Use this screen to maintain the Employee Payroll table, which stores the current amounts related to employee earnings, labor costs, workers' compensation, deductions, and contributions. Records can be added in insert mode, or existing records can be edited by selecting the record to be changed using Query.
This table is populated after you have computed payroll. You can edit or view gross pay, tax withholdings, pay types, deductions, contribution amounts, and net pay relating to each employee's check. Another primary use of this table is to add records for paychecks that are issued manually.
When you review records in this table, your payroll variance can be determined and corrected. The payroll variance is the difference between the labor cost charged on each employee's timesheet and the actual gross amount that will be paid to each employee in his or her paycheck. Also, if you are using union functionality, you must compute payroll; you should not enter information manually into this screen because you will not be able to save the information you enter. If using SUTA reciprocity, all SUTA eligible wages for employees will be applied towards the SUTA limit in each state.
You should usually run this screen after computing payroll and before printing or writing paychecks. You will usually edit the Employee Payroll table after you have obtained and reviewed the Payroll Edit Report for the timesheets you have just processed.
This application contains functionality that allows you to compute and report multi-state withholding taxes, based on the tax regulations specific to each state.
In many cases, the errors you detect in gross pay in the Maintain Payroll Edit Table screen will have been caused by errors in the timesheet or by incorrect data in the Salary Info and History screen in Costpoint Employee (i.e., gross pay is incorrect). When this occurs, you do not want to use this screen to correct the amount of the gross pay and deductions. If you do so, you will cause an imbalance (payroll variance) with the amount that was charged on the timesheet. Make these types of corrections by entering and processing a "correction" timesheet so that it is added or subtracted from the gross pay that already exists in the Maintain Payroll Edit Table screen. For more information on correction timesheets, see Labor Special Topic LD-4, "Correction Timesheets."
A common error in the Payroll system is trying to compute payroll in a pay period without having closed out (posted to the General Ledger) the prior pay period for that particular pay period frequency. If this happens, Query the Maintain Payroll Edit Table screen records for that pay period frequency to determine which pay records have not been posted and closed out of the Maintain Payroll Edit Table screen. This allows you to determine the appropriate action to take (i.e., post the unposted pay records from the Payroll Journal to the General Ledger).
There may be cases when you will want to issue a paycheck without first entering a timesheet in the Enter Timesheets screen in Costpoint Labor. There may also be times when you will need to correct amounts that are in the Employee Earnings table. (The Employee Earnings table contains calendar year-to-date data on gross pay, tax withholdings, and deductions, which is used in quarterly reports and W-2s.) You can make these types of entries and corrections in the Maintain Payroll Edit Table screen using "X" and "Y" paycheck types, or make them directly in the Employee Earnings table, if the General Ledger does not need correction. See the documentation for the paycheck Type field for more information.
Use this group box to select an employee ID. This group box also displays information about the employee's pay cycle to which this record will be applied. It identifies the type of record being processed.
Enter the ID of the employee you want to add to this table, or use Lookup to select the ID. 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 you enter the employee ID. This is a required field.
Enter a check type of "X" or "Y" when you are adding a record to this table. If you are viewing an existing record that you have retrieved using Query, then this field will display that record's check type and cannot be edited. See below for an explanation of paycheck types. This is a required field.
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 be generated only from a timesheet. The timesheet type is "bonus."
V - This represents the negative values of a voided check generated by the Void/Replace Posted Paychecks screen. This will be a non-editable read-only record.
W - This represents the positive values of a replacement check generated by the Void/Replace Posted Paychecks utility. This will be an editable record, but can be generated only by the Void/Replace Posted Paychecks utility.
X - This paycheck type can be used any time you want to generate a paycheck without first inputting a timesheet. In addition, an "X" type should be used to make correcting entries to the Employee Earnings table. You must enter a minimum of one line in the Pay Types subtask.
Y - This paycheck type can be used any time you want to generate a paycheck without first entering a timesheet. In addition, you should use a "Y" type to make correcting entries, if needed, in the Employee Earnings table. You must enter a minimum of one line in the Pay Types subtask.
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.
The pay cycle for this record, which was assigned to the employee at the time payroll was processed, is displayed if you are in Query mode. Otherwise, the current open pay cycle is shown.
The pay cycle end date for this record is displayed in Query mode; otherwise, the current open pay cycle ending period is displayed.
Enter, or use Lookup to select, the company's taxable entity ID in this field. This field can contain up to 10 alphanumeric characters. Establish taxable entity IDs in the Set Up Company Info screen in Costpoint General Ledger.
As soon as the paychecks are printed from the Print/Reprint Paychecks screen, the check numbers are automatically entered in this six-digit numeric field. You do not need to enter the check numbers manually for the payroll checks that are printed through Costpoint. The only time you should enter check data is when you issue a check that is manually written (i.e., typed by hand) or when you have printed a computer check and you want to void the original check and re-issue a new one (before posting the Payroll Journal).
During initialization, if you are running Costpoint parallel with your former accounting system, you can enter timesheets, compute payroll, and then edit the withholdings to agree with the original checks before posting the Payroll Journal. Enter the original check numbers of the checks that were paid.
If you do print a check and want to void it before the Payroll Journal has been posted to the General Ledger, you should enter this application, Query the record and enter zeroes for the check number. You can then make changes to the paycheck, return to the Print/Reprint Paychecks screen and select the print command. As long as any record in the Maintain Payroll Edit Table screen has a "zero" check number and date, you can automatically print a check through the Print/Reprint Paychecks screen.
As soon as you print the paychecks from the Print/Reprint Paychecks screen, the check date will automatically be entered in this date-formatted field. You do not need to enter the check date manually for the payroll checks that are printed in Costpoint. The only time you should enter a check date is when you issue a check that is manually written (i.e., typed by hand) or when you have printed a computer check and you want to void the original check and re-issue a new one (before posting the Payroll Journal).
During initialization, if you are running Costpoint parallel with your former accounting system, you can enter timesheets, compute payroll, edit the withholdings to agree with the original checks before posting the Payroll Journal, and then enter the original check date of the checks that were paid.
If you do print a check and want to void it before the Payroll Journal has been posted to the General Ledger, you should enter this application, Query the record and enter zeroes for the check date. You can then make changes to the paycheck, return to the Print/Reprint Paychecks application and select the print command. As long as any record in the Maintain Payroll Edit Table screen has a "zero" check date and check number, you can automatically print a check through the Print/Reprint Paychecks screen.
This field displays the disbursement code that identifies whether a paycheck or a direct deposit advice has been issued. The disbursement code will be set to spaces by the Compute Payroll program and whenever you add an "X" or "Y" record. The disbursement code gets updated with the value of "C" for paychecks or "D" for direct deposit advices after a paycheck or direct deposit advice form has been printed.
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.
These fields are non-editable and are calculated from the subtask fields and the Gross amount field.
The total of the federal 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 federal exempt deductions is displayed here. 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 Security Exempt Pay Types and Social Security 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 amount of gross pay that has been computed for the employee. If you need to enter or change the gross amount of the paycheck, enter the new value in the Earnings Amount field in the Pay Types subtask. This field will then be updated.
It is important to remember that changing the gross pay in this table can cause an imbalance with the amount that was charged on the timesheet (a payroll variance). To correct this imbalance, enter a "correcting timesheet" and run the Compute Payroll program. It will combine with the existing timesheet, which will correct the gross amount.
If you change the Gross Pay in this application, the system will automatically recompute the Social Security, Medicare, Federal, State, Local, FUTA and SUTA withholding and accruals, when you select the Recalculate pushbutton.
This field displays the total FSA reimbursement amount for the payroll record. This total includes any Earnings Amount where the Pay Type matches 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 in the total Reimbursements amount.
This non-editable field is automatically computed based on gross pay less the withholding and deductions amounts that are provided in this table.
This group box summarizes the totals for each individual subtask in this application.
This non-editable field displays the total hours that were charged from the timesheets that were processed. You can review how these hours were derived in the Pay Types subtask. If you need to enter or change (Query mode) the total hours for this record, enter the new value in the Pay Types subtask.
It is important to remember that changing the total hours in this table can cause an imbalance with the hours that were charged on the timesheet. To correct this imbalance, enter a "correcting timesheet" and run the Compute Payroll program to correct the total hours.
The total amount for the Taxes Withheld subtask is displayed. This includes total income tax withholding at the federal, state, and local levels.
The total amount from the Earnings Amount column in the Pay Types subtask is displayed.
The total amount from the Earnings Amount column in the Worker's Comp subtask is displayed.
The total amount from the Deduction Amount and Arrears Amount columns 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.
Select 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 applies only if you are using union functionality.
Select 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.
Select this pushbutton to recalculate all exempt wages, taxable wages, Federal, Social Security, Medicare, State, Local, FUTA and SUTA withholdings and accruals, based on the taxability of the pay types and deductions entered in the respective subtasks. If you have edited any of the exempt wages, taxable wages, Federal, Social Security, Medicare, State, Local, FUTA or SUTA withholding or accrual fields in this screen, these edits will be lost if you recalculate.
This pushbutton will be unavailable if you selected the Enable Union Functionality checkbox in the Labor Settings screen in Costpoint Labor. This pushbutton will also be disabled if any of the following checkboxes are selected in the Direct Charge Options subtask of the Payroll Settings screen, even for a non-union employee:
Direct Charge Worker's Comp
Direct Charge Employer Fringes
Direct Charge Union Fringes/Employer Contrib