Entering and maintaining current or future time records

This procedure covers how to enter time records in future or current status or maintain time records after being released from batch status to future or current status.

Before you enter or maintain current or future time records, you must define pay codes and employee pay. Setting up pay structure

Enter and maintain current or future time records

Access Time Record Entry (PR36.1).
Select the employee you want to enter time records for in the Employee field.
Select the status you want to apply to the time records in the Status field.
Enter time records. Specify this information:

Hours

Hours worked for this time record.

Pay Code

The pay code that applies to this time record.

Job Code

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

If you use formal positions in the Personnel Administration application and position rules are defined to default the job code, then the job code defaults from the position and then the employee.

Date

Type the date of the time record.

The system uses this field to determine the pay period and work period and to select time records for processing.

Rate

Type the rate of pay for this time record.

– or –

Leave the field blank and the rate of pay defaults in.

Rate of pay defaults

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.

If you use formal positions in the Personnel Administration application and position rules are defined to default the shift, then the shift defaults from the position and then the employee. If you are logging this field to history (using Data Item Attributes, HR10), and the employee shift value changes, the value will be retrieved from logged history for any time record entered with a date prior to the effective date of the shift change.

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 (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 you use Time and Attendance, you can define attendance information for the time record. Specify this information:

Ocr (Occurrence)

Determines if the time record entry is a new occurrence or a continuation of an existing occurrence if it is associated with an attendance code.

Att Code (Attendance Code)

Attendance code used to track attendance history in Time and Attendance.

Note: If the attendance code is associated with a pay code, you can leave the Pay Code field blank and let the pay code associated with the attendance code default. If the attendance code is not associated with a pay code, you must enter a pay code in the Pay Code field.
Select the Work tab to override work information. Specify this information:

PR Acct Nbr Grp (Business Number Group)

The business number group you want to use for this time record. The business number group is a code that represents a business number for a Canada employer.

Note: The Business Number Group you type in this field overrides the one you type in the Business Number Group field on the Canada tab of Company (HR00.1) or Process Level (HR01.1).

QC Ent Nbr Grp (Quebec Enterprise Number Group)

The Quebec enterprise number group you want to use for this time record. The Quebec enterprise number group is a code that represents an enterprise number for a Quebec employer.

Note: The Quebec enterprise number group you type in this field overrides the number typed in the Quebec Enterprise Number Group field on the Canada tab on Company (HR00.1) or Process Level (HR01.1).

WC State/ Prov

Select the employee's workers compensation state. The system uses amounts distributed to the workers' compensation state to calculate workers' compensation premiums. If you leave this field blank, the workers' compensation state defaults from the employee record.

Location

A location to override the location defined on Employee (HR11.1).

Note: If this time record applies to U.S.employees and you make a selection in this field, TaxLocator uses this location to create tax deductions for these time records.
Select the Expenses tab to override the General Ledger or Activity expense account.
Select the Additional Information tab to override pay and position information. Consider this field.

Pay Periods (Number of Pay Periods)

The number of times a bonus is paid during the year. The system uses this value to annualize the payment. This is used with bonus type pay codes and is referred to as the Aggregation with Pay Periods method.
Select the User Analysis tab to define user analysis values used in Strategic Ledger.

Options for entering and maintaining current or future time records

These options are available for entering and maintaining current or future time records:


To	Select
view total hours and amounts entered for the employee	the Totals special action.
write comments to store on the time record	the Time Record Comments button.
write comments that print on the employee's payment	the Payment Comments button.
release the time records from batch to future status	the Release special action.