Use the Accounting tab in the
Employees hub to enter, edit, or review an
employee's accounting information, such as job costing, absence accruals, banking, external payroll, and provisional rates information.
The information that you enter on this tab is used when you process timesheets or payroll and when you generate reports.
Contents
If you have multiple companies in
DPS, the following applies:
- The data that you enter on a tab applies to the company that the current record is associated with.
- The tabs and fields that display are based on the company that the current record is associated with. For example, if the
employee is associated with four different companies but only one company has access to Payroll, the Payroll tab of the
Employees form only displays when you are viewing that company's record.
- The values that are available in the individual fields and lookups are based on the company that the record is associated with. For example, only timesheet groups that are associated with the current company are available in the
Group field on the Time & Expense tab of the
Employees form.
- If the
Automatically retrieve your record in
Employee Hub/Employee Review check box is selected in My Preferences in the desktop application, the
employee record that automatically loads is for the home company that is associated with the current record. If the record is associated with multiple companies, the home company record displays first.
Job Cost Section
| Field | Description |
|---|
| Labor Posting Type
|
If you select the
Approved for Use in Processing check box in the
Available To field on the Overview tab of the
Employees hub for the
employee, you must select a labor posting type for the
employee.
You define labor posting types on the General tab in
in the desktop application. You might enter labor posting types, such as
Principal and
Employee. Each labor posting type can be associated with a direct and indirect general ledger
account.
|
| Cost Type
|
Select the job cost type for the
employee. Options are
Hourly and
Salary. The job cost type is used with the data that you enter in the
Rate,
Overtime Percent, and
Overtime - 2 Percent fields in this section and the
employee's timesheet entries to calculate the
employee's job cost rate for the hours charged to a
project.
If you select
Hourly in this field, enter the
employee's hourly rate in the
Rate field. If you select
Salary in this field, enter the
employee's salary in the
Rate field.
|
| Cost Rate
|
Enter the rate to use to distribute the cost of the
employee's labor hours to
projects. When you post timesheets,
DPS associates a rate with each
employee's labor charges. This rate displays in the general ledger and on your
project reports. Typically, the job cost rate is a standard rate (the
employee's annual salary / 2080 hours per year).
There are three methods to calculate an
employee's job cost rate:
- Fixed Hourly Rate (also known as a Standard Rate)
- Payroll Rate
- Direct Personnel Expense (DPE)
When you post
employee timesheets,
DPS debits labor charges for each
employee (by labor type) to the labor
accounts specified on the Labor Types form () and credited to the Job Cost Variance
account (703.00). This method ensures that a consistent rate is posted to all
projects for a given labor type, regardless of the number of hours worked.
When you process your payroll,
DPS posts the gross payroll amount to the Job Cost Variance
account. Any remaining balance in the Job Cost Variance
account is the adjustment amount of the standard cost used for
project reporting and the actual pay rate. Typically, there is an adjustment in this
account due to
employees working more or less than 40 hours per week (2,080 hours per year).
To enter a salaried rate in the
Rate field, you must select the
Allow job cost rates to be salaries check box on the Timesheets tab of Accounting Company Settings ().
The job cost rate cannot exceed the maximum hourly rate that is entered in the
Maximum Hourly Rate field on the Timesheets tab of Accounting Company Settings.
You can use cost rate methods and tables in the
Cost Rate Table Method and
Cost Rate Table fields in this section to override the information entered in the
Rate field.
|
| Cost Overtime Percent
|
Enter the percentage of the
employee's hourly wage to apply to
projects when the
employee works standard overtime hours.
Each
employee determines the amount of overtime worked in a given labor period.
DPS does not calculate overtime hours based on the hours worked. Overtime hours must be entered in Timesheets or Timesheets Transaction Entry to be considered overtime hours.
If you are using the Accounting application, the overtime percentage affects indirect expenses through the Job Cost Variance
account. If you set
employee job cost rates to rates greater than you pay your
employees, your overhead costs are lowered by the excess amount of the job cost rate. This variance adjusts the Income Expense Statement to the actual payroll cost.
When posting timesheets,
DPS credits the Job Cost Variance
account (703.00), which offsets the labor expense posted. When you process your payroll,
DPS debits the Job Cost Variance
account for the total payroll expense. The resulting variance amount is the difference between the posted timesheets and the payroll amount.
To cost all hours on a
project but not pay your
employees overtime, enter all hours worked in the regular hours fields on timesheets, regardless of the number of hours worked. Or, enter
100 in the
Overtime Percent field and enter overtime hours in the overtime hours fields on timesheets: the overtime hours entered will be costed at regular rates and you will be able to show the overtime hours separately on timesheets and
project reports.
If you cost overtime hours but do not pay your
employees overtime (in Payroll), you will most likely see a variance in the Job Cost Variance
account. You can enter
0 in the
Overtime Percent field; however, your
project reports will then show overtime hours but no cost for those hours.
|
| Cost Overtime - 2 Percent
|
Enter the percentage of the
employee's hourly wage to cost to
projects when the
employee works special overtime hours. Use this field if you need to cost certain overtime hours to
projects at a rate that differs from the standard overtime rate.
|
| Cost Rate Table Method
|
This field displays if you use the Accounting module, and you select the
Cost Rate Tables check box in the Enable for Timesheets section on the General tab in
.
Select the cost rate table method to use for the
employee for timesheets and billing transfers. You can associate cost rates with
projects,
employees, or both. For more information about the how
DPS determines which cost rate to use when timesheets and billing transfers are posted, see
Effective Dates and Cost Rates Hierarchy.
To use this field, you must first set up cost/pay labor rate, labor category, or labor code tables in
.
Options in the
Cost Rate Table Method field are:
-
None: If you select
None, the
employee's cost rate that is entered in the
Rate field in the Job Cost section of the Accounting tab of
Employees hub is used.
-
From Labor Rate Table: Select this option to use a labor rate table for the
employee.
-
From Category Rate Table: Select this option to use a category rate table for the
employee.
-
From Labor Code Table: Select this option to use a labor code table for the
employee.
|
| Cost Rate Table
|
This field displays if you select
From Labor Rate Table,
From Category Rate Table, or
From Labor Code Table in the
Cost Rate Table Method field.
Select the cost rate table to use for the employee. Only the tables to which the
employee has been added in
display in the drop-down list.
|
Absence Accruals Grid
Use this grid to set up absence accruals, such as vacation, sick leave, or personal time off, for an
employee. This information is used to process an
employee's absence accruals hours earned and taken. This grid displays only if you have the Accounting module installed.
| Field | Description |
|---|
| + Add Absence Request
|
Click this option to add a blank row to the Absence Accruals grid and enter an absence accrual for the
employee.
|
| Absence Accrual Code
|
Select the absence accrual to add for the
employee, such as vacation, sick leave, or holiday. The items in the drop-down list are the descriptions of the accrual codes that you set up for your enterprise on the Absence Accrual Setup tab of the Time Analysis and Absence Accrual form in
.
|
| Method
|
Select the calculation method for the accrual code.
- Frequency: When benefit accruals are processed, this method calculates the accrued earned hours based on the Hours Earned per Year divided by the absence accrual frequency that is entered in the
Absence Accrual Frequency field on the Timesheets tab in. For example, if an
employee earns 80 hours a year and absence accruals are run weekly, the
employee will earn 1.54 hours per accrual process (80/52).
- Schedule: This method allows you to accrue benefit hours at different rates for different periods of time (schedules). You set up absence accrual schedules in
.
-
Hours Worked: When absence accruals are processed, this method calculates the accrued earned hours based on the Hours Earned per Hour Worked times the total posted hours selected in the Accrual Process.
If you have multiple companies and the company that is associated with the
employee record does not have the Hours Worked feature enabled in Settings, then Hours Worked is not available as a method. The values in the drop-down list for this field may vary by company if some companies have the feature enabled and some companies do not.
|
| Schedule
|
This field displays if you select
Schedule in the
Method field. Select the accrual schedule for the selected absence accrual code. You set up absence accrual schedules in
.
If you select a default schedule for the accrual type on the Benefit Accrual Setup tab of
, the default schedule code displays in this field when you select the
Schedule in the
Method field. You can change the default selection, as needed.
If the schedule is set to calculate based on Hours Worked, the Hours Earned Per Year, Hours Earned Per Hour Worked, and Max Hours Earned Per Accrual Process are defined within the Accrual schedule and locked within this grid.
|
| Hours Earned Per Year
|
This field is enabled when you select
Frequency or
Hours Worked in the
Method field. Enter the number of hours per year the
employee earns for this absence accrual.
|
| Hours Earned Per Hour Worked
|
This field is enabled when you select
Hours Worked in the
Method field.
DPS calculates the Hours Earned Per Hour Worked based on the following information:
- Hours/day: on the Employment Details tab of the
Employees form
- Working days per week: Non-Work Days tab of Time Settings
- Number of weeks/year: 52
- Hours Earned Per Year: [amount entered in this field]
The calculation is as follows:
Hours/day x Working days per week x Number of weeks/year. Then, divide that number by the Hours Earned Per Year.
For example:
- Hours/day: 8
- Working days per week: 5
- Number of weeks/year: 52
8 x 5 x 52 = 2080
Hours Earned Per Year = 80
80 / 2080 = .038 Hours Earned Per Hour Worked
If you use multiple companies, this column only displays for companies that have the
Method set to
Hours Worked.
You can override the default calculation if the
Hours Earned per Hour Worked should be a different value than those calculated based on
Hours Earned per Year.
|
| Max Hours Earned Per Accrual Process
|
This field is enabled when you select
Hours Worked in the
Method field. Use this field to define the maximum number of hours to be earned within an accrual processing run.
For example, you may not want to allow an
employee to accrue more benefit hours than the number of hours in an expected work week. In the
Max Hours Earned Per Accrual Process, you would enter the expected hours in a work week. Or, you may not want to allow an
employee to accrue extra vacation time when they work additional hours during a timesheet period. In the
Max Hours Earned Per Accrual Process field, you would enter a maximum amount of hours allowed.
|
| Change Date
|
Specify the date on which the accrual will change. For example, if an
employee will earn additional vacation time after being employed for a specified period of time, enter the date the
employee should begin earning the additional time off. This date displays on the Accrued Time report as a reminder to update
employee benefit information.
|
| Has Maximum
|
Select the way that you want
DPS to determine the maximum number of benefit hours the
employee can have at any given time.
For example, if you set a limit of 200 hours for the vacation absence accrual, the
employee can never carry a balance of more than 200 hours of vacation time. After the
employee reaches the 200 hour limit,
DPS no longer accrues vacation hours for the
employee. If the
employee drops below the 200 hour limit,
DPS resumes vacation accrual.
The options are:
-
System:
DPS uses the maximum hours specified for the absence accrual on the Absence Accrual Setup tab of the Time Analysis and Absence Accrual form in
.
-
Yes: The
Maximum field in the Absence Accruals grid is enabled. Use this field to enter the maximum benefit hours allowed for the
employee at any given time. This selection overrides the maximum amount specified for the absence accrual on the Absence Accrual Setup tab of the Time Analysis and Absence Accrual form.
-
No: There is no limit to the number of hours that the
employee can accrue for this benefit. This selection overrides the maximum amount specified for the absence accrual on the Absence Accrual Setup tab of the Time Analysis and Absence Accrual form.
|
| Maximum
|
If you select
Yes in the
Has Maximum field, you must enter the maximum number of benefit hours the
employee can have at any given time.
For example, if you set a limit of 200 hours for the vacation absence accrual, the
employee can never carry a balance of more than 200 hours of vacation time. After the
employee reaches the 200 hour limit,
DPS no longer accrues vacation hours for the
employee. If the
employee drops below the 200 hour limit,
DPS resumes vacation accrual.
This field is disabled if you select
System or
No in the
Has Maximum field.
|
| Has Carryover Limit
|
Select the way you want
DPS to determine the maximum number of benefit hours that the
employee can carry over from one absence accrual year to the next.
For example, if you allow an
employee to carry over 80 hours of sick time, and the
employee has 90 hours at the end of the year,
DPS deducts 10 hours from the
employee's sick time balance when you start the new absence accrual year. The
employee starts the new year with 80 hours of sick time.
The options are:
-
System: This option uses the carryover limit specified for the absence accrual on the Absence Accrual Setup tab of the Time Analysis and Absence Accrual form ().
-
Yes: Select this option to enable the
Carryover Limit field in the Absence Accruals grid. Use this field to enter the maximum number of benefit hours you will allow the
employee to carry over from one absence accrual year to the next. This selection overrides the carryover limit specified for the absence accrual on the Absence Accrual Setup tab of the Time Analysis and Absence Accrual form.
-
No: If you select this option, there is no limit to the number of hours the
employee can carry over from one absence accrual year to the next. This selection overrides the carryover limit specified for the absence accrual on the Absence Accrual Setup tab of the Time Analysis and Absence Accrual form.
|
| Carryover Limit
|
If you select
Yes in the
Limit Carryover field, you must enter the maximum number of benefit hours the
employee can carry over from one absence accrual year to the next.
For example, if you allow an
employee to carry over 80 hours of sick time, and the
employee has 90 hours at the end of the year,
DPS deducts 10 hours from the
employee's sick time balance when you start the new absence accrual year. The
employee starts the new year with 80 hours of sick time.
This field is not enabled if you select
System or
No in the
Has Carryover Limit field.
|
Banking Information Section
Use the fields and grid in this section to maintain
employee direct deposit information. The
Employee Payments processing routine allows you to deposit all or a portion of an
employee’s expense payments to one or more of the
employee’s bank accounts.
| Field | Description |
|---|
| Payment Method
|
Select the method of payment for the
employee.
The options are:
- NACHA/Check: Pay the
employee using the National Automated Clearing House Association electronic payment network or a check. When you select this option, enter information in the Direct Deposit grid and complete the
Email Payroll Remittance and
Email Expense Remittance check boxes that displays below the
Payment Method field.
- SEPA: Pay the
employee using the Single Euro Payments Area .xml file format that is commonly used in European countries. When you select this option, enter information in the
IBAN and
BIC fields that display below the
Payment Method field.
- ClieOp: Pay the
employee using the ClieOp format. The format is commonly used to make payments to recipients in the Netherlands in Euros or where multiple types of currency need to be supported for a single bank. When you select this option, enter information in the
Account Type and
Account Number fields that display below the
Payment Method field.
|
| Direct Deposit Grid that Displays When You Select NACHA/Check in the Payment Method Field
|
This grid displays when you select
NACHA/Check in the
Payment Method field.
Click
+ Add Direct Deposit below the grid to add a blank row to the grid, and enter direct deposit information for the
employee. You use
Employee Expenses Payment Processing in the Accounting application to print checks, post payments, and process direct deposits.
Hover over the row, and click
 to use the
Copy and
Delete row tools to copy a row to create a new one or delete a row in the grid.
Fields in the Direct Deposit grid are:
- Seq: Enter the sequence number for the direct deposit. The sequence number determines the order in which direct deposits are made if you select multiple accounts.
- Bank: Enter the bank routing number of the bank for the
employee's direct deposit.
- Account Number: Enter the
employee's bank account number in which the direct deposit payment will be deposited.
- Account Type: Select the
employee's bank account type—Checking or
Savings.
- Status: Select a status for the
employee’s direct deposit:
-
Add: This status indicates that you plan to initiate the pre-notification step for this direct deposit
account with the next expense repayments processing run.
-
Wait: After you process payroll or
employee expense repayments for all
employees, any direct deposit
accounts with a status of
Add change to a status of
Wait. This status indicates that you are waiting for bank verification of the
employee's account. You must change the status to
Active when you receive verification of the
employee's account information.
-
Active: This status indicates that the
employee's account information has been verified and your bank has approved direct deposit transactions to the account.
- Payroll Method: This field is available if you use
DPS Payroll. Select the method that you want to use when depositing payroll funds for the
employee.
The options are:
-
Amount:
DPS allocates a specified amount of the
employee's total paycheck to this account when you process payroll. You enter the amount in the
Payroll Amount/Percent field.
-
Percentage:
DPS allocates a specified percentage of the
employee's total paycheck to this account when you process payroll. You enter the percentage in the
Payroll Amount/Percent field. If the
employee has funds deposited to more than one account, the total percentage for all accounts must equal 100%, unless you select
Remainder as the
Payroll Method for one of the accounts
-
Remainder: An
employee can elect to make direct deposits to more than one account. If you select multiple accounts, you can designate one account to receive the balance remaining after specified amounts are deposited to the other accounts.
DPS allocates the amounts or percentages specified for all the other accounts, and then allocates any remaining amount to the remainder account. One account must be designated the remainder if you are depositing funds to more than one account and you select
Amount as the
Payroll Method.
-
None:
DPS does not allocate any portion of the
employee's total paycheck to this account when you process payroll for the
employee.
- Amount/Percent: This field is available if you use Payroll. If you specified
Amount or
Percentage in the
Payroll Method field, enter the amount or percent to use to calculate the direct deposit allocation for the account. f you selected
Remainder in the
Payroll Method field, leave this field blank.
- Expense Repayment Method: Select the expense repayments method to use when you deposit expense repayments for the
employee:
-
Amount:
DPS allocates a specified amount of the total expense repayment to this account when you process an expense repayment for the
employee. You enter the amount in the
Expense Repayments Amount/Percent field.
-
Percentage:
DPS allocates a specified percentage of the total expense repayment to this
account when you process an expense repayment for the
employee. You enter the percentage in the
Expense Repayments Amount/Percent field. If the
employee has funds deposited to more than one account, the total percentage for all accounts should equal 100%, unless you select
Remainder as the
Expense Repayments Method for one of the accounts
-
Remainder: An
employee can elect to make direct deposits to more than one account. If you select multiple accounts, you can designate one account to receive the balance remaining after specified amounts have been deposited to the other accounts.
DPS allocates the amounts or percentages specified for all the other accounts, and then allocates any remaining amount to the remainder account. One account must be designated the remainder if you are depositing funds to more than one account and you select
Amount as the
Expense Repayments Method.
-
None:
DPS does not allocate any portion of the total expense repayment to this account when you process an expense repayment for the
employee.
- Expense Amount/Percent: If you specified
Amount or
Percentage in the
Expense Repayments Method field, enter the amount or percent to use to calculate the direct deposit allocation for the account. If you selected
Remainder in the
Expense Repayments Method field, leave this field blank.
|
| Fields that Display When You Select NACHA/Check in the Payment Method Field
|
The following fields display below the Direct Deposit grid in the Banking Information section:
- Email Payroll Remittance: Select this check box if you want the
employee to receive an email about direct deposit payroll remittances when payroll is processed. You can create and send an email message with remittance information from the Payroll Processing application when the Payroll Direct Deposit file is created.
-
Email Expense Remittance: Select this check box if you want the
employee to receive an email message about direct deposit expense remittances when expense report payments are processed. You can create and send an email message with remittance information from the
Employee Payment Processing application when the
Employee Expense Direct Deposit file is created.
|
| Fields that Display When You Select SEPA in the Payment Method Field
|
These fields apply if you make
employee expense payments to
employees using export-to-text files with the SEPA file format. The SEPA (Single Euro Payments Area) .xml file format is commonly used in the Netherlands.
- IBAN: Enter the international bank account number (maximum 34 characters) for an
employee. This is used to transmit the payment to a payee when the .xml file is sent to the bank.
- BIC: Enter the bank identification code (either 8 or 11 characters) for an
employee. This is used to transmit the payment to a payee when the .xml file is sent to the bank.
|
| Fields that Display When You Select ClieOp in the Payment Method Field
|
- Account Type: Select
Ordinary Account or
Seven Digit Account.
- Account Number: If you select
Ordinary Account in the
Account Type field, enter the
employee’s bank account number in the following format in this field: xxx.xx.xx.xxx.
|
External Payroll Information Section
The following fields display is this section based on the type of payroll interface (ADP, Paychex, or Ceridian Powerpay) that is selected on the Timesheets tab of Accounting Company Settings ().
DPS uses the data in these fields when you run the ADP, Paychex, or Ceridian Powerpay Export utility.
The following fields display if you select the ADP payroll interface on the Timesheets tab in Accounting Company Settings:
| Field | Description |
|---|
| ADP File Number
|
Enter an identification number for the
employee's ADP files. If the
employee's number is between 51 and 999999,
DPS defaults that number within this field. You must provide this number to ADP.
|
| ADP Company Code
|
Enter a company code for the
employee. ADP uses this code to associate the
employee with your company. Your company provides ADP with this code.
- If you entered a default company code on the Timesheets tab of the Accounting Company Settings form, you do no need to enter an ADP company code here.
- If the
employee is associated with an ADP company code for a specific
organization on the General tab of Individual
Organization Settings, you should not enter an ADP company code here. If you enter a code here, it will override the
organization-level code.
|
| ADP Rate Code
|
Enter the ADP code that indicates the
employee's pay rate. ADP provides the standard rate codes.
|
The following fields display if you select the Paychex payroll interface on the Timesheets tab in Accounting Company Settings:
| Field | Description |
|---|
| Paychex
Employee Number
|
Enter an identification number for the
employee's Paychex files. This number can be the same as the
employee's number that is specified in the
Employees hub. You must provide this number to Paychex.
|
| Paychex Client Number
|
Enter your company's Paychex client number. Paychex uses this number to associate the
employee with your company. Your company provides Paychex with this number.
- If you entered a default client number on the Timesheets tab of Accounting Company Settings, you do no need to enter a client number here.
- If you associate the
employee with a Paychex client number for a specific
organization on the General tab of Individual
Organization Settings, do not enter a client number here. If you enter a client number, it will override the
organization-level number.
|
| Paychex Rate Number
|
This field is used to denote salary versus hourly
employees. Select a rate value from the drop-down list. You can enter a numeric value of 1–5, or enter a value of M to mark the hours as “memo” hours. Memo hours are consumed hours that are not considered as pay hours.
|
| Paychex Code Regular
|
Enter the code that Paychex provided your company with for regular hours.
|
| Paychex Code Overtime
|
Enter the code that Paychex provided your company with for overtime hours.
|
| Paychex Code Overtime - 2
|
Enter the code that Paychex provided your company with for secondary overtime hours.
|
The following fields display if you select the Ceridian payroll interface on the Timesheets tab in Accounting Company Settings:
| Field | Description |
|---|
| Ceridian Employee Number
|
Enter an identification number for the
employee's Ceridian files. This number can be the same as the
employee's number that is specified in the
Employees hub and can be a maximum of nine numeric characters. You must provide this number to Ceridian.
|
| Ceridian Company Number
|
Enter a company number for the
employee, using seven alpha-numeric characters. This number must correspond with the department code already set up in Ceridian Powerpay. Your company provides Ceridian with this code.
- If you entered a default company code on the Timesheets tab of Accounting Company Settings, you do no need to enter a Ceridian company number here.
- If the
employee is associated with a Ceridian company number for a specific
organization on the General tab of Individual
Organization Settings, you should not enter a Ceridian company number here. If you enter a code here, it will override the
organization-level code.
|
| Ceridian Distribution Code
|
Enter the Ceridian distribution code that indicates the
employee's pay rate, using exactly three numeric characters. Ceridian provides the standard rate codes.
|
Provisional Rates Section
This section displays if the Accounting and/or Resource Planning applications are activated.
The provisional cost and billing rates are used only until timesheets are posted for the following:
-
DPS Planning uses the provisional cost and billing rates to calculate planned cost or billing amounts when you select
From
Employee Provisional Rate as the
Rate Method on the Rates tab of
Project Planning.
- The Time Analysis report uses the provisional rates to calculate realization hours when you use the
Employee Realization Reporting feature.
| Field | Description |
|---|
| Cost Rates
|
Enter the rates and overtime percentages that you want
DPS Planning to apply to unposted timesheet entries when calculating labor charges for the
employee at cost rates.
- Cost Rate: Enter the amount to use to calculate unposted amounts for regular hours.
- Cost Overtime Percent: Enter the percentage to use to calculate unposted amounts for standard overtime hours.
-
Cost Overtime - 2 Percent: Enter the percentage to use to calculate unposted amounts for secondary overtime hours.
|
| Billing Rates
|
Enter the rates and overtime percentages that you want applied to unposted timesheet entries when calculating labor charges for the
employee at billing rates.
- Billing Rate: Enter the amount to use to calculate unposted amounts for regular hours.
- Billing Overtime Percent: Enter the percentage to use to calculate labor charges at billing rates for standard overtime hours on unposted timesheet entries.
- Billing Overtime - 2 Percent: Enter the percentage to use to calculate labor charges at billing rates for secondary overtime hours on unposted timesheet entries.
|
