Finance Manager: Payroll

Transcription

1 : Payroll Timesheet Entry The Timesheet Entry function allows you to record timesheet entries for different payroll dates at the same time. You can group and enter payroll period data by employee number, employee name, employee group, department, building, earning code, account number, etc. These various methods of data input help to expedite the payroll process. After generating timesheets, blank timesheet input worksheets can be printed and distributed to various departments by rightclicking on the Timesheet Entry grid and choosing Export to Excel. Once the worksheets are completed and returned to the Payroll Department, the data can be easily entered. Reports can be produced after entering timesheet data in order to verify entries. After entries have been verified, the data is transferred to the appropriate payroll check run. Overview All timesheet related activities can be selected through the Timesheet Pay Entry window. The Timesheet routine allows you to perform the following activities: Data Entry and Maintenance allows you to add or delete a timesheet record for employees. nvision Payroll allows records to be 1) generated from non-appointment-related earnings entered on the Timesheet Earnings tab in Employee Payroll Information and 2) generated from Hourly and Daily appointment-related earnings entered on the Appointment Earnings tab in Employee Payroll Information. This routine facilitates the Payroll Timesheet process in that, after the generation process is complete, the user can simply go down the list of timesheet entries and enter the proper number of units to be paid. Print Report allows you to print completed timesheet data so that entries can be verified before transferring the data to payroll. This option also provides the ability to print blank timesheet input worksheets. Transfer allows you to transfer timesheet data for a selected pay cycle and payroll date. nvision Copyright FINANCE MANAGER All rights reserved. 1

2 Customizing the Look of the Timesheet Entry Window When you first access Timesheets, standard default columns are displayed on the window for you. The look of the Timesheet Entry window can be customized for each user who inputs timesheet records. You only need to choose column preferences one time. After you change column settings, the Timesheet Entry window will have the selected defaults for the user until you change the preferences again. To remove columns, add columns, and change the order in which columns are displayed on the Timesheet Entry window, click. The Datagrid Column Chooser window displays. The columns flagged with an asterisk (*) under the Displayed columns listing cannot be removed. This means that the Details, Employee ID, Employee Name, Employee Group, Department, Building, Earning Code, and Account columns must always be displayed on the Timesheet Entry window. You can, however, choose to change the order in which the required columns are displayed on the window. You have the option of removing any or all other column information (Pay Rate, Units, Amount, Civil Service, Appointment, Ret Sys, Notes, Pay Factor, Transferred flag) from the Timesheet Data Entry window. The order in which the column names are listed on the Displayed Columns viewer is the order in which the columns are displayed in the Timesheet Entry window. To Remove a Column: 1. Click on a column name under the Displayed Columns listing. To select more than one column, hold down the Ctrl key and highlight the appropriate column names. 2. Click. The selected column name(s) is moved to the Available Columns listing. Each time the user logs into the Timesheet routine, only the columns indicated in the Displayed Columns listing are shown. nvision Copyright FINANCE MANAGER All rights reserved. 2

3 To Add a Column: 1. Click on a column name under the Available Columns listing. To select more than one column, hold down the Ctrl key and highlight the appropriate column names. 2. Click. The selected column name(s) is moved to the Displayed Columns listing. Each time the user logs into the Timesheet routine, only the columns indicated in the Displayed Columns listing are shown. To Move Columns: 1. Click on a column name under the Displayed Columns viewer. To select more than one column, hold down the Ctrl key and highlight the appropriate column names. 2. Click or. The selected column name(s) is shifted up or down in the Displayed Columns listing. When you return to the Timesheet Entry window, the column names are displayed in the order that they appear on the Displayed Columns listing. To Restore Default Columns: Use this feature if you had customized the fields on the Timesheet window and you want to revert back to the original default fields. 1. Click. The default columns in the listing are Details, Employee ID, Employee Name, Employee Group, Department, Building, Earning Code, Account, Pay Rate, Units, and Amount. nvision Copyright FINANCE MANAGER All rights reserved. 3

4 Timesheet Maintenance For each payroll cycle and payroll date, the Timesheet Entry window shows those timesheet records that were generated from non-appointment-related earnings entered on the Timesheet Earnings tab in Employee Payroll Information, generated from Hourly and Daily appointment-related earnings entered on the Appointment Earnings tab in Employee Payroll Information, and manually added. Generate Timesheet Records nvision Payroll allows records to be generated 1) from non-appointment-related earnings (e.g., chaperoning, mentoring, etc.) entered on the Timesheet Earnings tab in Employee Payroll Information and 2) generated from Hourly and Daily appointment-related earnings entered on the Appointment Earnings tab in Employee Payroll Information. This routine facilitates the Payroll Timesheet process in that, after the generation process is complete, the user can simply go down the list of timesheet entries and enter the proper number of units to be paid. 1. Use the drop-down to select the appropriate payroll cycle that you are working with. 2. Use the drop-down to select the appropriate payroll date within the payroll cycle. The drop-down displays all the payroll dates linked to the selected payroll cycle. 3. Click. The Generate Timesheets window displays a listing of employees who have Hourly and Daily appointment earnings and/or non-appointment related earnings entered on the Timesheet Earnings tab. Use the Building, Employee Group, Department, and/or Pay Profile filters at the top of the window to restrict this window to a specific group of employees. 4. Highlight the employees that you want to generate timesheets for. Hold the Ctrl or Shift key and click in the browser to select multiple non-consecutive or consecutive employees respectively. Check the Select All box to generate timesheet records for those employees shown in the window, based on the filter selections. 5. Click. nvision returns the Timesheet Entry screen, having generated the appropriate timesheet records for the employees selected. nvision Copyright FINANCE MANAGER All rights reserved. 4

5 The employee group, department, building, earning code, and account defaults to the entry linked to the employee appointment in Employee Payroll Information. The pay rate defaults to the pay rate associated with the earnings code as defined on the Appointment Earnings window in Employee Payroll Information. nvision automatically calculates the appropriate pay rate based on the pay factors defined for the earning in Earnings Codes setup. If the earnings selected is a Fixed Amount type as defined in Earnings Code setup, nvision defaults the fixed amount associated with that earning. If employee has an Hourly or Daily appointment, the Account defaults to the Account code defined on the Appointment Earnings window in Employee Payroll Information. If the Earnings Code selected is Overtime Pay and the employee is an Hourly employee, the Account defaults to the Overtime Account code defined on the Earnings window in Employee Information. If the Earnings Code selected has a default account code as defined in Earnings Code setup, nvision defaults the appropriate account code. Other optional columns include the following: Civil Service Pay Factor Ret Sys Transferred This box can be checked if this earning is to be included in the Civil Service Wages Paid information on the Civil Service Report. Otherwise, leave the box unchecked. This field is for display purposes only and shows the pay factor defined for the earning code in Earnings Codes Setup. This field defaults to the employee s retirement system code, as defined on the Retirement tab in Employee Information. NOTE: When paying the employee, if the retirement system code is linked to the earning, the number of days will be calculated for TRS or ERS reporting. If you do not want the number of days to be calculated for a particular earning, e.g., post retirement earnings, do not link the retirement system to the earning. This field is for display purposes only and is flagged with a check when the earnings have been transferred to the appropriate payroll. Note that after the generation process is completed, blank timesheet input worksheets can be printed, if needed, via the Print Report button at the top of the window. nvision Copyright FINANCE MANAGER All rights reserved. 5

6 Refresh Button You can press at any time while in the Timesheet Entry routine. The system will refresh the timesheet browser with any new timesheet information that another user may be entering. Filters The Timesheet Entry routine provides a variety of filters that can be used to restrict the listing window to specific timesheet records. For example, to restrict the listing window to only timesheet records for REG PAY earnings, use the Earning Code dropdown to select REG PAY. In addition, each column provides a filter which allows you to restrict the column to specific employees, employee groups, buildings, earning codes, account codes, etc. nvision Copyright FINANCE MANAGER All rights reserved. 6

7 Click on selected. in any column to view the filters for that column. For documentation purposes, the Earning Code filter is (All), (Custom), (Blanks), and (NonBlanks) are standard, regardless of the column you choose. The other items listed in the filter selection are based on the timesheet records that are currently shown in the listing window. Select (All) if timesheet records for All earning codes are to be displayed. Select (Blanks) if timesheet records for blank codes are to be displayed. Choose (Blanks) to filter columns such as Appointment, Ret Sys or Pay Factor, where you only want to see a value of blank or <None> for the Appointment, Ret Sys, or Pay Factor. Select (NonBlanks) if timesheet records for nonblank codes are to be displayed. Choose (NonBlanks) to filter columns such as Appointment, Ret Sys or Pay Factor, you only want to see a value other than blank or <None> for the Appointment, Ret Sys, or Pay Factor. Select one specific earning code to show those timesheets records linked to that earning code. nvision Copyright FINANCE MANAGER All rights reserved. 7

8 Select (Custom) to create a custom filter based on any or all specified conditions. Filter based on All should be used if you are entering multiple conditions and ALL selected conditions must apply to the value in that column. Filter based on Any should be used if you are entering multiple conditions and any one of the selected conditions must apply to the value in that column. Let s say you want to filter the window to see only PER DIEM and OT PAY earnings. Under the Custom Filter, choose Any. Then use the drop-down to select the condition Equals, Does Not Equal, etc. In this example, we are choosing Equals. nvision Copyright FINANCE MANAGER All rights reserved. 8

9 Next use the drop-down to select the value. In this example, we are choosing PER DIEM. Click to add another earning code condition. A new earning code condition line displays. nvision Copyright FINANCE MANAGER All rights reserved. 9

10 Using the drop-down choose Equals; then choose OT PAY. The button is used to add another earning code condition. The button is used to delete an earning code condition. In our example above, we are finished defining conditions, so we will click. The Timesheet Listing window has been filtered to show only those timesheet records where the earnings code is either PER DIEM or OT PAY. The Earnings Code column filter is also shown in bold to indicate that the filter is turned on. nvision Copyright FINANCE MANAGER All rights reserved. 10

11 You can also a second filter, in addition to the already existing Earning Code filter. Let s say that we want to filter the Timesheet Listing window to show only those timesheet records where the earnings code is either OT PAY or PER DIEM, for the HIGH SCHOOL. Click the Building column filter. Select HIGH SCHOOL. The Timesheet Listing window is now filtered to show only those timesheet records where the earnings code is either OT PAY or PER DIEM, for the HIGH SCHOOL. Both the Earnings Code and Building column filters are shown in bold to indicate that filters are turned on. nvision Copyright FINANCE MANAGER All rights reserved. 11

12 To turn off all filters while you are still in the Timesheet Entry window, under the View drop-down menu at the top of the window, select Reset Grid Layout. NOTE: Once you close the Timesheet Entry window, the filters are automatically reset back to ALL. nvision Copyright FINANCE MANAGER All rights reserved. 12

13 Using the Timesheet Quick Pay Entry Window: Use this routine after timesheet records have been generated or manually added and you simply want to enter units for that earning. NOTE: If desired, use the Print Report button to open the Timesheet Entry Report window to print blank timesheet input worksheets. See the following pages for details. 1. If desired, drag the appropriate column heading to the top of the grid to indicate the primary grouping and input of timesheet data (i.e., by Employee Group, Employee Name, Account, Earning Code, etc.). If desired, drag another column to select a secondary sort for timesheet records. For example, you may choose to sort timesheet records by department first, then by employee group. 2. Use the drop-down to select the appropriate payroll cycle that you are working with. 3. Use the drop-down to select the appropriate payroll date within the payroll cycle. The drop-down displays all the payroll dates linked to the selected payroll cycle. 4. To enter pay units, do one of the following: Click in the Units field of each timesheet record and enter the appropriate number of units to be paid for the employee. nvision multiplies the pay rate by the pay factor (defined for the earning code in Earnings Codes Setup), then multiplies that amount by the number of units and automatically calculates the extended pay amount. Press Enter or the Down Arrow key to advance to the next timesheet record Units field. nvision Copyright FINANCE MANAGER All rights reserved. 13

14 NOTE: If the employee is to be paid a flat dollar amount, enter 1 (one) in the Units field and the flat dollar amount in the Pay Rate field. As you continue to record timesheet units, nvision provides a running total of the number of Units and extended Amounts for the entries in each grouping and for all timesheet records. 5. Click to save your entries. When entering timesheet earnings in bulk, be sure to periodically click the Save button to ensure that your entries are properly saved. After the timesheet data has been entered and verified, the entries can be transferred to payroll. Use the Print Report button to generate a report to review data before transferring to payroll. nvision Copyright FINANCE MANAGER All rights reserved. 14

15 Manually Adding a Timesheet Record The Maintenance toolbar provides options to add or delete a timesheet record for an employee. Adding a Timesheet Record 1. Use the drop-down to select the appropriate payroll cycle that you are working with. 2. Use the drop-down to select the appropriate payroll date within the payroll cycle. The drop-down displays all the payroll dates linked to the selected payroll cycle. 3. Click Add in the toolbar. 4. Click to select the appropriate employee. nvison defaults the employee name. 5. Use the corresponding lookups to enter the appropriate employee group, department, building, earning code ( Hourly, Per Diem, or Other Pay Type Earnings only), and account. Any notes entered on a timesheet entry line will print to the right of the associated earning on the employee s check stub. NOTE: When paying the employee, if the retirement system code is linked to the earning, the number of days will be calculated for TRS or ERS reporting. If you do not want the number of days to be calculated for a particular earning, e.g., post retirement earnings, do not link the retirement system to the earning. 6. Use the drop-down to select the appropriate pay rate or enter the appropriate pay rate as needed. 7. Click. NOTE: Upon Saving a manually added timesheet record, nvision adds the earning to the Timesheet Earnings tab on the Appointment folder in Employee Payroll Information so that the earning can be automatically generated each payroll date. nvision Copyright FINANCE MANAGER All rights reserved. 15

16 Click in the Details column to view user and date information about this timesheet record. This window provides the following display-only information: Last Modified User The user ID of the last individual who modified this timesheet record. Last Modified Date - The date the timesheet record was last changed. Last Transferred Date The last date a timesheet record for this employee was transferred to Payroll. Created User The user ID of the individual who created this timesheet record. Created Date The date the timesheet record was originally created. Click to return to the Timesheet Entry window. nvision Copyright FINANCE MANAGER All rights reserved. 16

17 Printing Timesheet Reports The Timesheet Entry routine allows you to print completed timesheet data so that you can verify your entries before transferring the data to the current payroll. It is important to review all entries and make any necessary changes before timesheet data is transferred to the current payroll. The report window also allows you to print blank timesheet input worksheets. To print timesheet information, click window. The Timesheet Entry Report window displays. in the toolbar at the top of the Timesheet Entry To Print Timesheet Reports: 1. Use the Group By field to indicate how the timesheet data is to being grouped and printed. Employee timesheet records can be sorted in any one of the following methods: by Account, Earning, Building, Department, Employee Group, Employee ID, Employee Name, or Pay Profile. 2. Use the filters to print reports for selected or all employees or those associated with selected accounts, earnings, buildings, departments, employee groups, or pay profiles. Select the account(s), earning(s), building(s), department(s), employee group(s), employee(s), and pay profile(s) to be included in the report. Choose All to report on all accounts, earnings, buildings, departments, employee groups, employees, and pay profiles. Use the drop-down to change the option to Selection; then use the search to select one or a range of accounts, earnings, buildings, departments, employee groups, employees, and pay profiles. 3. Choose the appropriate sort method within the selected grouping. Data may be sorted by Employee Name or Employee ID. nvision Copyright FINANCE MANAGER All rights reserved. 17

18 4. Choose Yes to Print Blank Input Sheets that reflect each timesheet record on the listing window. Choose No to print the number of timesheet units already entered to verify entries. NOTE: When grouping by Account, Earning, Building, Department, or Employee Group, and choosing Yes to Print Blank Input Sheets, the report data will print in Account Code order. 5. Choose Yes to Include Zero Entries; otherwise choose No to exclude timesheet entries that have a zero number of units. 6. Use the Include Entries Modified By toggle to print those timesheet entries that were entered by the user who is currently logged into the system or timesheets records entered by ALL users. 7. Check the Include Modified Date Range box to only include timesheet data that was modified during a specific date range. Then indicate the timesheet entry date range. Leave the box unchecked to include all timesheet entries regardless of their modification dates. 8. Click to generate the report. Timesheet Entry Reports (NON BLANK) All Timesheet Entry Reports contain the following information: employee ID, employee name, account number, earning, building, department, employee group, pay profile, pay rate, units, extended pay amount, transfer flag (indicating whether the timesheet information has been transferred to payroll), timesheet modified date, and individual who modified the timesheet information. Subtotals are provided for each group and for the entire timesheet. A sample report is shown on the following page. nvision Copyright FINANCE MANAGER All rights reserved. 18

19 nvision Copyright FINANCE MANAGER All rights reserved. 19

20 nvision Copyright FINANCE MANAGER All rights reserved. 20

21 Blank Timesheet Input Sheets The Blank Timesheet Entry Report displays the employee ID, employee name, employee group, account number, earning (Reg Pay, Per Diem, OT Pay, etc.), and pay rate. Use this worksheet to enter the appropriate number of units worked for each employee. Once the worksheets have been completed, they can be used to quickly input timesheet data on the Timesheet Data Entry window. A sample blank timesheet follows: nvision Copyright FINANCE MANAGER All rights reserved. 21

22 Transfer The Transfer routine is used to transfer timesheet data to the appropriate payroll check run. NOTE: The transfer process should only be used after the timesheet data has been entered and verified. Click the Print Report button to print the Timesheet Entry Report to review data before transferring to payroll. 1. Use the drop-down to select the appropriate payroll cycle that you are working with. 2. Use the drop-down to select the appropriate payroll date within the payroll cycle. The drop-down displays all the payroll dates linked to the selected payroll cycle. 3. Click. 4. Select the timesheets(s) that you want to transfer. Use the filters at the top of the window to restrict the selection window to timesheet records associated with a specific building(s), employee group(s), department(s), or pay profile(s). Check Select All to transfer all timesheet records shown in the grid. 5. Click. Confirm that you want to transfer the selected records. Click Yes to transfer the records to the correct payroll date. Once data has been transferred, nvision displays an Information box stating that all timesheet records with an amount greater than zero were successfully transferred. nvision Copyright FINANCE MANAGER All rights reserved. 22

23 Set the Moved drop-down on the Timesheet window to Yes to view the records transferred to the selected payroll run. The transferred payroll records can be viewed on the Additional Earnings tab in the Payroll Checks routine. If a payroll record does not exist for the employee, a payroll record is created. If a payroll record does exist for the employee, the payroll record is updated with the earnings entered into timesheets. If you inadvertently entered and transferred an incorrect number of units, earning code, account code, pay rate, etc., make any changes on the Additional Earnings tab in the employee check detail record in the Payroll Checks routine. A history of timesheet entries can be reviewed on this window simply by changing the Payroll date in the drop-down at the top of the window nvision Copyright FINANCE MANAGER All rights reserved. 23