Pay Detail Area Prompts

Tip:  To see more information about a field, click the hyperlink for the field name.

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.

Pay Detail 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).

If you opened the Permanent Payroll Check Entry program, you will see the following banner:

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, to add an existing Other Pay Code (case-sensitive) to the employee on-the-fly, enter the Other Pay Code.  The following prompt displays:
  
  
  Click Ok and the  Employee Other Pay window opens where you can enter the Other Pay information for the employe.  For more information, see 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; right-click to see the shortcut menu; then click Search Other Pay.

Department

The Department Number defaults to the value assigned to employee or the Other Pay Code, but it can be edited.  (up to 20 characters)

Notes:

• 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.

• Depending on the module interface settings, the Department Number may actually be a General Ledger Account Number or an Appropriations Account Number.

• 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.

• To expand the size of the field, point to the right border of the field.  When the pointer changes into a horizontal double-headed arrow , drag the border to the right.

Rate

This value defaults to the rate assigned to the employee but can be edited, if applicable.  (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.

To complete the detail line and to add it to the Detail list, click Add or press [ENTER].  Add applies to both new detail lines and edited lines.

To finish entering the check, click Done.  The check information is saved and the fields are cleared for the next check.

To enter a new line for a different Other Pay Code or Department Number, click New.  Then enter the Fields, and click Add.  You will see the new detail line added to the Detail List.

Keyboard shortcut:  [ALT + n]

Pay Detail List

The Detail List displays the entered fields for each detail line.

Notes:

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.

Other Functions & 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.