Entering timecards

Consider the following points before entering timecards:

• To determine the default Workers’ Compensation code, Sage 100 Contractor first checks to see if the Use Emp Comp Code check box on 5-2-1 Employees is selected for that employee record. If not, then Sage 100 Contractor looks to the Comp Code1 column on 6-5 Cost Codes to determine the default Workers’ Compensation code. If it does not find a compensation code there, then it looks back to the Comp Code text box on 5-2-1 Employees for the Workers’ Compensation code and uses that one for determining the default.
• To determine the department number for posting, Sage 100 Contractor first looks to the job. If Sage 100 Contractor does not find a department, Sage 100 Contractor then looks at the cost code. If it does not contain a department number, Sage 100 Contractor then looks to the employee position.
• You can enter negative hours. To compute payroll records correctly, enter the timecard line containing the negative hours first. This ensures deductions, benefits, or other calculations that use calculation maximums compute properly.
• To make sure all payroll records are final-computed and posted, enter cheques for pay advances, bonuses, vacation pay, or layoffs using the same period ending date as regular payroll.
• You can compute an employee’s hourly rate per piece by using piece pay.

Important! The Direct Deposit check box is available only if the Enable direct deposit check box is selected for the employee on the Direct Deposit tab in the 5-2-1 Employees window.

To enter a timecard:

1. Open 5-2-2 Payroll Records.
2. In the Employee text box, enter the employee number.
3. In the Period Start text box, enter the date when the payroll period begins.
4. In the Period End text box, enter the date when the payroll period ends.
5. In the Cheques Date text box, enter the date when the cheque is to be issued.

6. In the Cheques# text box, type 0000.

   When you print the cheque, Sage 100 Contractor assigns the cheque number to the record.

   Note: If you have already issued the cheque, enter the cheque number in the Cheques# text box.

7. In the Payroll Type list, click 1-Regular.
8. In the Quarter text box, enter or accept the payroll quarter.
9. In the Province text box, enter or accept the tax province.

10. If you are paying out vacation as a lump sum, enter the lump sum in the Vacation Payout text box.

    Sage 100 Contractor displays the vacation balance accrued to date for the employee beside the Vacation Payout box.

11. On the Timecard tab, for each payroll item:

    1. In the Date cell, enter the date on which the employee worked.
    2. If the employee worked on a job, enter the job number in the Job cell. If the employee worked on equipment, enter the equipment number in the Equipment cell.
    3. If the job uses phases, enter the phase number in the Phase cell.
    4. If the employee worked on a job or repaired equipment, enter the cost code number in the Cost Code cell.
    5. In the Pay Type cell, enter the pay type.
    6. If you are using paygroups, enter the paygroup number in the Paygroup cell.
    7. In the Pay Rate cell, enter the employee’s pay rate.
    8. In the Hours cell, enter the number of hours the employee worked.
    9. In the Comp Code cell, enter the Workers’ Compensation code number.
    10. If you are using departments, enter the department number in the Department cell.
    11. In the Absences cell, enter the user-defined reason for the employee’s absence.
12. On the File menu, click Save.