Check Entry - Pay Detail Area

Use the Pay Detail Area to enter payment information for the employee's paycheck. Some of the detail, such as pay rate, defaults from the standards set up during Employee Master Maintenance. The table following the window example describes the Pay Detail Area for Payroll Check Entry and Permanent Payroll Check Entry.

For routine entry, you usually need to enter only one detail line. However, to distribute pay among multiple departments or to enter information for more than one Other Pay Code (such as vacation time), you must use additional detail lines.

Example: In this example, pay was automatically distributed to two departments. Additionally, the operator is entering information for sick pay.

Pay Detail Area Prompts Tip: To see more information about a field, click the hyperlink for the field name.
Heading
Employee Name	Displays the employee's full name (first name, middle initial, and last name).
Social Security Number	Displays the employee's Social Security Number. (11 characters, NNN-NN-NNNN)
Permanent Payroll Banner	If you opened the Permanent Payroll Check Entry program, you will see the following banner:
Distributed Pay Banner	The following banner displays if pay for the employee is set up to be distributed among multiple departments. To automatically create the detail lines for each department, you can either press [ENTER] or click the Distribute Auto Pay banner. Notes: The banner becomes inactive and changes color when you start editing detail lines. You can set up the standard distribution during Employee Master Maintenance in the Employee Pay Distribution Area. For more information, refer to the topic, Advanced Feature - Distributing Pay to Multiple Departments.
Entry Fields Notes: After entering each line, click Add to update or add the information to the Detail List below. A separate detail line is required for each Other Pay Code. You also need separate lines when distributing pay to multiple departments (one line for each Department Number).
Line	The program automatically assigns a line number, which displays in the Detail List below the Entry Fields.
Pay Code	The drop-down list displays the Other Pay Codes that were assigned to this employee and scheduled for this pay period. When adding a new detail line, use one of the following methods to select the Other Pay Code: Click one of the existing codes in the drop-down list. Or, enter an existing Other Pay Code in the field (case-sensitive). Or, to see instructions for adding a new Other Pay Code to the list on-the-fly, refer to the topic, Advanced Feature - Adding Other Pay Codes Dynamically. Notes: The drop-down list always includes the R - Regular code, which is a special code for regular pay. The drop-down list never automatically includes Other Pay Codes with the 5 - Miscellaneous or 6 - Miscellaneous Other Pay Types. To Search for an existing Other Pay Code... Press [CTRL + f]. Or, position the pointer over the field heading or over the down arrow ; right-click to see the shortcut menu; then click Search Other Pay.
Department	Enter the Department Number for this detail line. Depending on the module interface settings, the Department Number may actually be a General Ledger Account Number or an Appropriations Account Number. (up to 20 characters) Notes: The Department Number defaults to the value assigned to the Other Pay Code. If the Other Pay Code department is blank, then it defaults to the value assigned to the employee during Employee Master Maintenance in the Employee Information Area or in the Employee Pay Distribution Area. For more information about departments, refer to the topics, Understanding Municipal vs. Commercial Department Numbers and Understanding Expanded Appropriations Account Numbers. To Search for a Department Number... Press [CTRL + f]. Or, position the cursor in the field, right-click, and then click one of the search options in the shortcut menu. Tip: To expand the size of the field, point to the right field border. When the pointer changes into a horizontal double-headed arrow , drag the border to the right.
Rate	Enter the hourly rate for the employee, if applicable. This value defaults to the rate assigned to the employee. (3.4 numeric)
Time	If applicable, enter the time worked or to be paid (usually expressed in hours or days) for this detail line. (4.3 numeric) Note: Depending on the Other Pay Code this amount may apply to regular time worked or to time paid for holiday, vacation, or another Other Pay Type. Tip: To enter overtime, use the OT Time field.
Pay Amount	The program calculates the Pay Amount (the Other Pay Amount Paid or the Regular Pay Amount Paid) for the selected Other Pay Code in this detail line. You can override the amount, if necessary. (7.2 numeric) Tip: The Other Pay Method Code controls the calculation.
OT Time	Enter the Overtime Time worked (usually expressed in hours or days). (4.3 numeric) Note: To automatically calculate double time, select the Double Time box.
OT Pay Amount	The program calculates the Overtime Amount Paid. (7.2 numeric) Rate X OT Time = OT Pay Amount Note: To automatically calculate double time, select the Double Time box.
Detail List The Detail List displays the entered fields for each detail line. Notes: To add a new line to the list, click New in the Buttons Area, and enter the data in the Entry Fields. To change the information for an existing line, click the line item to load the data into the Entry Fields, and then make the changes. If the Detail List is inactive (all lines are gray), first click Detail in the Buttons Area, and then click the detail line. When you have completed the Entry Fields and want to add or update the information so it appears in the Detail List, click Add (or press [ENTER] if the button is in focus).
Other Fields
Reverse Check	To change the amounts calculated to negative values so you can offset a posted check for cancellation or correction, select the Reverse Check box. Notes: Do not enter negative signs in any fields. You will see the following banner for the reversed check: For more information, refer to the topic, Advanced Feature - Entering Reverse Checks. Reverse Check is not allowed during Permanent Payroll Check Entry.
Double Time	To automatically calculate double time for the OT Pay Amount, select the Double Time box. Note: This option is active only when you enter Overtime Time.
	To change the font size of the data in the Detail List, click the Cycle Font Size button. Click the button repeatedly to cycle through three font sizes.
Buttons	To see a description of the Detail Options buttons and Selection buttons, see the Buttons Area topic.