Payroll Payments - Future
Future allows a user to enter payroll exceptions before starting a payroll. Exceptions can be entered days, even months ahead of time.
Future works in the same manner as Current. The only difference is that an effective date field appears in Future. This field allows the user to direct a Future record into a specific payroll. The effective date must be inclusive of payroll period begin and end dates in which the payment needs to be made.
Future pay records entered using the FUTURE option will be included in the current payroll only if the effective date falls within the payroll beginning and ending dates specified in the Initializing of the new payroll or if the effective date is all zeroes. Future pay records pulled into the current payroll will be deleted from the FUTURE screen the next time your new pay is INITIALIZED.
Employee's paid through Future pay using a REG pay type and is their last pay in contract, will not change from a REG to a LPE. No warning will be given for Last Pay in contract. Only a warning is created if the pay amount is generated through the normal pay initialization process.
The Description field on the Future Pay Amount gets saved to the Pay Amount description when pulled into a Payroll. When the Payroll is posted, that description gets saved on the HistoricalPayAmount. Whatever is entered as the Description on the Future Pay Amount screen will be exactly what prints on the DD/Check forms as the Pay Type.
To use the 'Highlight Viewer', select the row in the grid to view. The 'Highlight Viewer' on the right hand side will appear:
Create a Single Future Entry
From the Payroll Menu, select 'Payroll Payment-Future' option:
If the Create New option is checked click thecheck box to uncheck it and then click on the Close box.
- Select the employee and enter the Future pay amount information. Click on This will then create one future record for the employee and return you to the Future grid so other employee Future records can be added.
You can add the Employee and the Future pay amount information data. Click on
Creating Multiple Future Entries for an Employee
From the Payroll Menu, select 'Payroll Payment-Future' option:
Note-If the Close option is checkedclick the check box to uncheck it and then click on the Create New box
Enter the Employee and the Future pay information. Click on This will then create one future record for the employee and return you to a blank Future Pay Amount record so that additional Future records can be added.
- To return to the Future grid- Click in the upper right corner of the record or click the button.
Future Pay Amount Fields
- When entering in either a partial ID number or a few characters of the employee's first or last name a list of employees matching that criteria will appear. From here you can then select the employee you are searching for from the drop down box.
In the Compensation field from the drop down box select the position you are wanting to pay or modify for this employee in this payroll.
- A brief Description can be entered to reference what the payment is for.
- Select a Pay Type using the Drop down:
- Adoption Assistance - NC2
- Dock - Dock amounts are subtracted from gross wages. If there is not enough pay to cover the Dock, then a Deferred Dock Pay Type for the remaining Dock that could not be paid, will automatically be created. This Deferred Dock will then try to be paid on the next pay, if there is enough earnings to cover it.
- Irregular - Irregular pays update the contract amount paid, but do not update pays paid and days worked. This can be used to pay retro amount on a separate check.
- Life Insurance Premium - NC1- This pay type is used in the processing of the taxable amount of life insurance premiums on W2's for coverage in excess of $50,000. Any NC1 amounts are taxed by Medicare and Social Security, as applicable. No Federal, state, or OSDI tax is deducted from this amount. The software provides the ability to withhold city tax on non-cash earnings. This can be activated by checking the "Tax Non Cash Earn" box on the city tax record in the Core/Payroll Item Configuration option.
- Miscellaneous - Does not update the contract amount paid. Miscellaneous pays can be taxed at different rates and charged to different accounts.
- Non-cash Taxable Benefit - NC3 - This pay type will represent the non-cash taxable benefit amount.
- Non-taxable Reimbursement - Can be used to reimburse meals or mileage cost. Have the option to apply to Retirement or uncheck for no Retirement
- Overtime - These do not update the contract amount paid. If the rate field is left blank the system will enter a rate of 1 1/2. Overtime wages are charged to an overtime account based on the employee's regular pay account.
- Pay Off Accrued Wages - Pay off of total accrued wages. This pay type updates the contract amount paid. This amount is calculated by the system.
- Regular - Regular wages for contracted employees. These count toward the fulfillment of the contract. When adding regular wages to an employee leaving the rate blank will cause the system to default to the employee's regular rate. Regular pay types are charged according to how they are set-up in Core/Payroll Accounts.
- Retro - BCK - Retro pay updates the contract amount paid. Can be used as a negative or positive pay.
- Shift Premium - Shift premiums can be defined in............ as a percent or fixed amount.
- Termination - Pays an employee a specific amount as termination pay, for example severance pay. You must supply the tax and retirement options. The Job Status field will be changed to 'Termination' once the payroll has been posted.
- An Effective Date is the date when the record should be paid. When this date is included within the run of the current payroll beginning and ending dates, the record will be included in the payroll. If no date is entered in the Effective Date field, the record will be included in the next payroll run.
- The Units field contains the number of units that the employee should be paid by. This could be the number of hours/days the employee worked.
The Rate for the job is the amount an employee earns per unit they work. This amount could be for a day, hour, etc. If the Rate field is left blank it will automatically default to the Compensation screen rate.
If the Overtime pay type is used and the rate field is left blank, when clicking Overtime wages are charged to an overtime account based on the employee's regular pay account. -(OBJ codes must be defined in Configuration/Overtime Object Code Configuration)the rate will automatically be calculated at 1.5 times the normal listed rate on the compensation record.
- The Gross field will be populated when the record is saved.
- Does this payment 'Applies For Retirement'? The corresponding box will alwasy be checked. If this payment does not count toward retirement uncheck the next to the Applies for Retirement field.
- Enter in the Retire Hours. This field is important for retirement reporting as well as Affordable Care Act reporting purposes.
- This box is not used in the payroll process. Can be ignored. Is this to be taxed as a supplemental payment? If it should be taxed as a supplemental payment check the corresponding box next to Supplemental if it is not to be taxed as a supplemental payment uncheck the corresponding box next to Supplemental.
The Supplemental Tax Option field is used to identify the taxing option to be used when paying a supplemental job.
- Three options are available:
- None - Payment taxed as part of regular wages (uses regular tax rates)
- Apply Annuities to Regular - all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the regular wages. No annuity amounts are applied to the wages that will be taxed at the federal supplemental withholding rate.
- Apply Annuities to Supplemental - all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the wages being taxed at the supplemental withholding rate. No annuity amounts are applied to the regular wages.
**For instance** if you choose "Apply Annuities to Supplemental" it will apply the applicable annuities to the supplemental wages first (assuming the employee also has regular wages on the same payroll). If there are then annuities "left over" after applying them to the supplemental wage amount, the remaining amounts will be applied to the regular wages. The opposite is true when the option to apply the annuities to regular wages is selected.
- Three options are available:
If a Specific Pay Account is to be used for this payment click thein the lower left hand box:
a. Choose the Rate Type from the drop down box specifying if this is a Fixed or Percent .
b. Choose from the drop down box which Expenditure Account is to be used.
c. Enter in either a percentage or fixed amount to charge to this account in the Amount Charged field.
d. Should this account be used to charge out leave entered in USPSCN/ATDSCN and the job calendars to the corresponding leave account. If leave should be charged to this account check the corresponding box If Leave Projection is not to be used to charge this account, uncheck the corresponding box next to Leave Projection.
e. Is this an Employer Distribution Account. If benefits are to be charged to this account check the corresponding box . If benefits are not to be charged to this account uncheck the corresponding box next to the Employer Distribution Account field.
- The trash can icon can be used to remove an account from the Specific Pay Account field.
Once data is added for the employee, click on