The payroll process revolves around the Employee and the Timecard Files. Timecards are entered from the employees' time sheet and update the Employee Record to generate paychecks. The timecards are stored by both employee and by charge number allowing for Employee, Direct, and Indirect labor reports to be printed without sorting. Timecards are maintained in detail for the entire fiscal year and are also used when printing the project management status reports.
Click below for greater detail on the following subjects:
|Labor Categories||Post Paychecks|
THE EMPLOYEE RECORD
The Employee Record is very large and lends itself to a discussion in two distinct sections. Each item stored in the Employee record may be printed in a user-defined custom report (see below).
A partial (but representative) list of the information stored in the first section of the employee record is shown below:
|Amounts to be deducted from each paycheck (in $ or %):
|Pay Type - hourly or salaried|
|Pay Frequency - used to indicate different pay cycles|
|Two Hourly rates of pay. (Rates A and B)|
|Two Shift Time rates|
|Two Overtime rates|
|Vacation - hours to accrue and balance in hours and dollars|
|Sick Leave - hours to accrue and balance in hours and dollars|
|Compensatory in hours and dollars|
|Salary Variance - for salaried employees|
The second section of the record contains the employee history in six columns:
The Accrued Column is updated during Timecard Entry (see below). When the timecards are saved the hours and dollars are stored in the Employee Record broken down as follows:
The remainder of the Employee Records contains the "Gross-to-Net" data for the six periods shown above. The Paychecks are printed from the information contained in the Accrued Column.
LABOR CATEGORY TITLES
Labor Categories A through Z may be assigned company wide and are used as default Labor Class Titles in the Contract Cost Record. The titles may be changed to contract specific titles as desired. These titles are used when printing Contract Status Reports. In addition, a three character Labor Class Billing Category may be assigned to each employee.
When timecards are entered, the operator is prompted with the 3 digit Labor Class Billing Category, if present, or the company assigned Labor Category from Employee Record. This default value may be changed; however, for ease of entry, it will be helpful if the category assigned in the Employee Record is the one to which the Employee is most often going to charge time.
A timecard is created for each unique charge which appears on a timesheet. Timecards can be entered at the end of the pay period, or as often as desired during the pay period.
The CLOSER system will not accept duplicate timecards -- i.e., same employee number, labor category, charge code, pay rate, and date.
Full labor hour accounting (or uncompensated overtime) is one of the method that may be used in calculating the value of a set of timecards. This procedure divides the base salary by the number of hours worked in order to get an effective rate. This rate is then applied to the timecards. The difference between the amount of pay and the value of the timecards may also be recorded as a Salary Variance or Compensatory Time.
EMPLOYEE PAYROLL DETAIL REPORT
The Employee Payroll Detail Report shows the labor in hours and dollars, by employee for the current pay period, the month, the fiscal year and cumulative.
DIRECT AND INDIRECT LABOR REPORTS
The Direct and Indirect Labor Reports shows the labor by Contract or Indirect G/L Account number for the same periods. The Hours and/or the dollars may be printed.
The Custom Report Generator allows the operator to design a columnar report selecting any of the available data fields in the Employee Records. As with any report printed within the system, the Generated report may be printed (hard copy) or sent to a delimited ASCII file. Options available include:
|Math calculations on dollar fields.|
|Save report formats to use later.|
|Print from any column.|
|Print by Division, W/H or Unemployment state.|
|Suppress if Pay Rate or specific field = Zero|
The Post paycheck procedure creates the Payroll (E) Transaction which summarizes the paycheck information. The transaction includes the following:
|Credits to cash for each check/ direct deposit|
|Includes the employee and check numbers.|
|Summary Credits to Social Security, Medicare, Federal, and state tax accounts.|
|Credits recording the liabilities for all deductions made.|
|The calculated Vacation Accrual for the posting period.|
|A debit to the accrued salary account.|
The Post Timecard procedure creates a Payroll (E) Transaction summarizing the labor charges. The transaction includes the following:
|Debits to the Direct Labor accounts.|
|Debits to the Indirect Labor Accounts.|
|Debits for Vacation, Sick, Holiday taken.|
|A credit to accrued salaries account.|