Alternate Overtime Calculation TC-1013

Transcription

1 Alternate Overtime Calculation TC-1013 Overview This Extended Solution to the standard TimeCard for MAS 90 MAS 200 module adds the ability to have the rate an employee is paid for overtime work be calculated differently when the TimeCard entries are loaded into a payroll cycle (see the Specific Purpose Rule below). Sage Extended Solution PR-1040: User Defined Earnings and Deduction Types must be installed and enabled in order for this Extended Solution to function properly. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options 2005 Sage Software, Inc. All rights reserved. TC-1013 (Revised 08/05) Page 1

2 Setup Once the disk is installed, you will need to access the TimeCard Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 ALTERNATE EARNINGS TYPE FOR EXEMPT HOURS: Enter the Alternate Earnings Type which will be considered to be Other/Exempt: hours. This should be the same as the value entered for the appropriate earnings codes on the Earnings Code Maintenance screen in Payroll Setup. During the alternate overtime calculation processing, any TimeCard record with an earnings code which has an alternate earnings type which matches this setup value will be considered as Exempt. PAUSE AFTER CALCULATING EACH EMPLOYEE: If you wish to pause during the alternate overtime calculation processing after each employee has been processed, check this box. Leave it blank to complete processing with no interruptions. To complete the setup you must be sure that PR-1040: User Defined Earnings Types is installed and enabled, and then proceed to Earnings Code Maintenance on the Payroll Setup Menu and set up the earnings codes that should be considered Exempt. You should also verify at this time that the Pay Rate Multiplier for each earnings code is correct. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution Sage Software, Inc. All rights reserved. TC-1013 (Revised 08/05) Page 2

3 Operation When you are in the process of selecting TimeCard entries into a payroll cycle (refer to your TimeCard manual for details on this process), the Alternate Overtime Calculation (AOC) will automatically take place (please refer to the Specific Purpose Rule below). Figure 2 is a sample of the screen that will be displayed during this processing phase. The AOC will be processed as follows: (1) Each Employee who has TimeCard records selected in the current cycle is processed one at a time. (2) The Employee number is displayed in the window and the unprocessed TimeCard entries are scanned and accumulated. (a) If the earnings code on the entry has an Alternate Earning Type that does not match the value in Setup, the hours on that record are accumulated as Non-Exempt Hours and processing continues. (b) If the earnings code on the entry has an earnings type other than Overtime or if the method of entry for the earnings code is Fixed, then no further accumulation is done for this entry. Otherwise the entry must be an overtime entry and processing continues. (c) The adjusted pay rate for the entry is calculated by dividing the pay rate on the entry by the pay rate multiplier for the earnings code. (d) The adjusted pay amount is calculated as the hours worked on the entry times the adjusted pay rate, rounded to 2 decimal places. (e) The adjusted pay amount, hours, and unadjusted pay amount are accumulated. The running totals for these values, as well as the non-exempt hours, are displayed in the window (the total adjusted pay amount is labeled Total Base Overtime and the unadjusted total overtime is labeled Total Overtime Wage ). (f) The next TimeCard entry for this employee is processed starting with step (2a) above. (3) Once the accumulation phase is completed for a single employee, the Alternate Overtime Pay Rate (AOPR) is calculated and displayed as: 1.5 * Total Base Overtime /Total Non Exempt Hours (4) The TimeCard entries for this same employee are again processed to apply the new overtime rate to the appropriate entries. (a) Only entries with an overtime earnings code (as defined by the earnings type) and that are not a Fixed method of entry are processed in this phase. (b) The pay amount for each overtime entry is recalculated to be the hours worked times the AOPR, rounded to 2 decimal places. (c) The adjusted overtime pay amount is accumulated and displayed. (d) The next TimeCard entry for this employee is processed starting with step (4a) above Sage Software, Inc. All rights reserved. TC-1013 (Revised 08/05) Page 3

4 Figure 2 Helpful Hints Sage Extended Solution PR-1040: User Defined Earnings and Deduction Types must be installed and enabled in order for this Extended Solution to function properly. The alternate overtime calculation processing takes place for each selection of TimeCard entries and applies only to entries selected in that pass. It is possible to make multiple selections of TimeCard entries into Payroll (e.g., for different date ranges). Be aware that the overtime wages that are calculated could be different for different selection passes. It is possible for an earnings code to be set up with an earnings type of O for overtime and also have an alternate earnings type indicating it is Exempt. If you set up an earnings code with this combination, pay close attention to the processing steps detailed above to insure that the proper overtime rates are calculated. The likely result of this alternate overtime calculation is that the employee will be paid a different amount for overtime work than the TimeCard entries reflect. With this in mind, a few notes of caution are in order: TimeCard Reports may not agree with Payroll reports concerning wages paid. The amounts posted to Job Cost (if this feature is used) will be different than the amounts paid to employees. This will result in postings to the TimeCard Earnings Accrual Account that will never fully offset each other. The overtime pay rate for each employee may vary from other employees and for the same employee from pay cycle to pay cycle. It will not be obvious to the employee, the employer, or to the auditors how the overtime pay rate was calculated Sage Software, Inc. All rights reserved. TC-1013 (Revised 08/05) Page 4

5 Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. TC-1013 (Revised 08/05) Page 5