Use this screen to create potential paychecks, including tax withholding calculations at the federal, state, and local level. Accruals for employer contribution calculations, workers' compensation, state unemployment, and federal unemployment will also be calculated.
Compute Payroll is always in a recompute mode. For example, it is not necessary to unflag timesheets in order to recompute payroll. Timesheets with dates falling within the current pay period are always selected for processing. Timesheets with dates before or after the current pay period are skipped.
In order for employees to be paid from timesheets, the timesheets must be processed to payroll. The Compute Payroll program performs the following functions:
Computes gross pay, federal, state, and local withholdings, and other deductions for each employee. Accruals are calculated for workers' comp, state unemployment, federal unemployment, and employer contributions. You can review this information in the Maintain Payroll Edit Table screen, or you can print a report from the Print Payroll Edit Report screen.
Makes computed timesheets unavailable for edit. Timesheets that have been included in the creation of payroll can no longer be edited in the Enter Timesheets screen in Costpoint Labor. Once you have computed payroll, the Computed Payroll checkbox in the header of the timesheet will be selected.
If you selected the Prorate Salaried Employee Wages checkbox in the Payroll Settings screen, all applicable employees' salaries will be prorated (based on the regular hours entered in the Pay Cycle Schedule table in the Pay Periods application) for the pay period in which their current hire and termination dates fall.
If you selected the SUTA Reciprocity checkbox in the Payroll Settings screen, all SUTA eligible wages for employees will be applied towards the SUTA limit in each state. When an employee moves from one state to another, their SUTA eligible earnings will not start over, any eligible earnings from the first state will apply to the SUTA limit for the second state as well.
The options available for printing and computing payroll are:
When you first enter the screen, the Compute button on the toolbar is grayed out. Select the Print/Compute button on the toolbar. In this case, the journal report prints first and the compute process follows immediately.
Select the Print button on the toolbar to print only the related journal reports without computing. After the reports are printed, you will still be in the application, and the Compute button on the toolbar will be available. Select the Compute button. In this case, the Journal reports do not print again (as part of the compute process) because you previously printed the reports during this session.
You must initialize the federal, state, and local tax data and tables before withholdings can be computed (see the Payroll Tax Controls menu). Before processing your first payroll, verify that the relevant data in the Payroll Controls menu screens and the Employee Setup menu screens have been provided. (Refer to Payroll Special Topic PR-2, "Processing the Payroll," for more information.)
Enter and appropriately edit all timesheets before executing this program. You cannot change an original timesheet once the timesheet is either processed to payroll (computed) in this module, or posted to the G/L in the Post Labor Distribution screen (in Costpoint General Ledger). However, if corrections need to be made, enter additional or correcting timesheets. You can also run the Clear Timesheet PR Computed Flags utility if the timesheet has not been posted to the G/L. You can then execute the Compute Payroll program again. If a check has not been issued (i.e., there is no check number in the Maintain Payroll Edit Table screen for the specific paycheck type (regular or bonus)), the new timesheet will be combined with the original timesheet to create a new paycheck.
You cannot create payroll in one pay period when there are items remaining in the Maintain Payroll Edit Table screen from a previous pay period. You can, however, still enter timesheets and post them to Labor Distribution, even though a previous pay period has not been paid. This control is important in that it keeps timesheets segregated by pay period and does not allow you to accidentally combine timesheets from more than one period into one paycheck.
Multi-state functionality has been added to a number of applications. This functionality allows the proper calculation of withholdings for employee who work in multiple states during a single pay period. Because new tables are needed for multi-state calculation, this application now looks at new tables to hold the tax data.
For any pay cycle code, there can be only one open (pay) period. For any given pay cycle code, only one pay cycle end date can be present in the Payroll Journal. If an old pay cycle period is in the Payroll Journal, you need to post that pay cycle period before computing payroll for the next pay period.
Enter, or use Lookup to select, the four-character pay cycle code you want to process. If you compute payroll and the payroll cycle is a union payroll (i.e., there is a "local" associated with the pay cycle in the Pay Periods screen), the system will attempt to calculate union deductions. Union deductions are assigned in the Union Profile screen in Costpoint Labor. The system will look for a Union Profile record based on the Union, Local, and GLC and where the timesheet date falls between the Union Profile start and end date. If the system finds a record, it will calculate a deduction amount for each combination of Union/Local/GLC based on the calculation method in Union Profile.
This field displays the pay period end date.
Use the options in this group box to select which timesheets to process. You can select regular timesheets (to include correcting) or bonus timesheets. You must process one type at a time, then print checks and post the Payroll Journal (but don't close the pay period) before you can process the other type. This control exists so that you cannot produce paychecks with questionable YTD FICA and other tax amounts.
Select this radio button to process all regular and correcting timesheets.
Select this radio button to process bonus timesheets.
Use the fields in this group box to enter the name of the turn-off schedule to be used for creating regular paychecks, or the turn-on schedule to be used for bonus paychecks. Set up these schedules in the Deduction Schedules screen.
Enter, or use Lookup to select, up to six alphanumeric characters for the schedule code to use for processing regular paychecks. This is an optional field.
Enter, or use Lookup to select, up to six alphanumeric characters for the schedule code to use for processing bonus paychecks. This is an optional field.
This checkbox is selected by default to compute payroll for all employees. If you do not want to compute payroll for all employees, leave this checkbox empty.
Enter, or use Lookup to select, the ID(s) of the employee(s) for whom you want to compute payroll in these fields. The All Employees checkbox must be unchecked in order to enter information here.
This non-editable field displays the name of the employee whose ID number you entered in the ID field.
When you enter the employee ID, the employee's name will display to the right of this field.
This display-only field indicates whether the Journal Report has been printed in this session, and whether you can then proceed to compute payroll. If you change any of the previously selected criteria after printing the Journal Report, the field will be set to "Journal Not Printed," and you will have to print the Journal Report again before being allowed to post.
When you first enter this screen, this button on the toolbar is disabled. If you select Compute after having printed the Journal Report as part of this session (this button becomes available after printing), you will receive a message box asking if you really intend to compute. If you answer "OK," the compute process will proceed.
If you selected the Deductions in Arrears checkbox in the Payroll Settings screen and a record is found where taking all deductions would result in a negative net pay, a message will display that "A negative net pay condition has occurred" and a report will be printed in Employee ID order showing the deductions for the employee, the assigned amount, the amount taken, and the arrears amount.
To adjust this record, go to the Maintain Payroll Edit Table screen and enter the adjustment.
Select this button on the toolbar to receive a message box asking if you really intend to compute. If you answer OK, the Journal Report prints, and the compute process follows immediately. After computing has begun, several messages showing records processed, processing step, and percent of completion appear.
Changes to this screen update the following tables:
Employee Payroll - PR_EMPL_PAYROLL
Employee Payroll Pay Type - PR_EMPL_PR_PAY_TYPE
Employee Payroll Worker's Comp - PR_EMPL_PR_WC
Employee Payroll Deductions - PR_EMPL_PR_DED
Employee Payroll Contributions - PR_EMPL_PR_CNTRB
Employee Payroll Local- PR_EMPL_PR_LOCAL
Timesheet Header - LD_TS_HDR