This screen allows you to assign Earnings (the records that control the wages or salary for each employee) to the various employees in the payroll. Earnings that appear on this screen will have been originally created and defined in the Earnings screen (accessible via Current Payroll - Earnings command). Refer to the Earnings help page for more information on how these items are created.
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Quicker Data Entry - Alhough this screen allows you to enter the work hours for both salaried and hourly workers, many clients prefer to use the Speedy Update screen instead. Speedy Update makes the data entry process more efficient each pay period in that it removes redundant options and includes only those that pertain to hours entry. |
Most employees will require one or more earnings to be assigned (along with a number of deductions/benefits and accumulators). If an employee was setup using a template, a number of these items will have been already added along with their default settings.
Note: The columns to the right of (and including) the Code column may have sub rows that are hidden initially. These sub rows can be revealed by selecting the Expand Row icon (the right-facing triangle 
). Expanding these rows provides access to individual earning settings for each employee.
The following section of this help page describes the various cells and columns shown in the main table on the current program screen. If you see a help description here that does not appear on your screen, you can add the additional item to your view by using the Customize View button located in the button bar above the main table. Please view the Customize View help page for more help on this feature. Hidden Rows - The columns on the right side of the table contain sub-rows that are hidden from view initially (for screen space constraints). These additional rows can be revealed by selecting the Expand Row icon (the right-facing triangle Rows and sub-rows are color-coded as follows:
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Use this cell to specify the default distribution code (sometimes referred to as the "home department") to which this employee's work time will be charged (expensed). Please refer to the Distributions help page for more details on this feature.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten. The cell also support special characters - e.g. O'Leary or Elkjærd.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose or Günther.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
Use this cell to enter the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
Add Earning - This button allows you to apply an earning to the current employee. Selecting the button displays a list of earnings that have been defined in the Earnings screen (accessible via the Current Payroll - Earnings menu command). When you choose an option from this list, a new row appears to the right of the button and contains the earning's settings.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
Update Rates - Choose this button to recalculate the earning rates shown on the screen if you have made any changes where one rate is based on the value of another. For example, if the Regular rate is set to $12 per hour and your Overtime rate is set to 1.5 times the Regular rate, the resulting Overtime rate is $18 per hour. However, if you change the Regular rate to $20 per hour, you will need to select the Update Rates button so that the Overtime rate's displayed value changes to $30 accordingly. If you do not select the Update Rates button, the Overtime rate will remain 1.5 times the original value of the edited Regular rate.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
This cell displays the sum of the hours for all of the earning codes to the right of this cell. This represents the total hours that the employee has worked during the current pay period. For example if the employee worked 80 Regular hours and 10 Overtime hours, this cell would read 90 hours in total.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
This cell displays the total amount earned for the current earning type.
Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.
Depending on the current earning type (Salary and Non-Salary), this cell can be used to enter or view the total amount earned for the current pay period.
This cell displays the earning's Code (also referred to as the Name of the earning), as defined in the Earnings screen.
This cell shows the the distribution code to which this payroll item's time will be charged (expensed). Refer to the Distributions help page for more details on this feature.
Used for administrative purposes only, use this cell to specify the effective ending date for the earning. This can be useful when you wish to have a detailed record of when a particular earning ceased to be in effect. For example, if an employee stopped earning a special allowance on December 31st, 2019, you could enter that date in this cell. This would create a permanent record of the end date that could later be reviewed using the Transactions screen.
Available for Hourly earning types only, use this cell to enter the number of hours that this employee worked for each applicable earning. For example if the employee worked 80 regular hours for the current pay period, you would enter 80 into this cell for the corresponding earning that you have assigned to regular wages. Many companies will use an earning code entitled "Regular" for this purpose.
Selecting this checkbox allows you to apply the current earning for a subsequent pay run (or runs) while simultaneously disabling all other earning items of the same Code. For example, if you have a Salary earning of $2000 per period and wish to increase it by $500 for the next pay run only, you would add a second Salary earning type and enter $2500 as its amount and then check the Overriding checkbox. The Temporary checkbox will have been activated automatically when you created the second Salary earning, therefore this earning would now clear itself after the next pay run.
Using the above example, if you wanted to change the earning amount for a series of pay runs, you would simply leave the Overriding checkbox active for as many pay runs as needed and remove the check from the Temporary column. This would leave the second earning in force for all subsequent pay runs until you remove it.
This checkbox cannot be activated for more than one earning of the same type (i.e. you cannot create three Salary earnings and have two overridden).
Note: If you working with overrides and need to unclose your pay, it is suggested that you use the Restore command to return to a previous state (as opposed to using the Un-Close command). Restoring a pay is the suggested approach when working with any "temporary" item.
Available for Hourly earning types only, use this cell to enter the employee's hourly rate of pay for each earning. For example if the employee earns $10.50 per hour, you would enter 10.50 in this field.
This field indicates if the earning is a Salary or Hourly type of earning (as defined in the Earnings screen). It is uneditable and used for reference only.
Used for administrative purposes only, use this cell to specify the effective starting date for the earning. This can be useful when you wish to have a detailed record of when a particular earning began. For example, if an employee began earning a special allowance on January 1st, 2018, you could enter that date in this cell. This would create a permanent record of the start date that could later be reviewed using the Transactions screen.
Use this cell to specify if the current earning should be used on a temporary basis for the current pay period only. If you place a check in the box, the earning will be processed for the current pay period only, then reset for the next pay run. For Hourly earnings, the value will be reset to zero - for Salary earnings, the hours will revert back to the regular number of hours that is defined in the Earning Items screen for each employee (e.g. 80 hours for a typical bi-weekly pay period).
This checkbox is available only if you have two or more earnings of the same type entered. For example, you may have a recurring Bonus earning that pays out each period, but also add a second Bonus earning for a one-time holiday payout. In this case, the second (holiday) earning would be marked as temporary to prevent it from paying out more than once.
). Expanding the rows provides access to the individual settings for each sub-row.