Entering a Timecard
- Set up or modify payroll options. Be sure to specify the maximum annual number of part time hours, if it applies, and the way in which you want the system to interpret timecard Start and Stop field fractional hours.
- Set up and assign all the earnings/deductions used to calculate employees’ pay. Verify that any annual and period minimums and maximums and the start, end, and carry over dates for each earning/deduction are correct.
- Add or modify all workers’ compensation groups/codes, overtime schedules, and shift differential schedules.
- Activate all income taxes used to calculate employees’ pay. Verify that the percentage (when applicable), calculation base, and G/L distribution set for each tax are correct.
- Activate all federal and state taxes and add or modify any local or custom taxes used to calculate employees’ pay. Verify any applicable percentages, annual and period minimums and maximums, calculation base, and G/L distribution set for each tax.
- Add all employee records and verify that employee earning/deduction and tax assignments are up to date. Be sure you have entered the correct start, end, and carry over dates for all employee earnings/deductions.
To Add or Edit a Timecard
- Open Payroll > Tasks >Timecards.
- To select an existing timecard, at the Employee Timecard field, click the navigation buttons or the Finder. Or, at the Employee field and Timecard field, enter an employee number and timecard number. If you enter a value in the Timecard field you must also enter a value in the Employee field.
- To create a new timecard, enter the employee number (or select the employee from the Finder) and enter a timecard number.
- Enter or change the information on the tabs of the timecard.
Considerations
- On the Earnings/Deductions tab and on the Taxes tab, you can use the F9 key to replace a line on the tab's entry table with a detailed data entry window.
- On the Earnings/Deductions tab:
- To post an earning/deduction to a cost center other than the displayed accounts, type over the displayed accounts or choose the Segments button to open a page where you enter the override segments you want to post to. This feature is available only if you choose the option to use cost center overrides on the Payroll G/L Integration page.
- If you want to assign optional fields to this timecard, click the Optional Fields tab.
The Timecard Optional Fields tab displays fields and default values that you have set up for automatic insertion in timecards. For information about setting up optional fields before you use them here, see About Optional Fields.
You can accept or change any default values that display.
You can accept the optional fields that display, or you can delete or add them.
- To delete an optional field, select the line on the table, and then press Delete on the keyboard.
- To assign additional optional fields, select the table, and then press Insert on the keyboard. Complete the fields on the new line.
As you enter information, the system totals and displays the employee's regular and shift hours and the paid and accrued vacation, sick, and compensatory/banked time hours. It also totals and displays the paid and accrued vacation, sick, and compensatory/banked time amounts. Each total displayed at the bottom of the window reflects the sum of all hours or amounts of a particular kind entered on all active timecards for the employee.
- Click the Add or Save button to save the timecard information you have entered.
- Print the Timecards report. From Payroll Transaction Reports, choose Timecards.
- When you select Print A Separate Check in a timecard, Payroll calculates a separate check for the employee based on the timecard in addition to the amount normally calculated for the employee.
- You can edit timecards at any time until you print and approve paychecks. The information you enter on timecards selected for payroll calculation is cleared when you print and approve paychecks.
- If an error occurs during payroll calculation because of a mistaken timecard entry, and you have not printed and approved paychecks, you can use the Timecards window to either correct the erroneous timecard or to enter additional timecards with the same period end date. When you calculate payroll again, you have the option of clearing calculated payroll data and replacing it with the current calculation or merging the new and corrected timecards with the results of the last calculation.
- You can also add timecards to Sage HRMS Payroll by:
- Copying an existing timecard.
- Importing them from other non-Sage HRMS Payroll applications or a remote site.
