31.2 Field Descriptions

The next sections give descriptions of each of the fields.


The Date field is used by the calculate payroll program to select labor hours to be paid.


The Employee field records which employee did the work. The value entered into this field must be a valid entry from the Employee Master File.

Employee Name

Upon leaving the Employee field, the name of the employee is displayed so the correctness of the employee code can be verified.

Wages Expense Ledger/Account

The Wages Expense Ledger and Account fields indicate where the actual payroll costs for the labor hours are to be expensed. The default values for these fields come from the Employee Master file. Enter the default value by leaving the field blank and using the RETURN key to exit the field.

Labor Charges Ledger/Account

The Labor Charges Ledger and Account fields indicate which, if any, account is to be charged applied labor costs. Leave these fields blank if you are not charging the hours to a job in the Job Cost System.

Base Pay

This field gives the hourly rate the employee is to be paid for regular hours. If overtime hours are worked, they are paid at some multiple of this pay rate. The normal hourly rate for the employee can be entered as a default by leaving the field blank and using the RETURN key to exit the field.

Charge Rate

The Charge Rate field indicates the Standard Labor Rate to be used to apply labor costs to the job being done. The default value from the Employee Master File can be entered in this field by pressing the RETURN key.

Hours Worked

This field indicates how many hours were worked on the given date. The amount of detail entered is up to the person entering the data. If an employee works a total of 40 hours in one week, just the 40 hour total can be entered.

As an alternative, if the employee worked 15 hours on one job, 20 hours on a different job and 5 hours on a third job, these could be entered as three separate entries. If desired, this same information could be entered showing the number of hours worked each day on each job. No matter how the information is entered, the hours worked are totaled for the payroll period being paid.

It is not necessary to enter regular hours for salaried employees; only overtime hours need to be entered. However, there are times when a salaried employee's pay should be divided among different expense accounts, e.g., when an employee works for two different cost centers. In this case, the employee's regular hours are entered, and the employee's salary is divided accordingly.

Pay Type

The Pay Type field controls the actual pay rate to be paid. This field controls a multiplier that is applied to the base pay to compute the actual pay rate. For regular hours, r or R must be entered in this field. Any other rates may be user defined (see the Payroll Set Up chapter).

Actual Pay Rate

The Actual Pay Rate field is an extension of the Base Pay field times the multiplier of the Pay Type field. Entry into this field is not allowed.

Actual Amount

This field indicates the actual payroll cost for the hours worked. The value for this field is extended from the Actual Pay Rate field and the Hours Worked field. Entry of data in this field is not allowed.

Actual Charge Amount

The Actual Charge Amount field is an extension of the Charge Rate field times the Hours Worked field. This is the amount that is applied to a job. In order for this amount to be applied, the Labor Charges Ledger field must be jc. Entry of data in this field is not allowed.