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Entering timecards

Before entering timecards

Consider the following points:

To determine the default Workers’ Compensation code, Sage 100 Contractor first checks to see if the Use Emp Comp Code checkbox on 5-2-1 Employees is selected for that employee record. If not, then Sage 100 Contractor looks to the Comp Code1 column on 6-5 Cost Codes to determine the default Workers’ Compensation code. If it does not find a compensation code there, then it looks back to the Comp Code text box on 5-2-1 Employees for the Workers’ Compensation code and uses that one for determining the default.
To determine the department number for posting, Sage 100 Contractor first looks to the job. If Sage 100 Contractor does not find a department, Sage 100 Contractor then looks at the cost code. If it does not contain a department number, Sage 100 Contractor then looks to the employee position.
You can enter negative hours. To compute payroll records correctly, enter the timecard line containing the negative hours first. This ensures deductions, benefits, or other calculations that use calculation maximums compute properly.
To make sure all payroll records are final-computed and posted, enter checks for pay advances, bonuses, or layoffs using the same period ending date as regular payroll.
You can display a summary of the local payroll taxes computed for a timecard.
You can compute an employee’s hourly rate per piece by using piece pay.
If you want to search for employees by last name, click Options > Find Employee by Last Name.
To help ensure that overtime hours are recorded properly for weekly and bi-weekly employees, select the Default Overtime Over 40 Hours Per Week option. If Sage 100 Contractor determines that the total for the week is over 40, the timecard lines default to Overtime.

Important! The Direct Deposit checkbox is available only if the Enable direct deposit checkbox is selected for the employee on the Direct Deposit tab in the 5-2-1 Employees window.

To enter a timecard:

Open 5-2-2 Payroll Records.
In the Employee text box, enter the employee number.
In the Period Start text box, enter the date when the payroll period begins.
In the Period End text box, enter the date when the payroll period ends.
In the Check Date text box, enter the date when the check is to be issued.
In the Check# text box, type 0000.

When you print the check, Sage 100 Contractor assigns the check number to the record.

Note: If you have already issued the check, enter the check number in the Check# text box.
In the Payroll Type list, click 1-Regular.
In the Quarter text box, enter or accept the payroll quarter.
In the State text box, enter or accept the tax state.
If you need to need to enter ACA hours manually:
1. Click in the first ACA Hours field, and then type the hours worked for the first month of the pay period.
2. If the pay period encompasses two months, click in the second ACA Hours field, and then type the hours worked for the second month of the pay period.
Normally, you do not need to enter ACA hours. Sage 100 Contractor automatically calculates ACA hours for timecard details that fall within the pay period. However, if the payroll record has no timecard details, or if the timecard covers more than one month but has no date, you need to enter the hours manually.

Note: If you enter ACA hours manually, the program stops calculating all ACA hours on the timecard. If you delete manually entered hours, the program automatically recalculates the ACA hours.
On the Timecard tab, for each payroll item:
1. In the Date cell, enter the date on which the employee worked.
2. If the employee worked on a job, enter the job number in the Job cell. If the employee worked on equipment, enter the equipment number in the Equipment cell.
3. If the job is in a local payroll tax district, enter the local payroll district number in the Locality cell. This field's default value is from the Work Locale field that is assigned in the employee's record in 5-2-1 Employees in the Human Resources tab.
4. If the job requires certified payroll, type Yes in the Certified cell.
5. If the job uses phases, enter the phase number in the Phase cell.
6. If the employee worked on a job or repaired equipment, enter the cost code number in the Cost Code cell.
7. In the Pay Type cell, enter the pay type.
8. If you are using paygroups, enter the paygroup number in the Paygroup cell.
9. In the Pay Rate cell, enter the employee’s pay rate.
10. In the Hours cell, enter the number of hours the employee worked.
11. In the Comp Code cell, enter the Workers’ Compensation code number.
12. If you are using departments, enter the department number in the Department cell.
13. In the Absences cell, enter the user-defined reason for the employee’s absence.
Click File > Save.