Copy Timecards Field List

Enter the employee number of the timecard that you want to copy. Or, you can use the navigation buttons or the Finder to select the employee.

To find an existing timecard, use the navigation buttons or the Finder in this field.

Enter a number to identify the new timecard. You can use the adjacent Finder for reference to view existing timecard numbers.

This is a description or name of up to 15 characters for the timecard. The description is printed on timecard listings and you can display it with the timecard number in Finder lists of timecards.

Select the Reuse Timecard check box if you want to save the timecard for use in subsequent payroll calculations for the employee. If you choose to reuse the timecard, when you print and approve paycheck the system clears earnings dates indicators but retains all other information.

Enter the end date of the pay period covered by the timecard. In order to be processed during a payroll calculation, a timecard's period end date must be the same as the pay period end date you enter at the top of the Calculate Payroll window. Learn more About Pay Period End Date.

To include the timecard in payroll calculation, select the Active check box.

This option lets you produce a separate check for the earnings/deductions entered on the timecard, in addition to any paycheck normally calculated for the employee.

If you select this option, then during Calculate Payroll:

• Payroll will produce a check that consists of pay calculated only for the earnings/deductions (and any taxes they are subject to) entered on the timecard, using the timecard information.
• In addition, Payroll will produce another check based on the information of any eligible earnings/deductions (and taxes) from the employee record, and from any other timecards for which the option is turned off.

If you do not select this option, Payroll will produce a single check that consists of pay calculated from the timecard, the employee record, and any other timecards for which the option is also turned off.

As an example, suppose an employee had three timecards: one with “Print a Separate Check” selected, and two without it. When you run Calculate Payroll, the system produces two checks:

• The two timecards without “Print a Separate Check” would be used with the employee record to produce one check, and
• The timecard with “Print a Separate Check” would be used to produce another check.

For more details about “Print a Separate Check” and how timecards are processed, click this link.

Keep in mind that if you enter onto a separate-check timecard an earning/deduction that includes other earnings/deductions in its calculation base, and you do not enter the calculation base earnings/deductions onto the timecard, the system will not calculate an amount for the earning/deduction you did enter.

All applicable taxes are automatically calculated on the earnings/deductions on the timecard, unless you explicitly enter tax overrides. Employer liabilities are automatically calculated based on the earnings/deductions on the timecard.

The Print a Separate Check option is not compatible with the Regular Rate – Hourly overtime calculation. If the employee's overtime calculation is set to Regular Rate – Hourly, the system will change the overtime calculation method to Hourly Rate and report an exception to inform you that the overtime calculation method has changed.

The Print a Separate Check option is not compatible with FLSA – Hourly overtime calculations. If the employee's overtime calculation method is set to FLSA – Hourly, the system will change the overtime calculation method to Hourly Rate and report an exception to inform you that the overtime calculation method has changed.

If this happens, you can print the Pre-Check Register or use the CheckInquiry window to see if any overtime has occurred. If so, use the Overtime Override field to adjust the overtime hours and rate.

In the Choose By field, choose how to select the range of employees who will be assigned the new timecard. You can choose employees by employee number, class code, or selection list.

If you choose by class, specify the class and the class range.

If you choose by selection list, choose an existing selection list (created by using the Employee Selection window in the Employee Payroll window).

In the Employee From and To fields, enter the range of employee numbers that you want to select for the process. For example, to select employees 1 to 10, enter 1 in the Employee field, and 10 in the adjacent To field.

To select all employees, the Employee From field should be blank and the To field should be filled with ZZZZZZZZZZZZ.

On the Copy Timecard window, this option lets you choose how you want the program to handle any earnings, deductions, and taxes in the original timecard that are invalid for an employee you selected for the new timecard.

• If you choose to skip invalid details, Sage HRMS Payroll will not insert the invalid information in the new timecard, without any warnings, when you verify or create the timecard.
• If you choose not to skip, Sage HRMS Payroll warns you of any invalid information found when you verify or create the timecard.

On the Copy Timecard window, this option lets you choose whether to skip employees who are not set up properly to be assigned the details of the timecard to be copied. For example, if you attempt to copy and assign a timecard that contains earning A, to an employee whose record is not assigned earning A.  

If you choose to skip employees, the payroll program does not create timecards for employees for whom the selected timecard details are invalid.