Use this screen to define and maintain allowance codes. An allowance is a monetary allotment that can be associated with specific company expenses.
Use this screen to set up allowances for employees. An allowance might be used, for instance, for meals, automotive expenses, or tuition reimbursement.
You must create allowance codes before you can assign them to specific employees in the Employee Allowances screen. You must also define entries in the Pay Types screen before initializing this application.
How do I set up a car allowance?
Create a pay type in the Pay Types screen.
Access the Allowances screen to set up your car allowance. Here, specify your computation rules and timesheet line defaults. In this screen, you will also associate the allowance with a pay type.
Access the Employee Allowances screen to assign the car allowance to employees.
Enter the employee's timesheet for the timesheet period.
Execute the Create Employee Allowance Timesheet Lines program to create additional detail lines about the car allowance that will be printed on timesheets. The details will consist of information you noted in the previous steps. You should run this process after you have entered all regular timesheets. However, you must run the Create Employee Allowance Timesheet Lines program before you post timesheets and before executing the Compute Payroll and Compute Leave Accruals processes.
Use the fields in this block to define the allowance code and description. You can use the checkbox (top right corner) to select/deselect the record. You might select this checkbox to mark the record for deletion, for example.
Enter the code, up to six alphanumeric characters, that identifies the allowance. This value must be unique.
Enter up to 30 alphanumeric characters to describe this allowance.
Use the fields and group boxes in this block to establish computation rules for the auto-generation of employee allowances. The data you enter here will be used to determine how the allowance is calculated.
Use the drop-down box to select the computation basis for this allowance. Your choices are "Fixed Amount," "Gross Hours," or "Regular Hours."
Use the drop-down box to select the rate type by which the allowance will be calculated. Your choices are "Amount" or "Percent."
Enter the amount or percentage for this allowance.
Use the fields in this group box to specify the work hours used to calculate the allowance.
Select this radio button to override the timesheet hours.
For example, the allowance might be based on hours (gross or regular) as specified in the Computation Basis field. If you want to specify the number of hours to be used as the basis for calculating the allowance amount instead of using the timesheet hours, select this radio button.
You can enter a specific number of hours for each timesheet frequency in the Hours Basis by Timesheet Frequency group box.
The hours you enter there will be used to calculate the allowance amount, rather than the timesheet hours.
Select this radio button to determine a maximum number of hours that will display on the timesheet.
For example, the allowance might be based on hours (gross or regular) as specified in the Computation Basis field. If you want the employee's timesheet hours to be used as the basis for calculating the allowance amount instead of using the override hours, select this radio button.
Selecting this radio button not only indicates that the allowance should be based on timesheet hours; it also indicates that a ceiling can be set on the amount of timesheet hours used in this calculation.
You can establish the ceiling for each timesheet frequency in the Hours Basis by Timesheet Frequency group box. If you do not want to apply a ceiling, enter $999,999.99 in the appropriate field in this group box.
Select this radio button if the computation basis is a fixed amount, and there is no consideration for hours (regular or gross).
This radio button is the default.
Use the fields in this group box to specify the override hours or hours ceiling for each timesheet frequency.
Enter the hours, up to 999,999.99, for the weekly frequency.
Enter the hours, up to 999,999.99, for the bi-weekly frequency.
Enter the hours, up to 999,999.99, for the semi-monthly frequency.
Enter the hours, up to 999,999.99, for the monthly frequency.
Use the fields in this block to assign the timesheet line defaults.
Pay Type *
Enter, or use Lookup to select, the pay type that corresponds with this allowance code on the timesheet line.
In the Pay Types screen, you must have selected the following radio buttons:
Overtime
OK for Salaried Employees
OK for Exempt Employees
OK for Non-Exempt Employees
Also, the Factor field in the Pay Types screen must display a value greater than "1.0."
Pay types are used to calculate labor costs for both hourly and salaried employees. This calculation evaluates pay rates and translates this figure into a dollar amount.
Use the fields in this group box to specify how the allowance timesheet line should be built.
Use Allowance's Timesheet Line Defaults
Select this radio button to use the timesheet line defaults assigned to the employee and allowance code in the Employee Allowances screen.
The timesheet line defaults you specify in this screen will default into fields in the Employee Allowances screen after you enter the allowance code.
Select this radio button if the allowance is based on timesheet hours, and you would like to use the base timesheet line's charge data to build the allowance timesheet line.
In this scenario, you can select a project/acct/org combination instead of using the existing default data associated with these fields.
Enter, or use Lookup to select, the default project number to be used on the allowance timesheet line, if applicable.
This data will display on the timesheet if you have selected the Use Allowance's Timesheet Line Defaults radio button.
The description displays in the adjacent unlabeled field.
Enter, or use Lookup to select, the default account number to be used on the allowance timesheet line, if applicable.
This data will display on the timesheet if you have selected the Use Allowance's Timesheet Line Defaults radio button.
The account description displays in the adjacent unlabeled field.
Enter, or use Lookup to select, the default organization number to be used on the allowance timesheet line, if applicable.
This data will display on the timesheet if you have selected the Use Allowance's Timesheet Line Defaults radio button.
The organization description displays in the adjacent unlabeled field.
Enter, or use Lookup to select, the default reference 1 number to be used on the allowance timesheet line, if applicable.
This data will display on the timesheet if you have selected the Use Allowance's Timesheet Line Defaults radio button.
The reference 1 description displays in the adjacent unlabeled field.
Enter, or use Lookup to select, the default reference 2 number to be used on the timesheet line, if applicable.
The data in the REF 2 field description displays in the adjacent unlabeled field.
* A red asterisk denotes a required field.
Changes to this screen update the Allowance Codes - ALLOWANCE_CD table.