Data Entry for Payroll Time Cards Time Card Entries

Data Entry for Payroll Time Cards – Time Card Entries

CREATE A PAY BATCH

This process – patBatch, initiates a payroll batch number to be used when referring tothe Time Card entries. The Payroll Batch contains information about the totalhours worked and total dollar amount expected and entered. The batch mayonly be closed when the expected amounts and entered amounts are equal. Thebatch cannot be posted until it is closed.

Fields indicated as mandatory (Red Label eg. Batch Number) require data input, where other fields (eg. Date worked) do not necessarily require data input, but these fields can be changed if necessary.

To access Help for all fields – position cursor in the field and press F1 or click on Help button.

To access Search for fields that have Search available – position cursor in the field, Click on Search Button, or right click and select Search option.

BATCH CONTROL

Batch Number– This is a unique number assigned by the system to identify a Pay Batch. When you click on Save button, the Pay Batch number will be generated. Note down the Batch Number.
For Entity –This is the Entity that this Pay Batch of TimeCards relates to. Use Search Screen or accept default of current Entity.
Date Worked – This is the date that this batch of timecards is for.If you are entering Time Cards on a daily basis, the date worked would be yesterday’s date. If you are entering the Time Cards on a weekly basis eg. You collect all times cards for the week and enter them once a week on Wednesday (as an example) the date worked would be the Tuesday date (where the pay period ended on the Tuesday)
Total Hours – This will be the Total Number of Hours that has been worked for all Employees within this Batch. Initially leave this field blank.
Total Dollars –This will be the Total Value of Additions payable for all Employees within this Batch. Initially leave this field blank.
Batch Closed – A Batch cannot be closed until the Hours Entered and Dollars Entered fields agree with the figures entered in the Total Hours and Total Dollars.

Make sure you click on Save to obtain a Batch Number.

Note down the Batch number. Click Exit.

ENTER TIMES - TIMECARD ENTRIES - HOURS

This process – patTimeCard, allows for the entry of pay details for an employee against a Batch Number. Hours worked and additions may be entered here. You may also enter additions and hours against a job if you have the Job Costing system.

Once posted, details entered here will be used in the generation of payroll.

Batch Number – Type in the Batch Number from the Pay Batch just created. If you do not know the Batch Number, use the Search facilities.

Date Worked– Is a display field and will default with the Date Worked you entered in the Pay Batch process.

Employee Code – Type in the Employee Code for the Time Card being entered here. If you do not know the Employee Code, use the Search facilities. The Employee Code used here must be set up as a valid non auto pay employee.

Shift Worked–Will default from pamEmpMaint process - Employee Details entry for this employee – Pay Details Screen – Shift option. If this is not correct, select the correct Shift from drop down list. If Shift work is not performed, leave this field set to No selection.

If shift work is performed, after you select the shift worked at this point, another Tab will be displayed where you will be prompted to enter details to allocate the shift to Jobs.

Start Time – This is the time of the start of the shift.

End Time – This is the end time of the shift.

Shift Jobs

Job # - Enter the Job associated with this shift. You can use the Search process to locate Jobs if necessary.

Job Location – Select the location of the job from the drop down list.

Activity – This is the main activity associated with this shift.

Shift Hours – This is the total hours associated with this shift.

Completed – Select this (for Yes) if the nominated activity for the job is completed. If the nominated activity is not completed, leave this option unchecked.

TIMECARD ENTRIES – HOURS

Classification –If details have been entered in the Shifts section, the system will automatically enter details here depending on the Shift Worked, and details entered in the pamShifts – Shift Times process for the nominated shift.

If Shifts have not been entered, this section will default with details frompamEmpMaint - Employee Details entry for this Employee – Pay Details Screen – Normal Classification option. If this is not correct, delete the entry and enter the correct classification here. Use Search features to locate valid entries.

If the default from Employee Details is not correct, change this field, so that the next time you enter a Time Card for this Employee the correct details will default here.

Pay Factor – Will default from pamEmpMaint - Employee Details entry for this Employee – Pay Details Screen – Default Pay Factor option. If this is not correct, delete the default entry and enter the correct Pay Factor here. Use Search features to locate valid entries.

If the default from Employee Details is not correct, change this field, so that the next time you enter a Time Card for this Employee the correct details will default here.

Decimal Hours – Type in the number of Hours worked for this Employee in the format of decimal hours.

Hours:Minutes–This is a display field and will display the decimal hours entered in the previous field in the format of Hours and Minutes. Eg. 1.5 decimal hours = 1 hour 30 minutes.

Job – Type in the Job Number that this Employee worked on. If there was no Job Number leave this field blank.

Activity – Type in the activity relating to the Job. If there was no Job entered in the previous field, leave this field blank.

Plant Code – If there is a Plant code to be used here, enter it or leave this field blank.

Pay Rate – This is the Pay rate to use. You can enter the pay rate here, if it is not entered the pay rate for the Employee Code will be calculated.

Charge Entity – This is a display field only and will default with the current entity.

Click on Next Row button to add further details for this Time Card Entry. If there are no further details here, click on the To Additions button to go to the Additions section.

TIMECARD ENTRIES – ADDITIONS

If there are no additions for this Time Card Entry, you do not need to enter anything on this screen.

Addition Code–Type in the Addition Code. Use the Search facilities to locate the Valid Addition Code.

Job Number – Type in the Job Number that will be charged with this Addition Code.

Activity – Type in the Activity from the Job (if a Job was entered in the previous field)

If there was no Job entered in the previous field, leave this field blank.

Amount – Type in the amount of the Addition.

Charge Entity – Select the Entity to be charged with this Addition from drop down list.

Click on Next Row button to add another row of additions to the table.

Click on to Hours to return to the Hours screen.

Click Saveto save these details.

Continue to enter Time Card Entries in this process.

Click Save button.

Click New button to add a new Time Card Entry for a different Employee.

IMPORT TIMES

This process allows you to import times into the system from an external source file.

Time Card Date – Enter the Date the process will be importing Time Card Information for.

File to Import – Locate the external file to be used for importing Times into the system.

Select Import to run the Import Times process.

TIME CARD EDIT LIST

This step can be skipped if you do not want to check Time Card Transactions.

Which Pay Batch do you want to list–Enter the Pay Batch number that you want to view the Transactions for, or leave blank to viewall currently open Batches.

Worked - This is a display field and will display the Date Worked that was entered when this Batch was originally created.

Click Print.

You can then select to print the Edit List to Screen or a nominated printer.

When the entries are correct, you can then close the Batch.

CLOSE BATCH

When all Time Cards have been entered and saved, return to thepatBatch - Batch Control process

Batch Number – Select the Batch Number from the list that you are wanting to close.

Total Hours – Enter the number of Hours that appear in the display field - Hours Entered.

Total Dollars – Enter the number of Dollars that appears in the display field – Dollars Entered.

Click on Save.

NOTE!!!! Check the Batch Closed option to close the Batch. A Batch cannot be closed until the Hours Entered match the Total Hours and the Dollars Entered must match Total Dollars.

POST TIME CARD ENTRIES

After you have checked the Pay Batch Transactions via the Edit Time Card List process and you have entered Total Hours and Total Dollars to agree with Hours Entered and Dollars entered figures, and the nominated Batch is closed option is checked, you can Post the Time Cards.

Which Pay Batch do you want to list–Enter the Pay Batch number that you want to post the Transactions for, or leave blank to postall currently closed Batches that have not previously been posted.

Click Continue.

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