Employee: Payroll Data | Earnings
The Earnings tab is found under the Payroll Data section in the Employee Module.
Use of this tab is optional. Use with employees having scheduled earnings that are added to their paychecks on a regular basis (Every payroll, first or last payroll of the month, etc).
Common examples are use of company cars, employer paid health care and the taxable cost of Group term Life insurance.
These earnings are applied to the employee only if the employee is being paid. They do not work independently. Entries on this tab cannot cause an employee to be paid by themselves.
Tab Buttons
Show all earnings: Use to display inactive scheduled earnings. A scheduled earning is inactive if the current check date in the Payroll Module is before the Start Date or after the End Date of the individual earning code.
Add (*): Use to add a new scheduled earning to the employee.
Save | Save/Add New | Cancel: Located at the bottom of the screen, these buttons become active when the process of adding a new scheduled earning is initiated. Save: Saves the newly created scheduled earning.
Save/Add New: Saves the new scheduled earning and moves the cursor to initiate the addition on another earning.
Cancel: Click the Cancel Button to undo the entry you are working on.
Delete Button
Delete an existing scheduled earning from the tab. You can delete scheduled earnings that have already been used in payroll history. If a historical view of the employee's scheduled earnings in required, do not delete the obsolete scheduled earnings. Use the End Date field to control when they are no longer used. Use the "Show all earnings" check box to display inactive scheduled earnings.
Adding scheduled earnings to an employee
Click the Add Button to begin the process of adding a scheduled earning.
Place the cursor on the Code Field. Use the Drop List to select the appropriate code.
Earning Section
If there are preset values on the company level Earnings code, those fields are populated on the employee level code.
Code: The code selected for use with the scheduled Earnings.
Calc Code: If applicable, select the appropriate Calc Code from the provided Drop List.
Amount: Enter the amount for the scheduled Earnings.
Rate: Rate is not used with a scheduled Earnings.
Rate Code: If applicable, select the appropriate Rate Code from the provided Drop List.
Frequency: If appropriate, select a Frequency Code from the Drop List. Do not use the single digit Tax Code Frequencies.
If the earning is a one-time event, you can use the Frequency Code of "O". It is easier, however, to simply add the earnings in the pay grid while doing the payroll.
Dates Section
Start Date: The system assigns the current check date from payroll when adding the earning. Update as appropriate.
End Date: The system assigns the default date of 12/31/2100 adding the earning. Update as appropriate.
Last Paid: Last Paid is updated by the system during payroll processing. Leave blank, unless this is a Frequency based earning. If so, enter the date when the earning WOULD have last happened. Failure to do so may result in the earnings being paid prematurely.
Agency & Other Section
Agency: If the earnings is to be paid to an agency, select it from the provided Drop List
Misc Info: Data entered here is displayed on the agency check.
Limits Section
Goal: Total to be reached at which the earning will stop. The tracking towards a goal amount can cross calendar years
Paid: The amount paid towards the goal. This amount is automatically updated when the earnings is paid.
When the Paid amount equals the Goal amount, the earning stops.
Min: When using a Calc Code with the earning, the calculated amount must be at least this number.
Max: When using a Calc Code with the earning, the calculated amount cannot exceed this number.
Annual Max: The maximum amount (if any) in the calendar year that can be paid for this earning.
Units: If applicable, enter the number of units for this earning. The Units field is most often used when setting up Group Term Life Insurance.