Setup - Payroll Postings and Paychecks

This screen can be accessed by selecting Setup > Accounting Options > Payroll > Postings & Paychecks. It can also be accessed by right-clicking the PR menu icon.

Payroll postings will be printed in summary instead of in detail. This only affects the report; postings will continue to be in detail.

If this box is checked, any burden cost code will be separated from the wages in the Payroll Posting Detail Report. If this box is not checked and the method for allocating payroll is set to 'distribute', the burden will be included in the wages on the Payroll Posting Detail Report."

For example: if burden was $35.00 and the wages were $100.00 , the following G/L transactions would be generated.

Job	Cost code	Account	Distribute	Wages

(Box Unchecked)
200	30000L	45010	D	$135 (Burden included in wage)

(Box Checked)
200	30000L	45010	D	$100 (Burden separated)
200	30000L	45010	D	$ 35

When an employees is paid overtime, they are actually paid their regular rate plus an overtime premium portion.

If the Overtime Hours Spread box is not selected, the regular and the premium overtime portion of the pay will be applied to whatever cost code is entered. If any of the work is on jobs funded with federal funds, federal law may dictate leaving this box unchecked. Overtime pay for eight hour law jobs is tallied daily and proportionally distributed to all eight-hour law jobs worked during the week.

If the Overtime Hours Spread box is selected, the overtime premium portion of the employee's pay is tallied for the week and is proportionately distributed to all non eight-hour law jobs worked during the week.

Job Cost Summaries are optional reports that may be printed during payroll posting. A separate report is printed for each job which has had labor costs incurred during the current posting. The report summarizes the hours and costs by cost code. NOTE: If time sheets have been posted to several different jobs, these reports may be lengthy. The common response is not to check this option, since not printing the Job Cost Summaries reduces the overall posting time. The same information is available through Detailed Job Costing reports.

During time sheet entry, any number of regular hours or overtime hours may be entered for an employee during the work week. In order to give the system the authority to change some regular hours to overtime hours during the posting, enter the maximum number of regular hours (i.e. 40) that any employee will be allowed before the system changes the hours to overtime hours. To keep the system from changing regular hours to overtime hours, enter all '9's (99999999).

This option allows the user to automatically create an AP invoice for any amounts withheld or deducted from an employee's pay. The created AP Invoice can then be Proof Listed and Posted accordingly. Press the Settings button and the following screen will come into view.

For each withholding or accrual type there will be an associated Vendor ID and Batch ID. If no Vendor ID or an invalid Vendor ID is selected, no Invoice will be created. If an invoice for the selected vendor(s) already exists, the system will follow the instructions on this window to either add a line item for the withholding or accrual to that existing invoice, or create a new invoice.

Enter the Vendor ID to whom Federal Tax withholdings should be paid. Enter the Batch ID where the AP Invoice should be created.

Enter the Vendor ID to whom Social Security withholdings and accruals should be paid. Enter the Batch ID where the AP Invoice should be created.

Enter the Vendor ID to whom Medicare withholdings and accruals should be paid. Enter the Batch ID where the AP Invoice should be created.

Enter the Vendor ID to whom Federal Unemployment accruals should be paid. Enter the Batch ID where the AP Invoice should be created.

Press the Order Checks & Forms Online button to be directed to the check and form ordering website.

Click this button to select which check format will be used for printing Payroll checks. The following window will appear:

Highlight any check format to see a representive sample of the printed check in the pane on the right. Once the desired check format is highlighted, click the Select button. See Setup Check Formats for more information.

Enter the number of copies of the direct deposit voucher that will be printed by the system.

If the Collate box is not checked, payroll check copies will be printed 1-1-1, 2-2-2, 3-3-3. If the Collate box is checked, payroll check copies will be printed 1-2-3, 1-2-3, 1-2-3.

If FormMaker is selected as the Payroll Check Format, use this entry field and/or lookup button to specify the report file (*.rpt) which contains the report format created in FormMaker for printing payroll checks.

Press the Modify FormMaker Checks button to open FormMaker and modify or create a Payroll check format. For more information, see FormMaker.

Press the Alignment Check button to print an Alignment Check on check stock. For more information see Print Alignment Checks.

This is a list of all employees for whom Direct Deposit setup has been completed. Use the Add and Change buttons to modify settings for an individual employee. See the Direct Deposit Setup instructions in the Employee topic for more information.

This is a list of all GL Accounts that have been designated as Checking Accounts. Use the Change Attributes button to modify the Direct Deposit settings for the highlighted account. Refer to the Bank Information Setup in the General Ledger Accounts topic for more information about changing bank settings.

Select this desired option for including the employee's Social Security Number on Payroll checks. This can be overridden for individual employees in the Employee Record Entry program.

Check this box to include employees' Vacation Hour balance on the Paycheck Stub.

Check this box to include the check number on the body of the check. Most checks already have the check number pre-printed on the check body. If this box is checked, the check printing program will also print the check number on the check body. This will result in the check number being printed on the check twice. For some people this is desirable, indicating that the system printed the right check on the right pre-printed check form. For others it may be distracting.

Select this box to automatically transfer the amount of net pay from the desired source account to the payroll checking account during check posting.

The is the state that will be entered automatically for New Employees if no state has been entered for this employee. This option is useful if the state for Withholding, Worker's Comp, Liability, and Unemployment for an employee is the same as the default state.

This is the source that will be used automatically for employee wage rates for timesheet entry. Use the arrow button to select the desired source. The Prevailing Wage Rate is the rate the system will use for timesheet entry. This rate(s) will override the pay rates found in the employee file.

If this option is selected, the program will use the Prevailing Wage Rate Table for each job . The Wage Rate Tables for each job are setup in Job Setup on the Certification Tab.

If this option is selected, the program will use the Certified Craft Dictionary. The wage rates for each craft code are setup in the Certified Payroll Codes entry program.

Ignore Default Certified Craft Unless Entering Certified Job Timesheets(check box)

Check this box to keep certified craft codes from being automatically inserted in timesheets that are not job timesheets.

Whenever an employee works at overtime rates, the premium hours may be tracked separately from regular and overtime hours. This is especially useful when the contractor is trying to accurately determine work rates and unit costs for future estimating that doesn't include overtime distortions. If the Track Premium Hours box is selected, the premium hours are separated from regular and overtime hours. Premium hours are user defined. Examples: double or triple time.

Press the Setup Shift Differentials button to define different wage adjustments that can be applied to different work shifts. When this button is press, the following screen will come into view.

Press the Add or Change button to Add or Modify a Shift Differential. See Adding or Changing a Shift Differential.

Pressing the Add or Change button will bring the following screen into view. This screen allows the user to define or modify a Shift Differential.

Select the Wage Adjustment Type and different options will appear based on the selection.

This selection will add specified amounts to Regular, Overtime, and Premium Hours.

This selection will add a specified percentage to Regular, Overtime, and Premium Hours.

This selection will replace Regular, Overtime, and Premium Hours with specified amounts.

Ignore Default Certified Craft Unless Entering Certified Job Timesheets (checkbox)

This option affects how Default Certified Craft codes stored in the Employee Record are used during timesheet entry. If the box is unchecked, the timesheet entry programs will ALWAYS use the default certified craft code from the employee record (unless a certified code attached to the entered cost code overrides the certified code). If the box is checked, the timesheet entry programs will use the default certified craft code from the employee record ONLY IF A CERTIFIED JOB IS ENTERED.

Whenever information is changed in a employee record, the program can automatically attach a history entry to the employee file documenting the change that was made. Select one of the options regarding the creation of this history entry.

The system can track three types of accruals for each employee. The default description for these types are Vacation, Sick Pay, and Pension; however, the user may specify any label to be used for these three types throughout the system. Examples of different labels might be Paid Time Off, Holiday Pay, etc. Enter the desired labels here.