Advanced Payroll with Prevailing Wage Discussion

Presented by Bronwyn Betts

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Advanced P/R w/ Prevailing WageLeaving Your Amateur Status Behind and Playing with the Pros

Presentation ContentsPlans are good!

1 Accounts Payable Integration

941 Deposit Posting

Overtime Settings

Employer Contributions

Importing Timecards

Adjustment Genies

Extra Burden

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8 Prevailing Wage Setups/Issues

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A/P IntegrationMixing It Up

1 Identify the miscellaneous deductions you wish to use. Set up the A/P integration.

Confirm vendors have same default G/L accounts as on the Miscellaneous Deduction(s)

“A/P 2” tab of Control File – Enable Use Employee Misc Desc for A/P Invoice Desc

Go to the Employee Record and add Case#/Garn Order number in the Description area. Enter a vendor here if it is different than default vendor on the Miscellaneous Deduction Record.

Check the A/P Integration Pre-Check Register

A/P Invoice Post log will print to show you invoice numbers

Go to A/P > Daily > Select for Payment. Cut checks as desired.

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941Deposit PostingIt’s All About the Numbers

1 Make sure that you have a specific G/L Journal to post your weekly or bi-weekly 941 amounts. (G/L > Maintenance > Journals)

Set up defaults in the Federal Tax Table area (P/R > Maintenance > Federal Tax > “General” tab)

After payroll is complete and posted, run the 941 Report from the check date to the check date. The amounts contained here are what you should be calling in/entering online.

Click on the Post icon. Choose the date for which you are recording the payment to the government.

You have option to print the G/L summary to prove what has been posted

This does not get sent the government automatically. You must still call in/enter info online. Consider setting up the link in your Custom area!

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Over TimeWhen the Game Starts to Get Interesting

1 Overtime and it’s pay factor determined by earn code setup (P/R > Maintenance > Earn Codes)

Considered :Premium Time: for W/C

Union fringes can be different for OT/DT/TT

Manual entry

Automatically generated (8 hrs in a day / 40 hrs in a week)

Can Prorate OT2

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Employer ContributionsTracking Your Investments in Your Players

1 Track and accrue your 401K/IRA/SEP employer matching contribution.

Track and accrue the employers contribution to health care, and have it report on the W2.

We have a W2 Box 12 Worksheet to use to supplement, correct, or enter amounts for W2 reporting purposes. (PR > Maintenance > W2 Box 12 Worksheet)

You can choose to track/report it only in P/R

You can choose to track/report in P/R and expense/accrue in G/L

You can choose to track/report in P/R, expense/accrue in G/L, and charge to job costing.

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Importing TimecardsDoing the Work Twice is Double the Work!

1 Preferable to have a specific timecard designed for importing. By job, by employee, or one big import.

GIGO principle – Garbage in; garbage out

Information can come from multiple sources, but ultimately must end up in a .csv format.

Know the location of your file(s).

PR > Daily > Enter timecards > Choose the Import design. Click on [Import] button

If files change, slight adjustments must be fine tuned.

Click through the wizard and you will have information as if you typed it all in manually.

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Compatible Time Tracking SoftwareLet the Players Field the Ball

FOUNDATION mobile. .www foundationsoft com

Data-Maxx. - .www data maxx net

Heavy Job. .www hcss com

Econz Wireless. .www econzwireless com

PosDatawww.posdata.com

TimeClock. .www timeclockplus com

ExakTime. .www exaktime com

About Time Technologies. .www abouttimetech com

mJobTime. .www mjobtime com

Xora. .www xora com

Recurring Timecards

1 P/R Control File must allow for it.

Individual Employees Records must be set up to define who gets a recurring timecard.

Can be used for salary pay, non-monetary, and various recurring payments

Can be set up for hourly employees to only allow earnings if hours were worked in a week.

Must be told to generate and can be selectively used.

P/R > Daily > Generate Recurring

If someone does not generate, check settings on Employee Record or check the timecard list to see if they need hours entered to get the recurring.

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Adjustment GenieThe ability to adjust can be a game changer!

1 Can be used to correct a single employee or a group of employees to create current adjustments that tweak current payroll.

Imperative to be used when reimbursing or adjusting any pretax deduction! It auto-corrects taxable amounts and FICA (if applicable).

Can be used to correct a single employee or a group of employees to create corrections for posted history.

Never post history adjustments in prior quarters!

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Extra BurdenGood burden creates character. I’m sure a famous coach quoted that somewhere.

1 Extra burden is the cost you wish to calculate based on labor that is in addition to normal P/R burdens.

Can be calculated as a percent or an amount per hour. You can determine whether they should hit the general ledger and/or job costing.

Rates and G/Ls can be determined by sequences of your choosing.

You can have more than one extra burden amount.

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Prevailing Wage Time!No union discussions at this time.

Prevailing Wage ExplanationPrevailing wage is the concept of fair pay and benefit to employees for government-sponsored projects. Fair pay/benefits

usually comparable to union pay/benefits in the area. In FSI, we use the “union” maintenance areas at a surface level.

1 Gather info for prevailing wage requirements

Determine the trades you already use and determine if they are compatible

Set up the “Union” header for basic parameters.

PR > Maintenance > Unions > Union

Set up the base pay rates per trade (no fringes included).

PR > Maintenance > Unions > Pay Rates

Make sure you already have a “fringe” earn codes to pay the fringes to the employee.

PR > Maintenance > Earn Codes

Set up benefit types for cash and for any benefits that you already may pay to the employee.

Set up the union fringe for the trades.

PR > Maintenance > Unions > Deduction/Fringes

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Attach the PW (union) to the Job.

JC > Maintenance > Jobs > “Union” Tab8

Hours Worked vs. Hours PaidThis example is using 40 hours of regular and 5 hours of overtime

HOURS WORKED Wages @ $25/hour

Fringes @ 5.25/hourWAGES

Reg = $1,000OT = $187.50

FRINGES

REG = $210.00OT = $26.25

HOURS PAID Wages @ $25/hour

Fringes @ 5.25/hourWAGES

Reg = $1,000OT = $187.50

FRINGES

REG = $210.00OT = $39.38

Reduction FactorDon’t “double up” on what you pay out

1 Fringes are usually paid out in cash so the employees can purchase medical coverage or invest in a pension plan

You are allowed by law to reduce the fringe by whatever you already are paying out to the employee

Determine what you pay per employee on an hourly basis. If you don’t know, figure out the yearly amount and divide by 2080.

Base pay remains the same but the fringe may end up being paid in different amounts (or not at all) for various employees.

The Certified Payroll Report will prove that you paid each person the correct base pay and can explain the reduction factors if you set up “benefit types”

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Reduction FactorDon’t “double up” on what you pay out

Base Rate for one trade 45.00

Fringe 7.00 Reduction Factor (6.00)Fringe paid to employee 1.00Total PW rate $46.00

Benefit TypesStereotypical - Fringes with Benefits!

1 You typically pay “fringes” (benefits) to your employees. At the very least, you will have to pay out cash to the employees.

Benefit types summarize the fringes for certified payroll purposes.

We usually recommend, Pension, Training, Health, Other, Vacation, and Cash.

Set up in PR > Maintenance > Unions > Benefit Types.

“Cash” benefit type is added to the “PW Fringe” in the Deduction Fringe Master.

Not retroactive.

The other benefit types are set up for reporting the benefits you already pay out for your employees on an hourly basis. (Take yearly amount and divide by 2,080.) Set these up in the prevailing wage employees.

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Prevailing Wage ReportingStats are important in the game

1 Certified Payroll Reports

Union Summary Report2

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QuestionsLearning the game is half the battle

Thanks for Attending

www.foundationsoft.com blb@foundationsoft.com

Advanced Payroll with Prevailing Wage Discussions