Setting Up Time Sheets

The WinTen² Payroll program includes time sheet functionality designed to eliminate the need for manual spreadsheets to calculate payroll distributions by department. Additionally, it allows housing authorities with multiple AMPs to accurately reflect the actual number of hours worked in each AMP during a given pay period.

Setting up time sheets involves 3 main steps:

ü Enable time sheets for all hourly employees.
ü Create compensation distributions for all variable percentage hourly employees.
ü Disable auto-redistribute of time sheet % for all fixed percentage hourly employees.

Note: In order to work with time sheets in Payroll, you must first be given sufficient access rights using Master Setup. Ask your administrator to enable you with the appropriate time sheet task(s) and also give you access to the Setup area of the Payroll program.

Note: Time sheets are not available for salary employees; you will need to set up their normal pay rate and compensation distribution, as usual.

Note: You are also able to import time sheet files from 3rd party software vendors into your Payroll program. For more information, please See "Importing Time Sheet Files".

Access Payroll Setup

1. From the Main Menu screen, click SETUP and then SETTINGS. The Setup Income, Deductions, and Taxes-Accounting screen appears with the General tab selected.

Enable Time Sheets for All Hourly Employees

2. Select the Income Types tab. All available income/compensation types are displayed in a table.
3. Highlight the income/compensation type (such as “normal”) you want to work with and click . The bottom area of the screen becomes available for editing.
4. Check the enable for use on time sheet checkbox.
5. Click to save your changes. All employees who have the selected income/compensation type are now enabled for time sheets. Also, once time sheet use is enabled, auto re-distributing of expense percentages is also automatically enabled for every employee who receives compensation using the selected income/compensation type.
6. Repeat steps 3-5 until all necessary income/compensation types have been enabled for time sheet use.

Create Compensation Distributions For Variable Percentage Hourly Employees

Hourly employees with variable percentages are employees whose number of hours worked by each income/compensation type (such as normal, overtime, holiday, and vacation) will be recorded, and whose percentage allocation to each department profile will be recalculated every pay period.

Example: John Smith, a maintenance employee, works a total of 40 hours in a week. He works 30 hours of that week at AMP #1 and 10 hours at AMP #2. The PHA wants to distribute the wages expense and liabilities to the appropriate AMP based on his actual hours worked. In this example, AMP #1 would get 75% allocated, and AMP #2 would get 25%.

7. Return to the Main Menu screen, click SETUP, and then click SETTINGS. The Setup Income, Deductions, and Taxes-Accounting screen appears with the General tab selected.
8. Select the Comp. Distribution tab. All available compensation distributions are displayed in a table.
9. Click , enter a compensation distribution code (such as “John Smith”), click OK, and then type a description for the new compensation distribution (such as “John Smith - Maint.”).
10. In the available profiles list on the bottom left-hand side of the screen, select a departmental profile description (such as “Maint - AMP 1”) that the employee should be charged against on the time sheet and click . The selected departmental profile now displays in the selected profiles list.
11. Repeat until all necessary departmental profiles for the employee have been moved to the selected profiles list. (For example, the “Maint - AMP 2” departmental profile would be added for John Smith.)
12. In the percent (%) textbox field that displays in the bottom right-hand corner of the screen, enter the percentage allocation that will be recorded for each departmental profile. (For example, highlight “Maint - AMP 1” in the selected profiles list, type “75” as the percent, press TAB, highlight “Maint - AMP 2,” and then type “25”).
13. Click to save your changes and add the fixed percentage hourly employee’s unique compensation distribution.

Hint: The auto re-distribute time sheet % check box is kept checked for variable percentage hourly employees. This re-distributes the percentage allocation during the check run according to the compensation distribution you previously set up for the employee.

14. Repeat steps 9-13 until all variable percentage hourly employees each have their own unique compensation distribution. (Since each employee will have a different percentage distribution, you must create a compensation distribution unique to each employee.)

Search For and Select Fixed Percentage Hourly Employee

Hourly employees with fixed percentages are employees whose number of hours worked by each income/compensation type (such as normal, overtime, holiday, and vacation) will be recorded, and whose percentage allocation by departmental profile will NOT change.

15. Return to the Main Menu screen and click MAINTAIN. The Browse Employees screen appears with all current employees displayed in a table.
16. Select how you would like to order the employee table from the ordered by drop-down list (such as first name or last name), type your search criteria into the search for field and click GO. The table will sort accordingly.

Disable Auto-Redistribute Time Sheet % For Fixed Percentage Hourly Employees

Since their percentage allocation by departmental profile will NOT change, you must disable auto re-distributing time sheet percentages for each fixed percentage hourly employee.

17. Highlight the employee you want to work with and click on the toolbar. The Maintain Employee screen opens with the General tab selected.
18. Select the Compensation tab and click again.
19. Uncheck the re-distribute time sheet % checkbox and click .
20. Click to return to the Browse Employees screen and repeat steps 16-20 until all fixed percentage hourly employees have been disabled from auto re-distributing of time sheet percentages. You have successfully set up time sheets!

Hint: For income/compensation types that will keep the same compensation distribution percentages no matter how the employee allocates their time, like vacation and holiday, the auto re-distribute time sheet % check box should NOT be checked, and that income/compensation type should use a different compensation distribution than the “normal” income/compensation type.

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