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Set up employees and payroll items

Set up multiple location or department employees

If employees work in multiple locations or in multiple departments for your client, you can use the following steps to ensure that the correct state and local taxes are calculated for the employee.

Employee setup for multiple locations

In this setup example, the employee works in one department, but splits their time between two locations, which can be in different local tax jurisdictions, or two different states. The application uses the addresses for both the employee and the client locations to calculate the appropriate taxes.
  1. Add locations for the client.
  2. Select
    Setup
    ,
    Employees
    , then the
    Main
     tab.
  3. In the
    Locations and Departments
     section, use the grid to select the locations where the employee works.
  4. Mark the
    Primary
     checkbox for the location where the employee works most of the time.

Employee setup for multiple departments

In this setup example, the employee works in one location, but splits their time between 2 departments.
  1. Set up payroll departments for the client.
  2. Select
    Setup
    ,
    Employees
    , then the
    Main
     tab.
  3. In the
    Locations and Department
    s section, use the grid to specify the departments in which the employee works.
  4. Mark the
    Primary
     checkbox for the department in which the employee works most of the time.
note
If an employee changes locations or departments, you can either add to the list of locations and departments on the
Main
 tab of the Employees screen, or you can select the new location or department from the appropriate dropdown menu in the grid.

Pay item setup

Employees who work in multiple locations and/or departments may have different pay rates for the same payroll item. Use the following steps to set up different rates for different location/department combinations.
  1. Select
    Setup
    ,
    Employees
    , then the
    Payroll Items
     tab.
  2. For every payroll item that uses a different rate for each location or department, select the ellipsis to open the
    Employee Payroll Item Settings
     window.
  3. Use the
    Rates and General Ledger Accounts
     grid to enter the rates for each location and department combination.

Payroll check entry

Data entry for payroll checks is handled differently when an employee works in multiple locations or departments. To make sure that hours and wages are allocated properly to the correct location and department, rather than being allocated only to the employee's primary location or department, follow the steps detailed below.

Enter Transactions screen

To enter hours worked in a location or department other than the primary location or department, select the ellipsis next to the payroll item to open the
Payroll Item Distributions
 window. Enter the hours worked into the appropriate cell in the grid.

Enter Batch Payroll Checks screen

During live payroll processing, when you are using the
Rapid
 tab of the Enter Batch Payroll Checks screen, employees with multiple locations and departments will display multiple times in the grid. Enter the hours worked in each location or department on the appropriate line in the grid.
If you are using the
Detail
 tab, see the Enter Transactions section above for instructions on how to enter hours to allocate them to different locations or departments.

This article applies to:

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

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