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Deltek Insight 2012: Labor, Leave and Payroll

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Discover tips and tricks for streaming your Labor, Leave and Payroll processes. If you’ve given up hope on reconciling 941s, or accruing or correcting your leave balances in GCS, this session is for …

Discover tips and tricks for streaming your Labor, Leave and Payroll processes. If you’ve given up hope on reconciling 941s, or accruing or correcting your leave balances in GCS, this session is for you. We’ll discuss the types of leave available and the how-to's of tracking Comp time and banked holidays. For Payroll, we'll also show features designed as time savers! This session will also cover how Deltek Time factors into the equation. Intermediate Level.

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  • 1. Labor, Leave and PayrollStacey McCarver, DeltekGC-477
  • 2. AbstractDiscover tips and tricks for streaming your Labor, Leave andPayroll processes. If you’ve given up hope on reconciling941s, or accruing or correcting your leave balances in GCS,this session is for you. We’ll discuss the types of leaveavailable and the how-tos of tracking Comp time and bankedholidays. For Payroll, well also show features designed astime savers! This session will also cover how Deltek Timefactors into the equation.2 ©2012 Deltek, Inc. All Rights Reserved
  • 3. 941 — Employers Quarterly Federal Tax ReturnThe purpose of an IRS 941 tax form is andamounts that employers are withholding from their employeeswages.Reconciling the withholding/liability to the deposits3 ©2012 Deltek, Inc. All Rights Reserved
  • 4. DepositsEmployers cant wait until they file the return to send thequarters 941 tax money to the IRS.Employers must make regular deposits throughout the year.Depending on how much they pay in wages, they mustdeposit 941 taxes with the IRS either once a month or everytwo weeks.If an employers outstanding 941 taxes reach $100,000, thatemployer must deposit it by the next day, regardlessof its normal deposit schedule.4 ©2012 Deltek, Inc. All Rights Reserved
  • 5. Reconciling Tax DepositsThe quarterly payroll tax Run a summary earningsinformation report extracts report for the .most of its data from the  Verify that the amounts withheldearnings record file. agree with the quarterly payroll tax information report.If the report does not have thecorrect totals withheld, the Run summary earningsamounts on the report can be reports for each .traced back to individual  Verify that each report agrees with the tax deposits made forpayrolls. that payroll.5 ©2012 Deltek, Inc. All Rights Reserved
  • 6. Reconciling FICARun the FICA reconciliation reportSystems Administration / Misc Utilities / Misc Functions /UT-FICAACharacter Application printing screen, select to print to a fileOpen the file with Notepad6 ©2012 Deltek, Inc. All Rights Reserved
  • 7. UT-FICAA Sample Results  Minor differences are to be expected due to accumulated rounding..7 ©2012 Deltek, Inc. All Rights Reserved
  • 8. Reconciling FICASome reasons why FICA may not be correct:  Taxability was changed on a deduction during the year.  Gross pay or a FICA exempt deduction was changed in a pay record in edit payroll and FICA was not recalculated.  The Social Security limit was changed after an employee exceeded the previous limit.  After an employee exceeded the Social Security limit, a payment was reversed that was made before the limit had been exceeded.  There may be an erroneous non-FICA amount in the earnings record file, due to either an employee or a pay type having been recorded as FICA exempt when the timesheet was entered.  Zero the erroneous non-FICA entries in the earnings record file. Re- run UT-FICAA.8 ©2012 Deltek, Inc. All Rights Reserved
  • 9. Correcting FICACorrections made during the payroll year for a currentemployee  If FICA was not withheld correctly, an adjustment should be made to FICA in a subsequent payroll. If this adjustment is made in a calendar quarter subsequent to the error, manual adjustments will need to be made to the 941s both for the quarter being reported and for the quarter when the adjustment is made.Corrections made after closing the payroll year for acurrent employee  Since the payroll year has already been closed, the adjustment cannot be made directly to FICA, since it would be recorded in the wrong payroll year. An adjusting journal entry will also be required, because payroll cannot be posted for the prior payroll year.9 ©2012 Deltek, Inc. All Rights Reserved
  • 10. Correcting FICACorrections made during the payroll year for a terminatedemployee  If the employee’s FICA was over withheld, enter an adjusting X record in edit payroll with a negative FICA deduction to make a payment to the former employee.  If the employee’s FICA was under withheld, either the amount should be collected back from the employee or the amount under withheld should be grossed up and applied as additional pay to the employee.Corrections made after closing the payroll year for aterminated employee  Since the payroll year has already been closed, the adjustment cannot be made directly to FICA, since it would be recorded in the wrong payroll year. An adjusting journal entry will also be required, because payroll cannot be posted for the prior payroll year.10 ©2012 Deltek, Inc. All Rights Reserved
  • 11. Leave
  • 12. Leave TypesPTO – Paid Time OffVacationSickPersonalHolidaysComp TimeFloatersOther Leave- Jury, Military, BereavementLWOP – Leave without pay12 ©2012 Deltek, Inc. All Rights Reserved
  • 13. Recording Leave is entered on the timesheet to either the accrualor expense account, depending on the method used for theparticular type of leaveWhen the Payroll Journal is posted to the G/L, the EarningsRecord File is updated with the amount of leave taken andaccrued for that pay periodAccrued Leave Report & Inquiry is updated by the PayrollJournal Posting.13 ©2012 Deltek, Inc. All Rights Reserved
  • 14. Leave TypesFour major leave types are availableThe order in which the leave amounts are presented on thepaycheck and Accrued Leave Report is determined by theorder in which they are set up in the Payroll Control File.Common setup:  Vacation - (Paid Time Off)  Sick  Comp  Holiday14 ©2012 Deltek, Inc. All Rights Reserved
  • 15. Tracking Comp TimeCompensatory time is paid time off granted to an employee forworking extra hoursTo accrue comp time for overtime hours worked, charge allhours to the appropriate accounts; then charge the differencebetween the total hours and the paid hours against the comptime accountRecord as Negative hours on Timesheet when earned oraccruedRecord as Positive hours on Timesheet when taken orexpensed15 ©2012 Deltek, Inc. All Rights Reserved
  • 16. Banked HolidaysTwo ways to track Holiday leave in GCSExpense as you goAccrual method16 ©2012 Deltek, Inc. All Rights Reserved
  • 17. Leave and T&EImporting and Exporting leave between GCS Premier andDeltek Time & Expense (T&E).The export to T&E sends the beginning balance from theEmployee Master File and each accrual from the EarningsRecord File.T&E maintains leave used on its own and is not updated byGCS Premier. Therefore, payouts of leave balances must beentered as adjustments in T&E. This is not necessary forterminating employees as they will become inactive.Leave used is accounted for in GCS Premier by having theappropriate leave account (expense or accrual) recorded inthe timesheet data exported from T&E.17 ©2012 Deltek, Inc. All Rights Reserved
  • 18. Payroll
  • 19. Payroll Time SaversScheduled Pay ChangesAssumed TimesheetsTerminating Timesheets19 ©2012 Deltek, Inc. All Rights Reserved
  • 20. Scheduled Pay ChangesGenerate pay changes for a group of employees meetingspecified selection criteria.Create records with a fixed dollar change in hourly rate, afixed dollar new hourly rate, or a percentage change in hourlyrateUpdate the Scheduled Pay Changes FileThe main purpose of this feature is to allow payroll personnelthe convenience of entering mass pay changes when theyreceive them and postpone the usage of the new informationuntil the Employee Master is updated with the information.20 ©2012 Deltek, Inc. All Rights Reserved
  • 21. Scheduled Pay Changes21 ©2012 Deltek, Inc. All Rights Reserved
  • 22. Scheduled Pay Changes22 ©2012 Deltek, Inc. All Rights Reserved
  • 23. Scheduled Pay Changes23 ©2012 Deltek, Inc. All Rights Reserved
  • 24. Scheduled Pay Changes24 ©2012 Deltek, Inc. All Rights Reserved
  • 25. Scheduled Pay Changes Print report Updates the EMF No undo for this post!25 ©2012 Deltek, Inc. All Rights Reserved
  • 26. Assumed Timesheets26 ©2012 Deltek, Inc. All Rights Reserved
  • 27. Assumed TimesheetsAutomatically create "Assumed Pay" timesheets foremployees with missing timesheets within the current payperiodLater, when a "Regular" timesheet is entered and the field in theEmployee Master File is greater than zero, you can create a"Reverse Assumed" timesheet to reverse the "Assumed Pay"timesheet.27 ©2012 Deltek, Inc. All Rights Reserved
  • 28. Assumed TimesheetsTimesheets are treated the same as any regular timesheetPay Type "ASP" and "REV”The timesheet date is the last day of the current pay period.Will be included in the next regular paycheck generatedWill be included in the next Labor Distribution posting.Assumed pay timesheets are not compatible with T&E.28 ©2012 Deltek, Inc. All Rights Reserved
  • 29. Assumed Timesheets Select pay frequency Account to charge Auto Adjust % Number of Hours Salaried/Hourly29 ©2012 Deltek, Inc. All Rights Reserved
  • 30. Terminating Timesheets30 ©2012 Deltek, Inc. All Rights Reserved
  • 31. Terminating TimesheetsAutomatically create "Terminating" timesheets for payout ofaccrued leave for employees who terminated within thecurrent pay periodTimesheets are treated the same as any "Regular" timesheetPay Type "TRM,"Will be included in the next paycheck run that is generatedWill be included in the next Labor DistributionThe timesheet date chosen is the last day of the current payperiod.31 ©2012 Deltek, Inc. All Rights Reserved
  • 32. Leave Processing OptionsCreate T/S if balance not zero –  This option is used primarily for accrued vacation; an employee is paid for accrued vacation and pay is deducted for negative vacation.Create T/S only if balance < zero –  This option is used sometimes for sick leave, when accrued sick leave is not paid upon termination, but negative sick leave is deducted from the final check.Create T/S only if balance > zero –  This option would be used if you have a leave type where you pay the employee for an accrued leave balance, but do not deduct negative leave balances from employees pay.Do not create T/S for leave type –  This option is primarily for leave types such as holiday, for which you track the amount accrued and/or taken, but you do not reconcile any balance with the employee upon termination.32 ©2012 Deltek, Inc. All Rights Reserved
  • 33. Terminating Timesheets Enter termination date in EMF Select leave types to payout Creates positive or negative timesheet records33 ©2012 Deltek, Inc. All Rights Reserved
  • 34. Questions? www.twitter.com/deltek www.facebook.com/deltekinc www.linkedin.com/company/163414 www.youtube.com/user/deltekinc34 ©2012 Deltek, Inc. All Rights Reserved