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Set up employees and payroll items

Set up weighted allocation of fixed amount payroll items

Introduction

Use a weighted allocation to automatically distribute fixed amount deduction or employer contribution items across locations and departments. Weighted allocation is helpful when a client has employees working in multiple locations and/or departments especially for:
  • Hourly employees whose pay per distribution changes frequently.
  • Salaried employees whose pay per distribution changes when payroll checks are entered.
  • Auto-pay employees whose distribution rates are edited when payroll checks are entered.
You can choose to set up weighted allocation at the client level, by setting up the calculation for the deduction and employer contribution items, or at the employee level by modifying payroll item settings for individual employees.

Client-level: Set up weighted allocation calculation for payroll items

Using this method, you can set up deduction items or employer contribution items to use weighted allocation. These payroll items are then available to use for any of the client's employees.
  1. Using the
    Payroll Items
     screen, create or modify a deduction or employer contribution item with a
    Fixed amount
     calculation type.
  2. Mark the
    Weighted allocation
     checkbox directly underneath the
    Calculation type
     dropdown.
  3. Add the deduction or employer contribution item to the appropriate employee records by selecting the
    Active
     checkbox for that payroll item in the
    Payroll Items
     tab of the Employees screen.
  4. Select the ellipsis button next to the payroll item in the
    Payroll Items
     tab of the
    Employees
     screen to open the
    Employee Payroll Item Settings
     window. The
    Weighted allocation
     checkbox is selected by default for that payroll item in the
    Employee Payroll Item Settings
     window for that deduction or employer contribution.
  5. If necessary, you can enter or modify the fixed amount of the item in the amount field next to the checkbox. This updates the
    Rate
     field in the grid on the
    Payroll Items
     tab of the
    Employees
     screen.

Employee-level: Set up weighted allocation calculation for employees

Using this method, you can specify that deduction items and employer contributions use weighted allocation for individual employees, rather than for the payroll item itself. Follow the steps below to specify that deduction items and employer contributions use weighted allocation for individual employees, rather than for the payroll item itself.
  1. Create and add payroll items to your client.
  2. Select
    Setup
    , then
    Employees
    , select the employee to edit, and then select the
    Payroll Items
     tab.
  3. Select the
    Active
     checkbox for the deduction or employer contribution to allocate.
  4. Select the ellipsis for that payroll item next to the
    Rate
     column.
  5. In the Rates and General Ledger Accounts section of the
    Main
     tab, select the
    Weighted allocation
     checkbox.
  6. You can enter or modify the fixed amount of the item in the amount field next to the checkbox. This updates the
    Rate
     field in the grid on the
    Payroll Items
     tab of the
    Employees
     screen.
note
You can modify weighted allocation settings for several employees at a time using the
Edit Multiple Employees
 wizard, which you can open by selecting
Edit Multiple Employees
 at the bottom of the
Employees
 screen.

Enter payroll checks with weighted allocation

  1. Enter payroll checks as usual, using either the
    Enter Batch Payroll
     screen or the
    Enter Transactions
     screen.
  2. Select the ellipsis button next to the pay item to open the
    Payroll Item Distributions
     window.
  3. Distribute the hours for the pay item across locations/departments.
  4. To verify the deduction item or employer contribution item has been distributed appropriately based on the pay distribution, select the ellipsis button next to that weighted deduction or employer contribution item in the grid to open the
    Payroll Item Distributions
     window.

Rounding example

If there's a need for rounding, the extra amount goes into the location or department marked as
Primary
 in the
Main
 tab of the
Employees
 screen.
Rounding distributions example:
An Oregon employee worked in Medford, Brookings, and Portland earned $530.00 in each location. 
Brookings
 was marked as the primary location, so the deduction would be split as follows.
  • Medford: $33.33
  • Brookings: $33.34
  • Portland: $33.33

This article applies to:

  • Product: Accounting CS,Accounting CS Client Access
  • Subject: Payroll checks,Setup