Summary

Timecard line items are added to employee paychecks using the Timecards step on the Computer Checks palette.

Step by Step

1     Create a Computer Checks batch.

• Create a Computer Checks batch and run the Generate step to add default timecards to the batch. The Exceptions step will display a list of employees that are attached to the selected pay schedule but have not been included in the Computer Checks batch due to an error or exception.

2     View the timecards in a batch or create a new timecard.

• Open the Timecard Maintenance window to view the default timecards that have been pulled into the batch.

3     Create a timecard line item.

• The Timecard Line Item window is used to create timecard line items for employees that are in the Computer Checks batch.
  • If the employee default timecard you would like to add a line item to is not in the Computer Checks batch, or the wrong default timecard has been pulled into the batch.
• Open the Timecard Line Item window (PR> Computer Checks> Timecards> Click the second Create icon   from the left of the window – The first Create icon   is used to add an employee to the batch).
• The Timecard Date field is used to enter the timecard date of the timecard line item. This field will default to the timecard date entered during the Generate step (PR> Computer Checks> Generate> Timecard Date field).
  • The date entered in this field determines which rate code or employee pay revision will be applied to the timecard line item. The most recent revision with an effective date less than or equal to the timecard date will be used on the timecard line item. For example, if there is a revision on the rate code with an effective date of 12/15/12, that rate code revision will apply to the timecard line item if the timecard date is greater than or equal to 12/15/12.
  • The shift code level break is selected based on the period end date of the check, not the timecard date, so the value in this field will not be used to select which shift level will apply to the timecard line item.
  • The value in the Timecard Date field must be less than or equal to the period end date on the check.
• The Sequence field is used to specify the order in which multiple timecard line items were completed.
  • Timecard line item sequence will determine how overtime is calculated. For example, if Pay Code A is charged six hours at sequence one, and Pay Code B is charged four hours at sequence two, overtime will be calculated using two hours of Pay Code B.
    • In the example above, if the work associated with Pay Code A took longer than expected and actually caused the overtime hours, the user is responsible for editing the sequence numbers to ensure the correct pay code is associated with the overtime hours.
• The Web Timesheet field is used to associate the timecard line item with a web timesheet code used in the Employee Self Service (ESS) online application. This will enable an ESS user to see timecard details entered through the enterprise application.
  • Click the Web Timesheet field label to select a web timesheet from a list. If any of the other timecard line item field details are specified on the selected web timesheet, they will automatically populate the corresponding timecard fields. However, these fields can be overwritten.
  • Web timesheets are set up on the Web Timesheets Maintenance window (PR> Maintenance> Web Timesheets).
• The Pay Code field is used to attach a pay code to the line item. This is a required field. A pay code must be attached to each timecard line item. Press F1 to select a pay code from a list.
  • Pay codes are created and maintained using the Pay Code Maintenance window (PR> Maintenance> Pay Codes).
  • The Hourly Rate field will populate with the hourly rate on the employee record multiplied by the rate multiplier on the Pay Code Maintenance window (PR> Maintenance> Pay Code> Rate Multiplier field).
  • If there is a GL account attached to the pay code, it will populate on the line item. GL accounts are attached to pay codes using the Pay Code Maintenance window (PR> Maintenance> Pay Code> GL Account fields).
• The Rate Code field is generally used when an employee is earning an hourly rate that is different than the hourly rate set up on the employee record or the hourly rate multiplied by a rate multiplier on a pay code. Rate codes allow you to set up a generic hourly rate or a specific hourly rate for each employee.
  • Rate codes are created and maintained using the Rate Code Maintenance window (PR> Maintenance> Rate Code).
  • If there is a GL account, workers' compensation code or Project Management module task code attached to the selected rate code, that information will not populate in the Timecard Line Item window, but it will override the workers' compensation code and GL account on the employee record or pay code.
    • GL accounts are attached to rate codes using the Rate Code Maintenance window (PR> Maintenance> Rate Code> GL Account field).
• The Shift Code field is used to attach a shift code to the timecard line item.
  • Shift codes are created and maintained using the Shift Maintenance window (PR> Maintenance> Shift).
  • When you add a shift code to the timecard line item, the shift amount will not increase the value in the Base Amount or Hourly Rate fields. The shift amount will display in the Shift Amount column on the Timecard Maintenance window once the timecard line item has been saved.
• The Hours field is used to enter the number of hours on the timecard line item.
  • The value in the Hours field must be positive unless the pay code selected in the Pay Code field is set up to allow negative pay amounts. Pay codes are set up to allow negative pay amounts using the Pay Code Maintenance window (PR> Maintenance> Pay Code> Allow Negative Pay Amounts toggle).
• The Hourly Rate field will populate with the hourly rate applied to the timecard line item. The value in this field will vary depending on the hourly rate on the employee record and the pay code and the rate code attached to the timecard line item. If you apply a shift code to the timecard line item, the shift code amount will not affect the value in the Hourly Rate field. It will be applied separately and will display in the Shift Amount column on the Timecard Maintenance window.
  • If there is only a pay code attached to the timecard line item, the Hourly Rate field will populate with the hourly rate on the employee record multiplied by the rate multiplier on the pay code (PR> Maintenance> Employee> Financial tab> Hourly Rate field, and PR> Maintenance> Pay Code> Rate Multiplier field).
  • If there is a rate code attached to the timecard line item, the Hourly Rate field will populate with the rate set up on the rate code (PR> Maintenance> Rate Code> Hourly Rate field). If there is a specific hourly rate set up on the rate code for the employee attached to the timecard line item, that hourly rate will populate in the Hourly Rate field (PR> Maintenance> Rate Code> Employee Rates section).
    • If there is a rate multiplier on the pay code, the hourly rate on the rate code will be multiplied by the rate multiplier. For example, if the pay code is an overtime pay code with a rate multiplier of 1.5, the hourly rate on the rate code will be multiplied by 1.5.
• The Start Time and Stop Time fields can be used to calculate the number of hours that will populate the Hours field above.
  • These are informational fields only. They do not need to be used to calculate the hours worked, and if they are used, they can be cleared once the Hours field is populated.
• The Work Period field is used to assign hours to a split work period.
  • This field will only be enabled if the hours covered by the timecard span the end of one work period and the beginning of the next. This allows a user to specify which work period the individual timecard line items should be assigned to.
    • The system will not automatically split hours that span two work periods. For example, if an employee works 8 hours on one pay code, and those 8 hours span two work periods, they will need to create two labor type timecard line items - one for the end of one work period and one for the beginning of the next work period.
• The Base Amount field will display the calculated base amount of the timecard line item. This will not include any premiums or shift amounts. The Base Amount field will only display the Hours field multiplied by the Hourly Rate field.
• The GL Account field will display the GL account used on the timecard line item. THIS IS NOT A REQUIRED FIELD. Press the F1 when the cursor is in the field to select a GL account from a list.
  • This field will automatically update with the full or partial GL account information attached to work orders, type codes, task codes, rate codes or pay codes associated with the timcard line item.
  • After you have specified all of the timecard line item details, you can enter a GL account in this field and it will override all other GL accounts associated with the timecard.
• If you are viewing a timecard line item that has been generated from a default timecard, the Workers' Compensation field will display the workers' compensation code attached to the employee record (PR> Maintenance> Employee> Financial tab> Workers' Compensation field).
  • If there is a workers' compensation code attached to the rate code on the timecard line item, that workers' compensation code will override the workers' compensation code associated with the employee record.
  • If there is a workers' compensation code attached to the pay code on the timecard line item, that workers' compensation code will override the workers' compensation codes associated with the rate code and the employee record.
  • If you would like to select a new workers' compensation code, press F1 when the cursor is in the field to select a workers' compensation code from a list.
    • If you specify a workers' compensation code on the timecard line item itself, the specified workers' compensation code will override all other workers' compensation codes attached to the timecard and the employee record.
  • If you are creating a new timecard line item, the workers' compensation field will default to blank. If you leave the field blank, the system will automatically attach the appropriate workers' compensation code to the timecard line item during the Calculate Payroll step.
• The Task Label and Type Code fields are used to add Project Management module information to the timecard line item. For example, if the time on the timecard line item was spent working on a PM module task, attach a PM module task and type code to the line item.
• These fields will only be enabled if the Payroll module is set up to interface with the Project Management module (PR> Utilities> Setup> General tab> Enable Project Management interface toggle).
  • If you attach a task and type code to a timecard line item, the hours on the timecard line item and the benefits associated with those hours will be posted to the selected task and type code. For example, if the timecard line item is for 10 hours at $17.50 an hour, $175 ($17.50 * 10 hours) will be posted to the selected task code, as well as any benefits generated by the timecard line item.
  • The transaction posted to the Project Management module will display on the PM Distribution Report (PR> Computer Checks> PM Distribution).
  • If you click the Task Label field label and the task you would like to select does not display in the window, the task is either locked, or PM security has been set up to limit access to that task code.
    • Security is set up on PM module tasks using the PM Security feature (SS> Security> PM Security).
    • PM module tasks are generally locked when they are complete or transactions should not be posted to them. PM module tasks are locked using the Task Maintenance window (PM> Maintenance> Task> General tab> Locked toggle). You can view tasks that are locked by selecting Locked or All in the Status drop-down menu on the Task Selection window (opened from the Task Code field label on the Timecard Item window), but you will receive an error message if you attach a locked type code to an invoice line item and then try to save the new record.
• The Reference Number field is used to enter a work order reference number.
  • This field will only be enabled if the Require unique reference number toggle is checked on the WO Setup window (WO> Utilities> Setup).
    • Unique reference numbers can help Springbrook users easily attach work orders to timecard line items without having to remember specific work order numbers or use the work order selection window.
  • If this toggle is not checked the Reference Number field will not be enabled. If a reference number is attached to the work order selected below, that reference number will automatically populate.
• The Work Order, Activity Type, and WO Asset fields are used to attach work order information to the timecard line item. For example, if the time on the timecard line item was spent working on a WO module work order, you can attach the work order and the related activity type and asset to the line item.
  • If the time card type code is set to Labor, the system can be configured to debit the accrual amount associated with the line item to the appropriate work order account. This account is specified on the WO Setup window (WO> Utilities> Setup> General tab> PR Comp Earned Acct field).
• Click the Exit icon when complete. There is no Save icon on the Timecard Line Item window because information is saved as it is entered into the window.