About Setting Up Insurance/Worker's Compensation

Vista™ by Viewpoint assigns insurance codes to timecard entries to track the basis of worker’s compensation and other labor-related insurance, and to calculate these costs.

There are many options to determine how these insurance codes are assigned and how they are calculated.

The insurance code associated with a timecard entry is made up of two parts: (1) the state and (2) the standard insurance code. Each combination that will be used must be set up in PR State Insurance Codes where the rates are established.

  1. PR Deductions/Liabilities — Set up one or more liability and deduction codes for Worker's Compensation insurance. Typically, worker's compensation is set up as a liability with a method of Straight Time Equivalent. Only one liability code is required, even if working in multiple states with many comp codes, as long as they share the same liability General Ledger account. One is needed for each different method of calculation at a minimum. Some states may use a deduction or other method. You may choose to also set up a code for General Liability that can be calculated based on labor along with worker's compensation.
  2. HQ Insurance Codes — Set up the standard insurance codes describing the work performed.
  3. PR Company Parameters, Job Cost/Service Mgmt tab — If the default insurance code should be based on the work performed, check the Insurance Based on Phase or SM Work Order Scope option. Leave it unchecked if the standard insurance code specified for each employee should always be used.

    If insurance is typically based on the job phase (job timecards) or the work (SM work order timecards), but you have some employees whose standard insurance code should always be used, you can override the Insurance Based on Phase or SM Work Order Scope option by checking the Always Use Employee’s Standard Insurance Code option for each applicable employee in PR Employees.

  4. PR Company Parameters, State/Local tab — If the state portion of the insurance code should be based on the job state, check the Use Job or SM Work Order State for Insurance State option. Enter the state in which your office is located on this tab also. This will be used on timecards that are not posted to jobs. If the Use Job or SM Work Order State for Insurance State option is unchecked, the state code designated for each employee (in the Ins State field in PR Employees) is used. If the job state is normally used, but you have some employees whose resident state should be used, you can override the Use Job or SM Work Order State for Insurance State option by checking the Always Use Employee’s Tax, Unemployment, and Insurance State option for each applicable employee in PR Employees.

    For SM Work Orders, you can specify to have the state portion of the insurance code based on the work order state by checking the Use Job or SM Work Order State for Insurance State option. Timecards posted to a work order will default the insurance state from the PR State in SM Work Orders. If you do not specify a PR State on the work order or if the Use Job or SM Work Order State for Insurance State option is not checked, the system will use the employee's insurance state (from PR Employees).

  5. JC Insurance Template — If insurance is based on the job phase, link the standard insurance codes to the phases. At least one template must be set up if the link of insurance code to phase is the same on all jobs. However, if they are different, set up as many templates as needed. For instance, there may be a template for each state you work in if the codes are different in each state.
  6. JC Jobs — If insurance is based on the job phase, link the Insurance Template to the job.
  7. PR State Insurance Codes — Set up all combinations of states and insurance codes that could be used. Link any deductions or liability codes that may apply to each code and establish the rates.
  8. PR Employees — Set up the standard insurance code for each employee. This will be used if:
    • doing insurance by phase, but the timecard cannot find a link by job phase or template phase.

    • doing insurance by work order, but no insurance code is defined for the work order.

    • a timecard is not posted to a job (job timecards only).

    • the Insurance by Phase or SM Work Order Scope option is not selected.

    • the Always Use Employee’s Standard Insurance Code option is checked.

  9. PR Employees - Enter the employee’s resident state in the Ins State field. If basing insurance on the job and/or job state, you may override these options by employee by checking the two override flags.

As timecards are entered, the insurance code including state will default based on these options. The insurance code may be overridden during timecard entry.

About Processing Insurance/Worker's Comp