Selecting a pay schedule

4.Selecting a pay schedule

Prior to processing any pay records, it is critical that you identify the pay period. When you release pay information, the system will date stamp the information with the pay period you have selected. This date stamp associates pay details with the pay period to which they belong.

Warning: The system allows you to have multiple pay periods open at the same time. If you associate pay information with the wrong pay period, this will result in confusion later when you attempt to finalize pay.

The following sections explain how to work with pay schedules.

Selecting a pay period

Switching to a different pay period

Manually adjusting the Check Issuance date

Selecting a pay period

To select a pay period, do the following:

  1. From the Settlements application, click the Edit Trip Settlements Folder icon in the frame toolbar to open the Trip Settlements Folder. The Set Settlement Dates window displays:

  1. To access a drop-down list of pay schedules click in the Select Settlement Schedule field. Choose a pay schedule from the list of schedules your company has set up:

In this example, three schedules are listed: Driver Pay Schedule, Carrier Pay Schedule and O/O Pay Schedule. Below each pay schedule’s name is a description of the pay schedule.

  1. Each pay schedule has a list of pay period dates. When you select a schedule, a listing of these dates will appear. For example:

  1. Choose a pay period with an Open status.
  2. Click OK.

Note: Some pay periods may be marked as Closed. A Closed status means that pay records for the pay period are considered final, e.g., settlements have been transferred to your accounting system. Data for Closed pay schedules cannot be changed; they are view-only.

  1. After you select the desired pay period, the system displays a blank Trip Settlements Folder. Note that the blue title bar displays the date of the pay period you chose.

You are now ready to proceed with processing pay in the Trip Settlements Folder.

Switching to a different pay period

During the remainder of your work session in the Trip Settlements Folder, the system will date stamp pay data with the pay period you selected. If you need to work in a different pay period, you can access the Set Settlement Dates window by selecting Set Default Work Period Date from the Setup menu. Then select the desired settlement schedule and pay period.

Manually adjusting the Check Issuance date

To manually set the Check Issuance date:

  1. Open the Set Settlement Dates window.
  2. If the Trip Settlements Folder is open, choose the Set Default Work Period Date command from the Setup menu. The Set Settlement Dates window is displayed.
  3. If you are not in the Settlements application, open it and click the icon to open the Trip Settlements Folder.
  4. In the Set Settlement Dates window, choose the appropriate settlement schedule from the Select Settlement Schedule drop-down list. A list of Period Cutoff dates is displayed.

  1. Click on the desired Period Cutoff date. The system populates the Period Cutoff field and the Check Issuance field with the date associated with the period you chose.
  2. To set a new Check Issuance date, click in the Check Issuance field, and enter the new date.
  3. Click OK.

Notes:

  1. Manually adjusting the Check Issuance field overrides the date calculated by your entry in the chkfrompayperiod= INI setting. The override only affects the selected pay period.
  2. The Check Issuance date for a particular pay period can be manually adjusted until a pay header is created in that pay period. As soon as a pay header is created, the system will lock the Check Issuance date. At that point no further changes to the Check Issuance date are possible.
  3. The system creates pay headers when the Collect or the Close process is run in the Final Settlement Folder.
  4. The UsePayperiodForYTDGeneral Info Table setting determines if the system uses the check issuance date or the pay period date to compile year-to-date (YTD) totals on TMWSuite’s settlement sheets.

Trip Settlements Folder1Save Date: 12/2010

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