A timecard must be created for a salaried employee, or the salaried employee will not be issued a paycheck. If you are not familiar with entering worker timecards, review the Entering Timecards section before continuing with this section. Entering timecards for salaried workers is very similar to entering a standard hourly timecard, but with a few differences that will be explained in this article.
Go to Labor > Timecard Entry and the following window will appear:
If the Salary Pay total has not been set within the worker record Pay tab, exit the timecard window and enter the salary information before the timecard information is entered. NOTE: The Salary Pay amount should be the total for a single pay period for the salaried employee, based on the set pay Frequency (weekly, bi-weekly, monthly, etc.). If the salary rate is changed and saved within the worker record Pay tab, the timecard window must be closed and reopened to reflect the salary change.
Enter the Worker Id and Pay Period information the same way that a regular timecard is entered. Review the Entering Salaried Employee Information section for more details about creating a new timecard.
The Pay Frequency field will default to the Pay Frequency set within the worker record Pay tab. If this setting is changed and saved in the worker record, the salary total will be calculated to reflect the change.
EXAMPLE: If the pay frequency within the worker record Pay tab is set to Weekly and the timecard pay frequency is set to Bi-Weekly, the Salary amount will be doubled on the timecard. If you wish to permanently change the pay frequency for an employee, close the timecard window and change the Frequency field within the worker record Pay tab and click OK to save the change. Make sure the worker's Salary Pay field corresponds with the salary for one pay period according to the pay frequency.
To properly expense the pay wage to the proper General Ledger month, it is recommended that you create a detail line for each day.
EXAMPLE: If a salaried employee worked Monday through Friday within a weekly pay period, enter a detail line for each workday. A weekly timecard will consist of five detail lines if all salary pay consists of one work code. If multiple work codes are used, enter a detail line for each work code within a day.
Each detail line should consist of the following information:
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Enter the Date that the work was rendered.
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Salary Pay Type: If no salary pay types are available for this employee, review the steps listed at the beginning of this section. Do not use any other pay type unless you wish to add to the employee’s salary.
For example, if you use the Overtime Pay Type in the timecard, the employee will be paid the employee’s hourly time and a half rate (as entered in the worker record Pay tab > Hourly Pay field) and this will be added to the employee’s salary pay.
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Enter the appropriate Work Code. A work code is required to identify the work category for each timecard detail line. The payroll expense General Ledger account is identified by the work code. For more information on work codes, review the Work Codes article.
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The Hours column does not need to reflect the employee’s exact hours, since most salaried employees to not submit the hours worked and the pay amount is not derived from the number of hours worked. To evenly distribute the pay costs over the standard number of workdays, enter 8 hours per day to total 40 hours per week.
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The Location will default from the worker record setting. Change it if the work rendered on this line is in a different location. Review the Taxes for Multiple Locations article for more details on setting taxes based on the worker's residence or the labor location.