Use the Payroll tab to enter, edit, or review an
employee's payroll information.
This tab is available if you use the
DPS Payroll application.
Contents
If you use multiple companies, the following applies:
- The data that you enter on a 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 & Expense 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 Information 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 Type
|
Select a payroll type of
Hourly or
Salary for the
employee.
DPS uses the payroll type with the data that you enter in the
Payroll Rate,
Payroll Overtime Percent, and
Payroll Overtime-2
Percent 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.
|
| Pay Rate
|
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
Pay Rate Table Method and
Pay Rate Table fields.
|
| Pay Overtime Percent
|
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.
DPS 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 for the hours to be considered overtime.
|
| Pay Overtime-2 Percent
|
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) x (Secondary Overtime Percentage)
For
salaried
employees, secondary overtime pay using the following equation:
Secondary Overtime Pay = Secondary Overtime Hours x Secondary Overtime Percentage [(Payroll Rate x Pay Periods per Year) / 2080]
Each
employee determines the amount of overtime worked in a given labor period.
DPS 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 for the hours to be considered overtime.
|
| Pay Rate Table Method
|
Use this field to select the method of the pay rate table to be associated with the
employee record. Options are:
- From Labor Rate Table: Select this option to use pay rate tables from the Labor Rate Table method. Available pay rates from the Labor Rate Table method can be selected in the
Pay Rate Table field. This method is configured in
.
- From Category Rate Table: Select this option to use pay rate tables from the Category Rate Table method. Available pay rates from the Category Rate Table method can be selected in the
Pay Rate Table field. This method is configured in
.
- From Labor Code Table: Select this option to use pay rate tables from the Labor Code Table method. Available pay rates from the Labor Code Table method can be selected in the
Pay Rate Table field. This method is configured in
.
|
| Pay Rate Table
|
This field displays if you select
From Labor Rate Table or
From Category Rate Table in the
Pay Rate Table Method field.
Select the rate table that is applicable for the
employee.
|
Form W-2 Information Box 13 Section
The options in this section are synchronized with section 13 of the W-2 form (
| Field | Description |
|---|
| Statutory
Employee
|
Select this check box if the
employee is a statutory
employee.
|
| Retirement Plan
|
Select this check box if the
employee was an active participant in any of the following:
- A qualified pension, profit-sharing, or stock bonus plan described in section 401(a) (including a 401(k) plan).
- An annuity plan described in section 403(a).
- An annuity contract or custodial account described in 403(b).
- A simplified
employee pension (SEP) plan described in 408(k).
- A SIMPLE retirement account described in 408(p).
- A trust described in section 501©)(18).
- A plan for Federal, state, or local government
employees or by an agency or instrumentality thereof (other than a section 457 plan).
|
| Third Party Sick Pay
|
Select this check box if the
employee has a third-party sick payer filing a Form W-2.
|
Other Pay Section
The fields that display in this section are the fields that you set up for other pay categories on the Other Pay Setup tab in the
. You can have up to five other pay fields—Other Pay 1–Other Pay 5—that you name as desired.
Use these fields to enter one-time pay amounts that are added to the gross and net pay amounts on a pay check for the
employee. The other pay amounts are added to the
employee's base pay (Regular/Salary + Overtime + Secondary Overtime), and the withholdings amount is adjusted accordingly. When you process payroll, the amounts that you enter in the other pay fields in the
Employees hub prefill on the
Employee Review tab in Payroll Processing, which you can override and change as needed. When payroll is posted, the other pay amounts are debited to the accounts that are specified for them on the Other Pay Setup tab in Payroll Settings.
Withholding Grid
Use the Withholding 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 in
.
Much of the information for
DPS is entered and displayed in grids on various forms. For information about using grids, see
Working with Grids.
| Field | Description |
|---|
|
Click
to filter the grid contents based on column values. For information about how the filter works, see
Filter the Grid Results.
|
| 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 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
DPS 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, enter the fixed amount of wages withheld in the
Amount/Percent field. If you set the
Method field to
Percentage, enter the percentage of wages withheld in the
Amount/Percent field. 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
DPS. 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,
DPS 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,
DPS updates both linked withholding code limit amounts.
|
Employer Contribution 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.
Much of the information for
DPS is entered and displayed in grids on various forms. For information about using grids, see
Working with Grids.
| Field | Description |
|---|
|
|
Click
to filter the grid contents based on column values. For information about how the filter works, see
Filter the Grid Results.
|
| 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.
DPS 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,
DPS calculates this amount to be $100. If a matched rate cap value of 6% is set in Payroll Contribution Setup for the contribution, then
DPS determines the percentage of wages to be $60.
DPS 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
DPS 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 Fields and Options
| Field | Description |
|---|
| Locale Method
|
Select one of the following methods for the payroll tax locale:
-
Follow
Project Locale: Select this method to use the tax locale that is specified for a
project instead of the tax locale that is specified for an
employee for calculating payroll taxes for an
employee. You enter the tax locale for a
project in the
Payroll Tax Locale field on the Accounting tab of the
Projects hub. (You enter the tax locale for an
employee in the
Default Tax Locale field on this tab.)
The Follow
Project Locale method is a good choice for
firms that perform most or all of their work in one state or tax locale.
When you select this method,
DPS follows this hierarchy to determine the tax locale to use for calculating withholdings for an
employee when payroll is processed:
- Use the tax locale that is entered in the
Payroll Tax Locale field at the WBS3 (task) level if the tax locale is specified as Active for an
employee in the State/Local/Tax Jurisdictions grid on the Payroll tab of the
Employees form.
- If no tax locale is found in step 1, use the tax locale that is entered in the
Payroll Tax Locale field at the WBS2 (phase) level if the tax locale is specified as Active for an
employee in the State/Local/Tax Jurisdictions grid on the Payroll tab of the
Employees form.
- If no tax locale is found in step 2, use the tax locale that is entered in the
Payroll Tax Locale field at the WBS1 (project) level if the tax locale is specified as Active for an
employee in the State/Local/Tax Jurisdictions grid on the Payroll tab of the
Employees form.
- If no tax locale is found in step 3, use the
employee's default tax locale that is entered in the
Default Tax Locale field on the Payroll tab of the
Employees form.
-
Percentage of Wages: Select this option to distribute withholdings across multiple state or tax locales established at the
employee-level. After you enter one or more
employee withholding codes for each
employee in the Withholding grid, all state and local entries in the Withholding grid also display in the State/Local Tax Jurisdiction grid. You specify the percent of total taxable wages to which you want to apply each withholding in the State/Local Tax Jurisdiction grid.
-
None: Select this option if you choose not to track taxable wages and withholdings by
project locale or by percentage of wages. When you select this option, the State/Local/Tax Jurisdictions grid is disabled.
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.
|
| 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,
DPS uses the default
project locale.
|
| Only Include Local Jurisdictions
|
Select this check box 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
DPS 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
Percentage 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.
|
State/Local/Tax Jurisdictions Grid
This grid displays with you select either
Follow
Project Locale or
Percentage of Wages in the
Locale Method field. Use the State/Local/Tax Jurisdictions grid to view information about the payroll tax locale.
DPS 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
DPS 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 |
|---|
|
|
Click
to filter the grid contents based on column values. For information about how the filter works, see
Filter the Grid Results.
|
| Locale ID
|
This field displays the locale identifier for the state or other locale, such as
MA for Massachusetts. This displays when the
Locale Method field on this tab is set to
Follow
Project Locale.
|
| Active
|
Select this check box 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.
|
| Percent 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
Percent of Wages. This option tracks wages and withholdings based on an estimated breakdown, by percent, of an
employee's gross wages.
|
Fields 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 you complete electronic filing in Alaska, select a geographic code for the
employee.
|
