Payroll Tab of Employee Info Center

Use the Payroll tab to enter, edit, or review employee payroll information. This tab is available if you use Vision 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 Vision Payroll, the Payroll tab of the Employee Info Center 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 drop-down list.
  • If the Automatically retrieve your record in Employee Info Center/Employee Review option is selected in User Options, 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. Vision uses the information you enter in these fields when you process timesheets, payroll, and in reports.

Field Description
Payroll Pay Rate This field only displays when Vision 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 payroll rate and payroll type should be consistent. For example, if you enter 35.00 in the Payroll Rate field, you should select Hourly as the type in the Payroll Type field.

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 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, Vision calculates overtime pay using the following equation:

Overtime Pay = (Overtime Hours)*(Payroll Rate)*(Overtime Percentage)

For salaried employees, Vision calculates overtime pay 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. Vision does not calculate overtime hours based on the hours worked. You must enter overtime hours in a separate overtime field in Timesheet Transaction Entry or Timesheets to be considered overtime hours by Vision.

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, Vision calculates secondary overtime pay using the following equation:

Secondary Overtime Pay = (Secondary Overtime Hours)*(Payroll Rate)*(Secondary Overtime Percentage)

For salaried employees, Vision calculates 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. Vision does not calculate overtime hours based on the hours worked. You must enter overtime hours in a separate overtime field (or fields) in Timesheet Transaction Entry or Timesheets to be considered overtime hours by Vision.

Payroll Type Use this drop-down list to select a payroll type of Hourly or Salary for the employee. Vision uses the payroll type with the data 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 payroll rate and payroll type should be consistent. For example, if you enter 35.00 in the Payroll Rate field, you should select Hourly as the type in the Payroll Type field.

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 in Payroll Configuration.

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. You must establish firmwide withholding codes in Payroll Withholding Setup before you specify employee withholdings.

Field Description
Insert Click this option to add a withholding to the Withholdings grid.
Copy Click this option to copy withholding information from one row on the Withholdings grid to a new row on the grid.
Delete Click this option to delete a withholding from the Withholdings grid.
Withholding Code

Click in this field and use the drop-down list to select the withholding code 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 the Multicompany feature, the active company determines which payroll withholdings are available on this tab.

Active Click in this field and use the drop-down list to select the status of the withholding.

The options are:

  • Active: Select this option for Vision to include the withholding when you process payroll.
  • Inactive: Select this option for Vision to exclude the withholding when you process payroll. Vision also stops tracking the associated pay basis.
  • System: Select this option for Vision to include the withholding based on the Inactivate when processing payroll option selected on the Payroll Withholding Setup form in Configuration > Payroll > Withholding Codes.

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 for Vision to print withholding information on the paycheck stub.
  • No Print: Select this option for Vision to not print withholding information on the paycheck stub.
  • System: Select this option for Vision to use the Print on paycheck setting selected on the Payroll Withholding Setup form in Configuration > Payroll > Withholding Codes.

You can use this field to override the firmwide Print on paycheck setting selected on the Payroll Withholding Setup form.

Method Click in this field and use the drop-down list to select the method that Vision should use to calculate the withholding.

The options are:

  • Amount: Select this option to withhold the amount specified in the Amount/percent field on the Payroll/Withholding Setup form. Deltek recommends that you 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. Deltek recommends that you set up a firmwide percentage only if all or most of your employees have the same percentage withheld.
  • System: Select this option for 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 for Vision to not use a firmwide withholding method of calculation. Calculations are made on an employee-by-employee basis.

If you select an option other than System, Vision prompts you with a warning that you are not using the System method. This indicates that withholdings do not update when you update tax tables.

Although Vision 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 select Amount or Percentage as the Method, 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 select System as the Method, select the employee's filing status for tax withholdings that require a filing status: S (1) (Single), M (2) (Married), or H (Head of Household).
Exemptions If you selected System from the Method field, enter the number of exemptions claimed by the employee for tax withholdings that use exemptions.
Additional Amount If you selected System, Amount, or Percentage from the Method field, enter the amount withheld in addition to the amount calculated by Vision. 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 selected System as the Method, enter the number of other exemptions. Only tax locales that distinguish between types of exemptions use this designation. Where applicable, Vision 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 Configuration.

If you select the Link to Calculate Overall Limit option in Payroll Withholding Setup, and you change the Limit, Vision 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 Employer Contributions grid.
Copy Click this option to copy contribution information from one row on the Employer Contributions grid to a new row on the grid.
Delete Click this option to delete a contribution from the Employer Contributions grid.
Contribution Code Select the contribution code. This code displays on the printed check.

In addition to alphanumerics (0-9, A-Z), Vision also accepts the dash character (-), underscore ( _ ) and period (.) in this field.

Multicompany. If you use Multicompany, the contributions you use must be created per company and the payroll contribution codes must be unique across all companies.

Method Vision displays the method associated with the selected Contribution Code.

The options are:

  • 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. Vision 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, Vision calculates this amount to be $100. If a matched rate cap value of 6% is set in Payroll Contribution Setup for the contribution, then Vision determines the percentage of wages to be $60.

Vision 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 from 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 Vision 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 of the Payroll tab in Employee Info Center, 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.

State/Local/Tax Jurisdictions Grid

Use the State/Local/Tax Jurisdictions grid to view information about the payroll tax locale. Vision uses this information to track taxable wages and to calculate and track withholdings based on the locations where work is performed. You can configure Vision 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 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 in the Project Info Center. You enter the tax locale for an employee in the Default Tax Locale field on the Payroll tab of the Employee Info Center.

    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, Vision uses the following hierarchy to determine the tax locale to use for calculating withholdings for an employee when payroll is processed:
    1. 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 in the Employee Info Center.
    2. 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 in the Employee Info Center.
    3. 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 in the Employee Info Center.
    4. 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 in the Employee Info Center.
  • % 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 % of wages. When you select None, the State/Local/Tax Jurisdictions grid is disabled. If this is the first time you are using the Payroll application after a conversion from a previous Deltek 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 Vision Migration Guide for your product.

If this is the first time that you are using the Payroll application after you convert from another Deltek product, you must complete at least one payroll processing cycle before you can use the payroll tax locale feature. For more information, see the Vision 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 Vision 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 Vision uses to determine the withholding when you select Only Include Local Jurisdictions is slightly different. This information applies if you select either Follow Project Locale or % of Wages as the Locale Method:

  • 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 Default Project Locale does not include withholdings defined with a Type of State.
Default Tax Locale This option displays when the Locale Method is Follow Project Locale. Use this drop-down list to 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 Project Info Center, but an employee does not have a withholding code set up for the locale specified in that field, Vision uses the Default Project Locale.

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 is 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 is 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.
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.
Parent Topic: Employee Info Center Form