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Use this job aid to prepare payroll. Preparing payroll records time card information for selected employees. And if labor distribution is activated for use in the dataset, preparing payroll records an employee’s time by location, department, and job code. Prior to entering any time card information, you must complete all necessary employee maintenance. For example: wage rate changes, add new employees, terminate employees no longer with the company, add or change deductions, etc. Also, you must complete any additions and/or changes to the job locations, job departments, and job codes if using labor distribution.
To prepare payroll:
From the Toolbar, click PAY for Payroll.
From the Payroll menu, select Payroll Calculations, and then select Prepare Payroll.
In the Pay Period box, type the pay period you want to process.
Click OK.
In the Pay Period Ending Date box, type the date of the last day in the payroll period. This date is used for reporting purposes.
In the Check Date box, the default
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date displays and should be overridden to the date of distribution of the payroll checks.
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The required date of the 941 tax deposit is based on this date. The Check Date box is used on all payroll transactions posting to the General Ledger, and determines the tax year under which the payroll transaction are saved.
In the Pay Frequency boxes, the pay frequencies specified in Setup Information for the selected pay period default. The defaulted pay frequencies may be overridden. Each employee record includes a pay frequency. A pay period may include a combination of pay frequencies. For example: pay period #1 may default weekly, biweekly, and monthly; pay period #2 may default weekly; pay period #3 may default weekly and biweekly; and pay period 4 may default weekly. If you have selected the correct pay period, all employees with a pay frequency that matches the pay frequency selection will be selected for time card entry. Deductions are also related to the pay frequency specified on each employee information record.
In the Name Id Beginning and Ending boxes, click Lookup or type * and press Enter, and then select the employee name id range you want to add payroll information to, or type the employee name id range you want to add payroll information to, or leave blank for all name ids.
In the Name Id Type Beginning and Ending boxes, click Lookup or type * and press Enter, and then select the name id type range you want to add payroll information to, or type the name id type range you want to add payroll information to, or leave blank for all name id types.
In the Administrative Location Beginning and Ending boxes, click Lookup or type * and press Enter,
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then select the administrative location range you want to add payroll information to, or type the administrative location range you want to add payroll information to, or leave blank for all administrative locations.
Click OK.
In the Printer box, type the number associated to the place you want your report to print to.
In the Print Type box, type the number associated to the characters per inch to print the report in. The default for this box is 1.
In the Copies box, type the number of copies of the report you want to print. The default for this box is 1.
In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
Click OK.
In the Regular Hours box, type the number of regular hours worked by this employee during this pay period if the selected employee is hourly. The number of regular hours default in this box for a salaried employee and can be overridden. Vacation and sick hours should be recorded as regular hours. For example, if the employee is being paid for 40 hours vacation, you would enter 40.0 in both the Regular Hours and Vacation Hours input fields.
In the Overtime Hours box, type the number of overtime hours worked by this employee during this pay period.
In the Other Income box, type an additional dollar amount, for example, for a bonus.
Click OK.
In the Vacation Hours and Sick Hours boxes, type the vacation and sick hours used for historical purposes. The available vacation and sick hours are displayed below these boxes. Upon update, the number of hours used for vacation and sick time are subtracted from the total available and the number of hours accrued are added to the total available. The total available should not exceed the maximum allowed. Overriding the number of hours used does not affect the calculation of gross wages, but does affect the calculation of the total available hours for each. Type the number of hours of vacation time and sick time used by this employee during this pay period in the Vacation Hours and Sick Hours boxes.
Click OK.
Repeat Steps 17 - 22 until all time cards have been recorded.
In the Edit Deduction Information? box, type Y to change the amount of each deduction for the employee, or type N to accept all deductions that normally apply to the selected pay period for the employee.
In the Make Changes Permanent? box, type Y to change the deduction permanently, or type N to change the amount or percent of the deduction for only this payroll run.
Click OK.
Click OK.
In the Printer box, type the number associated to the place you want your report to print to.
In the Print Type box, type the number associated to the characters per inch to print the report in. The default for this box is 1.
In the Copies box, type the number of copies of the report you want to print. The default for this box is 1.
In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
Click OK.
Learn more about Payroll Calculations feature:
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