Use the following fields to create an employee pay cycle record.
1. Employee
Specify a valid employee number.
2. Pay Cycle
Specify the pay cycle code for this employee (up to 2 characters). The entry must be a valid pay cycle code. F2 allows a search.
3. Department
Specify the employee’s normal department when working in this pay cycle (up to 3 characters). The entry must be a valid department code.
4. Earnings Table
Specify the GL earnings posting table for this employee in this pay cycle. The entry must be a valid earnings GL posting table. This table is used to print the GL distribution of wages in the Check Register if the employee has no earnings % distribution record or % distribution is not used on the system.
5. Deductions Table
Specify the GL deductions posting table for this employee. The entry must be a valid deductions GL posting table. This table is used to print the GL distribution of taxes and deductions in the Check Register.
6. Gross Pay
Specify the employee’s standard total gross pay for this pay cycle i.e., if entering a weekly pay cycle, enter the gross pay for one week of work (0-999999.99).
7. Unemployment District
Specify the employee’s tax district code in which to post unemployment.
8-19. Hours & Earnings
All hourly earnings codes entered through the Code Sequence F/M are displayed on the screen. Only earnings codes that are valid for the pay cycle are available for field. For each code, enter the standard number of hours worked by the employee per pay cycle, and the pay rate for that category and the job cost bill rate. For regular hours, press Enter to initially default to the standard hours set in the pay cycle’s record. If you specify the number of hours, then a pay rate must be specified.
If there are no standard hours, as in the case of sick or vacation hours, skip the entry. Compute standard hours for regular pay as follows: (hours per week times 52) / number of pay periods per year. If the number of hours per week is 40 and there are 12 pay periods per year, then this produces standard monthly hours of 173.33 and semi-monthly hours of 86.67.
20-25. Tax Deductions
All tax deductions codes are displayed on the screen. If the tax deductions category is not used in this pay cycle, it is skipped.
Note: Advanced Earned Income Credit was discontinued after 2010. If FIEI is set up in Code Sequence F/M, it needs to either be removed from there or set to “not used” in Pay Cycle F/M or Employee Pay Cycle F/M. If FIEI is set up in Code Sequence F/M and is still set to be used, the Pre-check Edit List will give a message and not run.
For each code, the following fields are available:
Tax
Specify whether taxes are calculated from a T-table, are a F-fixed amount or percent, or if an A-additional amount of percent is to be added to the calculated tax table amount.
Tbl (table)
Specify the tax table code to use. The entry must be a valid tax table entered through the Tax Table F/M and must be appropriate for the tax category (i.e., a federal tax code must be entered for the federal tax category).
Exemptions
Specify the number of exemptions claimed by the employee (up to 99).
Frequency
Specify whether to withhold the tax on A-all payrolls, O-odd payrolls, E-even payrolls, 1-5-1st, 2nd, 3rd, 4th or 5-th payroll of the month, or N-not used.
Amount
If the tax is calculated from a table or the frequency to withhold is not used, then this field is skipped. An amount is only entered when the tax is a fixed amount or additional amount as set in the tax field. Specify amount in dollars (0-999999.99) or as a percent (0-99.99). When entering a percent, enter the amount and the percent (%) symbol and press Enter.
Matching
If the tax is calculated from a table, the frequency to withhold is not used or if the employer does not match the deduction (as set through the Deductions Code F/M), this field is skipped. Specify the employer matching amount in dollars (0-999999.99) or percent (0-99.99). When entering a percent, enter the amount and the percent (%) symbol and press Enter.
26-35. Other deductions.
All other deductions entered through the Codes Sequence F/M are displayed. Only deductions codes that are valid for this pay cycle are available for field. For each code, the following flag fields are available:
Frequency
Specify whether to withhold the deduction on A-all payrolls, O-odd payrolls, E-even payrolls, 1-5-1st, 2nd, 3rd, 4th or 5th payroll of the month, or N-not used. Press Enter to initially default to the frequency set in the Pay Cycle F/M for the pay cycle.
Amount
If the frequency to withhold is not used, then this field is skipped. Specify an amount in dollars (0-999999.99) or as a percent (0-99.99). When entering a percent, enter the amount and the percent (%) symbol and press Enter.
Matching
If the frequency to withhold is not used or the employer does not match the deduction, then this field is skipped. Specify the employee matching amount in dollars (0-999999.99) or as a percent (0-99.99). Include the amount and the percent (%) symbol and press Enter.