Payroll Export Columns Tab

Use the Columns tab of the Payroll Export Options dialog box to select the data that you want to export.

The columns that are available for this report vary depending on the state or other tax locales that apply to your employees. Vision provides columns for amounts, taxable wages, and adjusted gross income for states and tax locales.

For example, if your employees pay income tax to Massachusetts, the following columns are available for this report:

  • MA-Amount

  • MA-Adjust Gross

  • MA-Taxable Wage

Contents

Field Description
Employee Number This column displays the employee's identification number.
Fiscal Period This column displays the accounting period during which the payroll run was posted.
Posting Sequence This column displays the posting sequence number for the payroll run.

Vision assigns the number 1 to the first group of transactions posted during an accounting period, the number 2 to the second group, and so on. Vision assigns the letter C to any transactions created using history loading, to indicate that the transaction is a result of a conversion or transfer.

To see a numbered list of all of the postings for the current accounting period, click Transaction Center > Posting Review Report on the Vision Navigation menu.

W2 Year This column displays the W2 year during which the payroll run was posted.
W2 Quarter This column displays the W2 quarter during which the payroll run was posted.
Check Number This column displays the number on the paycheck.
Check Date This column displays the date on which the paycheck was processed.
Gross Amount This column displays the employee's gross pay amount.
Withholding Amount This column displays the total amount of withholding for the employee.
Net Amount This column displays the employee's net pay amount: Gross Amount - Withholding Amount.
125/CAFE Amount This column displays the 125/Cafeteria plan contributions withheld for the employee.
401K Amount This column displays the 401(k) contributions withheld for the employee.
FEDERAL Amount This column displays the federal income tax amount withheld for the employee.
FICA-HI Amount This column displays the total wages subject to Federal Insurance Contributions Act (FICA) Hospital Insurance for the employee.
FICA-OASDI Amount This column displays the total wages subject to FICA Old Age, Survivors, and Disability Insurance for the employee.
Prefix This column displays the prefix or salutation used with the employee's name (for example, Mr., Mrs., or Ms.).
First Name This column displays the employee's first name.
Last Name This column displays the employee's last name.
Middle Name This column displays the employee's middle name.
Suffix This column displays the suffix used with the employee's name (for example, Jr., Sr., or Esq.).
Full Name This column displays the employee's last name, first name, and middle initial.
Employee Type This column displays the employee type (for example, Principal, Manager, or Employee).
Title This column displays the employee's job title or job function.
Organization Code If your firm uses organizations in Vision, this column displays the code for the organization to which the employee is assigned.
Organization This column displays the name of the organization to which the employee is assigned.
Is Vendor This column contains Y or N (Yes or No) to indicate whether or not the employee is a vendor or consultant.
Vendor Number If the employee is a vendor or consultant, this column displays the vendor number assigned to the employee.
Vendor Name If the employee is a vendor or consultant, this column displays the vendor name.
Supervisor Number This column displays the employee number of the employee's supervisor.
Supervisor This column displays the name of the employee's supervisor.
EMail This column displays the employee's email address.
Work Phone This column displays the employee's work telephone number.
Work Phone Ext. This column displays the extension for the employee's work telephone.
Mobile Phone This column displays the phone number for the employee's mobile (cellular) phone.
Fax This column displays the employee's home fax number.
Hire Date This column displays the date on which the employee was hired.
Status This column displays the employee's status: Active, Inactive, or Terminated).
Years with Other Firms This column displays the number of years the employee worked for other companies.
Available for CRM Users This column contains Y or N (Yes or No) to indicate whether or not Vision Customer Relationship Management (CRM) users can open and review the employee record.
Available to Accounting Users This column contains Y or N (Yes or No) to indicate whether or not Vision Accounting users can open and review the employee record.
Approved for use in processing This column contains Y or N (Yes or No) to indicate whether or not the employee record is approved for use when processing accounting transactions.
Address 1-3 These columns display the employee's street address.
City This column displays the city from the employee's address.
State This column displays the two-character abbreviation for the state from the employee's address.
ZIP This column displays the ZIP code from the employee's address.
Country This column displays the country from the employee's address.
Home Phone This column displays the employee's home telephone number.
Hours Per Day This column displays the number of hours per day the employee is generally expected to work.
Social Security # This column displays the employee's Social Security number.
Raise Date This column displays the date of the employee's last pay increase.
Termination Date If the employee is terminated, this column displays the date on which the employee last worked for your firm.
Memo This column displays the text entered in Notes on the General tab of the Employee Info Center. You can see the contents of the Memo column only if you have the proper security access.
Job Cost Rate This column displays the rate at which Vision applies the employee's hours as costs to projects.
Job Cost Ovt Pct This column displays the percentage of the employee's hourly wage that is applied as costs to projects when the employee works standard overtime hours.
Job Cost Ovt-2 Pct This column displays the percentage of the employee's hourly wage that is applied as costs to projects when the employee works special overtime hours.

This column is available only if Enable Secondary Overtime is selected on the General Tab of Accounting System Settings.

Job Cost Type This column displays the employee's job cost type: Hourly or Salary.
Labor Category This column displays the employee's labor category.
Target Ratio This column displays the percentage of the employee's time that you expect tol be charged to regular projects (projects that produce revenue).
Use Total Hrs as Std This column indicates how Vision calculates and displays standard hours or amounts for employee on the Time Analysis report:

  • Y (Yes) indicates that Vision uses the total hours worked to determine the standard current, month-to-date (MTD), and year-to-date (YTD) hours or amounts.

  • N (No) indicates that Vision calculates the standard hours or amounts using a formula specified in the employee record.

See the help topic about the Accounting Tab of the Employee Info Center for more information.

Provisional Cost Rate This column displays the cost rate that Vision uses to calculate labor charges at cost for unposted timesheet entries for the employee. This column is only available if your security role has access to employee cost rates.
Provisional Cost Ovt Pct This column displays the percentage that Vision uses to calculate labor charges at cost rates for unposted overtime hours for the employee. This column is only available if your security role has access to employee cost rates.
Provisional Cost Ovt-2 Pct This column displays the percentage that Vision uses to calculate labor charges at cost rates for unposted special overtime hours for the employee. This column is only available if Enable Secondary Overtime is selected on the General Tab of Accounting System Settings, and if your security role has access to employee cost rates.
Provisional Bill Rate This column displays the billing rate that Vision uses to calculate labor charges at billing for unposted timesheet entries for the employee.
Provisional Bill Ovt Pct This column displays the percentage that Vision uses to calculate labor charges at billing rates for unposted overtime hours for the employee.
Provisional Bill Ovt-2 Pct This column displays the percentage that Vision uses to calculate labor charges at billing rates for unposted special overtime hours for the employee. This column is only available if Enable Secondary Overtime is selected on the General Tab of Accounting System Settings.
Timesheet Group This column displays the timesheet group for which this employee has access to timesheets.
Timesheet Admin Level This column displays the timesheet administrative level for the employee. The following are the available levels:

  • Staff — The employee has access to timesheets for all employees at the staff level.

  • Group — The employee has access to timesheets for all employees within a specific group.

  • System — The employee has access to timesheets for all groups and employees.

At least one employee in your firm must have system-level access.

Timesheet Admin Edit This column contains Y or N (Yes or No) to indicate whether or not the employee can edit timesheets to which he or she has access.

This column is blank if Timesheet Admin Level is Group.

Timesheet Admin Approval This column contains Y or N (Yes or No) to indicate whether or not the employee can approve timesheets to which he or she has access before they are posted.

This column is blank if Timesheet Admin Level is Group.

Expense Report Group This column displays the expense report group for which this employee has access to expense reports.
Expense Report Admin Level This column displays the expense report administrative level for the employee. The following are the available levels:

Staff — The employee has access to expense reports, but he or she cannot modify system-level settings, group-level settings, or Configuration settings.

Group — The employee has access to expense report configuration settings that are related to his or her group. The employee can do the following:

  • View Expense Report Administrator settings.

  • Review and change the status of expense reports for employees in his or her group.

  • Change the passwords of employees in his or her group.

System — The employee has access to all expense report configuration settings. The employee can do the following:

  • Define expense report categories.

  • Establish employee expense report groups.

  • Set employee access to expense reports.

  • Enable passwords for expense reports.

  • Set expense report options.

  • Monitor and change the status of expense reports.

At least one employee in your firm must have system-level access.

Expense Report Admin Edit This column contains Y or N (Yes or No) to indicate whether or not the employee can edit expense report to which he or she has access.

This column is blank if Expense Report Admin Level is Group.

Expense Report Admin Approval This column contains Y or N (Yes or No) to indicate whether or not the employee can approve expense reports to which he or she has access before they are posted.

This column is blank if Expense Report Admin Level is Group.

Check Hours This column contains Y or N (Yes or No) to indicate whether or not Vision automatically checks the hours entered on the employee's timesheet and compares them to the expected hours per day.
Default labor code level value columns These columns display the default values specified for the employee for labor code levels on the Time & Expense tab of the Employees Info Center.

The column names depend on the structure of your labor codes. For example, if one level of your labor codes is Department, the column available for this report is Default Department.

Allow Change Labor Code This column contains Y or N (Yes or No) to indicate whether or not the employee can charge time to a labor code other than the default labor code.
Pay Rate For salaried employees, this column displays the employee's actual pay amount for each payroll period. For hourly employees, it displays their hourly pay rate.
Pay Type This column displays the employee's pay type: Hourly or Salary.
Pay Ovt Pct This column displays the percentage applied to the employee's payroll rate to calculate standard overtime wages.
Pay Ovt-2 Pct This column displays the percentage to apply to the employee's payroll rate to calculate secondary overtime wages. This column is available only if Enable Secondary Overtime is selected on the General Tab of Accounting System Settings.
Bank Code This column displays the code that identifies the bank from which the employee's paycheck was drawn.
Payroll Type This column displays the payroll type: Regular, Adjustments, or Bonus.
Direct Deposit This column contains Y or N (Yes or No) to indicate whether or not the employee has a direct deposit account set up for his or her paychecks.
Withholding Code Method This column displays the method used to calculate withholding for this employee:

  • Amount — Vision withheld a fixed amount. That amount is displayed in the Amount/Percent column.

  • System — Vision calculated withholding using the default method specified in Configuration for the firm.

  • Percentage — Vision withheld a specified percentage of the employee's pay. That percentage is displayed in the Amount/Percent column.

Regular Hours This column displays the regular hours for which the employee was paid.
Overtime Hours This column displays the overtime hours for which the employee was paid.
Special Overtime Hours This column displays the special overtime hours for which the employee was paid.
Total Pay Hours This column displays the total hours for which the employee was paid. Total Pay Hours includes regular hours, overtime, hours, and special overtime hours.
Regular Hours Override If you overrode the employee's regular hours during payroll processing, this column displays the override hours.
Overtime Hours Override If you overrode the employee's overtime hours during payroll processing, this column displays the override hours.
Special Overtime Hours Override If you overrode the employee's special overtime hours during payroll processing, this column displays the override hours.
Regular Pay This column displays the amount the employee was paid for regular hours.
Overtime Pay This column displays the amount the employee was paid for overtime hours.

Vision calculates overtime costs as follows:

  • For hourly employees: Overtime hours x Hourly labor cost rate x Overtime percentage.

  • For salaried employees: Overtime hours x Annualized hourly rate x Overtime percentage. (Annualized hourly rate = Annual salary / Estimated annual regular hours. Estimated annual regular hours = Hours per week x 52.)

Special Ovt Pay This column displays the amount the employee was paid for special overtime hours.
Other Pay This column displays the amount of other pay the employee received.

"Other pay" supplements the base pay with an amount that does not vary from period to period. For example, other pay may be a living allowance or hazardous duty pay. You can report on as many as 5 types of "other" pay.

Rate # This column displays the employee's rate number that was entered in Employee Info Center.
Bonus This column displays the bonus amount the employee was paid.
Other Pay 3-5 These columns display the amounts the employee received for additional types of other pay.
Bonus Override If you overrode the employee's bonus amount during payroll processing, this column displays the override amount.
Other Pay Override If you overrode the employee's other pay amount during payroll processing, this column displays the override amount.
Other Pay 3-5 Override If you overrode any of the employee's additional other pay amounts during payroll processing, these columns display the override amounts.
125/CAFE Adjust Gross This column displays the adjusted 125 Cafeteria gross amount.
125/CAFE Taxable Wage This column displays the amount of taxable wages on which Vision based the 125 Cafeteria withholding calculation.
125/CAFE Additional Ded Amt This column displays the amount of the additional deduction for the 125 Cafeteria withholding.
125/CAFE Tot Other Pay This column displays the additional 125 Cafeteria amount withheld for other pay amounts.
401K Adjust Gross This column displays the adjusted 401(k) gross amount.
401K Taxable Wage This column displays the amount of taxable wages on which Vision based the 401(k) withholding calculation.
401K Additional Ded Amt This column displays the amount of the additional deduction for the 401(k) withholding.
401K Tot Other Pay This column displays the additional 401(k) amount withheld for other pay amounts.
FEDERAL Adjust Gross This column displays the adjusted federal income tax gross amount.
FEDERAL Taxable Wage This column displays the amount of taxable wages on which Vision based the federal income tax calculation.
FEDERAL Additional Ded Amt This column displays the amount of the additional deduction for the federal income tax withholding.
FEDERAL Tot Other Pay This column displays the additional federal income tax amount withheld for other pay amounts.
FICA-HI Adjust Gross This column displays the adjusted FICA Hospital Insurance gross amount.
FICA-HI Taxable Wage This column displays the amount of taxable wages on which Vision based the FICA Hospital Insurance withholding calculation.
FICA-HI Additional Ded Amt This column displays the amount of the additional deduction for the FICA Hospital Insurance withholding.
FICA-HI Tot Other Pay This column displays the additional FICA Hospital Insurance amount withheld for other pay amounts.
FICA-OASDI Adjust Gross This column displays the adjusted FICA Old Age, Survivors, and Disability Insurance gross amount.
FICA-OASDI Taxable Wage This column displays the amount of taxable wages on which Vision based the FICA Old Age, Survivors, and Disability Insurance withholding calculation.
FICA-OASDI Additional Ded Amt This column displays the amount of the additional deduction for the FICA Old Age, Survivors, and Disability Insurance withholding.
FICA-OASDI Tot Other Pay This column displays the additional FICA Old Age, Survivors, and Disability Insurance amount withheld for other pay amounts.
Parent Topic: Payroll Export