is determined in the Deductions screen. The deductions processed are detailed in the Deductions subtask of this screen.
The net of Gross less the Medicare Exempt Pay Types and Medicare Exempt Deductions is displayed.
This non-editable field displays the total of all pay type amounts you have entered in the Pay Types subtask.
This field displays the total FSA reimbursement amount for the payroll record. This total includes any Earnings Amount where the Pay Type is equal to the Dependent Care or Medical Care Reimbursement Pay Type in the Benefit Settings screen in Costpoint Benefits. If the Reimbursement - Exclude from Gross Earnings checkbox is selected for the Pay Type in the Pay Types screen in Costpoint Labor, the earnings amount associated with this pay type will not be included in the gross earnings amount, but rather the total Reimbursements amount.
The system calculates this non-editable field by subtracting the withholding and deductions amounts for this record from the gross pay.
This non-editable group box summarizes the totals for each individual subtask in this screen.
This non-editable field is automatically updated from hours that you entered in the Pay Types subtask.
The total from the Taxes Withheld subtask is displayed. This includes total income tax withholding at the federal, state, and local level.
The total Earnings Amount from the Pay Types subtask is displayed.
The total Earnings Amount from the Worker's Comp subtask is displayed.
The total amount from the Amount column in the Deductions subtask is displayed.
The total amount from the Amount column in the Contributions subtask is displayed.
Select this pushbutton to open the Taxes Withheld subtask for the current record.
Select this pushbutton to open the Pay Types subtask for the current record.
Use this pushbutton to open the Worker's Comp subtask for the current record.
Use this pushbutton to open the Deductions subtask for the current record.
Use this pushbutton to open the Contributions subtask for the current record.
Use this pushbutton to open the Fringe Detail subtask for the current record. This subtask is available only if you are using union functionality.
Use this pushbutton to open the Timesheets subtask for the current record.
Select this pushbutton to open the Direct Deposit Info subtask for the current record.
Use this pushbutton to recalculate all exempt and taxable wages based on the taxability of the pay types and deductions entered in the respective subtasks. If you have edited any of the exempt or taxable wage fields in this screen, these edits will be lost if you recalculate. This pushbutton will also be disabled if any of the following checkboxes are selected in the Direct Charge Options subtask of the Payroll Setting screen, even for a non-union employee:
Direct Charge Worker's Comp
Direct Charge Employer Fringes
Direct Charge Union Fringes/Employer Contrib.