Use the Payroll tab in the desktop application to enter, edit, or review employee payroll information. This tab is available if you use
Deltek Payroll.
Contents
If you use multiple companies, the following applies:
- The data that you enter on this tab applies to the company that the current record is associated with.
- The tabs and fields that display are based on the company that the current record is associated with. For example, if the
employee is associated with four different companies but only one company has access to Payroll, the Payroll tab of the
Employees form only displays when you are viewing that company's record.
- The values that are available in the individual fields and lookups are based on the company that the record is associated with. For example, only timesheet groups that are associated with the current company are available in the
Group field on the Time tab of the
Employees form.
- If the
Automatically retrieve your record in
Employee Hub/Employee Review check box is selected in My Preferences in the desktop application, the
employee record that automatically loads is for the home company that is associated with the current record. If the record is associated with multiple companies, the home company record displays first.
Payroll Section
Use fields in the Payroll section to enter general payroll information for your employees. The information that you enter in these fields is used when you process timesheets or payroll, or when you generate reports.
| Field | Description |
|---|
| Pay Rate
|
This field only displays when Payroll is installed. Enter the employee's actual pay amount per payroll period. Your payroll periods can be weekly, biweekly, semi-monthly, or monthly.
The pay rate and type should be consistent. For example, if you enter
35.00 in the
Pay Rate field, you should set the
Type field to
Hourly.
If the employee's pay rate and type are identical to the employee's job cost rate and job cost type, and the employee receives no bonus or other supplemental payments, there is no variance in the Job Cost Variance Account (703.00) for the employee.
You can use pay rate methods and tables to override the information entered in the
Pay Rate field. You specify pay rate methods/tables for employees on the Time tab.
|
| Payroll OT Pct
|
Enter the percentage to apply to the employee's payroll rate to calculate standard overtime wages. Typically, you specify one of the following percentages:
-
0: The employee receives no additional pay for overtime hours
-
100: The employee receives straight-time pay for overtime hours
-
150: The employee receives time-and-a-half pay for overtime hours
For
hourly employees, overtime pay is calculated using the following equation:
Overtime Pay = (Overtime Hours)*(Payroll Rate)*(Overtime Percentage)
For
salaried employees, overtime pay is calculated using the following equation:
Overtime Pay = Overtime Hours*Overtime Percentage [(Payroll Rate*Pay Periods per Year) / 2080]
Each employee determines the amount of overtime worked in a given labor period.
Deltek does not calculate overtime hours based on the hours worked. You must enter overtime hours in a separate overtime field in Timesheets or Timesheets Transaction Entry to be considered overtime hours.
|
| Payroll OT-2 Pct
|
Enter the percentage to apply to the employee's payroll rate to calculate secondary overtime wages. Use this field if you need to pay certain overtime hours at a rate that differs from the employee's standard overtime rate.
For
hourly employees, secondary overtime pay is calculated using the following equation:
Secondary Overtime Pay = (Secondary Overtime Hours)*(Payroll Rate)*(Secondary Overtime Percentage)
For
salaried employees, secondary overtime pay using the following equation:
Secondary Overtime Pay = Secondary Overtime Hours*Secondary Overtime Percentage [(Payroll Rate*Pay Periods per Year) / 2080]
Each employee determines the amount of overtime worked in a given labor period.
Deltek does not calculate overtime hours based on the hours worked. You must enter overtime hours in a separate overtime field (or fields) in Timesheets or Timesheet Transaction Entry to be considered overtime hours.
|
| Type
|
Select a payroll type of
Hourly or
Salary for the employee.
Deltek uses the payroll type with the data that you enter in the
Payroll Rate,
Payroll Ovt Pct, and
Payroll Ovt-2
Pct fields (along with the employee's timesheet entries) to calculate the employee's total payroll amount each payroll period.
The pay rate and type should be consistent. For example, if you enter
35.00 in the
Pay Rate field, you should set the
Type field to
Hourly.
If the employee's payroll rate and payroll type are identical to the employee's job cost rate and job cost type, and the employee receives no bonus or other supplemental payments, there will be no variance in the Job Cost Variance Account (703.00) for the employee.
|
| Other Pay
|
Enter any other payment the employee receives in the fields provided. You can create up to five other pay types on the Other Pay Setup tab of the Payroll Setup form ().
|
Withholdings Grid
Use the Withholdings grid to insert, copy, delete, edit, or review information about employee payroll withholdings. This includes payroll withholding codes, status, percentages, and exemptions. Before you specify employee withholdings in this grid, you must establish firmwide withholding codes on the Payroll Withholding Setup form ().
| Field | Description |
|---|
 Insert
|
Click this option to add a withholding to the grid.
|
 Copy
|
Click this option to copy withholding information from one row on the grid to a new row on the grid.
|
 Delete
|
Click this option to delete a withholding from the grid.
|
| Withholding Code
|
Select the withholding code that you want to add to the employee record. Any withholding code that is type
S (State) or
L (Local), with a
Locale field defined, will also have an entry in the State/Local/Tax Jurisdictions grid.
If you use multiple companies, the active company determines which payroll withholdings are available on this tab.
|
| Active
|
Select the status of the withholding:
-
Active: Select this option to include the withholding when you process payroll.
-
Inactive: Select this option to exclude the withholding when you process payroll and to stop tracking the associated pay basis.
-
System: Select this option to include the withholding based on the
Inactivate when processing payroll option selected on the Payroll Withholding Setup form.
You can use this field to override the firmwide
Inactivate when processing payroll setting established on the Payroll Withholding Setup form.
|
| Print on Check
|
Click in this field and use the drop-down list to select the print option for the withholding.
The options are:
-
Print: Select this option to print withholding information on the paycheck stub.
-
No Print: Select this option to not print withholding information on the paycheck stub.
-
System: Select this option to use the
Print on paycheck setting selected on the Payroll Withholding Setup form in
.
You can use this field to override the firmwide
Print on paycheck setting selected on the Payroll Withholding Setup form.
|
| Method
|
Select the method used to calculate the withholding:
-
Amount: Select this option to withhold the amount specified in the
Amount/percent field on the Payroll Withholding Setup form. Set up a firmwide amount only if all or most of your employees have the same amount withheld.
-
Percentage: Select this option to withhold the percentage specified in the
Amount/percent field on the Payroll Withholding Setup form. Set up a firmwide percentage only if all or most of your employees have the same percentage withheld.
-
System: Select this option to withhold the amount specified in the tax table. To use this method, you must have tax tables defined for withholdings. This is the default setting.
-
None: Select this option if you do not want to use a firmwide withholding method of calculation. Calculations are made on an employee-by-employee basis.
If you select an option other than
System, a warning displays to indicate that withholdings do not update when you update tax tables.
Although
Deltek does not have a filing status E for CT taxes, employees filing CT taxes with filing status E can change the method in this field to
Amount. You can also enter
0 in the
Amount/Percent field to arrive at the correct tax withholding.
|
| Amount Percent
|
If you set the
Method field to
Amount or
Percentage, enter the fixed amount or percentage of wages withheld. This entry overrides the system-level method for calculating a withholding by specifying an amount or percentage for the employee.
|
| Filing Status
|
If you set the
Method field to
System, select the employee's filing status for tax withholdings that require a filing status:
S (Single),
M (Married), or
H (Head of Household).
|
| Exemptions
|
If you set the
Method field to
System, enter the number of exemptions claimed by the employee for tax withholdings that use exemptions.
|
| Additional Amount
|
If you set the
Method field to
System,
Amount, or
Percentage, enter the amount withheld in addition to the amount calculated by
Deltek. This field is commonly used to supplement federal or state withholding amounts to guard against under-withholding or to make up for any over/under withholding during prior payrolls, and to specify fixed contribution amounts to a 401(k) in addition to contributions based on a percentage of an employee's salary.
|
| Other Exemptions
|
If you set the
Method field to
System, enter the number of other exemptions. Only tax locales that distinguish between types of exemptions use this designation. Where applicable,
Deltek lists any "other" exemptions for each employee.
|
| Limit
|
This field lists the maximum amount for this withholding. This field is an override and this value overrides the
Limit established in Payroll Settings. If you select the
Link to Calculate Overall Limit option in Payroll Withholding Setup, and you change the
Limit,
Deltek updates both linked withholding code limit amounts.
|
Employer Contributions Grid
Use the Employer Contributions grid to insert, copy, or delete, information about employer contribution codes, methods, amounts, and limits. You must establish settings in Payroll Contribution Setup before you specify employer contributions.
| Field | Description |
|---|
| Insert
|
Click this option to add a contribution to the grid.
|
|
Copy
|
Click this option to copy contribution information from one row in the grid to a new row on the grid.
|
|
Delete
|
Select a row and click this option to delete a contribution from the grid.
|
| Contribution Code
|
Select the contribution code. This code displays on the printed check. In addition to alphanumerics (0-9, A-Z), you can enter the dash character (-), underscore ( _ ) or period (.) in this field.
If you use multiple companies, the contributions that you use must be created per company and the payroll contribution codes must be unique across all companies.
|
| Method
|
The method associated with the selected contribution code displays in this field:
-
Percent of employee wages: This method calculates the employer contribution as a percent of an employee’s wages. The wages calculate as gross wages less 125 cafeteria, less 401k, less any information entered in the Additional Deductions from Wages grid, and less other pay amounts. The calculation for this method does not depend on the amount the employee had withheld.
-
Percent of employee withholding: This method calculates the employer contribution as a percent of the employee’s withholding. You must select a withholding from the
Withholding field when using this method.
-
Fixed amount: This method sets the employer contribution as a flat dollar amount.
-
Lesser of employee withholding or wages: This method uses a formula to compare a given employee withholding to a percentage of an employee's wages, as determined by the value entered in the
Matched rate cap field.
Deltek compares these two amounts, selects the lesser of these two amounts and multiplies that lesser amount by the percentage entered in the
Amount/Percent field to arrive at the employer contribution amount.
For example, if your gross wages are $1000 and you have a withholding set for 401(k) employee contributions that are 10% of wages,
Deltek calculates this amount to be $100. If a matched rate cap value of 6% is set in Payroll Contribution Setup for the contribution, then
Deltek determines the percentage of wages to be $60.
Deltek takes the lesser of these two numbers, $60, and multiplies this value by the percentage in the
Amount/Percent field. If that amount is 50%, then the amount of the contribution is $30.
You can override this option for an employee in the Employer Contributions grid of the Payroll tab.
|
| Active
|
Select the status for the contribution code.
|
| Amount/percent
|
Enter the amount or percent to use when calculating the contribution. How
Deltek uses the value entered here depends on the method entered in the
Method field.
When you enter contribution information for individual employees in the Employer Contributions grid on this tab, you can override the company-wide method for calculating a contribution by specifying an amount or percentage for the employee.
|
| Additional Amount
|
Enter the wages associated with the current contribution, in addition to options to exclude or include 401(k), 125 cafeteria amounts, or other pay amounts.
|
| Limit
|
Enter the maximum contribution amount for this contribution, per employee. For example, enter the company-wide maximum for 401(k) matching. You can override this limit per employee as established on the Payroll Contribution Setup form.
|
Tax Locale Options
| Field | Description |
|---|
| Locale Method
|
Select one of the following methods for the payroll tax locale:
If this is the first time you are using the Payroll application after a conversion from another product, you must complete at least one payroll processing cycle before you can use the payroll tax locale feature. For more information, refer to the
Deltek Migration Guide for your product.
|
| Only Include Local Jurisdictions
|
Select this option for the grid to display only non-federal and non-state withholdings that are set up for the employee. State withholdings set up for the employee do not display in the State/Local/Tax Jurisdictions grid when this option is selected, and
Deltek withholds state withholdings as a normal withholding at 100%, rather than based on a percentage established for the withholding in the State/Local/Tax Jurisdictions grid.
The method used to determine the withholding when you select
Only Include Local Jurisdictions is slightly different. This information applies if you set the
Locale Method
field toFollow Project Locale or
% of Wages:
- State withholdings are not included in the State/Local/Tax Jurisdictions grid.
- The
Payroll Tax Locale entered on the timesheet does not have an impact on state withholdings for the employee.
- The lookup for the
Default Project Locale field does not include withholdings defined with a
Type of
State.
|
| Default Tax Locale
|
This option displays when you set the
Locale Method field to
Follow Project Locale. Select the locale associated with the project, rather than employee-specific settings. This method is a good choice for firms who perform most or all of their work in one state or tax locale.
If you set a value in the
Payroll Tax Locale field in the Projects hub, but an employee does not have a withholding code set up for the locale specified in that field,
Deltek uses the default project locale.
|
State/Local/Tax Jurisdictions Grid
Use the State/Local/Tax Jurisdictions grid to view information about the payroll tax locale.
Deltek uses this information to track taxable wages and to calculate and track withholdings based on the locations where work is performed. You can set up
Deltek to determine the tax locale based on the project an employee charges time to, or based on a breakdown, by percent, of an employee's gross wages.
The State/Local/Tax Jurisdictions grid updates based on the selected locale method.
| Field | Description |
|---|
| Locale ID
|
This field displays the locale identifier for the state or other locale, such as
MA for Massachusetts. This option displays when the
Locale Method field is set to
Follow Project Locale.
|
| Active
|
Select this option to track the taxable wage for the State/Local/Tax Jurisdiction. All Active withholding codes must have an Active tax jurisdiction. This option displays when the
Locale Method field is set to
Follow Project Locale.
|
| % of Wages
|
Enter the percent of wages that represents the percentage of time the employee spends working in the selected locale. This option displays when the
Locale Method is
% of Wages. This option tracks wages and withholdings based on an estimated breakdown, by percent, of an employee's gross wages.
|
Options below the grid
| Field | Description |
|---|
| Standard Occupational Classification Code
|
Some states require an occupational classification code for quarterly electronic processing. If necessary, select the classification code for the employee's occupation. Contact your state to obtain its specifications guide for quarterly filing.
|
| Alaska Geographic Code
|
If completing electronic filing in Alaska, select a geographic code for the employee.
|
