Pay window (in-house payroll)

The name of the pay. This is the name that appears on lists and reports in Ajera.

The type of pay:

Sick

Pay for sick time

Vacation

Pay for vacation time

Other

Additional pay you can set up

Other in and out

Pay that needs to be included in an employee's gross pay but not included in the employee's net pay (such as a car allowance or a clothing allowance).

An in/out pay is entered as an earning for applicable employees but is subtracted as a deduction from the employee's net pay after taxes have been taken.

Accrual

Used for accruing hours, such as vacation time. For example, when the employee enters vacation time, the hours for this pay are reduced.

Cash fringe

Pay in cash for benefits not provided as a fringe benefit on certified jobs

Select this check box if you want to be able to enter hours and units for this pay. It does not apply to a pay type of Accrual.

Select this check box to include hours for this pay, along with regular and premium hours, on the quarterly report. Amounts for the pay are always included on the quarterly report.

Clear this check box to exclude hours for this pay from the quarterly report. For example, you set up this pay for vacation hours, which should not be included in government reporting as hours worked.

For a pay type of Sick, Vacation, Other, or Other In and Out

Select this check box to include the amount of this pay in the basis when the calculation method for pays, deductions, or taxes is Percent of Regular Pay or Percent of Regular Pay Plus Premium Pay.

Examples:

This pay is for a bonus, and you want it to be subject to regular taxes and deductions, so you select this check box.

This pay is for an automobile allowance, and you do not want it to be subject to regular taxes and deductions, such as 401(k). In this case, you clear this check box.

For a pay type of Sick, Vacation, or Other

Select this check box to treat the amount of this pay as part of the salary amount. If this check box is cleared, the pay is paid in addition to the employee's salary.

For all pay types except Regular and Accrual. This field is available when you clear the Track hours/units check box.

Click the arrow and select the calculation method for the way you want to calculate the pay.

Not available for Premium Pay 1, 2, or 3

Change the rate for the pay, as needed. For example, if you are setting up an accrual type of pay or a pay that has a different rate from the regular rate established for the employee, you enter the rate here.

If you selected a calculation method of Flat amount, use this field to enter the amount instead of a rate.

For pay type of Sick, Vacation, Other, or Cash Fringe

Select the expense account to use for amounts entered to this pay.

For a pay type of Sick, Vacation, and Other, if the hours are entered on the paycheck, the expense account is debited with the employee's cost amount (hours multiplied by the standard hourly rate).  

If hours are entered in the Overhead area of the timesheet, Ajera retrieves the expense account in the following order:

1. Account entered on the Overhead Group item
2. Expense account entered on the pay specified on the Overhead Group item
3. Overhead account entered in company preferences

For a pay type of Sick, Vacation and Other. Only available if you selected the Track hours/units check box.

Select the pay, which has a type of Accrual, that you want to reduce.

For example, you can set up a pay with a type of Accrual to accumulate employees paid personal leave hours. You can then reduce the accumulated hours when other pays for vacation or sick are entered.

For a pay type of Accrual

Ajera accrues hours continuously unless you instruct it to do otherwise.

If you want to set the accrued hours to zero or reduce them at a specific time (such as at year-end), select the Auto Reduce check box and do the following:

• In the Reduce To field, type the maximum number of hours to carry over. You can enter a zero to carry over no hours.
• In the Reduce Month/Day field, select the month and day when the hours are reduced.

To report the amounts for this pay in boxes 10 through 20 on Form W-2, click and make a selection.

Otherwise, leave the Not Reported option selected.

For box 14, 18, or 19, you must identify the pay by printing a description for it in the box. You enter this description in Ajera in the W-2 box description field.

For more information, see About Form W-2.

If you selected to report this pay in Box 14, 18, or 19, you identify it by printing a description for it in the box. Type the description you want to print, entering up to five characters.

Select the check box for each tax that the employee is exempt from withholding.

For example, when setting up a pay for sick time, you may want to exclude the pay from state unemployment tax. In this case, you select the State Unemployment Employee Tax Exempt check box. 

Select the check box for each tax that the employer is exempt from withholding.

For example, when setting up a pay for sick time, you may want to exclude the pay from state unemployment tax. In this case, you select the State Unemployment Employer Tax Exempt check box.