EMPMNT Payroll Employee File Maintenance 3
Second Screen
Name | Type and Description |
1. Savings Bond Ded | 6 numeric digits with 2 decimal places (9,999.99). This is the savings bond deduction, if any, taken for this employee. |
2. Frequency | 1 alphabetic character. Valid values are: D = Daily W = Weekly B = Bi‑Weekly M = Monthly S = Semi‑Monthly Q = Quarterly |
Frequency (continued) | The frequency for taking of the deductions, or adding in a permanent earning, must be one of the valid pay frequencies. The default is the employee's regular pay frequency (field 15 on screen 1). If the deduction/earning frequency is specified as more frequent than the employee's pay frequency, the deduction/earning will still only be taken when the employee is paid. So, effectively, the deduction/earning frequency cannot really be more frequent than the employee's pay frequency. Note that if the amount for a particular deduction is skipped (or entered as zero), then the other screen items related to that deduction will be bypassed during entry. |
3. Bond Size | 6 numeric digits with 2 decimal places (9,999.99). The savings bond size should not be the face value of the bond, but its purchase price. If, during a particular payroll run, the savings bond deduction when added to the savings bond balance held becomes equal to or greater than the savings bond size, the Savings Bond Register (which is printed automatically after payroll checks are printed) will show a bond is due for this employee, and the savings bond balance held will be reduced by the savings bond size when the payroll check is posted. |
4. Balance | 6 numeric digits with 2 decimal places and an optional minus sign (9,999.99‑). This is the balance already accumulated by the employee for purchase of a savings bond. |
5. Union Deduction | 6 numeric digits with 3 decimal places (999.999) or 2 decimal places (9,999.99). There are three types of union deductions allowed by the Payroll package: 1. a dollar amount per hour of work reported (for regular hours, overtime hours and special hours; 2. a percentage of gross wages (regular pay + overtime pay + Special pay); or, 3. a fixed amount per pay period. |
Union Deduction (continued) | On entry, the program first expects the per hour amount to be entered. To enter the percentage type union deduction, press the F1 key once. To enter the fixed type, press the F1 key again. If the F1 key is pressed a third time, the program again expects the per hour amount to be entered, and so on. The format for entry is 99.999 for the amount per hour and percentage types, but changes to 999.999 for the fixed amount type. |
6. Frequency | 1 alphabetic character. See the comments for field 2 above. |
7. Union Account No | An account number in the standard account number format. The Union Deduction General Ledger account must already have been entered into the PR Account File through the G/L Account File Maintenance application. A Union Deductions Report is available on request via the Employee Reports application, which summarizes union deductions by union deduction G/L account number. Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description. |
8. Loan Deduction | 6 numeric digits with 2 decimal places (9,999.99). Enter the amount of the loan deduction, or press RETURN to skip this field. |
9. Frequency | 1 alphabetic character. See the comments for field 2 above. |
10. Balance Due | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). The loan balance due and the garnish balance due are automatically adjusted for any loan or garnish deductions taken, by both the Print Payroll Checks application and the Manual Transaction Processing application. |
11. Garnish Ded | 6 numeric digits with 2 decimal places (9,999.99) or 3 decimal places (999.999) The garnish deduction to be taken can be a fixed amount or a percent of gross pay or net pay. To have the deductions be a percentage, press the F1 key when the cursor is positioned for entry of the garnish deductions amount. You may press the F1 key again to return to entry of a fixed amount for the garnish. By answering Garnish By % Of Net Pay? Payroll Setup file "Y", the percentage deduction will be taken from net pay. |
12. Frequency | 1 alphabetic character. See the comments for field 2 above. |
13. Balance Due | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). See the comment for field 10 above. |
Fields 14‑37
Eight additional deductions or earnings (or combination of both) may be entered for each employee. The Deduction/Earning code entered must correspond to a deduction or earning that has already been entered into the Deduction/Earning Code file through the Deduction/Earning Code file application.
These deductions and earnings are considered as permanent in that they will automatically be taken or given in each applicable pay period (according to the deduction/earning frequency) either by a fixed amount entered as deduction/earning amount, or as a percentage of regular wages for earnings or as a percentage of gross wages for deductions. Any deduction or earning amount or percentage that varies from pay period to pay period should be entered using the Temporary Deduction/Earnings fields provided by the Time Transaction Processing application.
Enter the code, and if this code exists on the Deduction/Earning Code file, its description will be automatically displayed.
For a restaurant, a T (tips) or M (meals) type earning may not be entered as one of these permanent earnings. Both must be entered as Temporary earnings during the Time Transaction Processing application.
Name | Type and Description |
14, 17, 20, 23, 26, 29, 32, 35 D/E Code 1 ‑ 8 | 2 alphabetic characters. This is the deduction/earning code and must already exist as a valid code on the Deduction/Earning Code file. Pressing the F7 key will allow you to do a search for the Deduction/Earning codes on file. |
15, 18, 21, 24, 27, 30, 33, 36 Amount | 6 numeric digits with 2 decimal places (9,999.99) or 3 decimal places (999.999). This is the amount of the deduction/earning to be taken, or the percentage deduction/earning to be taken. Pressing the F1 key will allow the entry of the percentage of gross pay. |
16, 19, 22, 25, 28, 31, 34, 37 Frequency | 1 alphabetic character. See the comments for field 2 above. |
Third Screen
All Period‑to‑Date (Ptd) and Quarter‑to‑Date (Qtd) fields appearing on the third entry screen for the employee are automatically updated by the payroll check posting program, and the manual payroll transactions posting program. These fields may be cleared to zero at the end of a month or quarter, by running the Clear Employee Totals application and selecting which fields you wish to clear (Ptd, Qtd or Ytd).
Once these fields have been initially entered, change mode of this application will not allow you to change them (except by pressing the F6 key if the change protected fields flag in Payroll Setup is Y). This is considered to be the sensitive payroll data and the Payroll package provides a full audit trail of changes to these fields during its normal operation, via various registers. If a change is made in change mode of this application, there will be a record written to the if the Employee Audit Trail flag is set to Y in Payroll Setup.
If this flag is set to N then there will be no audit trail of that change.
It is therefore recommended that once the employee data is entered and verified to be correct, the F6 key feature allowing changes to these fields should be disabled by changing the change protected fields flag to N. Changes may then be entered via the Manual Transaction Processing application.
Gross wages include all regular, overtime, special, holiday, sick, vacation, temporary and permanent earnings, both taxable and non‑taxable.
Note: Upon the initial set up of an employee, the F10 key will default all of these values to zero.
Name | Type and Description |
1. Ptd Rg Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of regular hours worked for the period. |
2. Ptd Ot Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of overtime hours worked for the period. |
3. Ptd Sp Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of special hours worked for the period. |
4. Ptd Sk Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of sick hours taken for the period. |
5. Ptd Sk Pay | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of sick pay paid for the period. |
6. Ptd Ot Pay | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑) This is the total over time wages paid for the period. |
7. Ptd Excess Pay | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the total excess pay paid by the employer to meet federal minimum wage requirements for the period. Note: A response to this question is only requested if the employer has been indicated as a restaurant in Payroll Setup. If the employer is not a restaurant, this field is bypassed. |
8. Qtd Gross | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the total wages plus earnings paid for the quarter so far. |
9. Qtd Ot Pay | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the total overtime wages paid for the quarter. |
10. Qtd Fica Tx Grs | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the total taxable FICA wages paid for the quarter. |
11. Qtd Fwt Tx Grs | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the taxable wages for federal withholding taxes for the quarter. |
12. Qtd Swt Tx Grs | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the taxable wages for state withholding taxes for the quarter. |
13. Qtd Cwt Tx Grs | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the taxable wages for city withholding taxes for the quarter. |
14. Qtd Fui Tx Grs | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the taxable wages for federal unemployment taxes for the quarter. |
15. Qtd Sui Tx Grs | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the taxable wages for state unemployment taxes for the quarter. |
16. Qtd Ost Tx Grs | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the taxable wages for other state tax withholding taxes for the quarter. |
17. Qtd Fica | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of FICA withheld for the quarter to date. |
18. Qtd Fwt | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the amount of federal tax withheld for the quarter to date. |
19. Qtd Eic | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of all earned income credit payments made to the employee for the quarter to date. |
20. Qtd Swt | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of regular state tax withheld for the quarter to date. |
21. Qtd Ost | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of other state tax withheld for the quarter to date. |
22. Qtd Cwt | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of city tax withheld for the quarter to date. |
23. Qtd Rg Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of regular hours worked for the quarter to date. |
24. Qtd Ot Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of overtime hours worked for the quarter to date. |
25. Qtd Sp Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of special hours worked for the quarter to date. |
26. Qtd Sk Hrs | 5 numeric digits with 2 decimal places and an optional minus sign (999.99‑). This is the number of sick hours taken for the quarter to date. |
27. Qtd Sk Pay | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of sick pay paid to the employee for the quarter to date. |
28. Qtd Wk Wrk | 4 numeric digits with 2 decimal places and an optional minus sign (99.99‑). This is the number of weeks worked for the quarter to date. |
29. Qtd Emplr Fica | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the amount of the employer taxable gross pay for FICA taxes for the quarter to date. |
Fields 30‑33
The screen items for quarter‑to‑date meals, tips and tip credit will only be displayed if the employer is a restaurant (as indicated in Payroll Setup).
Name | Type and Description |
30. Qtd Meals | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the value of all meals given to the employee for the quarter to date. |
31. Qtd Tips | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the value of all tips reported for the employee for the quarter to date. |
32. Qtd Tp Cr | 7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). This is the amount of all tip credit to the employee for the quarter to date. |
33. Qtd Excess Pay | 8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑). This is the total excess pay paid by the employer to meet federal minimum wage requirements for the quarter to date. |