Financial Edge Payroll Configuration Guide · PDF filechapter 1 Payroll Configuration...

TheFinancialEdge™

Configuration Guide for Payroll

080714

2014 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc.

The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages.

In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation.

All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc.

All other products and company names mentioned herein are trademarks of their respective holder.

FE‐ConfigurationGuideforPayroll‐080714

Contents

PAYROLL CONFIGURATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Configuration Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2General Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Distributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22International . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Interfunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Posting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Default Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Addressee/Salutations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Tracks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Pay Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Attendance Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Attendance Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Uniform Premiums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

1chapter

Payroll Configuration

Configuration Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

General Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Managing Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7General Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Employee Attendance Plans Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Employee Event Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Employee General Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Tax Configuration Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Time and Attendance Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Calculations Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Payments Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Queue Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Distributions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Account Distributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Transaction Distributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Cash Management Distributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27International Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Interfunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Account Masking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Managing Interfund Entries and Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Posting Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Default Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Addressee/Salutations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Tracks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Planning Tracks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Managing Tracks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Pay Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Attendance Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Attendance Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Uniform Premiums. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

2 CHAPTER

In Payroll, Configuration provides a central location for settings and features you use to customize your payroll processes. These settings affect functions and details that can increase the efficiency of your record keeping, speed data entry, provide for security checks‐and‐balances, and generally optimize the performance of The Financial Edge programs. For example, you can define business rules in Configuration to control a wide variety of functions, including whether to use balance checking for attendance or whether to allow Do Not Post as a post status for payments.

With other Configuration features, you can create tables and distribution templates to speed data entry. You can rename fields to reflect your organization’s terminology, hide them, or make them required on certain types of records. You can also customize the program by creating special categories of information called attributes and attaching them to your records to aid in tracking and reporting.

In Configuration, you can create several types of records, such as pay types, benefits, deductions, schedules, and attendance plans to streamline the process of adding an employee record and to improve consistency in data entry. You can also create tracks to define groups of items and actions that are added automatically to records to automate payroll processes.

Because Configuration impacts the entire program, it is closely linked to Security. Only users with supervisor rights should have access to Configuration. With table entries in particular, it is important you limit access to adding and editing rights to maintain consistency in your database.

Configuration LinksThe Configuration page contains links to help you define settings for Payroll. Configuration options are grouped into categories which appear as links. Simply click a link to view options for that particular category.

Note: For the latest documentation and information, visit our Web site at www.blackbaud.com.

Warning: Only those users with supervisor rights should have access to Configuration. With table entries in particular, it is important you limit access to adding and editing rights to maintain consistency in your database.

PAYROLL CONF IGURAT ION 3

To access Configuration, click Configuration on the navigation bar. The Configuration page appears.

General. Click this link to make changes to your organization’s basic information such as country, address, and phone number. Although your organization name is displayed on this page, it is not editable.

Attributes. Click this link to define types and characteristics of attributes you can assign to employees, compensation types, positions, events, actions, and attendance records. Attributes are bits of useful information you can attach to a record for tracking or reporting purposes.

Business Rules. Click this link to set business rules that customize standard procedures and requirements in Payroll. Business rules affect all users of the program and provide ways to control specific functions throughout Payroll. There are numerous business rules you can use to customize the program. For detailed information, see “Business Rules” on page 7.

Tables. Click this link to access the Tables page, which provides a centralized location for adding, creating, and editing all Payroll and shared tables. Using tables throughout The Financial Edge increases data entry speed and accuracy by providing lists of options users can access quickly. Various pre‐existing tables appear on the Tables page for your convenience. If a table entry becomes obsolete, you can make it inactive.

Fields. Click this link to view or change fields. You can hide fields your organization does not use, make an entry required, change field types, edit field names, and view a field’s lookup status.

Distributions. Click this link to create account and transaction distribution templates. Creating and using distributions in Payroll is an efficient way to distribute activity to accounts, projects, classes, and transaction codes in journal entry. Projects are available only with the optional module Projects and Grants.

International. Click this link to define, edit, or delete international address formats for use in Payroll.

Interfund. Click this link to create, edit, and delete interfund sets to transfer activity between accounts in different funds.

Addressee/Salutation. Click this link to create, edit, and delete addressee/salutations, which you can use on employee records.

Note: To change your organization’s name, contact Customer Support at www.blackbaud.com.

4 CHAPTER

Posting Information. Click this link to create and adjust journal references for posting Payroll transactions to General Ledger. You must define journal references before you can save records such as payments and calculations.

Default Accounts. Click this link to establish default reclassification accounts. Reclassification accounts are similar to interfund entries and are used to balance debit and credit accounts by fund, class, or project.

Schedules. Click this link to create schedules you can assign to employee, pay type, benefit, and deduction records that determine when to calculate those items. You define the pay frequency and number of periods for a calendar year. You also specify the number of hours per day and days per week an employee works.

Pay Types. Click this link to define the pay rate or amount for salary, hourly, other pay types. A pay can be a salary or fixed amount, or based on an hourly rate, piece rate, or percentage of gross pay amounts.

Benefits. Click this link to define employee benefits for which your organization assumes the expense, such as 401(k) and health care coverage plans. You can establish tax settings for benefits that determine whether taxes should be withheld from the employer expenses.

Deductions. Click this link to define employee expenses for benefit programs such as 401(k) plans, health plans, or employee pay deductions for flex spending, garnishments, and charitable contributions.

Attendance Plans. Click this link to define the accrual methods and carryover levels for each attendance type. When setting accrual methods, you define whether the attendance type accrues using an annual or monthly cycle, accrual start and end dates, and how attendance is earned (by period of time, or hours worked, or pay period).

Attendance Types. Click this link to create attendance types and define the short description, long description, and status of each attendance code.

Uniform Premiums. Click this link to view the current premiums for group term life insurance benefits as defined by the IRS. Blackbaud updates these tables each year.

Taxes. Click this link to add tax records to define taxes collected through employee withholdings and employer payroll taxes paid for each employee to the federal, state or local governments.

Tracks. Click this link to define tracks, containing checklist items, to assign to employee records. We recommend you use tracks to standardize your hiring and training/orientation processes.

Positions. Click this link to define information for each position such as the description, EEOC job category, and valid dates for the position.

Departments. Click this link to define information such as default earnings distributions for departments.

General Configuration

On the General page, you can define specific default information for your organization, such as country, address, city, state, ZIP code, phone number, and federal tax identification number. This information appears on printed documents and correspondence. You can also designate whether your organization is an Equal Employment Opportunity Commission (EEOC) reporting organization.

Adding information to the General page

The information and settings you enter on the General page are saved automatically when you exit the General page.

Note: To change your organization’s name, contact Customer Support at www.blackbaud.com.

Note: For increased efficiency, you can change your address and phone information in Mail when printing statements and other forms.


1. From the Configuration page, click General. The General page appears, with your organization’s name listed at the top of the page.

2. In the Country field, enter the home country of your organization.

3. In the Address, City, State, and Zip fields, enter your organization’s address information.

4. In the Phone field, enter your organization’s phone number.

5. In the Federal tax ID field, enter your organization’s federal tax ID.

6. If your organization does EEOC reporting, mark EEOC reporting organization.

When you mark EEOC reporting organization, Ethnicity becomes a required field on employee records and EEOC job category becomes a required field on position records. Depending on your organization’s EEOC reporting requirements, you may also want to make the Citizenship, Birth date, Gender, and Position fields required on the employee record. For more information, see “Fields” on page 21.

7. When you exit the General page, your general settings are saved automatically.

Attributes

Attributes add flexibility to your record keeping. Use attributes to define specialized information for your records for which no field exists. By defining attributes, you can store special information about a wide variety of record types for reports and queries. You can identify a category for the attribute, make the attribute required or unique, and store entries specific to that category.

In Payroll, you can define Employee, Attendance, Event, Action, Compensation Type, and Position attributes. For example, you can create an employee attribute to identify employees whose spouses also work at your organization. You can name the attribute “Spouse is employee” and use a text data type so you can enter the spouse’s name.

Warning: Address and phone information on the General page can be edited or deleted at any time. Just remember that deleted information cannot be recovered!

Glossary: An attribute is a reporting tool you use to group information based on a common theme. With attributes defined, you can filter information to your specifications.

6 CHAPTER

You can define new attributes using a variety of data types, including text, date, yes/no, number, currency, or table. When you create attribute tables, you can enter table entries from the Tables page of Configuration or directly on the Attributes tab of a record. By enabling Security settings, the Supervisor can lock table entries to prevent users from adding, changing, or deleting table entries. For more information about tables and table entries, see “Tables” on page 13.

This section contains procedures for adding and moving attributes.

Managing Attributes

You establish Payroll attributes by entering attribute types, data types, and table names on the Attributes page of Configuration. On the Attributes page you can add, edit, move, and delete attributes, as well as print attribute reports.

Adding an attribute

1. From the Configuration page, click Attributes. The Attributes page appears.

2. In the Attribute Type column, enter a description of the attribute.

3. In the Data Type column, select the field’s format type. Data types include text, date, yes/no, number, currency, and table.

4. If you select “Table” as the data type, enter a table name in the Table Name column.

5. To make the attribute required on each record, mark Required. Required attributes are automatically added to the related record.

Note: You can enter attribute table entries on the Tables page of Configuration or on the Attributes tab of a record.

Warning: Before you can delete an attribute from Configuration, you must first delete it from all records.

Note: If you define the data type as a table, you can select an existing table or create a new one.

Note: Attributes can be edited at any time or deleted if they are not used on any records.


6. To require a unique attribute for each record, mark Unique. Unique means you can use the attribute only once on a record.

7. When you exit the attributes grid, your attributes are saved automatically.

Moving an attribute

1. From the Attributes page, in the attribute grid, select the row to move.

2. On the action bar, click Up or Down to move the selected attribute.

3. When you exit the Attributes screen, your changes are saved automatically.

Business Rules

Business rules help you customize standard procedures and requirements to suit your organization. The Business Rules link in Configuration is visible only to users assigned the rights to view or edit business rules in Security. Business rules affect all users and are usually defined by the system administrator.

Tip: The order you set here determines the order the attributes appear when you click the down arrow in an Attributes type field on a record. You can place your most popular entries at the top to save time scrolling through less used entries during data entry.

Glossary: A business rule is a system‐wide preference you set in Configuration to customize standard procedures and requirements. With business rules, you can control functions and displays affecting all users in the program.

8 CHAPTER

General Business Rules

With General business rules, you can define an alternative field label for “Supervisor”.

Refer to “Supervisor” as [ ]. With this business rule, you can change the field label “Supervisor”, which appears as a field on various Payroll records, to the term your organization uses to describe this role. For example, you could change the name of the field from “Supervisor” to “Manager”.

Employee Attendance Plans Business Rules

With Employee Attendance Plans business rules you can define whether to track attendance types in hours or days. You can also specify what should happen when you attempt to record an amount for an attendance type that exceeds the balance — whether to allow, warn, or do not allow the record to be saved.

Balance checking for attendance. With this business rule, you can allow recorded attendance to exceed the attendance type balance, warn when recorded attendance will exceed the balance, or never allow recorded attendance to exceed the balance. If you select to warn or never allow the recorded attendance to exceed the balance, when you attempt to record attendance that exceeds the balance, a warning message appears from which you can view the attendance summaries for the affected employees.

Track attendance by. With this business rule, you can select to track attendance by days or hours. If you select Days, the hours per day are defined by the employee’s default schedule.

If you later change this setting, attendance summary information and attendance records update so that time quantities are expressed either in days or hours.


Employee Events Business Rules

With Employee Events business rules you can specify for which events you want to update the employee’s current status.

Update the employee’s current status when adding these events. Mark the checkboxes for the events you want to update an employee’s status for as part of the event. When you add one of these events, a message screen appears on which you can select the new status.

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Employee General Business Rules

With Employee General business rules you can set rules for employee tenure, full time equivalency, required fields, default distributions, employee IDs, and duplicate criteria.

If an employee has more than one hire event, calculate tenure based on the employee’s [ ]. With this business rule, select to use the employee’s original hire date or most recent hire date for calculating tenure. This business rule is also used in calculating attendance.

Allow full time equivalency to be greater than 1.0. With this business rule, you can select whether to allow full time equivalency to be greater than 1.0. You can select Always, Never, or Ask. This option is helpful if you have employees who routinely work overtime.

Allow employee to be saved without all information required to create a calculation for the employee. With this business rule, you can select whether to allow an employee record to be saved without

information added to all required fields. You can select Always, Never, or Ask.

Allow pay types, benefits, and deductions distributions to cause invalid combinations with employee default distribution when assigned. With this business rule, you can select whether to allow

invalid distribution combinations when assigning the default distribution on the employee record. You can select Always, Never, or Ask. If your organization typically uses timesheets, you should set this rule to Always and then change the invalid combinations on the timesheet.

When an employee is added to department(s), overwrite the employee’s default distribution with the department’s distribution.

With this business rule, you can select whether to replace an employee’s default distribution with that of the department to which he or she is assigned. You can select Never or Ask each time.

Automatically generate Employee IDs starting with [ ]. With this business rule marked, Payroll automatically generates new employee ID numbers when you add employees to the database. You also designate the first number to use when creating employee ID numbers.

Employee IDs are [ ] characters long. If you automatically generate IDs, designate the number of characters to use when creating new employee ID numbers.


Prevent entry in the Employee ID field. With this business rule, you can lock employee ID numbers so they cannot be edited. This feature prevents missing or duplicate employee IDs.

Duplicate Employee Criteria. In this grid, you select specific employee record fields to use as criteria when searching for duplicate employees. The duplicate search is useful for preventing users from entering duplicate employees.

Automatically check for duplicate employees. With this business rule marked, Payroll automatically searches for duplicates when you save a new employee. With this rule, you also determine how to handle found duplicates — you set the program to give a warning when a duplicate exists, or disallow duplicate employees.

If you do not mark this rule you can still check for duplicate employees using the duplicate employee criteria selected in the grid. To do this, on the menu bar of an open employee record, select Employee, Duplicate Search.

Tax Configuration Business Rules

With Tax Configuration business rules, you can specify whether to display the FUTA tab on the Federal Tax Settings screen.

Hide the FUTA tab in Configuration, federal tax tables. If your organization is 501c(3) and exempt from FUTA tax, you can mark this business rule to hide the FUTA tab on the federal tax record.

Time and Attendance Business Rules

With Time and Attendance business rules, you can set rules for time and attendance entry and batches.

Allow approved time and attendance batches to be deleted. Mark this business rule to allow time and attendance batches with a status of approved to be deleted.

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In addition to hourly pay types, also enable entries for. Mark Paying/Recording attendance to enable the Step: 2 Attendance Entry Options tab on the Time and Attendance Batch screen. With this business rule marked, you can also select attendance codes for paying attendance on the Step: 1 Time Entry options tab.

Mark Paying piece rates to allow the selection of piece rate pay types on the Step: 1 Time Entry tab of the Time and Attendance Batch screen. If this business rule is unmarked and you mark Provide a row for each employee’s assigned pay types on the Step: 1 Time Entry tab, rows are not added for any piece rate pay types assigned to employees.

Show entries in the hours/units columns with [ ] decimal places. With this business rule, you can select the number of decimal places to use for hours or hour/units columns on the Time and Attendance Batch screen.

Calculations Business Rules

With Calculations business rules, you can set rules for defining and running calculations.

Allow unapproved time and attendance batches to be included in calculations. With this business rule, you can select to always or never allow unapproved time and attendance batches in calculations.

Allow new calculations for employees with an inactive status. With this business rule, you can select to always or never allow new calculations for employees with an inactive status.

Payments Business Rules

With Payments business rules, you can set rules for payments.

Wrap long payee names. With this business rule marked, long payee names that do not fit on one line wrap to the next line. If you mark this option and a payee name wraps to the next line, you can enter only three address lines for that payee — two for the street address and one for the city, state, and ZIP Code.

Allow check printing to be restarted. With this business rule marked, you can reprint checks that did not print correctly, or you can restart a check run from the Print payroll checks and EFT notices processes.


Allow reversal post status to be edited on voided checks. With this business rule marked, you can change the reversal post status of voided checks.

Exclude “Do not post” as a post status. With this business rule marked, the post status defaults to Not yet posted. This feature ensures that all payment debit and credit distributions post to the general ledger.

Queue Business Rules

By setting Accounting Queue business rules, Payroll can add and remove queues from a schedule of tasks. To define business rules for Accounting Queue, select Queue on the left of the Configure Business Rules page and make selections on the right.

Add recurring queues to the schedule list [ ] days BEFORE the scheduled start date. With this business rule, you can select the number of days before the scheduled start date to add recurring queues.

Remove queues from the schedule list [ ] days AFTER they have been processed. With this business rule, you can remove queues from the schedule after they have been processed.

When generating emails from queue, use [ ] to send emails. With this business rule, you can select the email format. Your choices include “MIME” and “UUEncode.” We recommend you use the MIME format because most email client programs support this format. Select “UUEncode” if you are having trouble with attachments, or if you communicate with a domain that continues to use UUEncode.

“From” address for Queue emails. With this business rule, you enter a correctly formatted email address from which the Queue emails will be sent. Please note, if you enter the “Mail from” address on the Miscellaneous tab of a Queue, the address you enter here will be overridden.

If you are on the Windows Server 2008 operating system and want to send scheduled Queue emails, this field is required.

TablesTables increase data entry speed and accuracy throughout The Financial Edge. When entering information into a field with a table, you can quickly access a list of possible entries for that field, select an entry, and place it directly into the field rather than entering it manually.

Note: With the optional module Accounting Queue, you can schedule a sequence of tasks to run automatically and unattended. For more information, see the Accounting Queue Guide.

Glossary: A table is a field in which you can predefine entries to save time and promote consistency for your data entry.

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Some tables, such as the EEOC Job Category table, contain predefined values. For others, you define the entries. For example, the Currency Type table does not include “Euro” as a default entry. If you want a “Euro” table entry, you must add it. Some table entries require you to enter only a description, while other table entries request more detail. For example, the Phone Type table requires a type and a phone number format, and the Journal table provides fields for short and long descriptions. When adding table entries, you must enter a long description, but the short description defaults to the first two characters of the long description unless you specify otherwise.

For a field with table values, to view a list of entries for the table, click the down arrow on the right side of the field or press F4. You can also place the cursor in the field and click the down arrow on your keyboard to scroll through the entries. You can usually enter text directly in the field, and if the program does not recognize it as a valid entry, you get a message asking if you want to add the text as a new entry. Finally, you can place the cursor in a table field and press F7 to access a screen on which you can view, add, edit, and delete entries.

To keep entries uniform, it is also extremely important that you limit rights for adding and editing table entries. These rights are controlled though the Set Up System Security page of Administration. Allowing only a few key users to add, edit, or delete table entries ensures the validity of your database, records, and reports.

This section contains procedures for adding, deleting, printing, and organizing tables and table entries.

Adding a table

1. From the Configuration page, click Tables. The Tables page appears.

2. On the Tables page, in the Type field, select “<All Tables>”, “Payroll”, or “Shared Tables”. Tables appear in the box on the left.

Shared tables are tables found in all Financial Edge programs. For example, City, County, and State are pre‐defined tables you can access in Configuration for any Financial Edge program. Any changes or additions you make to shared tables appear in all programs.

3. At the bottom of the screen, click Add new table. The New Code Table screen appears.

4. In the Table Name field, enter a name to identify the table, such as “Departments”, “Budgets”, “Managers”, or “Programs”.

Note: Before you can delete a table defining attribute types, you must first delete all related table entries. Then, delete the attribute from the Attributes page of Configuration before deleting the table.

Warning: You can delete only table entries that are not currently in use. You can, however, designate entries in use as inactive, which means they cannot be used in the system until made active again.


5. To give the table a short description of up to six characters, mark Use Short Description of. In the [ ] characters field, enter a number of one to six. If you use this table as a segment in your account numbers, you must give it a short description.

6. To save the table and return to the Tables page, click OK.

Deleting a table

Before you can delete tables, you must first delete all related table entries. For attribute table entries, you must also delete the attribute from the Attributes page of Configuration before deleting the table.

1. From the Tables page, select the table to delete.

2. At the bottom of the screen, click Delete Table. A message appears, asking if you are sure you want to delete the table.

3. To delete the table and return to the Tables page, click Yes.

Printing a table

1. From the menu bar on the Tables page, select File, Print.

Warning: Tables can be edited or deleted at any time. Just remember that deleted information cannot be recovered!

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2. Select Code Tables Report. The Code Table Report screen appears.

3. To print specific tables, leave the Include Selected Code Tables Only checkbox marked. To print all tables, remove the checkmark.

4. If you left the Include Selected Code Tables Only checkbox marked, in the Code tables box, select the tables you want to print. Click the right arrow to move your selections to the Code tables to include box.

5. To include inactive table entries on the report, mark Include inactive table entries.

6. To include empty code tables on the report, mark Include empty code tables.

7. To print each table on a separate page, mark Print one table per page.

8. To view the print layout, click Preview.

9. To print the report and return to the Tables page, click Print.

Adding a table entry

1. From the Configuration page, click Tables. The Tables page appears.

2. In the box on the left, select the table in which to add the new table entry. Table entries appear in a grid on the right.


3. Click New Table Entry. The New Table Entry screen appears.

4. In the Description field, enter a description for the new table entry. Depending on the field you add, you may be asked to enter other fields, such as Short Description or Phone Number Type.

5. To make the new table entry inactive, mark Inactive.

6. To save the new table entry and return to the Tables page, click OK.

Inserting a table entry

You can insert table entries to tables already containing entries. If you insert rather than add an entry, you can determine where the entry is placed in the list of entries.

1. On the Tables page, select the table in which to insert a new entry. Table entries appear in a box on the right.

2. In the table entry box, select the entry below the point where you want to insert the new entry.

Note: You can make a table entry inactive rather than deleting it. Inactive table entries do not appear in tables. Unlike deleted table entries, you can always reactivate an entry at any time.

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3. Click Insert. The New Table Entry screen appears.

4. In the Description field, enter a description for the new entry.

5. To make the new table entry inactive, mark Inactive.

6. To save the new table entry and return to the Tables page, click OK. The new entry appears above the selected entry.

Sorting table entries

1. On the Tables page, select the table to sort. Table entries appear in a box on the right.

2. Click Sort. The Sort Table Options screen appears.

3. To sort the table in ascending order alphabetically or numerically, in the Sort Order frame, mark Ascending. To sort the table in descending order, mark Descending.

4. To sort table entries by descriptions, in the Sort By frame, mark Description. To sort table entries by short descriptions, mark Short Description.

5. To sort your table entries and return to the Tables page, click OK.

Note: Tables with numbers are sorted by the first digit of the entry. For example, 2,000 would come before 40.00 (in ascending order). Therefore, you should avoid sorting currency tables or tables that contain dollar amounts.


Cleaning up table entries

To ensure consistent data entry and accurate queries and reports, we recommend limiting rights to tables to key users. Otherwise, you may have duplicate table entries within a table, for example, “Call”, “Phone Call”, and “Telephone Call” in the Action Type table. However, if you find duplicate table entries, you can use Table Cleanup to replace duplicate entries with one entry. Before editing table entries, make sure no other users are in the program.

1. On the Configuration page, click Tables. The Tables page appears.

2. In the box on the left, select the table to clean up. Existing table entries appear in a grid on the right.

3. On the action bar, click Table Cleanup. The <Table Name> Table Cleanup screen for the selected table appears. A list of areas in the program that can use the selected table appear in the box on the right.

4. In the <Table name> table entries to be replaced grid, select a table entry to replace. The program will replace these entries on all records on which they appear.

Warning: Before editing table entries, make sure no other users are in the program.

Note: If you add a new table entry in the Replace with field, a message appears asking if you want to add the new entry to the table. Click Yes to add the entry; click No not to add the entry.

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5. To replace the selected entry, in the Replace with field, select a table entry.

6. To delete the entries you are replacing so they cannot be used again on records, mark Delete table entries that are being replaced.

7. Continue making selections in the grid and Replace with field. Once you finish making selections, click Replace Now to replace the entries used in the program.

8. The program replaces the table entries you selected. A message appears telling you that the table cleanup finished successfully. Click OK. You return to the <Table Name> Table Cleanup screen.

9. To return the Tables page, click close the screen. If you marked Delete table entries that are being replaced, the entries you replaced no longer appear on the Tables page.


Moving a table entry

1. On the Tables page, select the table containing the entry to move. Table entries appear in a box on the right.

2. In the table entry box, select the entry to move.

3. To move the entry, click Up or Down.

4. When you select another table or exit the Tables page, your changes are saved automatically.

Fields

In Payroll, you can define field characteristics for most records, including employees, pay types, benefits, deductions, and positions. From the Fields page of Configuration you can rename some fields and change a field’s status from optional to required, ensuring the field must contain an entry before the record is saved. You can hide fields you do not use to prevent data entry, and you can edit field characteristics at any time.

On the General page of Configuration, you can mark EEOC reporting organization to specify that your organization does EEOC reporting. When you mark this option, Ethnicity becomes a required field on employee records and EEOC job category becomes a required field on position records. Depending on your organization’s EEOC reporting requirements, you may also want to make the Citizenship, Birth date, Gender, and Position fields required on the employee record.

Glossary: A field is a data entry box in which you add and store information on records in your database. For example, Employee ID is a field available on employee records.

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You can also add lookup fields, which are similar to tables, in which you define entries. Using lookup fields helps standardize entries and increases the consistency and speed of data entry. You add, edit, and delete lookup field table entries from the lookup field screen. To access a lookup field from a record, place the cursor in a lookup field and press F7. The lookup field screen appears, displaying a list of entries from which you can select. For more information about lookups, see the Program Basics Guide.

Setting field characteristics

1. From the Configuration page, click Fields. The Fields page appears.

2. In the box on the left, select a field type. For example, select Employee to adjust fields on employee records. Options for the field type appear in a grid on the right.

3. In the fields grid, field names appear in the Field column. To change the display name of a field, where applicable, enter a new name in the Display As column on the same row.

4. To make a field required, in the field row, mark Required. A required field must contain information before the record is saved.

5. To hide a field, mark Hidden. A hidden field may contain information but does not appear on a record. You can mark this checkbox to hide fields your organization does not use.

6. In the Lookup column, you can view which fields are lookups, which means that they are associated with a table and table entries.

7. When you exit the fields screen, your changes are saved automatically.

Distributions

In Configuration, distributions are templates you reuse to speed the process of entering transactions. You can enter distributions manually by entering the account, project, class, and transaction code information, or you can use an existing distribution as a template for your new distribution by clicking Load Distribution. Distributions are especially helpful if you commonly distribute transactions to the same set of projects, classes, or transaction codes.

This section contains procedures for adding, editing, and deleting distributions.

Note: You can edit field characteristics at any time.

Note: When you rename a field, the change affects all areas of the program. To ensure consistency and accuracy of reports and summaries, be sure not to duplicate field names.

Note: Lookup fields function like a table. You can define entries for a lookup field to make data entry quick and consistent.

Glossary: A distribution is a means of splitting transaction debits and credits among accounts, classes, projects, and transaction codes. You can make distributions manually or with a distribution template.


Account Distributions

Creating and using account distributions in Payroll is an efficient way to distribute activity to accounts, projects, classes, and transaction codes when entering payments. The distribution templates you create in Configuration can be used in any Payroll account distribution grid.

Distribution name. In this field, enter a unique name for the distribution template.

Account Number. In this field, enter an account number for the distribution. Depending on the nature of the transaction, this number appears in the DR or CR Account Number column when a distribution is loaded on a transaction record.

Account Description. When you enter a valid account number, the description appears automatically in the Account Description column. The Account Description column is for informational purposes only, and cannot be changed.

Percent. In the Percent column, enter the percentage of the distribution for each row.

Project ID. If you have the optional module Projects and Grants, you can enter a project ID number in the Project ID column.

Project Description. When you enter a valid project ID number, the description appears automatically in the Project Description column.

Class. In the Class column, you can select a class for the distribution.

Note: When you enter distributions by percent and use Distribute Evenly, Payroll rounds the distribution. For example, if you have four rows of distributions and the transaction amount is $33.33, the amount cannot be evenly divided into four. Therefore, the distribution would be 24.992% ($8.33), 24.992% ($8.33), 24.992% ($8.33), and 25.023% ($8.34).

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Transaction Codes. If you have the optional module Projects and Grants and have defined transaction codes, additional columns appear, based on the number of transaction codes you entered on the Transaction Codes page of Configuration in General Ledger. In each transaction code column, you can select a transaction code.

Distribution. To display saved debit or credit transaction distributions, select a row in the grid and click Distribution.

Load Distribution. To display a list of all existing account distribution templates defined in Configuration, click Load Distribution. You can load the templates and edit the account, percentage, or transaction information.

Distribute Evenly. To divide the distribution evenly among all accounts entered in the distribution grid, click Distribute Evenly.

Attributes. To add an attribute to the distribution, click Attributes.

Delete All. To delete all the rows in the grid, click Delete All.

Remaining. The Remaining display at the bottom of the screen shows you how much of the payment has not been distributed.

This section contains procedures for creating account distributions.

Manually creating an account distribution

1. From the Configuration page, click Distributions. The Distributions page appears.

2. In the box on the left, select Account and click New Account Distribution. The New Account Distribution screen appears.

3. In the Distribution name field, enter a name for the distribution.

Warning: Distributions can be edited or deleted at any time. Just remember that deleted distributions cannot be recovered!

Note: Use the small binoculars to search for an account segment, or use the large binoculars to search for an account number.


4. In the Account Number column, enter an account for the distribution. When you enter a valid account number, the description appears automatically in the Account Description column.

5. In the Percent column, enter the percentage of the distribution. You can enter more than one distribution row, but the distribution total must be 100 percent unless you marked the General Ledger general business rule allowing distributions less than 100 percent.

6. If you have the optional module Projects and Grants, in the Project ID column, enter a project ID number or use the binoculars to search for a project number. When you enter a valid project ID number, the description appears automatically in the Project Description column.

7. In the Class column, select a class for the distribution.

8. If you have the optional module Projects and Grants and have defined transaction codes, additional columns appear. These columns are based on the number of transaction codes you entered on the Transaction Codes page of Configuration in General Ledger. In the grid, select a value for each transaction code.

9. To load an existing account distribution from a template, click Load Distribution. For more information about loading distribution templates, see “Creating an account distribution using templates” on page 25.

10. To divide the distribution evenly among all accounts entered in the distribution grid, click Distribute Evenly.

11. To delete all rows of the grid, click Delete All.

12. To save the distribution and return to the Distributions page, click Save and Close.

Creating an account distribution using templates


2. In the box on the left, select Account and click New Account Distribution. The New Account Distribution screen appears.


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3. In the Distribution name field, enter a name for your distribution.

4. Click Load Distribution. The Select a Default Distribution screen appears.

5. Select the distribution to load and click Select. The distribution appears in the distribution grid.




Note: Default distributions are created on the Distributions page of Configuration.

Note: You can click Add New to create a new default distribution. For more information about default distributions see “Distributions” on page 22.



Cash Management Distributions

If you have the optional module Cash Management, you can create Cash Management distribution templates in Payroll to distribute adjustment activity to projects, classes, and transaction codes. The distribution templates you create in Configuration can be used in any Payroll adjustment distribution grid. Cash Management distributions are shared with other Financial Edge programs.


Account Number. In this field, enter an account number for the distribution. Depending on the nature of the transaction (whether the adjustment is a deposit or payment/transfer), this number appears in the DR or CR Account Number column when a distribution is loaded on a transaction record. We recommend using the cash account as the debit account number for deposit adjustments or as the credit account number for payment adjustments. Using a different account will cause the bank register and General Ledger cash account to be out of balance.

Account Description. When you enter a valid account number, the description appears automatically in the Account Description column. The Account Description column is for informational purposes only, and cannot be changed.

Percent. In the Percent column, enter the percentage of the distribution for each row. The total percent for all rows must equal 100 percent.

Project ID. If you have the optional module Projects and Grants, you can enter or search for a project ID number in the Project ID column.


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Distribution. To display saved debit or credit transaction distributions, select a row in the grid and click Distribution.

Load Distribution. To display a list of all existing Cash Management distribution templates defined in Configuration, click Load Distribution. You can load the templates and edit the account, percentage, or transaction information.

Distribute Evenly. To divide the distribution evenly among all account rows entered in the distribution grid, click Distribute Evenly.



Remaining. The Remaining display at the bottom of the screen shows you how much of the adjustment has not been distributed.

Manually creating a Cash Management distribution


2. In the box on the left, select Cash Management and click New Cash Management Distribution. The New Cash Management Distribution screen appears.


Note: We recommend using the cash account as the debit account number for deposit adjustments or as the credit account number for payment adjustments. Using a different account will cause the bank register and General Ledger cash account to be out of balance.


4. In the Account Number column, enter an account for the distribution. When you enter a valid account number, the description appears automatically in the Account Description column.

5. In the Percent column, enter the percentage of the distribution. You can enter more than one distribution row, but the distribution total must be 100 percent unless you marked the General Ledger general business rule allowing distributions less than 100 percent.

6. If you have the optional module Projects and Grants, in the Project ID column, enter a project ID number or use the binoculars to search for a project number. When you enter a valid project ID number, the description appears automatically in the Project Description column.



9. To load an existing Cash Management distribution from a template, click Load Distribution. For more information about loading distribution templates, see “Creating a Cash Management distribution using templates” on page 29.




Creating a Cash Management distribution using templates


2. In the box on the left, select Cash Management and click New Cash Management Distribution. The New Cash Management Distribution screen appears.


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4. Click Load Distribution. The Select a Default Distribution screen appears.





Note: Default distributions are created on the Distributions page of Configuration.

Note: You can click Add New to create a new default distribution. For more information about default distributions see “Distributions” on page 22.



Transaction Distributions

Creating and using transaction distribution templates in Payroll is an efficient way to distribute activity to projects, classes, and transaction codes. The distribution templates you create in Configuration can be used in any Payroll transaction distribution grid. Transaction distributions are shared with other Financial Edge programs.


Project ID. If you have the optional module Projects and Grants, you can enter a project ID number in the Project ID column.




Percent. In the Percent column, enter the percentage of the distribution for each row.

Load Distribution. To display a list of all existing account distribution templates defined in Configuration, click Load Distribution.

Distribute Evenly. To divide the distribution evenly among all accounts entered in the distribution grid, click Distribute Evenly.



Remaining. The Remaining display shows you how much of the payment has not been distributed.


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Manually creating a transaction distribution


2. In the box on the left, select Transaction and click New Transaction Distribution. The New Transaction Distribution screen appears.


4. If you have the optional module Projects and Grants, enter a project ID number in the Project ID column or use the binoculars to search for a project number. When you enter a valid project ID number, the description appears automatically in the Project Description column.



7. To load an existing account distribution from a template, click Load Distribution. For more information about loading distribution templates, see “Creating a transaction distribution using templates” on page 33.






Creating a transaction distribution using templates


2. In the box on the left, select Transaction and click New Transaction Distribution. The New Transaction Distribution screen appears.


4. Click Load Distribution. The Select a Default Transaction Distribution screen appears.

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6. To divide the distribution evenly among all rows of the distribution grid, click Distribute Evenly.



InternationalBy selecting the International link, you can format information for contacts in other countries and you can include specific address block formatting information. You can also edit information for countries already entered in the program, delete countries from your records, and print international information for your files.

When adding a new address format, you must select one of the five supported formats on which to base your new address. Your address format choices include “United States”, “United Kingdom”, “Canada”, “Australia”, and “New Zealand”.

This section contains procedures for adding and printing international information.



Adding a country

1. From the Configuration page, click International. The International page appears.

2. On the action bar, click New Country. The New Country screen appears.

3. In the Name field, enter the name of the new country.

4. In the Abbreviation field, enter an abbreviation for the country. This entry can be used in the address block.

5. In the Format address for this country like [ ] addresses field, select a format for the address. For example, if you select “United States”, the address format for the new country defaults to the U.S. Postal Standard. When adding a new address format, you must select one of the five supported formats on which to base your new address. Your address format choices are “United States”, “United Kingdom”, “Canada”, “Australia”, and “New Zealand”.

6. If you do not want to synchronize address fields with the printing address, unmark the By default, Synchronize individual address fields with <Address as it will be printed> checkbox. Unmarking this box means you must manually enter the address as you want it printed.

Note: You can edit or delete countries at any time.

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7. To include the country name in the printed address, mark Include country in <Address as it will be printed> using. Then, select “Country name” to include the entire name of the country or “Abbreviation” to include only the abbreviation. The program automatically places the abbreviation or name of the country in the Address as it will be printed box on the address record. You must also mark Synchronize with individual address fields on the address record for this feature to take effect.

8. To save the new country and return to the International page, click OK.

Interfunds

On the Interfund tab, you can define interfund sets to establish transfers between funds and ensure distributions balance. When you save an interfund entry set, the program verifies the interfund entries in the set produce a balanced post batch. You can create reversing entries and copy other distributions using the Create reverse Entry and Copy from buttons. Interfund entries cannot be changed after the transaction is posted.

Account Masking

When you create an interfund set, you define source account numbers for the interfund entry. When selecting source account numbers, you can use account masks to quickly select ranges of accounts without having to enter specific numbers. By masking accounts, you use asterisks in place of numbers in a segment or segments of a General Ledger account to designate source account ranges.

You can use asterisks as wildcard characters to represent any digit from zero to nine and simplify selecting source accounts. To indicate accounts in a single fund, you can enter the fund segment and mask the rest of the account number. For example, if you enter 01‐*****‐**, all accounts in Fund 01 will be used in the interfund set. To indicate all accounts within all funds, you can mask the entire account number. For example, you can enter **‐*****‐**.

Managing Interfund Entries and Sets

You use interfund entry sets to transfer activity between accounts. On the Interfund page, you can add, edit, and delete interfund entries and interfund sets.

Glossary: An interfund set is a pre‐defined set of default accounts for interfund entries. Accounts within the interfund set ensure funds remain in balance when activity is transferred between funds.

Glossary: Masking accounts is the process of inserting asterisks to quickly select a range of accounts without having to enter specific numbers.

Glossary: An interfund entry is a balancing entry you make between funds. In The Financial Edge, you can automate the procedure to create general ledger transactions to transfer activity between funds and ensure each fund is kept in balance.


Adding an interfund entry set

1. From the Configuration page, click Interfund. The Interfund page appears.

2. Click New Interfund Set. The Add an Interfund Entry Set screen appears.

3. In the Interfund set ID field, enter an ID number for the interfund set.

4. In the Description field, enter a description.

Note: To use an interfund entry set as the default when creating transactions, you must select an interfund entry set in the Use this interfund set by default when creating new transactions field on the Interfund page of Configuration.

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5. On the General tab, click New Interfund Entry. The Add an Interfund Entry screen appears.

6. In the When creating a transaction that will post a DEBIT to... this Fund or account [ ] and that will post a CREDIT to... this Fund or account [ ] fields, enter non‐balancing debit and credit funds or accounts from a distribution.

7. In the Automatically create these balancing interfund entries: Create a CREDIT to [ ] to balance within and a DEBIT to [ ] to balance within fields, enter debit and credit funds or accounts that balance the non‐balancing funds or accounts. These are interfund entries.

8. To save the interfund entries and return to the Add an Interfund Set screen, click Save and Close. If the funds or accounts you entered are not valid debit or credit accounts, or if the interfund entries do not balance, Payroll asks you to enter valid accounts.

9. On the Blackbaud Systems tab of the Interfund Entry Set screen, mark the Blackbaud programs in which to use the interfund entry.

10. When you are finished adding the interfund entry set, click OK to save the interfund set and return to the Interfund page.

11. In the Use this interfund set by default when creating new transactions field, you can select an interfund entry set to use as a default when creating transactions.


Warning: Interfund sets can be edited or deleted at any time. Just remember that deleted interfund sets cannot be recovered!


Adding an interfund entry

1. From an open interfund entry set, click New Interfund Entry. The Add an Interfund Entry screen appears.

2. In the When creating a transaction that will post a DEBIT to... this fund or account [ ] and that will post a CREDIT to... this fund or account [ ] fields, enter non‐balancing debit and credit funds or accounts from a distribution.

3. In the Automatically create these balancing interfund entries: Create a CREDIT to [ ] to balance within and a DEBIT to [ ] to balance within fields, enter debit and credit funds or accounts that balance the non‐balancing funds or accounts. These are interfund entries.

4. To save the interfund entry and return to the Interfund Entry Set screen, click Save and Close. If the funds or accounts you entered are not valid debit or credit accounts, or if the interfund entries do not balance, Payroll asks you to enter valid accounts.

Posting Information

On the Posting Information page, you can add and define custom journal references to use when posting in detail to General Ledger. You can specify the fields to export and their lengths, and designate text to label adjustments and reversing transactions. You can also define journal values for payments, interfund entries, and cash management adjustments. You cannot save cash management adjustments or records such as payments or calculations until you specify journal values for posting. Cash management adjustments are available only with the optional module Cash Management.


Warning: Interfund entries can be edited or deleted at any time. Just remember that deleted interfund entries cannot be recovered!

Glossary: A journal reference is a user‐defined alphanumeric code added to each journal entry transaction when you create a batch. You can use journal references to reference journal transactions to source documents or as criteria in a transaction query.

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This section contains procedures for adding journal references.

Setting journal reference fields

1. From the Configuration page click Posting Information. The Posting Information page appears.

2. In the box on the left, select a journal reference. The journal reference fields appear in a grid on the right.

3. To change journal references for debit accounts, mark Debit. To change journal references for credit accounts, mark Credit.

4. To change journal reference fields, in the Field Name column, click in an existing field and select a new field.

5. To insert more reference fields, click in the empty row at the bottom of the grid and select the fields you want to add.

6. To define extra custom journal references, click Fields and enter text describing the reference in the Field Names grid.

7. To define custom text for adjustments, mark Preface the journal reference for each adjustment with this text and select a field entry.

8. To define custom text for reversals, mark Preface the journal reference for each reversal with this text and select a field entry.

9. In the Post Payroll transactions with this Journal value field, select the source application for Payroll transactions you post to General Ledger. You can add journal values on the Tables page of Configuration.

10. In the Post Bank Account adjustments with this Journal value field, select the source application for bank account adjustments you post to General Ledger. You can add journal values on the Tables page of Configuration.

Note: To add a new field to the drop‐down list, click Fields.

Note: You cannot save cash management adjustments or records such as payment and calculations until you specify journal values for posting. Cash management adjustments are available only with the optional module Cash Management.

Note: Posting information can be edited at any time.


11. When you exit the Posting Information page, your settings are saved automatically.

Default Accounts

In Default Accounts, you can define a single default reclassification account the program uses to balance transaction distributions such as projects or transaction codes.

Setting a default reclassification account

The default reclassification account is used to balance transaction distributions for projects, transaction codes, and net asset accounts.

1. From the Configuration page, click Default Accounts. The Default Accounts page appears.

2. In the box on the left, select Reclassification. The Reclassification default account option appears.

3. In the Account field, enter an account number. You can use the small binoculars to search for an account segment or use the large binoculars to search for an account number.

4. When you exit the Default Account page, your changes are saved automatically.

Addressee/SalutationsYou can further customize Payroll by defining the way employee address information and salutations appear on pay checks, pay stubs, and other correspondence. By configuring addressee and salutation formats, you help ensure that addressees and salutations appear consistently on mailings. You can create various salutation formats for use depending on the occasion.

Warning: Enter default accounts carefully. Payroll does not verify account numbers exist until you use them in a distribution. Then, based on your business rules, the program creates the account automatically, prevents creating the account, or asks if you want to add the account.

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Adding a salutation

1. From the Configuration page, click Addressee/Salutations. The Addressee/Salutations page appears.

2. On the action bar, click New Salutation. The New Salutation screen appears.

3. In the Field Name field, select the specific address/salutation field to include in this format. For example, if you want the employee’s first name to be part of the salutation, select “First name”.

4. In the Initial, Comma, Cond, Hard Brk, Concat, and Smart columns, mark the formatting styles you want. The formatting style you select produces the following result:

• Initial—Mark this checkbox to reduce the field entry to a single initial and insert a period.

• Comma—Mark this checkbox to insert a comma before the field entry.

• Cond (Conditional Break)—Mark this checkbox to wrap addressee/salutation to the next line at the point where the conditional break is placed if the salutation is too long. For example, a salutation might not fit on certain sizes of address labels.

• Hard Brk (Hard Break)—Mark this checkbox to automatically wrap addressee/salutation to the next line at the point where the hard break is placed.

• Concat (Concatenate)—Mark this checkbox to remove the spaces between the current field and the subsequent field.

• Smart —Mark this checkbox to remove a user‐defined field if the fields with the smart option are activated. For example, if you are working with an addressee/salutation format of “John and Jane Q. Smith” and you select the smart option by the spouse first name field, the system drops the “and” if there is not an entry in the spouse first name field. This prevents salutations of “John and Q. Smith”.


5. The Preview pane is informational only, and displays the way the field appears when the formatting options are set.

6. To save the salutation and return to the Addressee/Salutations page, click Save and Close. The address format is now displayed on the Addressee/Salutations page.

DepartmentsOn the Departments page of Configuration, you can define departments and their default earnings. When you assign an employee to a department on the employee record, all information for that department including the supervisor and location default on the employee record. Account codes for department distributions are masked so that when calculations are created for pay types, benefits, deductions, and taxes, the account code assigned to those records combines with the employee’s distribution so that the expenses track to the employee’s department.

Adding a new department

1. From the Configuration page, click Departments. The Departments page appears.

Note: Salutations can be edited at any time.

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2. Click New Department. The New Department screen appears displaying the Department tab.

3. In the Department ID field, enter a department ID.

4. In the Description field, enter a description for the department.

5. In the Supervisor field, enter a name or click the binoculars to search for an individual. You can change the label for the Supervisor field if your organization uses a different term for this position. For more information, see “General Business Rules” on page 8.

6. In the Location field, select a location for the department. You define Location table entries on the Tables page of Configuration.

7. In the Notes box, add notes or comments about the department.

8. Select the GL Distribution tab. If your organization expenses employee costs to the employee’s department, you should define a default account distribution for the department. This distribution defaults onto the employee record when the employee is assigned to the department.


9. The Interfund field lists all interfund sets available for use in Payroll. An interfund entry is a balancing entry made to transfer activity between funds and ensure each fund is kept in balance. Interfund entries are used only when you enter a debit account from a fund different from the default credit account. If this occurs, Payroll automatically adds the interfund set created for the debit account you are using. If you have not created an interfund set for this debit account, you cannot save the distribution.

10. In the DR Account Number column, enter the debit account for the distribution. The account code is always masked. When calculations are created for pay types, benefits, deductions, and taxes, the account code assigned to those records combines with the employee’s distribution so that the expenses track to the employee’s department.

You can use the small binoculars to search for an account segment or use the large binoculars to search for an account number. You can also click Load Distribution to use default account distributions. To use an account distribution defined in Configuration, select From Table. To use the default accounts defined for other departments, select From Department.

11. Enter the percentage of the distribution in the Percent column. You can manually enter percents for each account or you can click Distribute Evenly to distribute percents equally among the selected accounts.

12. If you have the optional module Projects and Grants, enter a project ID number in the Project ID column, or use the binoculars to search for a project ID. When you enter a valid project ID number, the description appears automatically in the Project Description column.


14. If you have the optional module Projects and Grants and have defined transaction codes, additional columns appear based on the number of transaction codes you have defined. In the grid, select a value for each transaction code. You can also select the account row and click Distribution to load a default transaction distribution.

15. To save the department and return to the Departments page, click Save and Close.

PositionsYou can create position records in Configuration to hold default information for positions such as the EEOC job category, job level, and valid dates for the position. In addition, you can add position attributes, notes, and media. When you assign an employee to a position on the employee record, all information defined for that position default on the employee record.

Adding a new position

1. From the Configuration page, click Positions. The Positions page appears.

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2. Click New Position. The New Position screen appears displaying the Position tab.

3. In the Position ID field, enter an ID for the position.

4. In the Status field, select “Active” or “Inactive”. You can make any position that no longer exists inactive. Inactive positions do not show up in reports and queries.

5. In the Description field, enter a description for the position.

6. If your organization is an EEOC reporting organization, in the EEOC job category field, select an EEOC job category for the position.

7. In the Job level field, select a job level for the position. You define Job level table entries on the Tables page of Configuration.

8. In the Employment type field select an employment type such as “Full‐time”, “Part‐time”, or “Contract”. You define Employment type table entries on the Tables page of Configuration.

9. In the Dates field, select “Position is valid on any date” or “Position is only valid from”. If you select “Position is only valid from”, enter a start and end date in the fields that appear.

10. In the Number employed field, select “Number employed is not defined” or “Number employed must be from”. If you select “Number employed must be from”, enter the minimum and maximum numbers of employees that can hold this position. If there is no minimum or no maximum, you can leave either field blank.

11. In the Annual gross pay field, you can select from these options:

• Annual gross pay is not defined — If you select this option, no gross pay amount defaults when you assign this position to an employee record. You will need to assign the amount on the employee record.

• Annual gross pay is a specific amount — If you select this option, enter an amount in the field that appears.

• Annual gross pay is a range from — If you select this option, enter a pay range in the fields that appear.


12. Select the Attributes tab. On this tab, you can add attributes for an additional level of detail and reporting capability. For more information about adding attributes, see the Program Basics Guide.

13. Select the Notes tab. On this tab, you can add notes including useful information and messages about the position. For more information about adding notes, see the Program Basics Guide.

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14. Select the History of Changes tab. On this tab, you can track all changes to the record. The grid displays the change made, who made the change and when the change was made. This tab is for informational purposes only; you cannot edit information on this tab.

15. Select the Media tab. On this tab, you can store media objects about a position. You can create new media objects or browse to files with previously created objects. Media objects can include items such as newspaper clippings, letters, graphs, pictures, and video clips. For more information about adding media, see the Program Basics Guide.

16. To save the new position and return to the Positions page, click Save and Close.

TracksOn the Tracks page in Configuration, you define groups of items and actions that are added automatically to records to automate payroll processes.

Consider a track a process made up of steps. You can define checklist items for each step in the process. For example, the new hire process requires that new employees complete several payroll forms. You can define a New Hire Payroll track with checklist items for Complete W‐4 form, Complete I‐9 form, and Complete Direct Deposit Form.


You can designate when to add a track to an employee record and when to add each checklist item within the track. You can set up a track to automatically update an employee’s status information and add another track upon completion of the track. You can also associate actions with each checklist item and track. For example, if you have a track for the interviewing process, you can add a checklist item to the track to interview the applicant. You can also add an action to the checklist item so that when the interview is complete, you are automatically reminded to schedule a meeting to make a decision about the applicant.

If you edit a track in Configuration after it is added to an employee record, the changes are not made on that employee’s record. Tracks are defaults only. Be aware that changing tracks can invalidate your processes because the program does not update the track on existing records.

You can save time when setting up tracks by copying an existing track and editing and renaming it. When you no longer need a track, you can mark it as inactive.

Planning Tracks

To use tracks effectively, we recommend that you establish a plan before creating tracks. Confer with your organization’s key users and write down all steps an employee must complete in each payroll process. Determine each employee status, the order of the statuses, and the tasks involved in reaching each status. Examples of statuses include Applicant, New Hire, Active Employee, On Leave Employee, Terminated Employee, and Separated Employee. Add the statuses to the Employment Status table on the Tables page. For more information about adding table entries, see “Adding a table” on page 14.

Sample Track

You should plan tracks so that the order of checklist items and actions follow the natural progression of your employee processes. Plan the pre‐conditions that must occur to initiate the track and the post‐conditions you want to occur when the track is complete. We provide this sample New Hire Track to help you think of ways you can use tracks.

Pre-Conditions

The New Hire Track is assigned automatically to employee records whose current status is changed to “New Hire”. An action reminder is sent to the person responsible for assembling new hire information packets (including I‐9 and tax forms, benefit information, and registration forms).

Checklist Items

These checklist items must be performed to complete the track:

• Schedule employee for new hire orientation and training

• Deliver forms and information package to the new hire

• Take the employee’s photo for his or her ID badge

• Follow up to see if the employee has any questions about new hire forms

• Receive completed forms from the employee

• Deliver photo ID badge to the employee

• Scan documents and add as media to the employee record

• Deliver forms to Payroll, benefits administrators, Human Resources files

• Produce new hire report and mail to the state agency

Warning: Determine the employee statuses you need before defining tracks.

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Post-Conditions

The New Hire Track is complete when all checklist items are accomplished. When this occurs, the employee’s status is automatically updated to “Active Employee” and the Performance Review track is automatically added to the employee so that the three month, six month, and one year performance reviews are scheduled.

Managing Tracks

From the Tracks page in Configuration, you can add and copy tracks. When you no longer need a track, you can mark it as inactive.

Adding a track

1. From the Configuration page, click Tracks. The Tracks page appears.

2. On the action bar, click New Track. The New Track screen appears, open to the Conditions tab.

3. In the Track ID field, enter a short description of the track.

4. In the Description field, enter a description of the track.

Note: To make a new or saved track inactive so that it does not appear in searches or queries, mark the Inactive checkbox.


5. In the Pre‐Conditions frame, mark Automatically add this track when an employee’s status is changed to [ ] and select an employee status. Statuses are defined on the Tables page of Configuration.

6. To add an action to the track, mark Add an action when this track is added to the employee's record, save the track record, and click Create Action. For more information about adding actions, see “Adding an action to a track” on page 51.

7. In the Post‐Conditions frame, designate when the program should consider the track complete in the This track is complete when field. Select “All checklist items are complete” or “The last checklist item is complete”.

8. Mark the checkboxes for the items to occur when the track is complete.

• To change the employee’s status, mark Change employee status. In the Change status to field, select the new status.

• To add an action, mark Add an action and click Create Action to define the action. For more information about adding actions, see “Adding an action to a track” on page 51.

• To add another track to the employee’s record, mark Add another track to the employee’s record and select the new track in the Track ID field.

9. To add checklist items to the track, select the Checklist tab. For more information about adding checklist items, see “Adding a checklist item to a track” on page 52.

10. To save the track and return to the Tracks page, click Save and Close.

Adding an action to a track

You can add actions as pre‐conditions and post‐conditions for tracks on the Conditions tab and to checklist items on the New Checklist Item screen.

1. From the Conditions tab or New Checklist Item screen of an open track record, mark Add an action and click Create Action. The New Action screen appears.

2. In the Action type field, select or enter the type of action. If you enter a new action type, a message appears asking if you want to add it to the Action Type table.

3. In the Action date field, select “Specific date” or “Track added date”. If you select “Specific date”, enter the date.

Note: You must save the track before you can add actions to it.

Note: You cannot delete a track that is linked to an employee record.

Note: You must save the track before you can add actions to it.

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4. In the Status field, select a status for the action. Statuses are defined on the Tables page of Configuration.

5. In the Priority field, select “High”, “Medium”, or “Low”.

6. In the Assigned to field, select the user to assign the action to. You can click the binoculars to search for and select a user.

7. In the Description box, enter a description for the action.

8. To set an action reminder, mark Auto‐Remind.

9. In the Send reminder to field, select the user to receive the reminder. The action reminder appears on this user’s home page.

10. In the Set reminder for [ ] [ ] beforehand field, specify the length of time.

11. To add attributes to the action, select the Attributes tab. For more information about adding attributes, see the Program Basics Guide.

12. Click OK. You return to the Conditions tab or New Checklist Item screen.

Adding a checklist item to a track

You can add checklist items from the Checklist tab of a track record.

1. On the action bar of the Checklist tab, click New Checklist. The New Checklist Item screen appears.

2. In the Checklist item field, select or enter a name for the checklist item. If you enter a new checklist item, a message appears asking if you want to add it to the Checklist Item table.

3. In the Comments field, you can enter comments about the checklist item.

4. In the Add this item when field, you can set a rule for when the item is added. Select either “The previous item is marked as complete” or “The previous item is added to the employee’s record”. If you are adding the first checklist item in a track, this field is disabled.

5. In the Date requested field, you can enter a date to automatically enter for the checklist item when added to an employee record.

• If you leave the field blank, no date for the item is entered.

Note: You decide how to use the requested date, for example, for the due date of the checklist item or the date the checklist item is added.


• If you select “<Specific date>”, a field appears for you to enter the date.

• If you select “<Item added date>”, the date the item is added to the record is used.

• If you select “<Calculated date based on completion of previous item>”, fields appear for you specify the interval to use in number of days, weeks, or months.

• If you select “<Calculated date based on date added to employee’s record>”, fields appear for you specify the interval to use in number of days, weeks, or months.

6. To permit waiving the checklist item, mark Completion of this item can be waived.

7. To add an action, mark Add an action for this checklist item and click Create Action. The New Action screen appears. For more information about “Adding an action to a track” on page 51.

8. To save the checklist item and return to the track record, click Save and Close.

Copying a track

To save time when setting up similar track records, you can copy one track record, edit it, and then save it with a new name.


2. To copy a track record, select the track and click Copy from on the action bar. A new track record appears containing the same information as the selected track record.

3. Make the necessary changes to the track record.

4. To save the track record and return to the Tracks page, click Save and Close.

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Making a track inactive

You cannot delete a track if it is associated with a record. However, if you no longer need a track, you can mark it as inactive. You cannot add inactive tracks to employee records. Marking a track inactive does not affect the existing track or its actions and checklist items on records.


2. Select the track to make inactive and click Open on the action bar. The track record appears.

3. Mark Inactive beside the Description field.

4. To save the track and return to the Tracks page, click Save and Close.

Pay TypesOn the Pay Types page in Configuration, you can create pay type records to define the pay rate or amount for regular, overtime, special, and other pay types. A pay can be a salary or fixed amount, or based on an hourly rate, piece rate, or percentage of gross pay amounts.

You can specify tax settings for pay types that determine whether taxes are withheld for the pay and you can define account distribution information. You can set restrictions that determine which employees receive the pay type and assign a schedule to determine when the pay type is calculated. You cannot edit a pay type in Configuration once calculations are made using the pay type.


Adding a pay type

1. On the Configuration page, click Pay Types. The Pay Types page appears.

2. Click New Pay Type. The New Pay Type screen appears.

3. In the Pay type ID field, enter an ID for the pay type.

4. In the Status field, select “Active”. You can later change the status to “Inactive” if you are no longer using the benefit. Inactive records do not appear in reports or queries.

5. In the Pay type description field, enter a description for the pay type.

6. In the Rate field, select the method of calculating the amount paid for the benefit.

• Salary — If you select “Salary”, in the Annual Salary field, enter the salary amount.

• Fixed amount — If you select “Fixed amount”, in the fields below, select “Total amount” or “Amount per period” and enter the amount. Use “Total amount” for specified amounts paid over a number of periods, such as for a short‐term, temporary assignment. Use “Amount by period” for specified amounts paid each period for which no specific total is defined. For example, an employee receives $1,000 a month.

• Hourly — If you select “Hourly”, in the fields below, select “Amount per hour” or “Percent of hourly gross” and enter the amount or percentage. This option calculates the pay amount based on a percentage of all pays and benefits the employee receives per hour. You can select on the Restrictions tab which benefits and other pays are included in the gross amount.

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If you select “Credit attendance code”, select an attendance code in the field to the right and enter a rate in the For every hour worked credit [ ] hours of attendance field. For example, you can select the Compensation Time attendance code and when you run calculations, compensation time is credited to the employee for those hours worked.

• Piece rate — If you select “Piece rate”, select a piece rate unit in the Unit field. Piece rate units are defined on the Tables page in Configuration. In the Amount per unit field, enter the amount to pay for each unit.

• Percentage of gross — If you select “Percentage of gross”, enter a percentage in the Percentage field. This option calculates the pay amount based on a percentage of all pays and benefits the employee receives. You can select on the Restrictions tab which benefits and other pays are included in the gross amount.

7. In the Pay category field, select a pay category. Pay categories are defined on the Tables page in Configuration.

8. In the Pay stub ID field, select a label to use for the pay type on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

9. Mark Include amounts for this pay in W‐2 Box 14 to print this pay type’s amount in Box 14 of the W‐2.

10. You can define tax settings in the grid. In the View tax settings for field, select “Federal taxes”, “State taxes”, or “Local taxes”. In the Withholding Setting column, select how to manage the withholding for each tax type.

11. Select the Restrictions tab.

12. In the This pay type can only be assigned to employees with these characteristics grid, select the criteria that determines which employees can receive this pay type. For more information about filtering, see the Program Basics Guide.

13. If you selected “Percentage of Gross” or “Percentage of Hourly Gross” for the pay rate on the Pay Type tab, the Include these pays and benefits in percentage of gross pay grid appears. Select the criteria that determines which pays and benefits are included in gross totals.

Glossary: A piece rate is a fixed rate based on the task performed.


14. Select the GL Distribution tab.

15. The Distribution field displays “Debit (DR) distribution”.

16. The Interfund field lists all interfund sets available for use in Payroll. An interfund entry is a balancing entry made to transfer activity between funds and ensure each fund is kept in balance. Interfund entries are used only when the debit account you enter is from a different fund than the credit account from the employee’s default distribution.

17. You have two options for defining the account number:

• Select Combine employee distribution with this account code to enter the account code to use for calculations. During calculations, the account code you enter is combined with the employee’s masked account number to create the distribution.

• Select Always debit this account to enter a debit account number to use for calculations.

18. You can mark Always use this transaction distribution to enter the projects, classes, and transaction codes to use for the default transaction distribution.

Warning: If you select Combine employee distribution with this account code and mark Always use this transaction distribution, but do not define all of the characteristics for fund journal entries that will use this distribution, you may encounter calculation errors that are difficult to locate.

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19. Select the Schedule tab.

20. Select when to pay the pay type:

• Pay on period end dates according to employee’s default schedule—Mark this option to pay the pay type according to the employee’s default schedule. In the field, select “Pay on all dates”, “Do not pay between [ ] and [ ]”, or “Only pay between [ ] and [ ]” and enter a date range.

• Pay only in periods with specific end dates—Mark this option to pay the pay type according to the schedule entered in the grid. Click Load Schedule to select a pre‐defined schedule or enter dates and amounts/percentages in the grid. Click Distribute Evenly to distribute the amount evenly between each date.

• Do not pay in periods with specific end dates—Mark this option to pay the pay type in any period except those that occur during the schedule entered in the grid. Click Load Schedule to select a pre‐defined schedule or enter dates and amounts/percentages in the grid. Click Distribute Evenly to distribute the amount evenly between each date. You can use this option for months that have an extra pay period to avoid paying the pay type three times in one month.

Note: An employee’s pay schedule is calculated using the date entered in the Actual Date field on the employee’s New Hire event. The Scheduled Date field on the New Hire event is not used when calculating employee pay and is simply used to note a scheduled start date, which can differ from an employee’s actual start date.


21. Select the Attributes/Notes tab. On this tab, you can add attributes and notes for an additional level of detail and reporting capability. For more information about adding attributes, see the Program Basics Guide.

22. To save the pay type and return to the Pay Types page, click Save and Close.

BenefitsYou can create benefit records in Configuration that define employee benefits for which your organization assumes all or part of the expense, such as 401(k) and health care plans. You can specify tax settings for benefits that determine whether taxes are withheld from the employer expenses and you can define the distribution for benefit payments. You can set restrictions that determine which employees receive the benefit and assign a schedule to determine when the benefit is calculated. If you link a benefit to a deduction, the benefit follows the deduction’s schedule.

Adding an employer contribution benefit

1. On the Configuration page, click Benefits. The Benefits page appears.

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2. Click New Employer Contribution Benefit. The New Employer Contribution Benefit screen appears

3. In the Benefit ID field, enter an ID for the benefit.


5. In the Benefit description field, enter a description for the benefit.

6. The Benefit category field displays “Employer Contribution”. You can change this setting. The available fields and options change based on your selection.

• Employer Contribution — Select “Employer Contribution” for benefits for which your organization pays part of the expense and the rest is paid by the employee with a deduction. For example, the employer’s expense for 401(k) plans or medical insurance.

• Cash — Select “Cash” for financial assistance benefits you pay to employees for dependent care or adoption expenses assistance.

• Non‐Cash Compensation — Select “Non‐Cash Compensation” for non‐cash benefits your organization provides such as the value of an employee’s company car.

Once a benefit is assigned to an employee (an Employee benefit record is created from a Configuration benefit record), you cannot change the Benefit Category on the Benefit record in Configuration.

7. In the Link to these deductions field, you can link the benefit to a deduction. For example, to link the employer’s contribution benefit to the employee’s 401(k) contribution, click the binoculars in the Link to these deductions field and select the deduction. When you link to a deduction, the deduction’s rate, schedule, and other settings default to the benefit record.

You cannot change or remove the deduction linked to the Employer Contribution benefit once the benefit is assigned to an employee.


• Amount — If you select “Amount”, in the fields below, select “Total amount” or “Amount per period” and enter the amount to pay. If you select “Variable amount”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Benefit tab to finish making selections. The range now appears on the Benefit tab.


• Percentage of gross — If you select “Percentage of gross”, select in the field below whether to use a set percentage or variable percentage. If you select “Percentage”, enter a percentage. If you select “Variable percentage”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Benefit tab to finish making selections. The range now appears on the Benefit tab.

• Percentage of deduction — If you select “Percentage of deduction”, enter a percentage in the Percentage field and click the binoculars in the Link to these deductions field and select the deduction. When you link to a deduction, the deduction’s rate, schedule, and other settings default to the benefit record.

9. In the Pay stub ID field, select a label for the benefit on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

10. If you pay an outside agency for the benefit, and have Accounts Payable, you can enter a vendor’s name or click the binoculars to select a vendor in the Vendor for remittance field. In Payroll Processing, you can use the Create AP Invoices for Payroll Liabilities feature to generate invoices for all vendors to whom you owe payments. For more information, see the Payroll Processing Guide.

11. To include the benefit on W‐2s, mark Include amounts for this benefit in W‐2 Box [ ] and select the box. If you select “Box 12”, select a code in the Code field.

12. If you selected “Cash” or “Non‐Cash Compensation” in the Benefit category field, the tax settings grid appears so you can define federal, state, and local tax settings for the benefit.


14. To add a start restriction to the benefit, mark Grant benefit and select “Hours‐worked increments reach”, “Hours worked per period reaches”, or “Total hours worked reach”. In the field, enter the number of hours required.

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15. To stop granting the benefit when the payment reaches a certain level, mark Stop granting benefit when the benefit exceeds [ ] and select “Amount”, “Percentage of projected annual gross”, or “Percent of pay per period”. In the field, enter the maximum amount or percentage of gross pay allowed.

16. In the This benefit can only be assigned to employees with these characteristics grid, select the employee characteristics to include.

When selecting filters, we recommended that you use simple queries or avoid them altogether because they can cause the calculation process to run much slower.

17. If you selected “Variable amount” or “Variable percentage” as the amount type on the Benefit tab, you can define a variable rate range in the rate matrix grid.

18. If you selected to use a percentage of gross pay rate on the Benefit tab, you can select the pays and benefit types to include in the Include these pays and benefits in percentage of gross pay grid.


20. In the Distribution field, select the type of distribution account. Select “Debit (DR) distribution” to define an expense account or “Credit (CR) distribution” to define a liability account.

21. The Interfund field lists all interfund sets available for use in Payroll. An interfund entry is a balancing entry made to transfer activity between funds and ensure each fund is kept in balance. Interfund entries are used only when the debit or credit account you enter is from a different fund than the credit or debit account from the employee’s default distribution.



• Select Always debit/credit this account to enter a debit or credit account number to use for calculations.




24. Select the Schedule tab. (This tab does not appear if you linked the benefit with a deduction.)

25. Select when to grant the benefit:

• Grant in any calculation for the employee—Mark this option to grant the benefit any time a calculation is run for the employee. For example, if an employee has a pay type that follows a different schedule than the employee’s default schedule, the benefit is granted for both schedules.

• Grant on period end dates according to employee’s default schedule—Mark this option to grant benefit according to the employee’s default schedule. In the field, select “Grant on all dates”, “Do not grant between [ ] and [ ]”, or “Only grant between [ ] and [ ]” and enter a date range.

• Grant only in periods with specific end dates—Mark this option to grant the benefit according to the schedule entered in the grid. Click Load Schedule to select a pre‐defined schedule or create a new schedule by entering dates and amounts/percentages in the grid.

• Do not grant in periods with specific end dates—Mark this option to grant the benefit in any period except those that occur during the schedule entered in the grid. Click Load Schedule to select a pre‐defined schedule or create a new schedule by entering dates and amounts/percentages in the grid. You can use this option for months that have an extra pay period to avoid granting benefits three times in one month.


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27. To save the benefit record and return to the Benefits page, click Save and Close.

Adding a cash benefit



2. Click the down arrow next to the New Employee Contribution Benefit button and select New Cash Benefit. The New Cash Benefit screen appears.




6. The Benefit category field displays “Cash”. You can change this setting. The available fields and options change based on your selection.




7. In the Link to these deductions field, you can link the benefit to a deduction. For example, to link the cash benefit to the employee’s contribution, click the binoculars in the Link to these deductions field and select the deduction. When you link to a deduction, the deduction’s rate, schedule, and other settings default to the benefit record.


• Amount — If you select “Amount”, in the fields below, select “Total amount” or “Amount per period” and enter the amount. If you select “Variable amount”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Benefit tab to finish making selections. The range now appears on the Benefit tab.

• Percentage of gross — If you select “Percentage of gross”, select in the field below whether to use a set percentage or variable percentage. If you select “Percentage”, enter a percentage. If you select “Variable percentage”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Benefit tab to finish making selections. The range now appears on the Benefit tab.

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14. To add a start time restriction to the benefit, mark Start granting benefit when [ ] and select “Hours‐worked increments reach”, “Hours worked per period reaches”, or “Total hours worked reach”. In the field, enter the number of hours required.

15. To stop granting the benefit when the payment reaches a certain level, mark Stop granting benefit when YTD benefit exceeds [ ] and select “Amount”, “Percentage of projected annual gross”, or “Percent of pay per period”. In the field, enter the maximum amount or percentage of gross pay allowed.






20. The Distribution field displays “Debit (DR) distribution”.

21. The Interfund field lists all interfund sets available for use in Payroll. An interfund entry is a balancing entry made to transfer activity between funds and ensure each fund is kept in balance. Interfund entries are used only when the debit account you enter is from different fund than the credit account from the employee’s default distribution.






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Adding a non‐cash benefit


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2. Click the down arrow next to the New Employee Contribution Benefit button and select New Non‐Cash Benefit. The New Non‐Cash Compensation Benefit screen appears.




6. The Benefit category field displays “Non‐Cash Compensation”. You can change this setting. The available fields and options change based on your selection.




7. In the Benefit category field, you can mark Group Term Life Insurance to designate the benefit is group term life insurance. In this case, the program uses IRS Table 1 ‐ Uniform Premiums to determine the benefit amount.


• Amount — If you select “Amount”, in the fields below, select “Total amount” or “Amount per period” and enter the amount. If you select “Variable amount”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Benefit tab to finish making selections. The range now appears on the Benefit tab.

• Percentage of gross — If you select “Percentage of gross”, enter a percentage in the Percentage field.







14. To add a start time restriction to the benefit, mark Start granting benefit when [ ] and select “Hours‐worked increments reach”, “Hours worked per period reaches”, or “Total hours worked reach”. In the field, enter the number of hours required.

15. To stop granting the benefit when the payment reaches a certain level, mark Stop granting benefit when YTD benefit exceeds [ ] and select “Amount”, “Percentage of projected annual gross”, or “Percent of pay per period”. In the field, enter the maximum amount or percentage of gross pay allowed.




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20. In the Distribution field, select the type of distribution account. Select “Debit (DR) distribution” to define an expense account or “Credit (CR) distribution” to define a liability account.

21. The Interfund field lists all interfund sets available for use in Payroll. An interfund entry is a balancing entry made to transfer activity between funds and ensure each fund is kept in balance. Interfund entries are used only when the debit or credit account you enter is from different fund than the credit or debit account from the employee’s default distribution.






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Deductions You can create deduction records in Configuration that define employee expenses for benefits such as 401(k) plans and health care plans or employee pay deductions for flex spending, garnishments, and charitable contributions. You can define the deduction rate or amount and you can specify tax settings that determine whether the deduction is a pre‐ or post‐tax deduction. You can set restrictions that determine which employees qualify for the deduction and assign a schedule to determine when the deduction is calculated. You can also define the account distribution information for deductions.

You can select Create Employer Contribution Benefit from the Deduction menu to quickly create linked benefit records that use the same settings and schedule as the deduction record.

Adding a deduction

1. On the Configuration page, click Deductions. The Deductions page appears.


2. Click New Pre‐tax Deduction or click the down arrow and select New After‐tax Deduction. The New Pre‐tax Deduction or New After‐tax Deduction screen appears depending on the category you selected.

3. In the Deduction ID field, enter an ID for the deduction.

4. In the Status field, select “Active”. You can later change the status to “Inactive” if you are no longer using the deduction. Inactive records do not appear in reports or queries.

5. Mark Flexible Spending Plan to designate the deduction is a flexible spending plan.

6. In the Deduction description field, enter a description for the deduction.

7. In the Rate field, select the method of calculating the amount paid for the deduction.

• Amount — If you select “Amount”, in the fields below select “Total amount” or “Amount per period” and enter the amount. If you select “Variable amount”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Deduction tab to finish making selections. The range now appears on the Deduction tab.

• Percentage of gross — If you select “Percentage of gross”, select in the field below whether to use a set percentage or variable percentage. If you select “Percentage”, enter a percentage. If you select “Variable percentage”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Deduction tab to finish making selections. The range now appears on the Deduction tab.

• Percentage of net — If you select “Percentage of net”, select in the field below whether to use a set percentage or variable percentage. If you select “Percentage”, enter a percentage. If you select “Variable percentage”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Deduction tab to finish making selections. The range now appears on the Deduction tab.

• Percentage of disposable income — If you select “Percentage of disposable income”, select in the field below whether to use a set percentage or variable percentage. If you select “Percentage”, enter a percentage. If you select “Variable percentage”, click Set amounts on Restrictions tab. The Restrictions tab appears so you can enter a range in the rate matrix. When this is complete, select the Deduction tab to finish making selections. The range now appears on the Deduction tab.

8. In the Pay stub ID field, select a label for the deduction on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

Note: If you marked Flexible Spending Plan, the rate type is automatically “Amount”.

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9. If you pay an outside agency for the deduction, and have Accounts Payable, you can enter a vendor’s name or click the binoculars to select a vendor in the Vendor for remittance field. In Payroll Processing, you can use the Create AP Invoices for Payroll Liabilities feature to generate invoices for all vendors to whom you owe payments. For more information, see the Payroll Processing Guide.

10. To include the deduction on W‐2s, mark Include amounts for this deduction in W‐2 Box [ ] and select the box. If you select “Box 12”, select a code in the Code field.



13. To add a start time restriction to the deduction, mark Deduct [ ] and select “Hours‐worked increments reach”, “Hours worked per period reach”, “Total hours worked reach”, or “YTD annual gross reaches”. In the field, enter the number of hours required.

14. To stop the deduction when the amount reaches a certain level, mark Stop deducting when the deduction exceeds [ ] and select “Amount”, or “Percentage of projected annual gross”. In the field, enter the maximum amount for the deduction or the maximum percentage of gross pay allowed.

15. In the This deduction can only be assigned to employees with these characteristics grid, select the employee characteristics to include.

16. If you selected to use a percentage of gross pay rate on the Deduction tab, you can select the pay types to include in the Include these pay types in percentage of gross pay grid.

17. If you selected to use a percentage of net pay rate on the Deduction tab, you can select the pay types to include in the Include these pay types in percentage of net pay grid.

18. If you selected to use a percentage of disposable income on the Deduction tab, you can select the pay types to include in the Include these compensation types in percentage of disposable income grid.

19. If you selected “Variable amount” or “Variable percentage” as the amount type on the Deduction tab, you can define a variable rate range in the rate matrix grid.

Note: The deduction category you select, Pre‐tax or After‐tax, determines the default tax settings that appear in the grid.



21. The Distribution field displays “Credit (CR) distribution”.

22. The Interfund field lists all interfund sets available for use in Payroll. An interfund entry is a balancing entry made to transfer activity between funds and ensure each fund is kept in balance. Interfund entries are used only when the credit account you enter is from different fund than the debit account from the employee’s default distribution.



• Select Always credit this account to enter a credit account number to use for calculations.



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25. Select the Schedule tab.

26. Mark the option determining when to grant the deduction.

• Deduct in any calculation for the employee—Mark this option to deduct any time a calculation is run for the employee. For example, if an employee has a pay type that follows a different schedule than the employee’s default schedule, the deduction is deducted for both schedules. This option is disabled if you selected “Total amount” as the amount type on the Deduction tab.

• Deduct on period end dates according to employee’s default schedule—Mark this option to deduct according to the employee’s default schedule. In the field, select “Deduct on all dates”, “Do not deduct between [ ] and [ ]”, or “Only deduct between [ ] and [ ]” and enter a date range. This option is disabled if you selected “Total amount” as the amount type on the Deduction tab.

• Deduct only in periods with specific end dates—Mark this option to deduct according to the schedule entered in the grid. Click Load Schedule to select a pre‐defined schedule or create a new schedule by entering dates and amounts/percentages in the grid. If the deduction is a flexible spending plan, you can also enter a start date, end date, and cutoff date for the plan.

• Do not deduct in periods with specific end dates—Mark this option to deduct in any period except those that occur during the schedule entered in the grid. Click Load Schedule to select a pre‐defined schedule or create a new schedule by entering dates and amounts/percentages in the grid. You can use this option for months that have an extra pay period to avoid making the deduction three times in one month. This option is disabled if you selected “Total amount” as the amount type on the Deduction tab.




28. To save the deduction record and return to the Deductions page, click Save and Close.

Attendance TypesOn the Attendance Types page in Configuration, you create attendance types and define the short description, long description, and status of each attendance code. You can also associate an attendance code with a payment type. For example, you can add a Personal attendance type with an Unpaid Leave of Absence attendance code. Using the time sheet option, you can assign the Unpaid Leave of Absence attendance code a Do not pay status.

You cannot delete an attendance code if it is currently in use for attendance entry, but you can make an attendance code inactive so it is no longer available during attendance entry.

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Adding attendance types

1. On the Configuration page, click Attendance Types. The Attendance Types page appears.

2. On the Attendance Types page, at the bottom of the screen, click New attendance type. The New Attendance Type screen appears.

3. In the Attendance type field, enter a name, such as “Vacation”, “Personal”, or “Sick”.

4. To save the table and return to the Tables page, click OK.

Adding attendance codes

Note: To make a new or saved attendance code inactive so that it does not appear in searches or queries, mark the Inactive checkbox.


1. On the Configuration page, click Attendance Types. The Attendance Types page appears.

2. In the box on the left, select the attendance type you want to add the new attendance code to. If you have already defined other attendance codes for this attendance type, they appear in a grid on the right.

3. On the Attendance Types page, click New Attendance Code. The New Attendance Code screen appears.

4. In the Attendance code field, enter a short description for the code.

5. In the Description field, enter a long description for the attendance code.

6. In the Time sheet options frame, select “Do not pay this attendance code” or “Pay this attendance code using” and select a pay type from the field on the right.

7. To save the new attendance code and return to the Tables page, click OK.

Printing attendance type reports

1. From the menu bar on the Attendance types page, select File, Print.

2. Select Attendance Types Report. The Attendance Types Report screen appears.

3. To print specific attendance types, leave the Include Selected Attendance Types Only checkbox marked. To print all attendance types, unmark the checkbox.

4. If you left the Include Selected Attendance Types Only checkbox marked, in the Attendance types box, select the attendance types you want to print. Click the right arrow to move your selections to the Code Attendance types to include box.

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5. To include inactive attendance codes on the report, mark Include inactive attendance codes.

6. To include on the report attendance types with no assigned attendance codes, mark Include empty attendance types.

7. To print each table on a separate page, mark Print one attendance type per page.

8. To view the print layout, click Preview.

9. To print the report and return to the Tables page, click Print.

Attendance Plans

You can create attendance plans in Configuration that define the accrual methods and carryover levels for each attendance type. When setting accrual methods, you define whether the attendance type accrues using an annual or monthly cycle, accrual start and end dates, and how attendance is earned (by period of time, or hours worked, or pay period). When setting carryover levels, you define the rate at which hours accrue, the maximum hours an employee can earn within a cycle, and the amount of hours an employee can carry over from one cycle to the next.

Adding attendance plans

1. From the Configuration page, click Attendance Plans. The Attendance Plans page appears.

2. Click New Attendance Plan. The New Attendance Plan screen appears.

3. In the Plan ID field, enter an ID for the attendance plan.

Note: Attendance plans are defined in hours, regardless of whether your organization tracks attendance by days or hours, as specified in Employee Attendance Plan business rules.


4. In the Status field, select “Active”. You can later change the status to “Inactive” if you are no longer using the attendance plan.

5. In the Description field, enter a description for the attendance plan.

6. In the Plan year field, select the starting point for the attendance plan year.

• Calendar — If you select “Calendar”, the attendance plan begins January 1st.

• Fiscal year — If you select “Fiscal year”, the attendance plan begins on the first day of your organization’s fiscal year.

• Based on each employee’s start date — If you select “Based on each employee’s start date”, the attendance plan begins on the employee’s first day of employment.

• Based on a specific day — If you select “Based on a specific day”, the attendance plan begins on the date you specify in the Start month and day field.

7. In the grid on the Attendance and Carryover tab, the Attendance Type column lists all of the existing attendance types defined in Configuration. This column is not editable; you must add or edit attendance types on the Attendance Types page.

8. In the Max Carryover Hours per Cycle column, enter the total number of hours an employee may carry over from the current cycle to the next cycle if a balance exists for the attendance type.

9. In the Max Total Carryover Hours column, enter the maximum number of unused hours an employee may accumulate over all cycles for the attendance type.

10. In the Hours Accrued per Cycle column, enter the total number of hours an employee can accrue for the attendance type within the accrual cycle. For example, if you enter “15 days” for this column and the accrual cycle is 12 months, the rate per month is 1.25 days per month.

11. In the Maximum Available Hours column, enter the maximum balance of hours an employee may have for an attendance type. You can leave this field blank if there is no maximum limit.

12. Select the Accrual Methods tab.

13. In the Accrual Cycle column, select “Annual” to use a single cycle or “Month(s)” to define multiple cycles.

14. If you select “Annual” in the Accrual Cycle column, you can select a number from one to twelve in the Cycle Months column or leave it blank. If you select a number less than twelve, attendance accrues over the first part of the attendance year up to and including the defined month. For example, if your attendance plan year begins January 1st and you select “6” in this column, all attendance accrues through June and no additional attendance accrues after June.

If you select “Month(s)” in the Accrual Cycle column, the Cycle Months column is required. Select a number to define the number of cycles contained in the attendance plan year. For example, if you select “1”, there are twelve cycles per year. If you select “3”, there are four cycles per year.

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15. If you selected “Annual” in the Accrual Cycle column, you can enter dates in the Accrual Start Date and Accrual End Date columns to define a period within the attendance plan year during which attendance can accrue. For example, you can enter “04/01” for the start date and “09/30” for the end date. In this case, no attendance accrues from January 1st through March 31st or from October 1st through December 31st. If the total number of days to earn for the year is ten, only five days will accrue from April 1st through September 30th.

16. In the Attendance is Earned column, select the method by which attendance is earned.

• Daily, Weekly, Monthly — If you select “Daily”, “Weekly”, or “Monthly”, attendance is earned by the passage of time.

• By hours worked — If you select “By hours worked”, attendance is earned based on the actual number of hours worked. In the Hours per Cycle column, enter the total number of hours available in a cycle.

• By pay period — If you select “By pay period”, attendance is earned based on the number of pay periods in the employee’s schedule.

• Start of cycle — If you select “Start of cycle”, the total number of hours/days allowed for the cycle is awarded at the beginning of the cycle and is recorded as it is used.

17. If you selected “By hours worked” in the Attendance is Earned column, enter the number of hours in the Hours per Cycle column.

18. To save the attendance plan and return to the Attendance Plans page, click Save and Close.

SchedulesOn the Schedules page in Configuration, you create default schedules based on the calendar year. Once created, you assign the default schedules to employees, pay types, benefits, and deductions to determine when calculations are run and employees paid. Each employee must have a default schedule that designates pay dates based on a calendar year. However, if your organization needs to configure pay dates differently, you can change the dates on the employee record.

You cannot edit a schedule in Configuration once calculations are made using the schedule. If you need to make changes, you can create a new schedule and assign it to the appropriate records.

Employee Pay Dates. Payroll schedules are based on the calendar year, which better matches the tax schedule. A default pay schedule based on the calendar year is required for all employees. While this schedule basis is better for most organizations, we recognize that others, including schools, have different schedule requirements.


For example, a school might want to pay employees on a schedule that matches the school year. To account for this and to provide an alternative to calendar‐based schedules, you can set up compensation items with a pay schedule based on specific dates. In this situation, the specific dates override the employee’s default schedule. To set specific dates, you simply access the Compensation/Deductions tab on an employee record.

From there, open the pay type for which you want to schedule pay dates and select the Schedule tab. Next, mark Pay only in periods with specific dates and define the pay dates in the grid.

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Schedule Updates. Each year, your organization will need to create new schedules. However, if you have a set of schedules that meet your needs the process is streamlined because you can easily copy the current schedules or create new schedules using the current schedule IDs. Schedules created for consecutive years using either of these methods are “linked” because they share the same schedule IDs. Because they are “linked”, when the new year begins, default schedules update automatically for all employees assigned to the copied schedules. For example, you could have a monthly schedule in 2009 that you copy for 2010. When 2010 arrives, the 2010 monthly schedule begins automatically for all employees who were assigned to the 2009 schedule.

Schedules for compensation types, however, do not update automatically. The first time you run calculations in the new year, you receive a message asking if you want to update compensation schedules. If you click “Yes”, the program updates the compensation types according to the employee’s default schedule.

Adding a schedule

1. On the Configuration page, click Schedules. The Schedules page appears.

2. Click New Schedule. The New Schedule screen appears.

3. In the Schedule ID field, enter a schedule ID.

4. In the Year field, select the year to which the schedule applies.

5. In the Description field, enter a description for the schedule.

6. In the Pay Frequency field, select how often to issue payments. If you select “Monthly”, “Semi‐monthly”, “Weekly”, “Quarterly”, or “Bi‐weekly” extra options appear at the bottom of the screen.

• If you select “Monthly”, mark Every [ ] month(s) on day [ ] or Every [ ] month(s) on the [ ].

If you mark Every [ ] month(s) on day [ ], select the frequency of monthly payments and the date to pay them. For example, you can make payments every month on the 15th.

If you mark Every [ ] month(s) on the [ ], select the frequency of monthly payments and the day to pay them. For example, you can make payments every month on the first Friday of the month.


• If you select “Semi‐monthly”, in the Every [ ] month(s) on day [ ] and the [ ] field, select the frequency of semi‐monthly payments and the dates to pay them. For example, you can make payments every two months on the first and 15th days of the month.

• If you select “Weekly”, in the Every [ ] week(s) on field, select the frequency of weekly payments and mark the checkboxes for the days to make payments. For example, you can make payments every week on Thursday.

• If you select “Quarterly”, in the Every three month(s) on day [ ] field, select the day to make payments. For example, you can make payments every three months on the second Friday.

• If you select “Bi‐weekly”, in the Every two week(s) on field, mark the checkboxes for the days to make payments. For example, you can make payments every two weeks on Wednesday.

7. In the Number of periods field, select the total number of pay periods for the year.

8. In the Starting on field, enter the earliest possible period end date.

9. In the Hours per day field, enter the number of hours per day an employee works using this schedule.

10. In the Days per week field, enter the number of days per week the employee works using this schedule.

11. The grid on the right displays details for the pay schedule as defined in the fields on the left. If you make changes, click Update grid and select from the drop‐down list the column to update.

12. Click Save and Close. You return to the Schedules page and the new schedule appears in the grid.

Uniform PremiumsThe Uniform Premiums page in Configuration lists the current premiums for group term life insurance benefits as defined by the IRS. Blackbaud updates these tables each year.

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TaxesYou can set up tax records to define taxes collected through employee withholdings and employer payroll taxes paid for each employee to the federal, state, or local governments. You can distribute both tax liabilities and expenses to projects and transaction codes.

Blackbaud updates federal and state tax tables each year. To download updated files, on the Taxes page, click Download Tax Tables. The Blackbaud Web site opens automatically to the Software Downloads page (http://downloads.blackbaud.com). On this page, click The Financial Edge to open the Software Downloads: The Financial Edge page. Instructions on the download screen guide you through saving the *.xml files to the Financial Edge main directory.

Defining federal tax settings

1. From the Configuration page, click Taxes. The Taxes page appears.

2. Select “Federal taxes” in the Tax type field.

Note: Downloading tax tables from the Blackbaud Web site requires your user name and password to access the Software Downloads page.

Note: Blackbaud updates federal and state tax tables each year.


3. Click New Tax. The Add Federal Tax Settings screen appears, open to the Federal Income Tax tab.

4. In the Description field, enter a description for the federal tax settings.

5. In the Effective as of field, enter the date these tax settings go into effect.

6. If you have Accounts Payable, you can enter your tax collection agency in the Vendor for remittance field. In Payroll Processing, you can use the Create AP Invoices for Payroll Liabilities feature to generate invoices for all vendors to whom you owe payments. For more information, see the Payroll Processing Guide.

7. In the Pay stub ID field, select a label to use for federal taxes on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

8. The Supplemental W/H rate field displays the current standard withholding rate.

9. The Daily annualization factor field, displays the default annualization rate. You can enter a different rate if necessary.

10. The Deduction per exemption field displays the current standard deduction.

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11. Click GL Distribution. The General Ledger Distribution for Taxes screen appears where you can define distributions for each withholding type.

12. Select the withholding type to define from the tree view on the left. For more information about defining distributions, see “Distributions” on page 22.

13. Click OK. You return to the Federal Income Tax tab.

14. In the grid at the bottom of the screen, a tree view lists the single and married withholding statuses. When you select Single or Married in the tree view, the default tax settings for that status appear on the right.

15. Select the Social Security Tax tab.

16. In the Pay stub ID field, select a label to use for Social Security taxes on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

17. The employer and employee social security rate fields displays the current standard tax rate.

18. The Social security limit field displays the current maximum earnings limit.



19. Select the Medicare Tax tab.

20. In the Pay stub ID field, select a label to use for Medicare taxes on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

21. The Medicare rate field displays the current standard tax rate.

22. Select the RRTA tax tab. The RRTA tax provides for railroad employees’ pensions, and replaces their Social Security and Medicare benefits. Please keep in mind, employees can receive Social Security plus Medicare, or RRTA. They cannot receive both.

23. In the Pay stub ID fields, select the pay stub labels to use for Tier 1 and 2 taxes.

24. The employer and employee rate fields display the current standard tax rates.

25. The Employer/employee limit field displays the current maximum earnings limit.

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26. Select the FUTA tax tab.

27. In the Pay stub ID field, select a label to use for FUTA taxes on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

28. The FUTA rate field displays the current standard tax rate.

29. The FUTA limit field displays the current maximum earnings limit.

30. Select the Advance EIC tab.

31. In the Pay stub ID field, select a label to use for EIC payments on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

32. In the box at the bottom left, a tree view lists the federal EIC statuses. When you select Single/Head of household, Married both filing, or Married in the tree view, the default rates for that status appear on the right.

Tip: If your organization is 501c(3) and exempt from FUTA tax, you can mark the business rule on the Tax Configuration page to hide the FUTA tab on the federal tax record.


33. Click Save and Close to the save the federal tax settings and return to the Taxes page.

Defining state tax settings


2. Select “State taxes” in the Tax type field.

3. Click New Tax. The Add New State Tax Settings screen appears.

Note: Blackbaud updates federal and state tax tables each year.

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4. In the Add new state tax settings for [ ] field, select a state and click OK. The New <State Abbreviation> ‐ <State Name> State Tax screen appears.

5. In the State ID number field, enter an identification number for the state settings.

6. In the Effective date field, enter the date these tax settings go into effect.

7. In the W/H pay stub ID field, select a label to use for state taxes on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

8. The Supplemental W/H rate field displays the current standard withholding rate.

9. The Daily annualization factor field displays the default annualization rate of 260. You can enter a different rate if necessary.

10. Mark Round state income tax withholding to the nearest whole dollar to round withholding amounts.



11. Click GL Distribution. The General Ledger Distribution for Taxes screen appears where you can define distributions for the employee withholding tax and the SUTA employer tax.


13. Click OK. You return to the New <State Abbreviation> ‐ <State Name> tax screen.

14. In the box at the bottom left, a tree view lists the tax settings for the state, such as tax rates and deduction/exemption rates and amounts. These vary from state to state. When you select an item or branch in the tree view, the default settings for that item appear on the right. You can edit many settings; others you cannot.

15. If you have Accounts Payable, you can enter your tax collection agency in the Vendor for remittance field. This field appears for the item you select in the tree view. For example, if you select SUTA Employer Tax, the Vendor for SUTA remittance field appears.

In Payroll Processing, you can use the Create AP Invoices for Payroll Liabilities feature to generate invoices for all vendors to whom you owe payments. For more information, see the Payroll Processing Guide.

16. Click Save and Close to save the state tax settings and return to the Taxes page.

Defining local tax settings


2. Select “Local taxes” in the Tax type field.

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3. Click New Tax. The Configure a New Local Tax wizard appears, displaying the Step 1 of 4: State Tax screen.

4. In the State field, select state for the local tax.

5. Click Next. The Step 2 of 4: Responsible Parties screen appears.

6. Mark who is responsible for the tax — the employee only, the employer only, or both the employee and the employer.

7. Mark Tax varies based on state withholding status to define different rates for each withholding status.

8. Mark Tax varies based on employee residency to define rates for residents and non‐residents.


9. Click Next. The Step 3 of 4: Tax Type screen appears.

10. The options that appear depend the selections made on the Step 2 screen. Select the tax type for the employee, employer, or both the employee and employer. If you marked Tax varies based on employee residency for Step 2, select the tax types for residents and non‐residents.

11. Mark The local tax has a supplemental tax rate checkbox to define a supplemental rate for the tax.

12. Click Next. The Step 4 of 4: Summary screen appears displaying a summary of the new local tax configuration.

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13. Click Create Local Tax. The Add New <State> Local Tax screen appears.

14. In the Local tax ID number field, enter an identification number for the local tax settings.

15. In the Pay stub ID field, select a label to use for the local tax on pay stubs. Pay stub IDs are defined on the Tables page in Configuration.

16. In the Description field, enter a description for the local tax.

17. In the Effective date field, enter the date these tax settings go into effect.

18. Click GL Distribution. The General Ledger Distribution for Taxes screen appears where you can define distributions for the responsible parties you selected on Step 2 of 4: Responsible Parties screen of the Configure a New Local Tax wizard.




20. Click OK. You return to the Add New <State> Local Tax screen.

21. In the box at the bottom left, a tree view lists the withholding types for the local tax, as defined using the Configure a New Local Tax wizard. Select an item in the tree view on the left to define the tax tables, deductions/exemptions, and supplemental tax rates on the right.

22. If you have Accounts Payable, you can enter your tax collection agency in the Vendor for remittance field. In Payroll Processing, you can use the Create AP Invoices for Payroll Liabilities feature to generate invoices for all vendors to whom you owe payments. For more information, see the Payroll Processing Guide.

23. Click Save and Close to save the local tax settings and return to the Taxes page.

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Index

Aaccessing Configuration 3account distribution

addingmanually 24using templates 25

overview 23account masking, overview 36account, default 41account, default reclassification, setting 41Accounting Queue, business rules 13action, adding to tracks 51adding

account distributionsmanually 24using templates 25

actions, to tracks 51attendance codes 80attendance types 80attributes 6benefits

employer contribution 59non‐cash 69

cash benefits 64Cash Management distributions

manually 28using templates 29

checklist items 52countries 35deductions 74default reclassification accounts 41departments 43employee attendance plans 82information to the general page 4interfund entries 39interfund entry sets 37international addresses 35non‐cash benefits 69pay types 55positions 45salutations 42schedules 86table entries 16tables 14tracks 50transaction distributions


addressee/salutationadding 42overview 41

attendanceadding

attendance plans 82codes 80types 80

attendance plans 82business rules 8printing reports 81

attendance plan, see employee attendance planattendance type, overview 79attribute

adding 6moving 7overview 5

Bbenefit record

addingnon‐cash benefits 69

employer contribution, adding 59overview 59

business rulecalculations 12employee attendance plans 8employee records 10eventsgeneral 8payments 12time and attendance 11

business rule, <Program>Payrolltax 11

business rulesAccounting Queue 13

Ccalculation, business rules 12Cash Management distribution

addingmanually 28using templates 29

overview 27checklist item

102

adding 52samples 49, 50

cleaning up table entries 19Configuration

accessing 3links 2overview 2

copying tracks 53country, adding 35creating, see adding

Ddeduction record

adding 74overview 74

default account, overview 41default reclassification account, setting 41defining

tax settingsfederal 88local 95state 93

deleting tables 15department record


distributionaccount

adding manually 24adding, using templates 25overview 23

Cash Managementadding manually 28adding, using templates 29overview 27

overview 22transaction

adding manually 32adding, using templates 33overview 31

Eediting tables

cleaning up entries 19employee attendance plan

adding 82business rules 8overview 82

employee event, see eventemployee record, business rules 10event, business rules

Ffederal tax, defining settings 88field

characteristics, setting 22overview 21

Ggeneral business rule 8general configuration 4general page, adding information 4group term life insurance 87

Iinactive track 54inserting table entries 17interfund

account masking 36adding

interfund entries 39interfund entry sets 37

overview 36interfund entry set, adding 37interfund entry, adding 39international address


IRS, uniform premiums 87

Jjournal reference field, setting 40

Llocal tax, defining settings 95

Mmaking tracks inactive 54managing tracks 50manually adding

account distributions 24Cash Management distributions 28transaction distributions 32

movingattributes 7table entries 21

INDEX 103

Ppay type record


payment record, business rules 12payroll deduction, see deduction recordplanning tracks 49position

adding new 45overview 45

posting informationconfiguring 39setting journal reference fields 40

printingattendance type reports 81tables 15

QQueue, see Accounting Queue

Rreport, attendance type 81

Ssalutation, adding 42sample track

checklist items 49new hire 49post‐conditions 50pre‐conditions 49

scheduleadding 86overview 84

settingdefault reclassification accounts 41field characteristics 22journal reference fields 40

sorting table entries 18state tax, defining settings 93

Ttable

adding 14deleting 15overview 13printing 15sorting entries 18

table entryadding 16

cleaning up 19inserting 17moving 21sorting 18

taxbusiness rules 11federal, defining settings 88local, defining settings 95overview 88state, defining settings 93

time and attendance, business rules 11track

addingactions 51checklist items 52

copying 53making inactive 54managing 50overview 48planning 49sample

checklist items 49overview 49post‐conditions 50pre‐conditions 49

transaction distributionadding


overview 31

Uuniform premium

overview 87

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