Layoff Check Entry Window - Field Descriptions

Use the table below for reference when completing the fields on this screen.

Fields

Descriptions

Previous

The data from the previous timecard displays. No entry is allowed.

Employee

Enter the employee code for whom time card information will be entered.

Pay type

Add or edit a pay type for this time card line. If the pay type is an incentive pay type, the character designated in the Payroll Installation screen Incentive pay code field must appear before the Regular, Overtime, or Double time character.

Press F4 or double-click on this field to display valid pay types. Within this window, two other windows are available to access the add-on or deduction information. If you enter a retro pay (RP) pay type, the Retro Pay Method window displays. If RP (retro pay) type is being auto-calculated then lines are only created for the specified job. Select Manual entry to return to the entry screen or select Automatic retro pay to open the retro pay screen.

Enter U to track all unpaid employee time. This pay type reflects hours that do not affect the General Ledger. This pay type is strictly for record-keeping purposes in conjunction with the Human Resources module for tracking unpaid time, such as unpaid medical absence, non-job 'comp' time, and so forth. When this pay type is specified, the cursor proceeds to the following fields only: Company code, Department, Day, Hours, Batch, and Message. The hours entered with the U pay type are ignored by the software during the check and layoff check calculations.

Note: Employee Deductions with tax affects do not reduce the subject-to earnings correctly if there is a mixture of taxable and exempt earnings.Instead of using Pay types 1, 2, 3 or SA, use a new add-on code with appropriate tax effects.

Company code

Department

Add or edit the department code, or double-click on this field to select from a list of available department codes.

The Operator will be permitted to change the Department code only if the record is not already associated with a Work Order labor billing transaction.

Job

Enter the job number, or double-click on this field to select from a list of available jobs.

Phase

Add or edit the phase number, or double-click on this field to view a list of available phases.

If this is a sub-job transaction set up on a master job, double-click on this field to search phases for the sub-job. This will allow you to easily select a phase set up on a master job, but not present on the sub-job. Spectrum will add a new phase to the sub job if the current job is a sub-job of a valid master job, the phase lengths of both jobs match, and the Phase + Cost type combination for the current job is valid and not 'Complete'.

Cost type

Enter the cost type for this time card line. A lookup window is available for viewing valid cost types.

Note: If a new EU line is for a job, then the cost type is assigned based on the following hierarchy: first, the system checks the G/L account in the Payroll department to see if it has a cost type specified; if blank then the system checks the Equipment Control Installation for a cost type; if blank, then the import cost type is used.

Equipment

Add or edit the equipment code, if applicable, or double-click on this field to select from a list of available equipment codes. The equipment code field only displays if an equipment department is entered and Equipment Control is installed on the software. No entry is required if the equipment status is Retired.

The equipment rates (Full or Operating) have been incorporated into the Time Card Entry and Pre-Time Card Entry screens. There is an installation prompt that gives you the option of defaulting the full rate or the operating rate during Time Card Entry. In Time Card Entry, the F or O will display just before the equipment rate, and you can press F4 or double-click on this field to change the rate, if desired. Once changed, the rate type will auto-repeat. This allows you to use the Full rate, but for overtime situations, you may want to switch to the lower operating rate. Or if you are using the new stand-by rates for days or weeks put on the job, then you can just use the operating rate exclusively to record the operating hours.

Spectrum allows multiple cost types for equipment usage transactions when using ER pay types. The software will look at the Payroll department General Ledger code and the corresponding cost type attached to that G/L code. If it is blank, then it will use the cost type specified in the Equipment Control Installation. Previously, the software just used the cost type from the Equipment Control Installation screen.

Certified

Select this checkbox if this job is certified. This field will default from the Job Cost > Phase File Maintenance > Properties window when Yes or No is specified. Only the certified override in Payroll takes precedence over the setup in the phase file in Job Cost.

If the Department is a 'Direct work order cost' type, this field will be unavailable.

Date

The cursor stops at this field for all pay types, including Miscellaneous, Special Amount, and OTHER (1,2,3) pay types. It also prompts for day when entering an add-on for a job. This optional information will then be stored permanently in the time card history file upon update of the Payroll cycle.

If the Use full date in time card entry checkbox on the Payroll Installation screen is selected:

  • Enter the date (for example, for hours that the employee worked on the 14th, enter "14"). To type the complete date, press the window function key.

If the department entered previously does not allow work in process for the entered pay type, then the job, phase and cost type fields will be skipped and no entry will be allowed. If the department code and pay type, indicate that this is a work in process account, then a valid job, phase and cost type must be entered.

If the Use full date in time card entry checkbox on the Payroll Installation is not selected:

  • If this is a certified job and hours are required by day, enter the appropriate day of the week (1 through 7).

  • If it is not a certified job and day-by-day reporting is not necessary, press Enter to accept the default day zero and group all the hours for the pay cycle on one line.

Wage code

If the Wage codes / union option is not selected on the Payroll Installation screen, this field will not display.

The rate is determined by the wage/union code combined together with the rate level. The rate level defaults from the phase file, the job file or the employee file, unless the Default pay rate field is set to Employee pay rate or Higher of the two rates (and the employee rate is higher) in the Payroll Installation screen. View the Wage/Union Code Hierarchy.

A window is available in the pay level field within the wage window that displays the default pay rates for the pay group code.

You may also press F4 or double-click on this field to enter unions, pay levels, and pay groups if the Payroll Installation is set to use pay groups.

Union code

Add or edit the union code for this employee, or press Enter to accept the current union code. An alert message will display if the union code entered has an Inactive status, but you will be allowed to continue entry.

Rate level

Add or edit the rate level number (1-9), or press F4 to select from a list of available rate levels for this time card line.

When adding a time card record assigned to a 'Direct work order cost' department, this fields will default to the corresponding fields in Work Order > Site File Maintenance.

If a company code other than the current company is specified, the rate level will default from the Site associated with the work order in the newly-selected company.

Work state

Add or edit the work state tax code for this time card line, or press F4 to select from a list of available states.

When adding a time card record assigned to a job, the Work state field defaults according to the following hierarchy:

  • Job Phases

  • Jobs

  • Employees

When adding a time card record assigned to a 'Direct work order cost' department, this field will default from the corresponding field in Work Order > Site File Maintenance. If the site does not have a work state, then the work state will default from the employee Perm work state field in Employee File Maintenance > New/Edit Employee code > Taxes tab. If the Perm work state field for an employee is blank, then the work state will default from the employee Resident state field in the Taxes tab.

If a company code other than the current company is specified, the work state will default from the site associated with the work order in the newly-selected company, unless the code is not valid in the company. If the code is not valid, the employee's default code will be assigned.

If related taxes have been set up for the employee's work state tax code, click the Related Taxes button to view the related tax codes and tax instructions.

Work county

Add or edit the county tax code for this time card line, if applicable, or press F4to select from a list of available states.

When adding a time card record assigned to a 'Direct work order cost' department, this fields will default to the corresponding fields in Work Order > Site File Maintenance.

If a company code other than the current company is specified, the work state will default from the Site associated with the work order in the newly-selected company, unless the code is not valid in the company. If the code is not valid, the employee's default code will be assigned.

If related taxes have been set up for the employee's work county tax code, click the Related Taxes button to view the related tax codes and tax instructions.

Work local

Add or edit the local tax code for this time card line, or press F4 to select from a list of available states.

When adding a time card record assigned to a 'Direct work order cost' department, this fields will default to the corresponding fields in Work Order > Site File Maintenance.

If a company code other than the current company is specified, the work state will default from the Site associated with the work order in the newly-selected company, unless the code is not valid in the company. If the code is not valid, the employee's default code will be assigned.

If related taxes have been set up for the employee's work local tax code, click the Related Taxes button to view the related tax codes and tax instructions.

Work comp

Add or edit a valid Worker's Compensation Class Code for this employee, or press F4 to select from a list of available worker’s compensation codes.

If the 'Always use this worker's comp code on time card?" checkbox is selected in Employees, the worker's compensation code for that employee will automatically default in this field and no changes will be allowed.

When adding a time card record assigned to a 'Direct work order cost' department, this fields will default to the corresponding fields in Work Order > Site File Maintenance.

If a company code other than the current company is specified, the work state will default from the Site associated with the work order in the newly-selected company, unless the code is not valid in the company. If the code is not valid, the employee's default code will be assigned.

Crew

Add or edit a crew code for this employee (if applicable), or press F4 or double-click on this field to select from a list of available crew codes. The software will validate that the crew code entered is from the same company in which the job is set up.

Message

Enter a descriptive message, or make changed to an existing message for this time card line.

Check

Sequence

Sequence numbers are assigned and maintained by the software. The check type and check number information then defaults based on the sequence number.

Type

The check type defaults based on the sequence number.

Number

The check number defaults based on the sequence number entered.

Regular hours

The number of regular hours worked during this pay period displays.

Overtime

The number of overtime hours worked during this pay period displays.

Double time

The number of double time hours worked during this pay period displays.

Batch

The batch code defaults. Batch coding allows an individual's work-in-progress data to be identified and tracked in separate groups. In Spectrum, the batch code generally defaults to the operator ID.

Employee

Rate

Here are your options when adding or editing the employee's pay rate:

  1. Press Enter to accept the default pay rate for this employee. The pay rate will default based on the work date. If the work date is changed, the software will perform a pay rate recalculation.

  2. Manually enter the rate amount. If this is a salaried employee, enter the salary amount; if this is an hourly employee, enter the pay rate per hour, or press F4 or double-click on this field for quick entry rates.

    If there is no rate for pay types M, SR, or SA already set up in Employees –Financials, the software will stop at this field and allow entry of the rate for those pay types.

    If the pay type for this line is ER, EO, ED, or EU, the equipment rate will display on a second line. This rate defaults from the equipment file.

    After hours have been entered using the Quick Time Card Entry window at the hours field, an additional window is available which allows the user to override the regular and overtime rates before the quick time card lines are created. This window will open automatically when the Quick Time Card Entry window is used and the default regular pay rate is overwritten.

  3. For pay groups, see the Pay Group Rate Default Hierarchy topic. Otherwise, enter the desired pay rate. If this is an add-on entry, enter the amount to be added on this line of the time card entry.

Billing code

If the time card is for a job, the T+M labor billing code and description display. If the time card is for a work order the WO labor billing code and description display.

Changes are allowed in this field and a drop-down search window lets you select a different valid code; the employee billing rate will adjust accordingly.

Billing rate

The employee's billing rate displays, no entry is allowed. This field displays regardless of whether or not the Show pre-time card pay rates checkbox is selected on the Payroll Installation > Properties tab.

The software will determine whether site-specific or contract-specific labor billing rates are assigned to the labor transaction. The billing rate will default based on the following hierarchy:

  1. The contract-specific billing rate will default, if present.

  2. If a contract-specific rate is not present, the site-specific rate will default.

  3. If neither the contract-specific billing rate or site-specific rate are present, the customer specific rate will default.

  4. If no override rates are present, the standard rate will default.

  5. If no labor billing rates are present, the billing rate will be blank.

    For Time + Material jobs, the billing rate will default based on the bill code specified in Wage Code File Maintenance (and then Union File Maintenance) for the rate level of the phase as the highest priority. If the bill code is blank or if there is no phase override, then the existing hierarchy will be used to default the Time + Material rate.

    If this is a sub-job billed from a master job, the software will read for job-specific setup rates for the master job, and if none are found use standard settings. If this is a sub-job billed at the sub-job level, the software will read for job-specific setup rates for the sub-job first, and if billing rates are not found then the master job, and if none are found there use standard settings.

Hours

Add or edit the number of hours worked, or press F4 or double-click on this field to display the Quick Hours Entry window.

If this line is referencing an incentive pay type, then the Quick Hours Entry window opens automatically when you press Enter. After entering the regular, overtime, and/or double time hours, you can then enter the incentive pay amount and hourly rate, or press F4 or double-click on this field to display the Incentive Pay Calculation window and have the system calculate the incentive pay amount for you.

Equipment

Rate

Enter the equipment rate for this time card line, or press F4 or double-click on this field to change the rate type.

This field only displays for equipment time card lines.

Hierarchy for Charge Rates

If applicable, this rate information will default the amount set up in the Job-Specific Equipment Charge Rates screen. If no job-specific record is found (or rate is blank), the system will determine if this job is a sub job of a master job and use the job-specific rate from the master job. If there is no job-specific rate for the job or master job, the system will read for the standard job rate of the equipment code.

Billing code

The T+M equipment billing code and description display. Changes are allowed in this field and a drop-down search window lets you select a different valid code; the equipment billing rate will adjust accordingly.

Billing rate

When the Pay type is ER, EO, ED, or EU the software will prompt for the (company) equipment billing rate. This field only displays if an equipment department is entered, and Equipment Control is installed on the software. In the 'New' window it will default to the equipment rental rate when the work order is Time & Material. If an equipment billing rate is specified, the Payroll Update will store this default equipment billing rate in the Work Order cost history table.

Repeat entry until all hours for this job have been entered. When entry is complete, click OK until the fields clear. Enter a new job number and repeat until time cards have been entered for all employees on all jobs.

If this is a sub-job billed from a master job, the software will read for job-specific setup rates for the master job, and if none are found use standard settings. If this is a sub-job billed at the sub-job level, the software will read for job-specific setup rates for the sub-job first, and if billing rates are not found then the master job, and if none are found there use standard settings.

Hours

If the pay type for this line is ER, EO, ED, or EU, the number of employee hours will display on a second line as the number of equipment hours. The equipment hours may be changed by arrowing back from the "rate" field. This field only displays if an equipment department is entered and Equipment Control is installed on the software.

If this time card line originated in Work Order > Labor Hours Entry, or has already been selected for billing, this field will be display-only.