Pre-Time Card Entry Window - Field Descriptions

Below is a list of all fields that may display on this window, depending upon the pay type and cost type settings.

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. Press F4 or double-click on this field to select from a list of available employee codes, names, titles, supervisors, and unions.

Note: If you access this window from the Time Card Entry by Job screen, no changes can be made to the employee code here.

Pay type

The pay type always defaults to Regular when adding a new entry. Typically, employees are Hourly or Salary, but Overtime and Commission are also available.

  • Note that salaried employees may not receive overtime or double time pay unless the employee's pay type is Overtime salaried.

  • If the pay type is an Incentive pay type, the special character designated in the Payroll Installation screen Incentive pay code field must appear before the Regular, Overtime, or Double time character.

How to handle full-time commission employees in Spectrum:

  • Set up the employee with a pay type of Salary.

  • Enter 0 for the salary and hourly rates.

  • During Time Card Entry, enter the pay type as Regular. The hours entered here will be used in calculating the worker's compensation. When the cursor is at the "rate" column, enter the commission amount. The system will not try to calculate hours against this amount.

Enter U to identify and process unpaid time. This pay type is strictly for record keeping purposes, allowing you to track unpaid time (such as unpaid medical absence, comp time, and so forth). These hours will not be included as part of paid hours to employees and will not affect the General Ledger. They cannot be charged to jobs. This pay type will not appear on any Payroll reports or inquiries, other than the Edit Listing and Time Card History Report.

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.
Note: If the Show pre-time card pay rates checkbox is not selected on the Payroll Installation > Properties tab, then the automatic retro pay option is disabled.

The purpose of the JX pay type is as a front-end to auto-create job cost transactions so that the user can enter the information for the job in one place, instead of two. The JX lines are not intended to be posted in the payroll update; instead, they are posted to history when the job cost transactions they create are posted. Therefore, no reports (for example, job distribution, labor distribution, and so forth) show these JX. The user receives a hard copy of transactions to the job when they run the job cost transactions listing and update. The costs for JX also post to G/L at this point, not during Payroll Update. The payroll update is intended to create the unposted job cost transactions in Job Cost Transaction Entry. The operator must then use Job Cost Transaction Report and Update to complete the process.

Pay Type Definitions

Company code

The company code will default in this field, but can be changed if desired.

If the reporting currency of the current (payroll) company is different than the reporting currency of the destination company and the Multi-Currency module is present, validation will be provided to ensure that a valid currency code is assigned to the specified account and is the same as the reporting currency of the current company.

Department

The department code will determine which General Ledger account codes are used for posting payroll information to the General Ledger. Press Enter to accept the default department, or enter the department to which this time card line should be applied.

If multi-company payroll is being used and a different company code was entered in the previous cc: field, the department entered here will be the expense department in the destination company. Verification is performed for the G/L account code referenced in the Department Expense Maintenance of the destination company to assure the account is valid, has the proper 'direct cost' setup in G/L Master File Maintenance.

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

Note: Two types of transactions can be entered in Time Card Entry: repairs to a piece of equipment, and usage of equipment on jobs. The repairs to equipment need to be posted to an equipment expense account (General Ledger Master File Maintenance Direct cost = Equipment cost not Job cost). Because it is an "Equipment" the user should be prompted for equipment code and cost category. Time is entered as "R" or "O" to charge the cost of labor for repairing the equipment. The other transaction is usage of equipment on jobs. This is posted to Direct cost = Job cost accounts using ER, EO, ED or EU pay types. The expense account per Department Expense Maintenance is debited and a contra expense account (set up in ECI – job rental revenue) is credited. This contra revenue account should be set up in the same section of the chart of accounts as the equipment repairs accounts, not the direct job cost accounts. Payroll Department for equipment repair (R,O, or D), should be set up as Direct cost = Equipment cost, the posting goes to the salary and wages account in that department (General Ledger Master File Maintenance Direct cost = Equipment cost). The Payroll department for the equipment usage (ER, EO, ED, EU) is a Direct cost = Job cost, and the posting goes to the equipment expense account in that department (General Ledger Master File Maintenance Direct cost = Job cost).

Job

Enter the job number, or press F4 or double-click on this field to select from a list of available jobs.

Phase

Add or edit the phase number, or press F4 or double-click on this field to view a list of available phases. No entry is required if the phase status is Complete.

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.

If the cost type for the General Ledger account does not match the cost type entered here, an error message will display. Also, each cost type may be associated with one General Ledger account during cost type maintenance under the job cost system. If this is done, then the department General Ledger code must match the G/L code entered for the cost type.

If the previously-entered department is a direct equipment cost department (Direct cost = Equipment cost) or non-job (Direct = No direct cost), this field will be skipped.

Equipment

Add or edit the equipment code, if applicable, or press F4 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.

Cost category

Enter a cost category code for the previously selected equipment type.

If an inactive cost category is entered in this field, a warning displays, but does not prevent further data entry.

This field displays only if the Department field is set to use a department that is Direct cost = Equipment code. Department direct cost settings are set up and maintained in the Department Expense Maintenance > New/Edit Department window.

Eq. work order

Enter an equipment work order number, or double-click on this field or press F4 to select from a list of available equipment work orders.

If a closed work order is entered in this field, a warning displays, but does not prevent further data entry.

This field displays only if the Cost category field contains a cost category is set to require an equipment work order number or entry of an equipment work order is optional. This setting is maintained in the Equipment Control > Cost Category Field Maintenance screen's Data entry field. Please refer to the Equipment Control Help filed for more details.

Certified

The certified flag checkbox indicates whether or not this time card line should appear on a certified payroll report for this job.

  • If the job is not a certified job, this checkbox will be clear. If the job is a certified job, the certification flag for this field defaults from the employee's master file; if a different setting is desired, arrow back to this field (for example, sometimes a project manager will charge time to a certified job, but should not appear on that job's Certified Payroll Report).

  • 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. 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 six-digit date.

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

  • 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.

Wage code

Press Enter to accept the default, or enter the wage code for this time card line. A lookup window is available for viewing or entering valid wage codes, union codes and pay levels.

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 combination 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. To view the wage/union codes default hierarchy, click Wage/Union Code Hierarchy.

Union code

Add or edit the employee's standard union code. This will be the default code Pre-Time Card Entry and Time Card Entry for this employee. If this is a non union employee, press Enter to leave the field blank.

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.

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 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 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.

Employee

(Employee) Rate

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

  • Press Enter to accept the default pay rate for this employee. The pay rate will default based on the period end date and the wage/union code information from the Job Cost > Phase File Maintenance > Properties window, unless the Payroll Installation prompt for Default pay rate is set to Employee pay rate or Higher of the two rates, in which case the rate field will default from Employees, or from Equipment Control if equipment usage is entered. The software will then look at the job file for the correct union associated with this wage code. If no union is set up in the job file, the software will look in the employee master file for a union code.

  • 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.

  • 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.

(Employee) 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.

(Employee) 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:

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

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

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

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

  • 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.

(Employee) Hours

Add or edit the number of hours worked for this pay type/job/phase.

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

Equipment

(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 when the Pay type is ER, EO, ED, or EU, and Equipment Control is installed on the software.

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.

(Equipment) 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.

(Equipment) 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.

(Equipment) 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.