Accounting Tab of Employee Info Center

The Accounting tab is available only if you use Vision Accounting.

Fields

Enter accounting information for your employees such as job cost rates, overtime rates, unposted labor rates, employee type and category information, and payroll information. Vision uses the information you enter in these fields when you process timesheets and payroll, and in Vision reports.

Field	Description
Job Cost Rate	Enter the rate you want to use to distribute the cost of the employee's labor hours to projects. When you post timesheets, Vision associates a rate with each employee's labor charges. This rate displays in the general ledger and on your project reports. Typically, the job cost rate is a standard rate (the employee's annual salary / 2080 hours per year). There are three methods to calculate an employee's job cost rate: Fixed Hourly Rate (also known as a Standard Rate) Payroll Rate Direct Personnel Expense (DPE) When you post employee timesheets, Vision debits labor charges for each employee (by employee type) to the labor accounts specified on the Employee Types form in Accounting Configuration and credited to the Job Cost Variance account (703.00). This method ensures that Vision posts a consistent rate to all projects for a given employee, regardless of the number of hours worked. When you process your payroll, Vision posts the gross payroll amount to the Job Cost Variance account. Any remaining balance in the Job Cost Variance account is the adjustment amount of the standard cost used for project reporting and the actual pay rate. Typically, there is an adjustment in this account due to employees working more or less than 40 hours per week (2,080 hours per year). To enter a salaried rate in the Job Cost Rate field, you must select the Allow job cost rates to be salaries option on the Timesheets tab of Accounting Company Configuration. The job cost rate cannot exceed the maximum hourly rate entered on the Job Cost tab of General Accounting Configuration. The job cost rate and job cost type should be consistent. For example, if you enter 35.00 in the Job Cost Rate field, you must select Hourly as the type in the Job Cost Type field. You can use cost rate methods and tables to override the information entered in the Job Cost Rate field. You specify cost rate methods/tables for employees on the Time tab.
Job Cost OT Pct	Enter the percentage of the employee's hourly wage you want to apply to projects when the employee works standard overtime hours. Each employee determines the amount of overtime worked in a given labor period. Vision does not calculate overtime hours based on the hours worked. Overtime hours must be entered in a separate overtime field (or fields) in Timesheet Transaction Entry or Timesheets to be considered overtime hours by Vision. If you are using Vision Accounting, the overtime percentage affects indirect expenses through the Job Cost Variance account. If you set employee job cost rates to rates greater than you pay your employees, your overhead costs are lowered by the excess amount of the job cost rate. This variance adjusts the Income Expense Statement to the actual payroll cost. When posting timesheets, Vision credits the Job Cost Variance Account (703.00), which offsets the labor expense posted. When you process your payroll, Vision debits the Job Cost Variance account for the total payroll expense. The resulting variance amount is the difference between the posted timesheets and the payroll amount. To cost all hours on a project but not pay your employees overtime, enter all hours worked in the regular hours fields on timesheets, regardless of the number of hours worked. Or, enter 100 in the Job Cost Ovt Pct field and enter overtime hours in the overtime hours fields on timesheets — the overtime hours entered will be costed at regular rates and you will be able to show the overtime hours separately on timesheets and project reports.. If you cost overtime hours but do not pay your employees overtime (in Payroll), you will most likely receive a variance in the Job Cost Variance account. You can enter 0 in the Job Cost Ovt Pct field; however, your project reports will then show overtime hours but no cost for those hours.
Job Cost OT-2 Pct	Enter the percentage of the employee's hourly wage you want to cost to projects when the employee works special overtime hours. Use this field if you need to cost certain overtime hours to projects at a rate that differs from the standard overtime rate.
Job Cost Type	Use this drop-down list to select the job cost type for the employee. The job cost type you select is used with the data you enter in the Job Cost Rate, Job Cost Ovt Pct, Job Cost Ovt-2 Pct fields, and employee's timesheet entries to calculate the employee's job cost rate for the hours charged to a project. The options are Hourly and Salary. The job cost rate and job cost type must be consistent. For example, if you enter 35.00 in the Job Cost Rate field, you should select Hourly as the type in the Job Cost Type field.
Use total hours as standard on Time Analysis	Use this field to specify how Vision calculates and displays standard hours or amounts for employees on the Time Analysis report. If you select this option, Vision uses the total hours worked to determine the standard current (CUR), month-to-date (MTD), and year-to-date (YTD) hours or amounts. If you do not select this option, Vision calculates the standard current (CUR), month-to-date (MTD), and year-to-date (YTD) hours or amounts using one of the following formulas: Current Vision bases the standard hours calculation for current amounts on the job cost frequency. The job cost frequencies and formulas follow: weekly (hours per day x 5) biweekly (hours per day x 10) semi-monthly (hours per day x 260 [52 weeks x 5 days per week] divided by 24 [two periods per month]) monthly (hours per day x 260 [52 weeks x 5 days per week] divided by 12 [one period per month]) Month-to-date Vision bases the standard hours calculation for month-to-date amounts on the following formula: hours per day x number of workdays between the accounting period start or hire date and the "as of" date specified on the General tab for Time Analysis Vision increases the number of workdays to the nearest week. For example, if your employee completes 22 workdays for the current month, Vision increases the figure to 25 to calculate standard hours for five complete weeks. Year-to-date Vision bases the standard hours calculation for year-to-date amounts on the following formula: hours per day x number of workdays between the fiscal year start or hire date and the as of date specified on the General tab for Time Analysis. Vision increases the number of workdays to the nearest week. If, for example, your employee has completed 22 workdays for the current year, Vision increases the figure to 25 to calculate standard hours for five complete weeks.
Employee Type	If you select the Approved for use in processing option on the General tab, you must select an employee type. Use this drop-down list to classify the employee by type, such as Principal or Employee. Each employee type can be associated with a direct and indirect account. You define employee types using the Employee Types form in Accounting Configuration.
Labor Category	Use this drop-down list to select a labor category for the employee such as Principals, Project Managers, or Architects.
Target Ratio	Enter the percentage of the employee's time that you expect will be charged to regular, revenue producing projects. This information displays on the Time Analysis report. Use one of the following formulas to calculate a target ratio: Gross Chargeable Ratio — Vision calculates this ratio by dividing the total direct hours by the total hours worked. The average for all employees is typically about 65%. Net Chargeable Ratio — Vision calculates this ratio by dividing the total direct hours by the total hours charged or worked minus any benefit hours. The average for all employees must be higher than the Gross Chargeable Ratio. Direct Hours divided by Standard Hours Direct Hours divided by (Standard Hours minus Benefit Hours)
Utilization Ratio	Enter the maximum amount of time (expressed as that percentage) that you can assign the employee as a named resource on your firm's projects. For example, if you expect an employee to spend 75% of her time actively involved in project work, enter 75 in this field. The Vision Planning application uses the utilization ratio to determine an employee's availability for project assignments. The Commitment field on the Named Resource tab of the Project Planning Resource Search contains a drop-down list of percentages that allows you to search for available resources based on the amount of free time an employee has during a specified time frame. This search option also allows you to identify employee's who are Over Used and Under Used. If the amount of time an employee is actually assigned as a resource — the employee’s utilization percentage — exceeds the employee’s utilization ratio, then the employee is over used and should not be assigned to additional projects. If the employee's utilization percentage is less than his utilization ratio, then the employee is under used and is therefore available for additional project work. Employee utilization ratios display on the Utilization tab of the Project Planning Resource Search after you specify options and click Apply. This allows you to compare each employee's utilization ratio against his utilization percentage.

Benefit Accruals Grid

Use the Benefit Accruals grid to enter, copy, delete, edit, or review information about your company's benefit hour plans. You can set up an unlimited number of accrual codes, each of which represents a different benefit plan. For example, benefits might be vacation, sick leave, or personal time off.

Field	Description
Benefit Accruals Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "`Drag a column header here to group by that column`," drag and drop column headers into this field, in the sequence that you want them to display. Not all options are available on all grids.
Insert	Click this option to add a benefit accrual to the Benefit Accruals grid.
Copy	Click this option to copy benefit accrual information from one row on the Benefit Accruals grid to a new row on the grid.
Delete	Click this option to delete a benefit accrual from the Benefit Accruals grid.
Benefit Accrual Code	Click in this field and use the drop-down list to select the benefit accrual you want to add to the employee record. Accrual codes can be used company-wide to represent a specific benefit plan. You can define an unlimited number of accrual codes and you can add new codes at any time. You set up accrual codes on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis.
Use Schedule	Select this option to use an accrual schedule to calculate benefit accruals for the selected accrual type. Accrual schedules allow you to accrue benefit hours at different rates for different periods of time. You set up accrual schedules in Configuration > Accounting > Accrual Schedule.
Schedule	Use this drop-down list to select the accrual schedule you want to use with the selected accrual type. If you select a default schedule for the accrual type on the Benefit Accrual Setup tab of Configuration > Accounting > Time Analysis, the default schedule code displays in this field when you select the Use Schedule option. You can change the default selection, as needed.
Hours Per Year	Enter the number of hours per year the employee earns for this benefit accrual.
Change Date	Enter the date on which the accrual will change. For example, if an employee will earn additional vacation time after being employed for a specified period of time, enter the date the employee should begin earning the additional time off. This date displays on the Accrued Time report, where you can use it as a reminder to update employee benefit information. You can enter a date directly in this field or click Calendar and select a date.
Has Maximum	Use this drop-down list to select the way you want Vision to determine the maximum number of benefit hours the employee can have at any given time. For example, if you set a limit of 200 hours for the Vacation benefit accrual, the employee can never carry a balance of more than 200 hours of vacation time. After the employee reaches the 200 hour limit, Vision no longer accrues vacation hours for the employee. If the employee drops below the 200 hour limit, Vision resumes vacation accrual. The options are: System — If you select this option, Vision uses the maximum hours specified for the benefit accrual on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis. Yes — If you select this option, the Maximum field on the Benefit Accruals grid is enabled. Use this field to enter the maximum benefit hours you will allow the employee to have at any given time. This selection overrides the maximum amount specified for the benefit accrual on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis. No — If you select this option, there is no limit to the number of hours the employee can accrue for this benefit. This selection overrides the maximum amount specified for the benefit accrual on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis.
Maximum	If you select Yes in the Has Maximum field, you must enter the maximum number of benefit hours the employee can have at any given time. For example, if you set a limit of 200 hours for the Vacation benefit accrual, the employee can never carry a balance of more than 200 hours of vacation time. After the employee reaches the 200 hour limit, Vision no longer accrues vacation hours for the employee. If the employee drops below the 200 hour limit, Vision resumes vacation accrual. This field is disabled if you select System or No in the Has Maximum field.
Has Carryover Limit	Use this drop-down list to select the way you want Vision to determine the maximum number of benefit hours the employee can carry over from one benefit accrual year to the next. For example, if you allow an employee to carry over 80 hours of sick time, and the employee has 90 hours at the end of the year, Vision deducts 10 hours from the employee's sick time balance when you start the new benefit accrual year. The employee starts the new year with 80 hours of sick time. The options are: System — Select this option for Vision to use the carryover limit specified for the benefit accrual on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis. Yes — Select this option to enable the Carryover Limit field on the Benefit Accruals grid. Use this field to enter the maximum number of benefit hours you will allow the employee to carry over from one benefit accrual year to the next. This selection overrides the carryover limit specified for the benefit accrual on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis. No — If you select this option, there is no limit to the number of hours the employee can carry over from one benefit accrual year to the next. This selection overrides the carryover limit specified for the benefit accrual on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis.
Carryover Limit	If you select Yes in the Limit Carryover field, you must enter the maximum number of benefit hours the employee can carry over from one benefit accrual year to the next. For example, if you allow an employee to carry over 80 hours of sick time, and the employee has 90 hours at the end of the year, Vision deducts 10 hours from the employee's sick time balance when you start the new benefit accrual year. The employee starts the new year with 80 hours of sick time. This field is not enabled if you select System or No in the Has Carryover Limit field.

Direct Deposit Grid

Use the Direct Deposit grid to maintain employee direct deposit information. The Vision Employee Payments processing routine allows you to deposit all or a portion of an employee’s expense payments to one or more of the employee’s bank accounts.

After you enter direct deposit information, you use the Employee Payments processing routine in the Vision Transaction Center to print checks, post payments, and process direct deposits.

Field	Description
Direct Deposit Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "`Drag a column header here to group by that column`," drag and drop column headers into this field, in the sequence that you want them to display. Not all options are available on all grids.
Insert	Click this option to add direct deposit information to the Direct Deposit grid.
Copy	Click this option to copy direct deposit information from one row on the Direct Deposit grid to a new row on the grid.
Delete	Click this option to delete direct deposit information from the Direct Deposit grid.
Seq	Enter the sequence number for the direct deposit. The sequence number determines the order in which direct deposits are made if you select multiple accounts.
Bank ID	Enter the bank routing number of the bank for the employee's deposit.
Account Number	Enter the employee's account number for the direct deposit. This is the account where you will deposit funds.
Account Type	Use this drop-down list to select the employee's bank account type.
Status	Use this drop-down list to select a status for the employee’s direct deposit. The options are: Add — This status indicates that you plan to initiate the pre-notification step for this direct deposit account with the next expense repayments processing run. Wait — After you process payroll or employee expense repayments for all employees, any direct deposit accounts with a status of Add change to a status of Wait. This status indicates that you are waiting for bank verification of the employee's account. You must change the status to Active when you receive verification of the employee's account information. Active — This status indicates that the employee's account information has been verified and your bank has approved direct deposit transactions to the account.
Payroll Method	This field is available if you use Vision Payroll. Use this drop-down list to select the method you want Vision to use when depositing payroll funds for the employee. The options are: Amount — Vision allocates a specified amount of the employee's total paycheck to this account when you process payroll. You enter the amount in the Payroll Amount/Percent field. Percentage — Vision allocates a specified percentage of the employee's total paycheck to this account when you process payroll. You enter the percentage in the Payroll Amount/Percent field. If the employee has funds deposited to more than one account, the total percentage for all accounts must equal 100%, unless you select Remainder as the Payroll Method for one of the accounts Remainder — An employee can elect to make direct deposits to more than one account. If you select multiple accounts, you can designate one account to receive the balance remaining after specified amounts are deposited to the other accounts. Vision allocates the amounts or percents specified for all the other accounts, and then allocates any remaining amount to the remainder account. One account must be designated the remainder if you are depositing funds to more than one account and you select Amount as the Payroll Method. None — Vision does not allocate any portion of the employee's total paycheck to this account when you process payroll for the employee.
Payroll Amount/Percent	This field is available if you use Vision Payroll. If you specified Amount or Percentage in the Payroll Method field, enter the amount or percent you want Vision to use when calculating the direct deposit allocation for the account. If you selected Remainder in the Payroll Method field, leave this field blank.
Expense Repayments Method	Use this drop-down list to select the expense repayments method to use when you deposit expense repayments for the employee. The options are: Amount — Vision allocates a specified amount of the total expense repayment to this account when you process an expense repayment for the employee. You enter the amount in the Expense Repayments Amount/Percent field. Percentage — Vision allocates a specified percentage of the total expense repayment to this account when you process an expense repayment for the employee. You enter the percentage in the Expense Repayments Amount/Percent field. If the employee has funds deposited to more than one account, the total percentage for all accounts should equal 100%, unless you select Remainder as the Expense Repayments Method for one of the accounts Remainder — An employee can elect to make direct deposits to more than one account. If you select multiple accounts, you can designate one account to receive the balance remaining after specified amounts have been deposited to the other accounts. Vision allocates the amounts or percentages specified for all the other accounts, and then allocates any remaining amount to the remainder account. One account must be designated the remainder if you are depositing funds to more than one account and you select Amount as the Expense Repayments Method. None — Vision does not allocate any portion of the total expense repayment to this account when you process an expense repayment for the employee.
Expense Repayments Amount/Percent	If you specified Amount or Percentage in the Expense Repayments Method field, enter the amount or percent you want Vision to use when calculating the direct deposit allocation for the account. If you selected Remainder in the Expense Repayments Method field, leave this field blank.

Provisional Rates Section

The provisional cost and billing rates are used for the following:

Vision Planning uses the provisional cost and billing rates to calculate planned cost or billing amounts when you select From Employee Provisional Rate as the Rate Method on the Rates tab of Project Planning. Vision uses these provisional rates only until the timesheets are posted.
The Time Analysis report uses the provisional rates to calculate realization hours when you use the Employee Realization Reporting feature.

Field	Description
Cost	Enter the rates and overtime percentages that you want Vision Planning to apply to unposted timesheet entries when calculating labor charges for the employee at cost rates. In the Cost Rate field, enter the amount you want Vision to use to calculate unposted amounts for regular hours. In the Cost Ovt Pct field, enter the percentage you want Vision to use to calculate unposted amounts for standard overtime hours. In the Cost Ovt-2 Pct field, enter the percentage you want Vision to use to calculate unposted amounts for secondary overtime hours. Provisional rates are used only until the timesheets are posted.
Billing	Enter the rates and overtime percentages that you want applied to unposted timesheet entries when calculating labor charges for the employee at billing rates. In the Billing Rate field, enter one of the following: The amount that you want Vision to use when calculating unposted amounts for regular hours. The percentage that you want Vision to use to when calculating unposted amounts for standard overtime hours. The percentage that you want Vision to use when calculating unposted amounts for secondary overtime. Provisional rates are used only until timesheets are posted.

Field

Description

Cost

Enter the rates and overtime percentages that you want Vision Planning to apply to unposted timesheet entries when calculating labor charges for the employee at cost rates.

In the Cost Rate field, enter the amount you want Vision to use to calculate unposted amounts for regular hours.
In the Cost Ovt Pct field, enter the percentage you want Vision to use to calculate unposted amounts for standard overtime hours.
In the Cost Ovt-2 Pct field, enter the percentage you want Vision to use to calculate unposted amounts for secondary overtime hours.

Provisional rates are used only until the timesheets are posted.

Billing

Enter the rates and overtime percentages that you want applied to unposted timesheet entries when calculating labor charges for the employee at billing rates.

In the Billing Rate field, enter one of the following:

The amount that you want Vision to use when calculating unposted amounts for regular hours.
The percentage that you want Vision to use to when calculating unposted amounts for standard overtime hours.
The percentage that you want Vision to use when calculating unposted amounts for secondary overtime.

Provisional rates are used only until timesheets are posted.

Direct Deposit Remittance Section

This section determines if the employee should receive a direct deposit remittance email during the Employee Expense and Payroll Processing processes.

Field	Description
Email Expense	Select this check box if you want the employee to receive an email message about Direct Deposit Expense remittances. You can create and send an email message with remittance information from the Employee Expense application when the Employee Expense Direct Deposit file is created.
Email Payroll	Select this check box if you want the employee to receive an email regarding any Direct Deposit Payroll remittance. You can create and send an email message with remittance information from the Payroll application when the Payroll Direct Deposit file is created.

External Payroll Information Section

The following fields depend on the type of Payroll Interface selected on the Timesheets tab of Accounting Company Settings Configuration: ADP, Paychex, or Ceridian.

Field	Description
ADP File Number	Enter an identification number for the employee's ADP files. If the employee's Employee Info Center record number is between 51 and 999999, Vision defaults that number within this field. You must provide this number to ADP. This field displays only if you enable the ADP interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the ADP Export utility.
ADP Company Code	Enter a company code for the employee. ADP uses this code to associate the employee with your company. Your company provides ADP with this code. If you entered a default company code on the Timesheets tab of Accounting Company Settings Configuration, you do no need to enter an ADP company code here. If the employee is associated with an ADP company code for a specific organization on the General tab of Individual Organization Configuration, you should not enter an ADP company code here. If you enter a code here, it will override the organization-level code. This field displays only if you enable the ADP interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the ADP Export utility.
ADP Rate Code	Enter the ADP code that indicates the employee's pay rate. ADP provides the standard rate codes. This field displays only if you enable the ADP interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the ADP Export utility.
Paychex Employee Number	Enter an identification number for the employee's Paychex files. This number can be the same as the employee's Employee Info Center record number. You must provide this number to Paychex. This field displays only if you enable the Paychex interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the Paychex Export utility.
Paychex Client Number	Enter your company's Paychex client number. Paychex uses this number to associate the employee with your company. Your company provides Paychex with this number. If you entered a default client number on the Timesheets tab of Accounting Company Settings Configuration, you do no need to enter a client number here. If you associate the employee with a Paychex client number for a specific organization on the General tab of Individual Organization Configuration, do not enter a client number here. If you enter a client number, it will override the organization-level number. This field displays only if you enable the Paychex interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the Paychex Export utility.
Paychex Code (Reg, OT, OT-2)	Enter the Paychex codes for regular, overtime, and special overtime. Paychex provides your company with these codes.
Paychex Rate #	This field is used to denote salary vs. hourly employees. Enter a Rate value from the drop-down list. You can enter a numeric value of 1 – 5, or enter a value of M to mark the hours as “memo” hours. Memo hours are consumed hours that are not considered as pay hours.
Ceridian Employee Number	Enter an identification number for the employee's Ceridian files. This number can be the same as the employee's Employee Info Center record number, and can be a maximum of nine numeric characters. You must provide this number to Ceridian. This field displays only if you enable the Ceridian interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the Ceridian Export utility.
Ceridian Company Number	Enter a company number for the employee, using exactly seven alpha-numeric characters. This number must correspond with the department code already set up in Ceridian Powerpay. Your company provides Ceridian with this code. If you entered a default company code on the Timesheets tab of Accounting Company Settings Configuration, you do no need to enter a Ceridian company number here. If the employee is associated with a Ceridian company number for a specific organization on the General tab of Individual Organization Configuration, you should not enter a Ceridian company number here. If you enter a code here, it will override the organization-level code. This field displays only if you enable the Ceridian interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the Ceridian Export utility.
Ceridian Distribution Code	Enter the Ceridian distribution code that indicates the employee's pay rate, using exactly three numeric characters. Ceridian provides the standard rate codes. This field displays only if you enable the Ceridian interface on the Timesheets tab of Accounting Company Settings Configuration. Vision uses the data in this field when you run the Ceridian Export utility.

ClieOps Section

Field	Description
Account Number	if you select Ordinary Account in the Account Type field, enter the employee’s bank account number in the following format in this field: xxx.xx.xx.xxx For ClieOp accounts, enter a seven digit account number. ClieOp accounts are typically used for payments made in Euros to recipients in the Netherlands.
Account Type	From the drop-down list, select Ordinary Account or, for a ClieOp account, select Seven Digit Account.

SEPA Section

These settings apply if you make employee expense payments to employees using export-to-text files with the SEPA file format. The SEPA (Single Euro Payments Area) .xml file format is commonly used in the Netherlands.

Field	Description
IBAN	Enter the international bank account number (maximum 34 characters) for an employee. This is used to transmit the payment to a payee when the .xml file is sent to the bank.
BIC	Enter the bank identification code (either 8 or 11 characters) for an employee. This is used to transmit the payment to a payee when the .xml file is sent to the bank.