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Employee Payroll Settings

Form ID: (PR203000)

By using this form, you can set up and maintain all the payroll-related data of an employee, including the following:

  • General defaults for payroll transactions
  • Employee-specific taxes and tax settings
  • Earning types and rates
  • Deductions and benefits
  • Taxes
  • Paid time off accruals
  • Direct deposit information
  • GL accounts


In This Topic [Hide/Show]

Back to TopForm Toolbar

You can delete a payroll record only for an employee that has no linked transactions (that is, paychecks or payroll batches).

The form toolbar includes the buttons described below.

Button Description
Edit Employee Record Opens in pop-up window the Employees (EP203000) form with the details of the selected employee.
Adjust PTO Balance Opens the PTO Adjustments (PR306000) form where you can create a new PTO adjustment for the selected employee.
Employee PTO Balances Opens the Employee PTO Balances (PR406000) inquiry form where you can view PTO balances over a selected period for the selected employee.

Create Employee Payroll Settings Dialog Box

The dialog box appears when you add a new record on the form.

Element Description
Employee ID An employee record that was created on the Employees (EP203000) form and that you select to define its payroll details.
The dialog box has the following buttons.
Create Creates a payroll record for the selected employee and links the records together, then closes the dialog box.
Cancel Cancels the operation and closes the dialog box.

Back to TopSelection Area

By using the element in this area, you can select the employee whose payroll information you want to enter, view, or modify.

Element Description
Employee ID The identifier of the employee whose payroll information you want to enter, view, or modify. The employee must first be set up on the Employees (EP203000) form.
Employee Name The name of the selected employee as defined on the Employees (EP203000) form.
Active A check box that indicates (if selected) that paychecks and payroll transactions can be created and processed for the employee. If the check box is cleared, no paycheck can be created for the employee, and the employee cannot be selected on the Payroll Batches (PR301000) form.
If the employee’s final paycheck is released on the Paychecks and Adjustments (PR302000) form, this check box becomes cleared.

Back to TopGeneral Tab

This tab contains general information about the employee.

When you select the payroll class for an employee, the remainder of the boxes on this tab become read-only and display the values previously established for the employee class, with all of the Use Class Default Value check boxes selected. For each box with the corresponding Use Class Default Value check box selected, the box’s value is not stored directly in the employee record; instead, it is always copied from the employee class record. Thus, changes to the employee class are automatically applied to the appropriate employees without individual employee records needing to be updated.

If the particular Use Class Default Value check box is cleared, the applicable employee class default value is copied to the employee record, from which it can then be modified as needed. In this case, subsequent changes to the box’s value at the employee class level no longer affect this specific employee’s setting for that box.

General Info Section

Element Description
Class ID The employee payroll class defined on the Employee Payroll Class (PR202000) form, which is used as a source of default values for the remainder of the boxes on this tab. A payroll class is used to group together certain types of employees; it may be used to establish certain default settings or for use in GL account postings.
Employee Type The type of employee employment, which determines the way the employee is compensated. The following options are available:
  • Salaried Exempt: The employee is compensated based on salary, which is typically paid once or twice a month. Overtime hours are not allowed for employees of this type.
    • With this option selected, the Exempt from Overtime Rules check box becomes selected and non-editable.
  • Salaried Non-Exempt: The employee is compensated based on his or her salary, with overtime hours paid additionally.
    • With this option selected, the Exempt from Overtime Rules check box becomes cleared and non-editable.
  • Hourly: The employee is paid (usually weekly or biweekly) based on hourly rate for hours worked.
  • Other: The employee is compensated based on some other principle (for example, per item produced).
Use Default
A check box that indicates (if selected, which is the default value) that the value in the box to its left is inherited from the payroll class specified in the Class ID boxшт this section. This value is not stored in the employee record. When you clear the check box, you can override the default value from the payroll class by entering a new value in the box to the left.
This check box appears next to each box in the section, except for Class ID.
Pay Group The employee pay group, which is a group that includes employees paid on the same pay period cycle.
Default Calendar The work calendar to be used by default to import the hours to the payroll batch for quick pay and to calculate the number of hours worked during the week. You define work calendars by using the Work Calendar (CS209000) form.
Working Hours per Week The employee’s standard number of working hours per week, which is used in combination with the work calendar to create standard earnings transactions for the quick pay functionality. You cannot override this value.
Working Weeks per Year The employee’s standard number of working weeks per year, which is used to calculate the number of working hours per year.
Working Hours per Year The standard number of working hours per year, which is used to calculate hourly pay rates of salaried employees for some kinds of proration calculations. You cannot override this value.
Override Hours per Year for Certified Project A check box that enables you (if selected) to manually specify a number of certified project hours in the Certified Project Hours per Year box, which appears below.
Certified Project Hours per Year The number of certified project hours that the system will divide by the value specified in the Working Weeks per Year box to determine the number of hours applicable for the calculation of the benefit rate.
This box appears only if the Override Hours per Year for Certified Project check box is selected.
Exempt from Overtime Rules A check box that indicates (if selected) that employee is not subject to overtime rules.
This check box is selected and non-editable if Salaried Exempt is selected in the Employee Type box; it is cleared and non-editable if Salaried Non-Exempt is selected in the Employee Type box.
Exempt from Certified Reporting A check box that indicates (if selected) that none of the following will be applied to a new paycheck or adjustment created for the employee or a payroll batch generated for that employee:
  • Earning rates associated with a certified project
  • Fringe benefit rates
  • Deductions or benefits from the deductions and benefits package specified for a certified project
Employees with the Exempt from Certified Reporting check box selected are also not included in the certified reports generated through the Government Reporting (PR504000) form.
Default Union The union to be used as a default union when a transaction is entered if no specific union is specified. Unions may be used to override multiple different data entry parameters. You use the Union Locals (PR209700) form to define unions.
Default WCC Code The work compensation code to be used as a default code when a transaction is generated on creation of a payroll batch and a paycheck if no specific code is specified. You use the Workers' Compensation Codes (PR209800) form to define the codes.

Personal Info Section

Element Description
Date of Birth The employee’s date of birth.
If the Canadian Payroll feature is enabled on the Enable/Disable Features (CS100000) form, this setting becomes mandatory because it affects the calculation of Canadian taxes.

Address Info Section

If you update the address information for the employee on this form the system automatically updates this information on the Employees (EP203000) form. The opposite is true, if you update the address information on the Employees (EP203000) form the system updates it in the payroll record.

Element Description
Address Lookup Opens the Address Lookup dialog box.
For the description of the dialog box, see Address Lookup Dialog Box.
This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and integration with web map services has been set up, as described in Integrating Acumatica ERP with Web Map Services. If the integration is not set up, the View on Map button is displayed instead.
Address Line 1 The home address of the employee.
Address Line 2 The second line of the home address (if needed).
City The city of the employee address.
Country The country of the employee address. Select the country from the list of two-letter country codes, which are defined on the Countries/States (CS204000) form.
State The state of the employee address. If a list is available, select the state from the list of states in the country you selected above. If no list is available, you can modify the list of states by using the Countries/States form.
Postal Code The postal code for the employee address.

Work Locations Section

Only the work locations that are listed in this table are available for selection on the Paychecks and Adjustments (PR302000) form and in the Employee Earning Details dialog box that can be opened on the Payroll Batches (PR301000) form.

The table toolbar has only standard buttons.

Element Description
Use Payroll Work Location from Project A check box that indicates (if selected) that the system uses the work location specified for the related project in the Payroll Work Location box on the Summary tab of the Projects (PM301000) form. If the check box is cleared, the system uses the default work location from the table below.
Use Class Default Value A check box that indicates (if selected) that the state of the Use Payroll Work Location from Project check box is copied from the employee payroll class record.
Use Class Default Work Locations A check box that indicates (if selected) that the table in this section is filled in with the work locations specified for the employee class of the selected employee, and the values cannot be overridden. If this check box is cleared, you can modify the list of work locations in the table, specify multiple work locations, and select one default work location.
The table in this section has the following columns.
Location The identifier of the work location.
Location Name The name of the location.
Default A check box that indicates (if selected) that this location is selected by default on transaction entry. Any other location from the list can be manually selected if necessary.

Back to TopAddress Lookup Dialog Box

In this dialog box, you can add a new address, update an existing address, and fill in the missing address information in a record that has address settings. You can also search for the name of the company and select the company’s address. You can click the link to view the address in a new browser tab. If the address is correct, you can click Select to fill in the boxes in the Address section of the applicable form with the company location details. The addresses you can select from the list are limited to the countries specified for the address provider.

  • If needed, you can use only a keyboard to select an address in the dialog box. When the Address Lookup dialog box has been opened, the system moves the focus to the Enter a Location box. You enter the known part of the address in the box, select the address by using the arrow keys, and press Enter. Then you can check the address and press Enter to close the dialog box.
  • You can expand the size of the Address Lookup dialog box to see the map in a larger scale by dragging the edges or corners of the dialog box.

This dialog box is available only if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and integration with a web map service has been set up as described in Integrating Acumatica ERP with Web Map Services.

Element Description
Enter a Location A box for searching for the company’s address.
You can do the following by using this box:
  • Find a company address by a postal code if no other address details are available: If you enter the postal code into this box, the system displays the address options with the cities and country (and the state, if the country has states) that are valid for the postal code.
  • Find a full address by a street address: If you enter the street address into this box and select the address, the system will fill in the country (and the state, if applicable), city, and postal code on the form.
The web service selected as an address provider on the Site Preferences (SM200505) form searches for the information that matches your search criteria and lists all the search results below this box. You can click the needed value in the list, and the web service populates the box with this value and displays the address in the map area.
Map area The area that displays the map, which takes most of the space of the dialog box. Depending on the address provider, Google Maps or Bing Maps can be used.
In this area, you can view the existing company location. If you click the Address Lookup button, the company address is shown in the dialog box as a location on the map.
This dialog box has the following buttons.
Select Closes the dialog box and populates the current section with the address details that you have selected in this dialog box.
Cancel Closes the dialog box and cancels the selection of the company address.

Back to TopEmployment History Tab

This tab contains information about the employee’s history of employment in the company.

Summary Area

Element Description
Hire Date The start date of the latest uninterrupted period of active employment, as specified in the Start Date column of the table on this tab.
For example, if two consecutive periods of employment are specified for the employee, and the most recent period of employment immediately follows the previous one, the hire date is set to the start date of the earliest period.
If there is at least one day of interruption between the periods of employment (that is, between the start date of the most recent period and the end date of the previous period in this example), the hire date is set to the start date of the most recent active period of employment.
Termination Date The latest End Date specified in the table on this tab if the employee is not actively employed by the company or if an end date is specified for the employment that has the Active status. If the employee is actively employed with no End Date specified, this box is empty.

Table

After the employee’s final paycheck is released on the Paychecks and Adjustments (PR302000) form, the system may insert a new detail line in this table if none of the existing lines corresponds to the information in the final paycheck. This new line will be non-editable. If the final paycheck is voided, the system will delete this detail line.

The table toolbar has only standard buttons.

Column Description
Active A check box that indicates (if selected) that the employee currently holds this position.
If the Terminated check box is selected for the position, this check box becomes cleared.
Position The position that the employee held in the company between the start date and the end date or is currently holding if it is active and no end date is specified for it.
The list of available positions is defined on the Positions (EP201000) form.
Start Date The date when the employee was appointed to the position.
Start Reason The reason the employee was appointed to this position, which can be one of the following:
  • New Hire: The employee was newly appointed to the position.
  • Rehire: The employee was rehired by the company.
  • Promotion: The employee was promoted.
  • Demotion: The employee was demoted.
  • New Skills: The employee acquired new skills.
  • Reorganization: The position resulted from reorganization that the company underwent.
  • Other: The employee’s appointment to the position occurred for some other reason.
Probation Period End Date The date when the employee’s probation period ends. By default, the system calculates this date by adding the duration of the probation period specified for the employee class on the Employee Classes (EP202000) form to the date shown in the Start Date column. You can modify or clear the date as necessary.
This column is synchronized with the similar column on the History tab of the Employees (EP203000) form.
End Date The date when the employee was appointed to a different position or the employee’s employment in the company was terminated.
Terminated A check box that indicates (if selected) that the employee stopped working for the company.
Termination Reason The reason the employee’s employment in the company was terminated. The following options are available:
  • Retirement: The employee has retired.
  • Layoff: The employee has been laid off.
  • Terminated for Cause: The employee has been fired for a specific reason.
  • Resignation: The employee has resigned.
  • Deceased: The employee has died.
  • Medical Issues: The employee has stopped working because of medical issues.
Eligible for Rehire A check box that indicates (if selected) that the former employee is eligible for rehire.
This check box is available only if the Terminated check box is selected.

Back to TopTax Settings Tab

The table on this tab includes all employee-specific tax setting and global tax settings loaded from the Symmetry tax engine for tax codes assigned to the employee. The whole list of global tax settings can be viewed on the Global Tax Settings tab of the Tax Maintenance (PR208000) form.

The table toolbar has only standard buttons.

Table Columns

Column Description
Name A read-only box with the description of the tax setting.
Additional Information Additional information about the tax setting.
Company Notes The note added for the tax setting through the Notes column on the Global Tax Settings tab of the Tax Maintenance (PR208000) form.
State A read-only box with the state in which the tax applies. For federal taxes, FED is displayed in the column.
Value The value for this tax setting.
This box is available for editing if the tax setting is employee-specific or the corresponding global tax setting has the Employee setting level specified on the Global Tax Settings tab of the Tax Maintenance (PR208000) form.
Used for Tax Calculation A check box that indicates (if selected) that the tax setting is used for tax calculation by the tax engine.
Used for Government Reporting A check box that indicates (if selected) that the tax setting is used for government reporting.
Form/Box The tax form and box that this tax setting affects.

Back to TopTaxes Tab

The table on this tab includes all taxes that the employee is subject to. The whole list of taxes can be viewed on the Tax Codes tab of the Tax Maintenance (PR208000) form.

Tax Codes Table


In this table, you can assign taxes defined in the Tax Codes table on the Tax Codes tab of the Tax Maintenance (PR208000) form to the employee.

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Element Description
Import Taxes Fills in the table with the relevant taxes from the Tax Codes table on the Tax Codes tab of the Tax Maintenance (PR208000) form based on the work locations and the address specified for the employee.
The table contains the following columns.
Tax Code The unique identifier of the specific tax to be applied to this employee.
Name The description of the selected tax code.
Active A check box that indicates (if selected) that this tax code is available for use for this employee in the Payroll module.

Tax Settings Table

In this table, you specify the values for the settings required for the tax that is currently selected in the Tax Codes table.

The table toolbar has only standard buttons.

Column Description
Name The description of the tax setting.
Additional Information Additional information about the tax setting.
Company Notes The note added for the tax setting through the Notes column of the Tax Codes table on the Tax Codes tab of the Tax Maintenance (PR208000) form.
Value The value for this tax setting.
This box is available for editing if the corresponding tax setting has the Employee setting level specified in the Tax Settings table on the Tax Codes tab of the Tax Maintenance (PR208000) form.
Required A check box that indicates (if selected) that an entry in the Value box is required.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Form/Box The tax form and box that this tax setting affects.

Back to TopCompensation Tab

In the table on this tab, the earning types are specified that may be used to capture hours or pay rates for the employee.

The table toolbar has only standard buttons.

Table Columns

Column Description
Earning Type The unique identifier used to specify the type of earnings that this employee is eligible for. Only earning codes with the category Piecework or Wage are available.
Description The name of the earning type.
Active A check box that indicates (if selected) that the system will process this earning type during the paycheck calculation process.
Pay Rate The rate of pay for this specific employee, based on the unit of pay specified in the next column. For salaried employees, this may be an annual salary amount.
Unit of Pay The way the pay rate is applied. The following options are available:
  • Hour: For all earnings paid by the hour
  • Year: For salaries
  • Miscellaneous: For such items as piecework, commissions or bonuses
Start Date The date when this earning type came (or comes, if it is a future date) into effect for this employee. This date can serve two possible purposes:
  • To pre-enter future pay rates, such as raises that take effect on a certain date
  • To establish a historical record of raises (for instance, rather than just changing the rate when a pay increase occurs, to deactivate the current record and create a new record with a new starting date)
If there is more than one active record per earning type, the system uses the start date to determine which rate to use based on the date the work occurred (not the payment date). The start date must be unique for each employee and earning type; for example, the employee cannot have two different records, both of type NT, that have the same start date.
End Date The date when this earning type became inactive for this employee. This date serves to establish a historical record of raises (for instance, when the record is deactivated, to record the date when this took effect).Specifying the end date is required when you clear the Active check box.
This box is available if the Active check box is cleared.

Back to TopDeductions and Benefits Tab

In the table on this tab, you can specify any deductions and benefits that may be used for the employee.

Summary Area

Element Description
Split Method The method used if multiple deductions have the same sequence in order to determine what to do if there are not enough wages left to cover all of the equal-sequence deductions. The following options are available:
  • Even: The remaining amount is divided evenly between the deductions.
  • Pro-Rata: The remaining amount is divided through proration. For example, if deduction A is $300 and deduction B is $100, then A is 75% of the total of the two deductions; therefore, A receives 75% of the remaining amount, and B receives 25%, as opposed to the Even method, in which case both A and B would receive 50%.
Net Pay Minimum The amount to be used when deductions and garnishments are applied. Net pay is not allowed to drop below this level (except on adjustments, which can go negative).
Use Default
A check box that indicates (if selected, which is the default value) that the value in the box to its left is inherited from the employee payroll class specified in the Class ID box on the General tab. This value is not stored in the employee record. When you clear the check box, you can override the default value from the payroll class by entering a new value in the box to the left.
This check box appears next to the Net Pay Minimum and Maximum Percent of Net Pay for All Garnishments boxes on this tab.
Maximum Percent of Net Pay for All Garnishments The maximum percent of net pay that can go to garnishments.

Table Toolbar

The table toolbar includes the buttons described below.

Button Description
Garnishment Details Opens the Garnishment Details dialog box, where you can specify garnishment details of a particular employee and then view progress of its payment.

Garnishment Details Dialog Box

Column Description
Vendor The unique identifier of a vendor to whom the garnishment is paid.
Vendor Invoice Description The description of the vendor invoice.
Court Name The name of the court that ordered the garnishment.
Document ID The official government document
Court Date The court name assigned to the garnishment order.
Original Amount The total amount that you enter if the garnishment is for a lump-sum amount that is eventually paid down by the garnishment withholding. If the garnishment is a regular, recurring type, enter zero.
Amount Paid The life-to-date amount withheld for this garnishment for this employee.

Table Columns

Column Description
Deduction Code The unique identifier for the deduction or benefit code.
Description The description of the deduction or benefit code.
Active A check box that indicates (if selected) that the system will process this code during the paycheck calculation process.
Deduction Amount The amount to be used for calculation if the calculation method for this deduction is set to Fixed Amount or Amount per Hour.
Deduction Percent The percentage to be used for calculation if the calculation method for this deduction is set to Percent of Gross or Percent of Net.
The read-only value in this column is derived from the deduction and benefit code record if the Use Deduction Defaults check box is selected.
Deduction Limit Frequency How often the maximum amount (if any) specified in the Deduction Limit column is to be applied.
The read-only value in this column is derived from the deduction and benefit code record if the Use Deduction Defaults check box is selected.
Deduction Limit The deduction amount cap.
The read-only value in this column is derived from the deduction and benefit code record if the Use Deduction Defaults check box is selected.
Use Deduction Defaults A check box that indicates (if selected) that the values for this row are not stored directly in the employee record but are always derived from the deduction and benefit code record.
Contribution Amount The amount to be used for calculation if the calculation method for the employer contribution is set to Fixed Amount or Amount per Hour.
The value of this read-only column is derived from the deduction and benefit code record if the Use Contribution Defaults check box is selected.
Contribution Percent The percentage to be used for calculation if the calculation method for the employer contribution is set to Percent of Gross or Percent of Net.
The value of this read-only column is derived from the deduction and benefit code record if the Use Contribution Defaults check box is selected.
Contribution Limit Frequency How often the maximum amount (if any) specified in the Contribution Limit column is to be applied.
The read-only value in this column is derived from the deduction and benefit code record if the Use Contribution Defaults check box is selected.
Contribution Limit The contribution amount cap.
The read-only value in this column is derived from the deduction and benefit code record if the Use Contribution Defaults check box is selected.
Use Contribution Defaults A check box that indicates (if selected) that the values for this line are not stored directly in the employee record, but are always derived from the deduction and benefit code record.
Garnishment A read-only check box that indicates (if selected) that the elements in the Garnishment Details dialog box are available for entry and maintenance when this line is selected in the table.
Sequence The sequence in which the deduction is taken. This number need not be unique. If two deductions have the same sequence number, they are considered to be equal, and in that case, the split method must be specified in the Split Method box in the Summary area.
Start Date The date when this deduction or benefit came (or comes) into effect for this employee. This date serves two possible purposes:
  • To pre-enter future codes (that is, codes that take effect at a certain point in time)
  • To establish a historical record of deductions and benefits (for instance, rather than just changing the rate when a pay increase occurs, to deactivate the current record and create a new record with a new starting date)
If there is more than one active record per code, the system uses the start date to determine which code to use based on the payment date. The start date must be unique for each employee and each code; for example, the employee cannot have two different records, both of type 401K, that have the same start date. The system compares the transaction date on the paycheck and the start date to define when to apply the code.
End Date The date when this deduction or benefit became inactive for this employee. This date serves to establish a historical record of deductions and benefits (for instance, when the record is deactivated, to record the date when this took effect).
The system requires entering of the end date if you add the same code twice.

Back to TopPaid Time Off Tab

On this tab, you can maintain and view information about the employee’s paid time off. If you want the same PTO bank to have different accrual rates over the course of time, you can add this PTO bank multiple times, but each entry must have a different start date.

Summary Area

The dates displayed in this area are non-editable dates copied from the Employment History tab for informational purposes.

Element Description
Probation Period End Date The latest probation period end date specified in the table on the Employment History tab.
Hire Date The start date of the latest uninterrupted period of active employment.
Termination Date The date when the employee’s employment was terminated.
Use Custom Settings A check box that indicates, if selected, that you can modify settings in the table below it. If the check box is cleared, the system uses the values specified for the employee’s class on the Employee Classes tab of the PTO Banks form, and these settings are non-editable at the employee level.

Table

The table toolbar has only standard buttons.

Element Description
Active A check box that indicates (if selected) that the bank accrues hours.
PTO Bank The unique identifier of the bank as defined on the PTO Banks (PR204000) form.
Description The description of the bank as defined on the PTO Banks (PR204000) form.
Banding Rule The number of years of service for which a banding rule is defined on the Banding Rules tab of the PTO Banks (PR204000) form.
Start Date The date starting from which the settings of the PTO bank are applied to the employee.
Accrual Method The method of PTO hours accrual to be used in the employee’s paychecks. The following options are available:
  • Percentage: Enables you to specify in the Accrual % column the default accrual rate to be used to accumulate hours for the PTO bank.
  • Total Hours per Year: Enables you to specify in the Hours per Year column the number of hours that the employee may accrue throughout the year. This number is divided by the number of pay periods, which is specified in the Number of Periods box on the Pay Periods (PR201000) form, to determine the number of hours included in a paycheck.
  • Front Loading: Enables you to specify in the Front-Loading Hours column the number of hours that are added to the PTO balance of the employee on the transfer date, which is defined in the elements below this box.
  • Front Loading and Percentage: Enables accrual of paid time off with a combination of the Front Loading and Percentage accrual methods.
  • Front Loading and Hours per Year: Enables accrual of paid time off with a combination of the Front Loading and Hours Per Year accrual methods.
If you change the accrual method specified in this column, you may need to update the value in the Accrual % or Hours per Year column as well.
Accrual % An accrual rate to be used to accumulate hours.
Hours per Year The number of hours that the employee may accrue throughout the year.
Front-Loading Hours The number of hours the system adds to the bank each year on the transfer date.
Balance Limit The maximum number of hours that are available for the bank.
The balance is accumulated during the year from accrued, front-loaded, and carryover hours and cannot exceed the limit.
Allow Negative Balance A check box that indicates (if selected) that the system does not put restrictions on the disbursing amount.
If the check box is cleared and a paycheck is being created for the employee using the disbursing earning type that is linked to the PTO bank, the system will display an error message if the disbursing amount is greater than the amount associated with the sum of the available and accrued hours.
This check box is cleared and non-editable if the Can Only Disburse from Carryover check box is selected in the same row.
Can Only Disburse from Carryover A check box that indicates (if selected) that only the carryover hours from the previous year can be used. If the check box is cleared, there is no restriction on the carryover hours.
This check box is cleared and non-editable if the Allow Negative Balance check box is selected in the same row.
Transfer Date The date when the PTO bank resets. On this date, the system carries over accruals from one year to the next and adds front-loading hours to the PTO balance, if applicable.
Carryover Type The way accruals are to be carried over from year to year starting the date specified in the Transfer Date box. The following options are available:
  • None: The system starts over to accrue hours every year and resets unused hours.
  • Partial: The system carries over a number of hours accrued from the previous year. You specify how many hours to keep in the Carryover Amount box.
  • Total: The system carries over all accrued hours from the previous year.
Carryover Hours The number of hours the system carries over to the following year.
During Probation Period The way the PTO bank accrues and disburses paid time off during the employee’s probation period.
One of the following options might be specified:
  • Accrued and Available: Time off is accrued and can be used during the probation period.
  • Accrued but Not Available: Time off is accrued but cannot be used during the probation period.
  • Not Accrued: No time off can be accrued or used during the probation period.
On Settlement The rule that will be applied to the PTO bank when a final paycheck is calculated for the employee.
One of the following options might be specified:
  • Pay Balance: The PTO bank will be automatically disbursed.
  • Keep Balance: The system will preserve the balance of the PTO bank.
  • Discard Balance: The system will empty the balance of the PTO bank but not disburse it to the employee.

Back to TopPayment Tab

In the Summary area of the tab, you specify a payment method and a cash account to be used for the payment. In the Direct Deposit table on this tab, you specify each bank account that receives direct deposit amounts for the employee. If no active direct deposit details exist, the employee should receive a printed paycheck; an employee receives either a printed paycheck or a direct deposit, but not both.

If you change the settings while open paychecks are available in the system, the changes will be applied to the paychecks only if the paychecks are calculated.

Summary Area

Element Description
Payment Method A payment method to be used to generate paychecks for the employee. You can select from the list of payment methods available for use in payroll—that is, payment methods for which the Use in PR check box is selected in the Summary area of the Payment Methods (CA204000) form.
Cash Account A cash account to be used to generate paychecks for the employee. You can select from the list of cash accounts available for use in payroll. That is, cash accounts for which the Use in PR check box is selected on the Allowed Cash Accounts tab of the Payment Methods (CA204000) form.

Direct Deposit Table

The table toolbar has only standard buttons.

Column Description
Account Number The employee’s bank account number to receive the direct deposit.
This column appears only if the US Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
Type The type of the account, which can be one of the following: Checking or Savings.
This column appears only if the US Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
Bank Name The employee’s bank name for the account.
This column appears only if the US Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
Bank Routing Number The employee’s bank number for the account.
This column appears only if the US Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
Amount The amount to be directly deposited to the specified account.
Percent The percentage of the net paycheck to be directly deposited to the account.
Sequence The order in which the payment is to be processed. The sequence is important if fixed amounts are specified for multiple bank accounts for an employee and the net pay is not sufficient to cover all amounts.
Gets Remainder A check box that indicates (if selected) that this account is to receive any remainder amount (based on rounding or insufficient or variable amounts). At least one active line in the table should have this check box selected.

Back to TopGL Accounts Tab

Element Description
Earnings Account An expense account used by default to record the earnings.
Earnings Sub. The corresponding subaccount used with the earning account.
The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Deduction Liability Account A liability account used to record the deduction from employee paycheck.
Deduction Liability Sub. The corresponding subaccount used with the liability account.
The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Benefit Expense Account An expense account to be used by default to record the benefit to employee paycheck.
Benefit Expense Sub. The corresponding subaccount used with the expense account.
The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Benefit Liability Account A liability account to be used by default to off-set the benefit expense account.
Benefit Liability Sub. The corresponding subaccount used with the liability account.
The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Expense Account An expense account used by default to record the taxes.
Tax Expense Sub. The corresponding subaccount used with the tax account.
The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Liability Account An liability account used to off-set the tax expense account.
Tax Liability Sub. The corresponding subaccount used with the liability account.
The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
PTO Expense Account A general ledger account used to record expenses associated with paid time off.
This box is displayed only if the Canadian Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
PTO Expense Sub. The corresponding subaccount used with the PTO expense account.
The box is displayed only if the Subaccounts and Canadian Payroll features are enabled on the Enable/Disable Features (CS100000) form.
PTO Liability Account A general ledger account used to record liabilities related to paid time off.
This box is displayed only if the Canadian Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
PTO Liability Sub. The corresponding subaccount used with the PTO liability account.
The box is displayed only if the Subaccounts and Canadian Payroll features are enabled on the Enable/Disable Features (CS100000) form.
PTO Asset Account An asset account used with paid time off.
This box is displayed only if the Canadian Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
PTO Asset Sub. The corresponding subaccount used with the PTO asset account.
The box is displayed only if the Subaccounts and Canadian Payroll features are enabled on the Enable/Disable Features (CS100000) form.