Fringe Distribution Entry

Use Fringe Distribution Entry to distribute the employer's payroll expenses by employee and department.  You can use Fringe Distribution for benefits such as matched annuities and also for taxes.

Notes:

• This program is appropriate if you use the manual method for processing fringes.  An alternative program that provides more visibility into the data is Employee Fringe Maintenance.

• For more information, refer to Understanding Fringe Benefits and Understanding Vendor Invoices and Checks.

• For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Fringe Distribution Entry, click More.

   

  • To open Fringe Distribution Entry from the Menu Bar.

  1. Click Payroll.

  2. Click Other Payroll Work.

  3. Click Fringe Distribution.

  4. Click Fringe Distribution Entry.

  • Or, use the keyboard shortcut:  [ALT] [p] [o] [f] [f].

   

• Creating distributions for a new employee, click More.

   

  To create a Fringe Distribution for an employee:

  1. Enter an existing Fringe Number and click Retrieve , or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]

  2. Click the appropriate Run Code in the drop-down list.

  3. Enter the Employee Number and press [TAB].  The employee name appears.

  4. Enter the Total Amount.

  5. For each distribution amount, enter the Department Number and Distribution Amount and click Add.  Each time you click Add, a new line appears in the detail list at the bottom of the window.

  6. When the sum of the Distribution Amounts in the detail list equals the Total Amount, click Save to complete the distribution for the employee.
     
     Note:  After you click Save, you cannot use this program to change or delete the entries.  However, by re-entering the distributions for the employee/fringe combination, the old entries are replaced.  For more visibility, you can use the Employee Fringe Maintenance program.

  Example:

  

   

  Tip:  To indicate that you are adding a distribution, displays above the Detail Options buttons.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Fringe Distribution Entry Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Fringe Number	Enter an existing Fringe Number.  (3.0 numeric)  Required.
  	The Save button is inactive.
  	To view all of the existing Fringe Numbers, click Search.  From the Search list you can select a Fringe Number for the distributions. Keyboard shortcut: [ALT + r]
  	To display an existing Fringe Benefit, enter the Fringe Number and click Retrieve, or press [ENTER] if the button is in focus. Keyboard shortcut: [ALT + t]
  Run Code	Click the Run Code in the drop-down list before entering employees. Notes: You can only enter employees whose Run Codes match your selection. To change to a different Run Code after entering employee distributions, click a new Run Code in the drop-down list. Tip:  If the Run Code field is locked, Clear the screen before changing the Run Code (using the File menu, not the Clear button).
  Employee Name	The Employee Name appears automatically after you enter the Employee Number.
  Employee Number	Enter the Employee Number.  (7 digits) Notes: If the Run Code assigned to the employee does not match the Run Code you specified, you will see an error similar to this: .  You can either enter a new employee or change the Run Code. To Search for the Employee Number, click [CTRL + f].
  	To Search for a valid Employee Number, click the magnifying glass and you will see all of the existing employees.  From the Search list you can select an employee to display. Keyboard shortcut: [CTRL + f]
  Total Amount	Enter the Total Dollar Amount for all of the detail distributions.  The sum of the Detail Amounts must equal this Total Amount to complete the distribution. Note:  If you are adding to a previously completed distribution, the previous Total Amount appears.
  Note:  Enter the following fields for each distribution detail line.
  Department	Enter the employee's primary Department Number.  (8.0 numeric)  Required. Notes: To Search for the Department Number, click [CTRL + f]. The Department Number defaults to the employee's primary department assigned during Employee Master Maintenance. Depending on your module interface settings, the Department Number may be an Appropriations Account Number (up to 20 characters), a General Ledger Account Number (4.0 if standard, variable if non-standard), or a unique number that cross-references to either an Appropriations or General Ledger Account Number.  For more information about Department Numbers, refer to Understanding Municipal vs. Commercial Department Numbers and Understanding Expanded Appropriations Account Numbers.
  	To Search for a valid Department Number, click the magnifying glass and you will see all of the existing departments.  From the Search list you can select a department to display. Keyboard shortcut: [CTRL + f] Note:  Depending on you setup, you may see a list of Appropriation Account Numbers or General Ledger Account Numbers.
  Distribution Amount	Enter the dollar amount to distribute to this Department Number.  (5.2 numeric) Note:  As you add detail lines, the program automatically displays the remaining amount available (the Total Amount minus the Detail Amounts).  You can accept this amount or reduce it if you have more distributions to enter.
  Note:  The following fields display in the detail list for each Distribution Amount. Tip:  Although you can not edit a detail line, to change the information you can delete the line and then add a new line with the correct information.
  Entry #	Displays the detail line number for reference only.
  Department	Displays the Department Number for the Distribution Amount.
  Distribution Amount	Displays the Distribution Amount.
  Detail Buttons
  	To add the distribution information to the detail list, click Add, or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + a]
  	To delete a detail distribution line from the list, click Delete, or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + e]
  	To save the entire distribution (after the sum of the Detail Amounts equals the Total Amount), click Save, or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + s] Important Note:  After you click Save, you cannot use this program to change or delete the entries.  However, by re-entering the distributions for the employee/fringe combination, the old entries are replaced.  For more visibility, you can use the Employee Fringe Maintenance program.

   

• Editing an existing distribution for an employee, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed distributions.

  Note:  You can see existing distributions on the Fringe Distribution Edit List.

  1. Enter the Fringe Number for an existing distribution and click Retrieve , or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]

  2. Click the appropriate Run Code in the drop-down list.

  3. Enter the Employee Number and press [TAB].  The employee name appears.

  4. Change the displayed Total Amount, if required.

  5. Re-enter all of the distribution detail information.  For each distribution amount, enter the Department Number and Distribution Amount, and then click Add.  Each time you click Add, a new line appears in the detail list at the bottom of the window.

  6. When the sum of the Distribution Amounts in the detail list equals the Total Amount, click Save to complete the distribution for the employee.

   

• Deleting an existing distribution for an employee, click More.

   

  After you click Save, you cannot use this program to change or delete the entries.  However, by re-entering the distributions for the employee/fringe combination, the old entries are replaced.  For more visibility, we recommend you use the Employee Fringe Maintenance program to remove existing distributions.