Employees Payroll Tab

Use the Payroll tab to enter, edit, or review an employee's payroll information.

This tab is available if you use the Vantagepoint 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 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: 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. 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 Settings > Accounting > Labor Options. 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: 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 Settings > Rate Tables > Cost/Pay Labor Rates. 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 Settings > Rate Tables > Cost/Pay Labor Categories. 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 Settings > Rate Tables > Cost/Pay Labor Codes.
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 ( Payroll > Form W-2 Processing

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.

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.

Note: Vantagepoint does not support Form W-4. However, some state withholding and W-2 tables and calculations may be impacted based on the Form W-4 version. The fields in this section have been set up to ensure that these tables and calculations are accurate.

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 check box is enabled only for the 2020 version. Select this check box 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: 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, Vantagepoint 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.
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 Settings > Payroll > General. 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 Settings > Payroll > Withholding Codes.

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: 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 Settings > Payroll > Withholding Codes. 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 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: 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. Vantagepoint 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, 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 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 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 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 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 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.