Entering time records for one employee by work period

This procedure covers how to enter a specific number of hours for each date an employee worked within a work period. You can use this procedure for any employee, but it is designed to track daily overtime hours, which are used in FLSA overtime calculation.

When you use this procedure, Payroll calculates overtime based on how you set up the work period on the pay plan assigned to the employee.

Before you enter time records for one employee by work period, you must define pay codes, define pay plans, and assign employees to the pay plans. Setting up pay structure

Enter time records for one employee by work period

Access Employee Daily Time Entry (PR32.1).
Type the batch number you want to assign to the time records in the Batch field.
Select the employee you want to enter time records for in the Employee field.
Type the end date of the work period you want to enter time records for in the Work Period End Date field.
Select the Inquire form action to display the time record fields.
Enter time records. Specify this information:

Pay Code

The pay code that applies to all hours entered on the same line.

(Date fields)

Hours worked under the selected pay code for the specific date.

Job Code

The job code with which the pay is associated. If left blank, the job code defaults from the employee record.

SH (Shift)

The shift the pay is associated with, or you can leave the field blank and let the shift default from the employee record.

CG (Check Group)

The check group that hours on this line belong to. Time records with a common entry in this field are grouped on one payment record for the employee. If multiple payments are desired, type a different value.

PG (Process Group)

The process group that hours on this line belong to. Time records with a common value in this field are grouped for tax calculation purposes. Process groups let you tax pay codes separately, but combine earnings in a single payment.

TF (Tax Frequency)

The option that indicates how you want to override normal taxation.

PD (Payroll Distribution)

If a percent distribution record exists on Payroll Distribution - Employees (PR23.1) for the pay code entered on the time record, Yes displays. To override a defined percent distribution, change the Yes to No.
If the work period is more than one week, select one of the special actions, SecondWeek, ThirdWeek, or FourthWeek, to enter time records for that week.