The following sections describe each of the fields on the payroll screen for entering employees.
Employee
These fields are display only and the information displayed in them is copied from the first screen. The first field shows the employee code; the second shows the employee name.
Social Security #
This field records the Social Security Number for the employee. This field is of type character, but no format is imposed on the number. The field is large enough to hold the normal format: nnn-nn-nnnn.
Married?
This field records the marital status of the employee. A value of yes means that the employee is married. It is used by reports to print out the federal withholding status.
#Deductions
This field records the number of federal withholding deductions. The number of deductions times the allowance is used to adjust the annual gross pay for the tables.
Pay Frequency
The pay frequency indicates how often the employee is supposed to be paid. This field is used mainly by the payroll calculation routine in selecting employees to be paid and in doing conversions in deductions. The frequency entered here must already have been entered into the Frequency file.
If you are having trouble remembering the pay frequency to enter here, press the VALID button (GOLD <F1> key and the letter V), to display a second screen that can be used to access the Frequency file. QUERY <F2> and FIND <F3> the desired pay frequency. With the desired pay frequency displayed, press the GOLD <F1> key and then press the E key to redisplay the Employee Payroll Data screen with the pay frequency entered into the Pay Frequency field.
Salaried?
This field records whether the employee is paid on a salary basis or on an hourly basis. A value of yes means the employee is paid on a salary basis.
Hourly Rate
The hourly rate gives the normal pay rate for hourly employees. For salaried employees, this field is ignored unless there is an hourly deduction .
Annual Salary
This field indicates the annual gross wages to be paid to the employee in one year. This amount can be changed during the year for pay raises, etc. The annual salary is used to compute the per-pay-period gross pay amount for salaried employees. This field is always ignored for hourly employees (Salaried=no).
Charge Rate
The Charge Rate field gives the normal standard labor rate for the employee. This amount is only used in conjunction with the Job Costing System.
Default Account - Bank
The default bank account specifies which general ledger account is to be used to write the check for the employee. The default can be overridden at the time the checks are prepared.
If you are having trouble remembering the bank account to enter here, press the VALID button (GOLD <F1> key and the letter V) to display a second screen that can be used to FIND a general ledger (bank) account. QUERY <F2> and FIND <F3> the desired bank account. With the desired bank account displayed, press the GOLD <F1> key and then press the E key to redisplay the second Employee screen with the bank account entered into the Bank field.
Default Account - Expense
The default expense ledger and account specify where the wages expense is to be accrued. Normally, the ledger and account would point to a general ledger wages expense account. However, if an employee is working on a long job, it might be desired that the employee's actual costs be expensed directly to the job instead.