Employees Payroll Tab
Use the Payroll tab to enter, edit, or review an employee's payroll information.
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 displays only 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 checkbox is selected on the General tab of My Preferences, 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. Vantagepoint 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:
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. Vantagepoint 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. This field is available only if you set Enable Secondary Overtime to Yes in . 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. Vantagepoint 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:
|
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 checkbox if the employee is a statutory employee. |
Retirement Plan | Select this checkbox if the employee was an active participant in any of the following:
|
Third Party Sick Pay | Select this checkbox if the employee has a third-party sick payer filing a Form W-2. |
Form W-4 Information Section
Use this section to specify the version and information for the employee's Form W-4. The options in this section correspond to the fields in Form W-4.
Field | Description |
---|---|
Form W-4 Version | This drop-down list defaults to 2019, but you can change it to 2020. When you select 2020, the other Form W-4 fields on this screen become enabled. |
Step 2 of W-4 | This checkbox is enabled only for the 2020 version. Select this checkbox if the employee holds multiple jobs or is married filing jointly and the spouse also works. |
Dependents (Qualifying Children under 17) | This field is enabled only for the 2020 version. Enter the number of the employee's qualifying children below age 17. |
Other Dependents | This field is enabled only for the 2020 version. Enter the number of the employee's other dependents. |
Locale Method |
This drop-down list is enabled regardless of the Form W-4 version selected. 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. |
Other Tax Credit Amount | This field is enabled only for the 2020 version. Enter the amount of the employee's other tax credits, such as education tax credits and the foreign tax credit. |
Other Income | This field is enabled only for the 2020 version. Enter the amount of the employee's other income, which may include interests, dividends, and retirement income. |
Deductions | This field is enabled only for the 2020 version. Enter the amount of deductions, other than the standard deduction, that the employee expects to claim. |
Standard Occupational Classification Code |
This field is enabled regardless of the Form W-4 version selected. 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 |
This drop-down list is enabled regardless of the Form W-4 version selected. If you complete electronic filing in Alaska, select a geographic code for the employee. |
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 Other Pay 1–Other Pay 5—that you name as desired.
. You can have up to five other pay fields—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 Vantagepoint 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:
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:
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:
If you select an option other than System, a warning displays to indicate that withholdings do not update when you update tax tables. Although Vantagepoint 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 Vantagepoint. 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, Vantagepoint 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, Vantagepoint 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 Vantagepoint 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:
For example, if your gross wages are $1000 and you have a withholding set for 401(k) employee contributions that are 10% of wages, Vantagepoint calculates this amount to be $100. If a matched rate cap value of 6% is set in Payroll Contribution Setup for the contribution, then Vantagepoint determines the percentage of wages to be $60. Vantagepoint 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 Vantagepoint 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 |
---|---|
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, Vantagepoint uses the default project locale. |
Only Include Local Jurisdictions |
Select this checkbox 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 Vantagepoint 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/Local/Tax Jurisdictions Grid
This grid displays when 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. Vantagepoint 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 Vantagepoint 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 checkbox 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. |