to select the ID. You can enter more than one initialization record for each employee, each with a separate date, so that you can separate earnings for previous quarters and for the current quarter.Use this screen to initialize the year-to-date earnings, labor costs, workers' compensation amount, deductions, and contributions for each employee whenever Costpoint is not initialized as of the beginning of the calendar year. It also displays and allows access to the Employee Earnings table, which is updated when you post the Payroll Journal. Your initialization records, and then each paycheck (once you start posting the Payroll Journal), are kept in this table and are used for printing quarterly reports and W-2s. The Employee Earnings table is always kept on a calendar-year basis by check payment date, regardless of the company/taxable entity fiscal year, so that it can be used to generate the quarterly and year-end payroll tax reports.
When initializing earnings after the end of the first quarter, you can enter one year-to-date record as of the end of the previous quarter, and one record for the quarter-to-date wages. Using this method, you can produce quarterly payroll reports for the first quarter in which you are using the system.
You can also use this screen to enter additional compensation amounts to be added to W-2s at the end of the calendar year. You can also use this table for a quick lookup to check payroll payment information online. Because this information is sensitive and must not be modified without an appropriate audit trail, you should restrict rights in this table to "Read-only."
It is important to remember that any modifications to this table may require a general journal entry, because data entered directly onto this screen does not automatically update the General Ledger in any way. Also, if you are using union functionality, do not enter information manually into this application; you must compute payroll and then post to the General Ledger.
Generally, use this table only when initializing Costpoint. Before it can be used, each employee for whom you want to enter data must be set up on the Manage Employee Information, Manage Employee Salary Information, Manage Employee Taxes, Manage Employee Deductions, and Manage Employee Contributions screens. Do not use this table to correct or modify salary amounts paid or amounts withheld from an employee's pay. Make these adjustments on the Manage Payroll Records screen so an audit file can be kept.
You can compute and report multi-state withholding taxes, based on the tax regulations specific to each state.
Use this group box to select an employee ID; it also displays information relevant to the employee's pay cycle to which this record applies. It identifies the type of record being processed. The Fiscal Year, Period, and Posting Seq No fields are populated by your choices; however, no posting to the General Ledger takes place in this maintenance screen.
Enter the ID for each employee whose earnings you want to initialize, or click to select the ID. You can enter more than one initialization record for each employee, each with a separate date, so that you can separate earnings for previous quarters and for the current quarter.
For example, if you initialize Costpoint on June 1 and you want to take advantage of Costpoint's reports under Tax Reporting for the second quarter, you must enter two records for each employee: one record with a date of March 31 to cover all earnings in the first quarter, and one record with a date of June 30 to cover all earnings to date in the second calendar quarter.
To edit or view a record for an employee, click 
and select the employee's record. The employee's name displays to the right of this field after the employee ID is entered.
If the employee belongs to a union, and the Union Employee check box is selected on the Manage Employee Information screen, you cannot save any changes made to the record in this screen. You must use the Compute Payroll screen or Manage Payroll Records screen instead.
Enter the identification code of the taxable entity that you want on this record, or click to select a taxable entity ID. Establish taxable entity IDs on the Configure Company Information screen. This is a required field.
The only valid entry when inserting a record into this table is Z. This signifies that a manual entry was made and the General Ledger was not affected. This is a required field.
When selecting records from , this non-editable field displays the type of record that has been processed. The valid types are:
R — This represents regular paychecks. These types of paychecks can be generated only from a timesheet. Timesheet types of Regular and Correcting are combined to create Regular paychecks.
B — This represents bonus paychecks. These types of paychecks can only be generated from a timesheet. The timesheet type is Bonus.
V — The V paycheck type represents the negative values of the voided check generated by the Void/Replace Posted Paychecks screen.
W — The W paycheck type represents the positive values of the replacement check generated by the Void/Replace Posted Paychecks screen.
X — This indicates that a paycheck was generated without first entering a timesheet, or that a correcting entry was made for an existing record.
Y — This indicates that a paycheck was generated without first entering a timesheet, or that a correcting entry was made for an existing record. There are no differences between X and Y records. There are two available record types so that two entries per person per Payroll Journal posting can be made.
Enter, or click to select, the fiscal year for which this entry applies if you are inserting a Z record for an employee. This selection does not affect the General Ledger. When you select records from , this field becomes non-editable and displays the fiscal year for which this record was posted.
Enter, or click to select, the accounting period for which this entry applies if you are inserting a Z record for an employee. This selection does not affect the General Ledger. When you select records from , this field becomes non-editable and displays the period for which this record was posted.
The pay cycle that is assigned to the employee at the time of entry for this record is displayed.
The pay cycle end date for this record is displayed in mode; otherwise, the current open period is displayed.
In this numeric field, enter the posting sequence number to which this entry applies if you are inserting a Z record for an employee. Entering this information does not affect the General Ledger. When you select records from , this field becomes non-editable and displays the posting sequence for which this record was posted. This is a required field.
This group box contains fields associated with the check/payment advice number, check/advice date, disbursement code, gross and net amounts, and total hours for paychecks/advices issued to the employee.
Enter the check number in this numeric field if adding a record. In mode, the original check number is displayed. You can change it; however, no audit trail is provided. This is a required field.
Enter, or click 
to select, the paycheck date in this field if you are adding a record. The date format is MM/DD/YYYY. In mode, the original check date is displayed. You can modify it; however, no audit trail is provided. This is a required field.
The information in this field represents the disbursement code that identifies whether a paycheck or a direct deposit advice has been issued. The values are C for paychecks and D for direct deposit advices. This field is editable only for a disbursement code of C or D when the Type is Z and there is a check date and number present.
Enter, or click to select, the Tax Service Group ID to which the employee is assigned as of the check date. Use this field to group the employee for tax reporting purposes. When you use , the results depend on the Tax Service Grouping Method that is set on the Configure Payroll Tax Export Settings screen.
Enter the reference number that is used to identify this record. This is an optional field. If applicable, enter the number of the employee earnings check that is associated with this record.
Enter, or click to select, the reference date that is used to identify this record. This is an optional field. If applicable, enter the date of the employee earnings check that is associated with this record.
This non-editable check box is selected if the Type field is V and the Void/Replace Posted Paychecks application is run for this check.
Click this button to recalculate all exempt and taxable wages based on the taxability of the pay types and deductions entered in the respective subtasks. If you have modified any of the exempt or taxable wage fields on this screen, these edits are lost if you recalculate. This button is also disabled if any of the following check boxes are selected on the Direct Charge Options subtask of the Configure Payroll Settings screen, even for a non-union employee:
Direct Charge Workers' Comp
Direct Charge Employer Fringes
Direct Charge Union Fringes/Employer Contrib.
The fields below are all calculated fields. They are calculated from the subtask fields and the Gross pay amount.
This field displays the total of the federal exempt pay types. The taxability of pay types is determined on the Configure Pay Type Taxability screen. The pay types processed are detailed on the Pay Types subtask of this screen.
This field displays the total of the federal exempt deductions. The taxability of deductions is determined on the Manage Deductions screen. The deductions processed are detailed on the Deductions subtask of this screen.
This field displays the net of Gross less the Federal Exempt Pay Types and Federal Exempt Deductions.
This field displays the total amount of withheld taxes.
This field displays the total of the social security exempt pay types. The taxability of pay types is determined on the Configure Pay Type Taxability screen. The pay types processed are detailed on the Pay Types subtask of this screen.
This field displays the total of the social security exempt deductions. The taxability of deductions is determined on the Manage Deductions screen. The deductions processed are detailed on the Deductions subtask of this screen.
This field displays the net of Gross less the Social Sec. Exempt Pay Types and Social Sec. Exempt Deductions.
This field displays the total amount of withheld taxes.
This field displays the total amount accrued.
The total of the Medicare exempt pay types is displayed. The taxability of pay types is determined on the Configure Pay Type Taxability screen. The pay types processed are detailed on the Pay Types subtask of this screen.
The total of the Medicare exempt deductions is displayed. The taxability of deductions is determined on the Manage Deductions screen. The deductions processed are detailed on the Deductions subtask of this screen.
The net of Gross less the Medicare Exempt Pay Types and Medicare Exempt Deductions is displayed.
This field displays the total amount of withheld taxes.
This field displays the total amount accrued.
Enter the Medicare taxable amount which exceeds the IRS threshold for additional Medicare taxation.
Enter the additional calculated Medicare tax withholding amount.
Enter the total of all earnings amounts that are linked to pay types which are exempt from FUTA Taxable Wages. The taxability of pay types is determined on the Manage Pay Type Taxability screen. The pay types processed are detailed on the Pay Types subtask.
Enter the total of all deduction amounts that are exempt from FUTA Taxable Wages. The taxability of deductions is determined on the Manage Deductions screen. The deductions processed are detailed on the Deductions subtask.
This field displays wages that are subject to FUTA. This is not necessarily the FUTA taxable wages since the U.S. federal government imposes a limit on the amount of wages which can be FUTA taxable. This field is calculated by subtracting the FUTA Exempt Pay Types amount and the FUTA Exempt Deductions amount from the Gross Amount.
This field displays the portion of wages that are subject to FUTA, but are in excess of the FUTA Wage Limit. This field is calculated by subtracting the FUTA Wage Limit from the FUTA Subject Wages.
Enter the taxable FUTA wages.
This field displays the FUTA Employer Rate on the Manage Federal Taxes screen of the payroll year that equals the payroll year on the check date.
Enter the accrued FUTA expense.
Click to select the state.
Enter the total of all earnings amounts that are linked to pay types which are exempt from SUTA Taxable Wages. The taxability of pay types is determined on the Manage Pay Type Taxability screen. The pay types processed are detailed on the Pay Types subtask.
Enter the total of all deduction amounts that are exempt from SUTA taxable wages. The taxability of deductions is determined on the Manage Deductions screen. The deductions processed are detailed on the Deductions subtask of this screen.
This field displays wages which are subject to SUTA. This is not necessarily the SUTA taxable wages since the U.S. federal government imposes a limit on the amount of wages which can be SUTA taxable. This field is calculated by subtracting the SUTA Exempt Pay Types amount and the SUTA Exempt Deductions amount from the Gross Amount.
This field displays the portion of wages which are subject to SUTA, but are in excess of the SUTA Wage Limit. This field is calculated by subtracting the SUTA Wage Limit from the SUTA Subject Wages.
Enter the taxable SUTA wages.
This field displays the SUTA rate.
Enter the accrued SUTA expense.
This non-editable group box summarizes the totals for each individual subtask in this screen.
This field displays the regular, non-overtime labor hours.
This field displays the overtime hours.
This non-editable field is automatically updated from hours that you entered on the Pay Types subtask.
This field displays the total earnings amount of regular, non-overtime pay types.
This field displays the total earnings amount of overtime pay types.
This non-editable field displays the total of all pay type amounts you have entered on the Pay Types subtask.
This field displays the total FSA reimbursement amount for the payroll record. This total includes any Earnings Amount where the Pay Type is equal to the Dependent Care or Medical Care Reimbursement Pay Type on the Configure Benefit Settings screen. If the Reimbursement - Exclude from Gross Earnings check box is selected for the Pay Type on the Manage Pay Types screen, the earnings amount associated with this pay type are not included in the gross earnings amount, but rather the total Reimbursements amount.
The total Earnings Amount from the Pay Types subtask is displayed.
The total Earnings Amount from the Workers' Comp subtask is displayed.
The total amount from the Amount column in the Contributions subtask is displayed.
The total amount from the Amount column in the Deductions subtask is displayed.
The total from the Taxes Withholding Project Distribution subtask is displayed. This includes total income tax withholding at the federal, state, and local level.
The application calculates this non-editable field by subtracting the withholding and deductions amounts for this record from the gross pay.
|
Subtask |
Description |
|
State Pay Types |
Click this link to open the State Pay Types subtask and enter multiple withholding state taxes for the current payroll period. You cannot use this subtask unless you selected the Enable Multi-State Tax Withholding check box on the Manage Pay Periods screen. |
|
Pay Types |
Click this link to open the Pay Types subtask for the current record. |
|
State Taxes |
Click this link to open the State Taxes subtask for the current record. |
|
Local Taxes |
Click this link to open the Local Taxes subtask for the current record. |
|
Deductions |
Click this link to open the Deductions subtask for the current record. |
|
Contributions |
Click this link to open the Contributions subtask for the current record. |
|
Workers' Comp |
Click this link to open the Workers' Comp subtask for the current record. |
|
Taxes Withholding Project Distribution |
Click this link to open the Taxes Withholding Project Distribution subtask for the current record. |
|
YTD Taxes |
Use the YTD Taxes subtask to view the entire calendar year income tax withholding at the federal, state, and local levels, and the entire calendar year unemployment accruals at the federal and state levels. |
|
Timesheets |
Click this link to open the Timesheets subtask for the current record. |
|
Direct Deposit Information |
Click this link to open the Direct Deposit Information subtask for the current record. |
|
Fringe Detail |
Click this link to open the Fringe Detail subtask for the current record. This subtask is available only if you are using union functionality. |