Timesheets: By Employee Timesheets: By Employee
Timesheet information may be entered through the by Employee tab or the by Job tab under Timesheets Included in Batch on the Payroll Timesheet screen. An entire week’s information for an employee may be entered on a single screen, or 'page', in Timesheet Entry.
The Timesheet by Employee Entry program enables the making of a series of entries to different cost accounts for one employee at a time. In other words, it assumes there is one timesheet per employee rather than one per job. Information may be entered for the employee on a Single day, Weekly, or Salary timesheet. The entry screen is organized by employee, then by date. If timesheet information is organized by job, it may be more convenient to use the by Job tab.
Timesheets Included in Batch
Timesheets included in the by Employee tab are timesheets which have been entered for a specific employee. An employee ID number will only show up once it is in this list. If additional time must be entered for an employee whose name already appears, highlight the employee and press the Change button.
This window displays Employee Number, Name, Flags, and Period End.
Flags
The flags indicate included items on this employee's timesheet.
"T" means there is Taxable Other Pay on this employee's timesheet.
"N" means there is Non-Taxable Other Pay on this employee's timesheet.
"D" means there is a One-Time Deduction on this employee's timesheet.
Sort Order (radio button)
Specify the desired order of the employees. There are three options for sort order.
1. Entry Order- this option will display the employees in the order in which they were entered into the system.
2. Employee number- this option will display the employees in numerical order.
3. Employee name - this option will display the employees is alphabetical order.
Import (button)
see Setup Payroll Electronic Timesheet Interface
Add or Change (button)
To enter information into a new timesheet, press the Add button. To modify information in a timesheet, highlight the desired timesheet and press the Change button. For more information, see Add or Change an Employee Timesheet.
Press the Delete button, and the following screen comes into view. If the Yes button is pressed, the highlighted record will be deleted and the previous screen will come into view. Press the No button to return to the previous screen.
To Add a new record, press the Add button. To Change a record, highlight the desired record and press the Change button. If the by Employees tab is active when the Add or Change button is pressed, the following screen will come into view. See Timesheets by Job for information on the by Job tab.
The Single Day Timesheet entry screen shows all the timesheet information entered for this employee for each date. It does not matter if the timesheet entries were made in the Daily timesheet or Weekly timesheet screens.
Enter the Employee ID, External Employee ID, or Last Name of the employee for whom timesheet information is being entered. If the entered employee is found, it will be set as the employee for this timesheet. Otherwise, press the lookup button, and the Employees screen comes into view. Highlight the desired employee and press the Select button.
If this is an existing employee, the employee’s number and name will be displayed. The timesheet file is searched, and all existing data for the employee is displayed on the screen. Any timesheets entered earlier during the same entry session will also be shown. However, any timesheets whose dates do not fall within the Pay Period Ending date will not be included in the Weekly tab. When all existing timesheets have been found by the system, the totals for all entered time will be displayed at the bottom of the screen.
Once an employee has been selected, or if the Changing a Timesheet screen is being used, the employee number and name entry fields will not be available. Instead, the employee information at the top of the window will look like this:
When the employee name is displayed as a Link, the link may be clicked to see some pertinent information in this window:
The last day of the pay period is displayed. The following screen will automatically appear when adding a new record. Pressing the Change button will bring this screen into view at any time.
Enter the correct date and press the OK button. Press the lookup button and a Calendar will come into view.
Note: After the Pay Period End Date is entered, the Weekly tab will show the 7 days prior to the new pay period ending date. Previous entries are not affected. They will show up in the Daily Timesheet screen. However, any entries outside the 7 day time period will not show up in the Weekly timesheet screen.
The number of Regular, Overtime, and Premium hours are listed. The Gross Pay, Nontaxable Pay, and Total Deductions are also listed. These totals are updated with each time entry from the timesheet.
There are five available tabs for timesheet entry:
1.Single Day
This screen is accessed by pressing the Single Day tab. The Single Day timesheet entry screen shows all the timesheet information entered for this employee for each date. It does not matter if the timesheet entries were made in the Daily timesheet or Weekly timesheet screens. For more information, see Add or Change a Daily Timesheet.
2. Weekly
This screen is accessed by pressing the Weekly tab. The Weekly timesheet entry screen shows the 7 days prior to the pay period ending date. Previous entries are not affected, but they will show up in the Daily Timesheet screen. However, any entries outside the 7 day time period will not show up in the Weekly timesheet screen. For more information, see Add or Change a Weekly Timesheet.
3. Salary
This screen is accessed by pressing the Salary tab. The Salary timesheet entry screen shows the amount to be paid for the week. For more information, see Add or Change a Salary Timesheet.
4. Other Pay
This screen is accessed by pressing the Other Pay tab. Whereas the other timesheet entry options only allow entry of standard timesheets by employee, this option offers increased flexibility. It allows the entry of two types of timesheet records: 1. Other Taxable Pay ( bonus, travel pay,etc.) and 2. Other Non-Taxable Pay (reimbursements, subsistence.). For more information, see Add or Change an Other Pay Transaction.
5. Deductions
This screen is accessed by pressing the Deductions tab. The Deductions entry screen allows entry of any number of one time deduction. For more information, see Add or Change Deductions.
Add or Change a Single Day Timesheet
The Single Day timesheet entry screen shows all the timesheet information entered for this employee for each date. It does not matter if the timesheet entries were made in the Daily timesheet screen or the Weekly timesheet screen. This screen is accessed by pressing the Single Day tab. The following screen will come into view.
Total Hours
The total number of Regular, Overtime, and Premium hours are listed for this screen.
Add or Change a Daily Timesheet
To Add or Change a Daily Timesheet, press the Add or Change button on the Single Day tab and the following screen will come into view.
Date
Enter the date or use the up and down arrows. If the lookup button is pressed, a Calendar comes into view. Highlight the desired date, and press the OK button.
Press the down arrow, and select the Detail Type. There are three types: General Ledger Account, Job, and Equipment. The type selected will determine the next two fields.
A G/L Account 
B. Job
C Equipment 
G/L Account
Enter the account number. Press the lookup button, and the General Ledger Accounts screen comes into view. Highlight the desired account number, and press the Select button.
Job ID
Enter the Job ID number or press the lookup button and the Job Setup screen comes into view. Highlight the desired Job ID number, and press the Select button.
Cost Code
Enter the Cost Code number or press the lookup button and the Budgeted Cost Code Lookup screen comes into view. Highlight the desired cost code number and press the Select button.
Change Order
If this time is to be charged to a change order, enter the Change Order Number or click the lookup button, which will open a lookup window showing all change orders on the current job.
Equipment ID
Enter the Equipment ID number. Press the lookup button and the Equipment File Maintenance screen comes into view. Highlight the desired Equipment ID number, and press the Select button.
Cost Category
Press the lookup button and the Budget Cost Code Lookup screen comes into view.
Shift
Employee pay rates can be modified at this point if they worked on a different shift. Select the appropriate shift and the hourly pay rates will be changed accordingly.
If this timesheet is to be billed to a customer, enter the Customer ID here. This field is not accessible if the time is being charged to a job.
Enter the regular and overtime rates the employee receives for working on each job. The system will use the rates in the employee record, unless prevailing regular and overtime rates were tied to this certified payroll craft code or to the union table during Payroll Setup.
For each day of the week, enter the number of regular and overtime hours worked that are to be charged to this job cost code or General Ledger account. If there were no hours worked on that day, enter zero or leave a blank.
Enter the premium rate the employee receives for working on each job. The system will use the rates from the employee record unless prevailing premium rates were tied to this certified payroll craft code or to the union table during Payroll Setup.
For each day of the week, enter the number of premium hours worked that are to be charged to this job cost code or General Ledger account. If there were no hours worked on that day, enter zero or leave a blank. Premium hours are user-defined. For example: double or triple time.
The default states that will be used in calculating taxes for this timesheet entry are listed. The default values come from the employee record and/or the entered cost code. Rarely will these defaults need to be changed. Enter the State abbreviation or press the lookup button and the State Setup screen comes into view. Highlight the desired state, and press the Select button. Warning: Changing this default state will change the tax states listed below. This field will appear only if the Batch was setup to allow entry of the Default Tax State.
Tax and Accrual Codes are listed. This tax information will be used in withholding taxes for the employee. To change the information, press the Change button.
Change (button)
Equipment (button)
If the employee operated a specific piece of equipment, a usage log can be entered through this option. For more information, see Add or Change an Equipment Usage Entry.
>> (button)
When pressed, this button will expand the screen to display any other timesheet entries for the selected employee on the same date to help the user avoid possible duplication or erroneous entries.
Press the Change button, and the following screen comes into view. This screen shows the default states, codes and rates that will be used in calculating taxes for this timesheet entry. The default values come form the employee record and/or the entered cost code. Rarely will these defaults need to be changed.
Tax Withholding State
Enter the State abbreviation. Press the lookup button and the State Setup screen comes into view. Highlight the desired state and press the Select button.
Unemployment State
Enter the State abbreviation. Press the lookup button and the State Setup screen comes into view. Highlight the desired state, and press the Select button.
Locality 1 and 2
Enter the Locality. Press the lookup button and the Locality screen comes into view. Highlight the desired locality and press the Select button.
Fringe Table
Enter the Fringe Table number. Press the lookup button and the Union Table Lookup screen comes into view. Highlight the desired table and press the Select button.
Certified
Enter the code number. Press the lookup button and the Certified Codes screen comes into view. Highlight the desired code, and press the Select button.
Certified Labor Class
Enter an optional Certified Payroll Labor Class. This serves to further differentiate the labor when reporting via payroll certification. Currently, this field is only used when exporting payroll certification detail in the AASHTO format on the Certified Payroll Report.
Billing Craft Code
If the employee's time is to be billed to the customer using the employee's rate stored in the Billing Craft Table for this job, enter a Billing Craft Code here. Click the lookup button to see a list of Billing Craft Codes set up on the current job.
Code
Enter the two-digit Worker’s Compensation Craft code for the work the employee performed. The system will use this information to look up the worker’s compensation percentage for that particular craft code. The craft code assigned to this employee during Employee Record Entry will be used if no craft was assigned during Job Entry. Press the lookup button, and the Worker's Compensation Code Setup screen comes into view. Highlight the desired worker's compensation craft code, and press the Select button.
State
Enter the state. Press the lookup button, and the State Setup screen comes into view. Highlight the desired state, and press the Select button.
Employer Rate
Enter the rate to be paid into worker’s compensation. If no rate is entered, the system will accept the rate established for this worker’s compensation craft code in State Tax Setup for the employee’s worker’s compensation state. Whenever the worker’s compensation craft code is changed, the worker’s compensation rate will default to the rate for that craft code.
Employee Rate
Enter the rate that is paid by the employee, if any.
Code
Enter the two-digit General Liability Craft code for the work the employee performed. The system will use this information to look up the General Liability percentage for that particular craft code. The craft code assigned to this employee during Employee Record Entry will be used if no craft was assigned during Job Entry. Enter the code, or press the lookup button and the Liability Code Setup screen comes into view. Highlight the desired Liability Code and press the Select button.
State
Enter the State. Press the lookup button and the State Setup screen comes into view. Highlight the desired state, and press the Select button.
Employer Rate
Enter the rate to be paid into General Liability. If no rate is entered, the system will accept the rate established for this General Liability craft code in State Tax Setup for the employee’s state. Whenever the General Liability craft code is changed, the General Liability rate will default to the rate for that craft code.
Employee Rate
Enter the rate that is paid by the employee, if any.
Add or Change an Equipment Usage Entry
If the employee operated a specific piece of equipment, a usage log may be entered at this time. Press the Equipment button and the following screen comes into view.
Equipment ID
Enter the Equipment ID of the piece of equipment used. Press the lookup button, and the Equipment File Maintenance screen comes into view. Highlight the desired Equipment ID and press the Select button.
Hours Used
Enter the number of hours used.
Rate
Enter the rate and the Charge will be calculated.
Charge
Enter the charge and the Rate will be calculated.
Detail Type
There are three types: General Ledger Account, Job, and Equipment. The type selected will determine the next two fields. For more information, see Detail Type.
Current Location
Enter the code for the location [e.g. J200 (for job 200), Yard, Shop].
Add or Change a Weekly Timesheet
The Weekly tab will show the 7 days prior to the pay period ending date. Previous entries are not affected. They will show up in the Daily Timesheet screen. However, any entries outside the 7 day time period will not show up in the Weekly timesheet screen. Press the Weekly tab, and the following screen comes into view.
The Weekly timesheet entry screen shows all the timesheet information entered for this employee for seven days before the pay period end date. It does not matter if the timesheet entries were made in the Daily timesheet screen or the Weekly timesheet screen. This screen works the same as the Single Day Timesheet screen except that the Total Regular and Overtime hours are listed for the entire week. When the timesheet is completed, press the OK button.
Add or Change a Weekly Timesheet Line Item
To Add or Change a Weekly Timesheet, press the appropriate button. The following screen comes into view.
This screen is similar to the Changing a Daily Timesheet screen. The main difference is that hours can be entered for each day of the week, instead of just one day. Enter the distribution and the number of regular, overtime and premium hours worked on this code for each day of the week. Use the <Tab> or the <Enter> key to move from day to day. When the OK button is pressed, another weekly timesheet entry screen will automatically come into view. This is so that more time for the employee may be entered under another cost code. When all entries for this employee are completed, press the <Esc> key to close this screen.
>> (button)
When pressed, this button will expand the screen to display any other timesheet entries for the selected employee on the same date to help the user avoid possible duplication or erroneous entries.
Add or Change an Equipment Usage Entry
If the employee operated a specific piece of equipment, a usage log can be entered at this point in time. Press the Equipment button, and the following screen comes into view.
Equipment ID
Enter the Equipment ID of the piece of equipment used. Press the lookup button, and the Equipment File Maintenance screen comes into view. Highlight the desired Equipment ID, and press the Select button.
Charge Rate
Enter the Charge Rate for using this piece of equipment.
Detail Type
There are three types: General Ledger Account, Job, and Equipment. The type selected will determine the next two fields. For more information, see Detail Type.
Current Location
Enter the code for the location [e.g. J200(for job 200), Yard, Shop].
Add or Change a Bi-Weekly Timesheet
The Bi-Weekly tab allows for the entry of timesheets in two week time increments. The 14 days prior to the pay period end date are displayed. Only items within the two week period will be displayed on the Bi-Weekly tab and changes can be made only to dates within this time frame. The following screen comes into view when the Bi-Weekly tab is selected.
The Bi-Weekly timesheet is similar to the Single Day or Weekly entry screens except 14 days worth of hours can be entered at one time. Press the Add or Change buttons to add or modify a Bi-Weekly Timesheet line item. For more information, see Adding or Changing a Weekly Timesheet Line Item.
This allows the entry of a flat salary amount for this employee. Press the Salary tab, and the following screen comes into view.
This screen that comes into view works the same as the Changing a Timesheet screen except that a salary dollar amount is listed and the number of hours worked does not have to be entered.
Add or Change a Salary Timesheet Line Item
To Add or Change a Salary Timesheet, press the appropriate button. The screen that comes into view is similar to the Changing a Daily Timesheet screen except that a salary dollar amount may be entered. The number of hours worked does not have to be entered. Note: If Worker's Compensation is calculated using regular hours, it is still necessary to enter the number of hours worked. If the Salary was setup in the Rates Tab in Employee Entry , then it will automatically appear.
>> (button)
When pressed, this button will expand the screen to display any other timesheet entries for the selected employee on the same date to help the user avoid possible duplication or erroneous entries.
The system has the capability of adding pre-packaged pay amounts to any employee's timesheet. These Pay Packages are set up in Employee Entry on the Rates tab. From that location, pay packages can be added or changed and attached as a default to the employee record. Click this button and the following will appear:
The available Pay Packages will be listed with the ability to expand them and see the Pay Items attached. If this employee has a default Pay Package indicated in Employee Setup, it will automatically be highlighted.
Apply Highlighted Pay Package
Click this button to apply the highlighted Pay Package. The following window will appear:
Enter the quantities necessary. The types of units required will depend on the Pay Items included in this Pay Package. In the example above, the Pay Package has two Items: Perdiem and Mileage. Perdiem has a unit name of Days and Mileage has a unit name of Miles. When this Pay Package is applied, the system needs to know how many days and how many miles are being added to the employee's pay. Click Proceed and the system will create timesheet entries for all the Pay Items in the selected Pay Package.
There may be times when an employee is on salary, but the cost of the employee's salary needs to be distributed to more than one cost destination. For example, a project manager may be on salary, and they are paid a set amount of money each week; however, they work on 4 different jobs during the week and the cost of their salary needs to be apportioned to the jobs correctly. The proper way to handle this is to enter one timesheet line item for each job. On each timesheet line item, enter only the number of hours to be applied to the job, not the amount of salary. Next, press the Distribute Salary button to evenly distribute the employee's Total Salary Amount across all the listed jobs. The following window will appear:
Weekly Salary Amount
The Weekly Salary figure is derived by dividing the employee's annual salary by the number of pay periods per year. If there are multiple line items in the Salary, the Total Salary Amount can be distributed across the items.
Total Entered Hours
This is the number of hours entered in the listed timesheets.
Distribute (button)
Press this button to evenly distribute the Weekly Salary Amount among all the listed timesheets.
Whereas the other timesheet entry options only allow entry of standard timesheets by employee, this option offers increased flexibility by allowing entry of two types of timesheet records. The two types are: 1. Other Taxable Pay (bonus, travel pay,etc.) and 2. Other Non-Taxable Pay (reimbursements, subsistence).
Press the Other Pay tab and the following screen comes into view.
Adding or Changing an Other Pay Transaction
To Add or Change an Other Pay timesheet, press the appropriate button. The following screen will come into view.
The screen that comes into view works the same as the Changing a Daily Timesheet screen, except for a few differences that are explained below.
Pay Type (check box)
Use the down arrow to select the desired pay type. The Pay Type is designed through Payroll Setup Other Pay Types. The standard Pay Types are:
1. Non Taxable Other Pay
This pay is not subject to taxation. For example: reimbursements and subsistence. If this type is chosen, then the only fields available are Detail Type.,Rate, Hours and Amount.
2. Reported Tips
Reported Tips are tips paid directly to employees by customers and reported to the company for taxation.
3. Retained Tips
Retained Tips are tips paid to the company (usually by credit card) and paid to the employee later during payroll processing.
4. Taxable Other Pay
This pay is subject to taxation. For example: vacation pay or bonuses. Check this box to indicate that the pay transaction is taxable. The tax will be automatically calculated.
Description
Enter an appropriate description for the Other Pay item.
Commission (check box)
Check the Commission check box to include Commission payments on this Timesheet. When the Commission check box is selected, a Retrieve Amounts button appears.
Retrieve Amounts (button)
Press the Retrieve Amounts button and the following screen will come into view.
Unpaid Commissions for This Employee
All Commission amounts entered on Accounts Receivable Invoices, and not yet paid to the employee, will be displayed for the selected Employee.
Customer
The Customer name for Commissioned Invoices will be listed here.
Invoice #
The Invoice Number for Commissioned Invoices will be listed here.
Date
The Invoice Date for Commissioned Invoices will be listed here.
Amount
The Invoice Amount for Commissioned Invoices will be listed here.
Status
The current Invoice Payment Status is displayed here.
Commission
The amount of Commission for each Commissioned Invoice will be listed here.
Selected
When a Commission item is selected, the amount of Commissions to be paid will be displayed here.
Tag (buttons)
Press the Tag/Untag button to Tag or Untag all selected Commission items. Press the Tag All button to select all Commission items. Press the Untag All button to deselect all Commission items.
Partial (button)
Press the Partial button to change the amount of Commission to be paid on the selected Commission item. When the Partial button is pressed, the following screen will come into view
Invoice Information
Information from the selected Invoice will be displayed in this section
Commission Information
Information regarding Commissions for the selected Invoice will be displayed in this section. Enter the new amount of Commission to be paid in the Amount to Pay field.
Press the Close button and the sum of all selected Commissions will be added in the Amount field of the Other Pay Type.
>> (button)
When pressed, this button will expand the screen to display any other timesheet entries for the selected employee on the same date to help the user avoid possible duplication or erroneous entries.
In addition to the standard deductions discussed in Payroll Setup and Employee Entry, any number of time deductions can be withheld from the employee's pay. To Add or Change a Deduction, press the appropriate button and the following screen will come into view.
View Standard Deduction (button)
Add or Change (button)
This option allows the user to add or change a deduction. Press the Add button to add a deduction or highlight the desired deduction and press the Change button. For more information, see Adding or Changing a Deduction
Delete (button)
see Delete button
Press the View Standard Deductions button and the following screen comes into view. All the standard deductions for this employee are listed. The amounts paid month and year to date are also listed. Press the Close button and the previous screen will come into view. No information can be changed from within this screen.
Add or (button)
When the Add or Change button is press the Employee Deductions screen comes into view allowing the user to create or modify a Deduction for the selected Employee. For more information see Add or Changing an Employee Deduction.
Delete (button)
see Delete button
To Add or Change a Deduction, press the appropriate button and the following screen will come into view.
Date
Enter the date for this particular deduction.
Detail Type
There are three types: General Ledger Account, Job and Equipment. The type selected will determine the next two fields. For more information, see Detail Type.
Amount
Enter the amount of the deduction.
Description
Enter up to 30 characters describing what the deduction is for. This field will become part of the transaction description for deduction entries and will appear on the Payroll Detail Listing when the payroll is posted.
Ded Number
When this screen comes into view, the Deduction Number will automatically be '3'. Most companies set up Deduction Number 3 as "Miscellaneous". In order for this deduction to show up properly on the check stub, it must be assigned to the correct Deduction Number. Enter the deduction number. Press the lookup button, and the Standard Deduction screen comes into view. Highlight the desired Deduction Number, and press the Select button. When the Deduction Number has been entered, the name of the deduction will be listed next to the lookup button.
The Notes tab allows the user to enter notes for the selected timesheet. When the Notes tab is selected, the following screen comes into view.
An unlimited number of Notes can be attached to any timesheet.
Add or Change (button)
See Adding or Changing a Note.
Print (button)
See Printing Notes.
Press the Attachments tab and the following screen comes into view. This tab allows the user to attach outside files to the timesheet. For example: a scanned copy of the timesheet filled out by the employee can be attached..
See the Attachments topic for a full description of how attachments work.
Click this button to add Holiday Pay to all the timesheets in the highlighted batch.
Specify the date, number of hours, and GL Account for the holiday pay. Specify what type of timesheet is to be created, Hourly, Salary ro Taxable Other Pay. Tag all the employees who are to receive the Holiday pay. Click Proceed and the system will create the holiday pay timesheets.
