MANAGE PAYROLL RECORDS

Use this screen to maintain the Employee Payroll table, which stores the current amounts related to employee earnings, labor costs, workers' compensation, deductions, and contributions. Records can be added in insert mode, or existing records can be modified by selecting the record to be changed with .

This table is populated after you have computed payroll. You can modify or view gross pay, tax withholdings, pay types, deductions, contribution amounts, and net pay relating to each employee's check. Another primary use of this table is to add records for paychecks that are issued manually.

When you review records in this table, your payroll variance can be determined and corrected. The payroll variance is the difference between the labor cost charged on each employee's timesheet and the actual gross amount that will be paid to each employee in his or her paycheck. Also, if you are using union functionality, you must compute payroll; do not enter information manually into this screen because you cannot save the information you enter. If you are using SUTA reciprocity, all SUTA eligible wages for employees are applied towards the SUTA limit in each state.

You usually run this screen after computing payroll and before printing or writing paychecks. Edit the Employee Payroll table after you have obtained and reviewed the Payroll Edit Report for the timesheets you just processed.

You can compute and report multi-state withholding taxes, based on the tax regulations specific to each state.

This screen has two tabs:

• Edit Payroll — Use this tab to maintain the Employee Payroll table.

• Employee Tax Setup — Use this tab to view the payroll-related tax information of the selected employee.

Location

Important Notes

1. In many cases, the errors you detect in gross pay on the Manage Payroll Records screen were caused by errors in the timesheet or by incorrect data on the Manage Employee Salary Information screen (that is, gross pay is incorrect). When this occurs, do not use this screen to correct the amount of the gross pay and deductions. If you do so, you cause an imbalance (payroll variance) with the amount that was charged on the timesheet. Make these types of corrections by entering and processing a "correction" timesheet so that it is added or subtracted from the gross pay that already exists on the Manage Payroll Records screen. For more information on correction timesheets, see the Correction Timesheets topic.

2. A common error is trying to compute payroll in a pay period without having closed out (posted to the General Ledger) the prior pay period for that particular pay period frequency. If this happens, query the Manage Payroll Records screen records for that pay period frequency to determine which pay records were not posted and closed out of the Manage Payroll Records screen. This allows you to determine the appropriate action to take (for example, post the unposted pay records from the Payroll Journal to the General Ledger).

3. There may be cases when you want to issue a paycheck without first entering a timesheet on the Manage Timesheets screen. There may also be times when you must correct amounts that are on the Employee Earnings table. (The Employee Earnings table contains calendar year-to-date data on gross pay, tax withholdings, and deductions, which is used in quarterly reports and W-2s.) You can make these types of entries and corrections on the Manage Payroll Records screen using X and Y paycheck types, or make them directly on the Employee Earnings table, if the General Ledger does not need correction. See the documentation for the paycheck Type field for more information.

Subtasks

• Table Information

  Changes on this screen update the following tables:

  • EMPL_PR_CNTRB

  • EMPL_PR_DED

  • EMPL_PR_DED_GARN

  • EMPL_PR_DED_DETL

  • EMPL_PAYROLL

  • EMPL_PR_FRNG_DETL

  • EMPL_PR_PAY_TYPE

  • EMPL_PR_ST_CODE

  • EMPL_PR_CNTRB_PROJ

  • EMPL_PR_PT_PROJ

  • EMPL_PR_PROJ

  • EMPL_PR_WC_PROJ

  • EMPL_PR_LOCAL

  • EMPL_PR_WC