DEFINING EMPLOYEES

Employees feature in Accounting is a very important feature, which allows you to interact with the organization’s employees, in order to keep track of the financial transactions of the employees.

Akken Staffing allows you to do the financial dealings with the employees in a very comfortable manner with the help of this feature in Accounting. Employees feature helps you to create payrolls for the employees, by calculating all the benefits and deductions of the corresponding employee. Also the feature allows you to maintain a register of all the payments that are paid to the employees.


EMPLOYEES - HOME

In the Employees home page, you will find the list of Employees’ Names, and the corresponding payment amount, which gives an overview of the amount, that is associated with the corresponding employees. These lists of employees’ Names are automatically generated, when the employees’ information is entered in the HRM module. The list of employees name displayed here can either be the employees who are directly working under your organization, or employees of your organization who are working under a project.

In the Employees home page, you can find the following:

1. Select From and To fields will display one month period from current date. Alternatively, you can use the calendar icon to specify the dates.

2. The screen has the following columns: Employee ID, Employee Name, Title, Location, Department, Hire Date, Job Status and Status.

3. The below table explains the purpose of each column displayed in the Employee home page:


COLUMN PURPOSE
Employee ID Displays the employee ID. The Employee ID will be tracked by the system while hiring a new candidate in HRMHiring Management.
Employee Name Displays the employee name.
Title Displays the employee’s designation.
Location Displays the working location of the employee.
Department Displays the department where the employee is working.
Hire Date Displays the hire date of the employee.
Job Status Displays the job status of employee as either On Bench/On Vacation/Project/Administrative Staff.
Status Displays the status of the employee as eitherActive/Terminated

Note: When the user terminates the employee in HRM->Compensation screen, still the user can see the terminated employee with status as Terminated in Employees home page.

  1. In order to view the Profile Data, and HR Data of the employee, highlight the desired employee record, and double click to view the details. See the Employee Details topic for more details.
  2. The ‘Employee Register’ link displayed in the provided strip bar will have the details of the employees’ payments. See Employee Register topic for more details.
  3. See the Paging options topic to know, how to use the paging options displayed at the bottom of the Employees home page.

PAY LIABILITIES DETAILS

The Pay Liabilities home page displays the list of employee pay liabilities.

To view the pay liabilities:

  • Click on Pay Liabilities link available under Employees module. The system displays the Pay Liabilities screen.


  • The details of the liabilities are displayed under the following columns: Liability Name, Employee Name, Employee ID, Type, Amount and Amount Due.
  • Double click on individual liability record to pay the liability.
  • You will find the View Paid Liabilities link in the Pay Liabilities home page.
  • Clicking on View Paid Liabilities link will display the list of all paid liabilities.
  • Double click on any of the desired liability record, to view the availed employees for the selected liability.

APPROVE PAY STUB DETAILS

In Approve Pay Stubs, you will be able to approve the pay stubs that are generated for the employees of the organization for the particular period.


To approve the generated pay stubs,

  1. Select the required employee pay stub and click on Approve PayStub link. The system displays the Approve PayStubs screen.
  2. In the Approve PayStubs screen, specify the required pay stub details and click Pay link to pay the pay check for the employee.
  3. Click Cancel to cancel the Approve PayStubs screen.

PAY EMPLOYEES

The Pay Employees home page displays the list of all W-2 employees of the Organization.



The table below explains the purpose of each field/column displayed in the Pay Employees home page.


Field/Column Purpose
Select an Employee This column contains the list of employees for whom you want to generate the pay stub. You can select any employee from the ‘Select an Employee‘ drop-down list and view corresponding earnings.
Pay Date / Run Date This field displays the current date for which the payment has to be made. You can click on the calendar icon to specify the date, if required.
Pay Period ‘From’ field This field displays the date based on the payroll period set in the Payroll Setup screen.
Pay Period ‘To’ field This field displays the current date.
Employee Name Displays the name of the employee.
Phone Displays the phone number of the employee.
SSN (Social Security Number) Displays the social security number of the employee.
Earnings Displays the total earnings of the employee. 

Earnings can be calculated as follows:

Earnings = (Regular Hours * Regular Rate) + (Overtime Hours * Overtime Rate) + (Double time Hours * Double time Rate)

Note:

  1. Time sheets created using the Create Multiple Timesheets link cannot be used for earnings calculation (i.e. for generating the gross pay).
  1. In the Create Timesheet screen, the hours entered for the individual days will only be used for earnings calculation.
  1. Gross pay can be generated only for the individual days as shown in the above screen.
  • Weekly, Monthly and Yearly rates are converted to hourly rate while calculating earnings. If you select Flat Fee as the Rate, then the earnings calculation will be done based on the entered Flat Fee value.

 

Viewing Employee Time Sheet Hours

To view employee details, double-click on an employee record in the Pay Employees home page. The system displays the following screen.

In the above screen:

  • You can view the list of approved time sheet hours for the individual days.
  • Double click on any time sheet record to view its details.

 

Generating Pay Stubs for Employees

 

I. Prerequisites

  1. Before generating the pay stubs for the employees, you have to make sure that you have theindividual days (i.e. time sheet rows) approved for the employee for a particular pay period (from and to date), as shown below:
 

Approved Timesheets Screen

  1. And also the employee for whom you are generating the pay stub needs to have compensation details or Assignment Payrate details (that is based on Payrate based on assignments checkbox in compensation) specified in the Employee Management or compensation details specified by the HR administrator while hiring the candidate in theHRM – Hiring Management.
  1. You have to make sure that the Payroll Setup is done before you generate the pay stub for the employees. 

    Akken Staffing allows you to setup the payroll for all employees before generating the Pay Stubs. By specifying the payroll details once, you can make the payroll details applicable to all the employees of the organization.

     

    Payroll Setup Display Screen

    The Payroll Setup screen displays the following:

    1. The screen has five fields namely: Payroll Period, Standard Hours/Pay Period, Number of Days in Pay Period, Working Days Per Year, and Paid Holidays Per Year respectively.
    2. In the Payroll Period drop down list, it displays the following four types: Weekly, Bi- Weekly, Semi- Monthly, and Monthly.
    3. You can select Weekly, if you want to pay your employees on a Weekly basis i.e. every 7 Days. Select Bi-Weekly, if you want to pay your employees once in 14 days. Select Bi- Monthly, if you want to pay your employees every fort-night i.e. 15 days once, and select Monthly, if you want to pay your employees once a month i.e. 30 days once.
    4. After making the entry in the specified fields, click on the ‘Save’ link to save the payroll setup. The screen refreshes by displaying Pay Employees home page.
    5. Click on the ‘Cancel’ link to cancel and return to previous page

 

II. Steps to Generate Pay Stubs

  1. Go to Accounting – Employees – Pay Employees, the system displays the following screen with Pay Date and Run Date as current dates and Pay Period dates as setup in the Payroll Setup screen and To Date will be the current date and From Date will depend on the Payroll Period.
  1. Select an employee for whom you want to generate the payroll from the Select an Employee drop-down list. The system displays the following screen:
  1. In the above screen, when you select an employee from the ‘Select an Employee‘ drop-down list:
    • The Pay Date and Run Date fields displays the current date.
    • The Pay Period ‘From’ field displays Hire Date of the employee and Pay Period ‘To’ field displays the date based on Payroll Period date setup in Payroll Setup screen. This is applicable only if the employee has pay stub generated for the first time. If the employee does not have hire date, then the Pay Period ‘From’ field displays the employee creation date.
    • Subsequently, the Pay Period ‘From’ field will display next pay stub date (i.e. next date of the previously generated pay stub) and the Pay Period ‘To’ field will display the date based on Payroll Period date setup in Payroll Setup screen.

For example: If the previously generated pay stub date is 05/05/2009 (Pay Period To date), then the Pay Period From date for the newly generated pay stub will be 05/06/2009.

    • The user can change the Pay Period ‘From’ and ‘To’ dates to view the corresponding earnings between the selected dates. When the user changes the pay period dates and without clickingView link clicks on Run Gross Pay, the system displays the following message:
  1. If the user generates Pay Stub for a particular duration based on the approved time sheets, the user can enter the From and To dates as date range for the time sheet and click on View. The earnings for the employee are displayed.
  1. In the above screen, select the employee and click on Run Gross Pay. The system displays the following alert message.
  1. Click OK. The system refreshes and displays the Update Net screen, as shown below:
  1. Double click on a record in Update Net screen. The system displays the Earnings Statement screen.
  1. The Earnings Statement screen displays the total earnings of the employee. You will also findOther Payroll Items and Deductions for the employee.
    • Employee Earnings will be calculated based on Approved Time Sheets.
    • Deductions will be calculated based on the tax deductions set in the HRM – Employee Management – HR Data Tab – Tax Deductions screen.  If you add or edit the Tax Deductionsin Earnings Statement screen, then those changes will be reflected in HRM – Employee Management only when you run ‘Run Net Pay’.
    • Other Payroll Items can be added directly from the Earnings Statement screen.
  1. In the Earnings Statement screen, click Run Net Pay. The system displays the following message as shown below:

In the above screen,

  • Select the “Go to Net Pay section to generate another employee’s earning statement” option and click OK, if you wish to go toUpdate Netscreen.
  • Select the “Go to Work Journal to view previously generated earning statement” option and click OK, if you wish to go to Work Journal section.

Note:

I. When the user clicks OK with first option (“Go to Net Pay section to generate another employee’s earning statement”) selected in the  Employee Earnings screen, the system displays the Update Net screen.

II. When the user selects the second option (“Go to Work Journal to view previously generated earning statement”) and clicks OK in the Employee Earnings screen. The system displays the Work Journal screen.

  • The Work Journal screen displays the list of employee records whose net pay is generated. In the above screen, the employee for whom the net pay is generated will be shown in Bold font.

PAYROLL REGISTER

Akken Staffing allows you to maintain the records of the employees’ payments separately in ‘Payroll Register’ link. The Payroll Register link will display all the pay checks of the employees.

Click on the ‘Payroll Register’ link in the Pay Employees home page, to view the payment details of organization’s employees. The Employees screen refreshes by displaying the payment details of the employees of the organization.



The refreshed screen shows the following:

  1. The Show From and To fields in the screen will display one month duration from current date. Alternatively, you can use the calendar icon to specify the dates.
  2. You can also edit the Show From and To fields, and click on the View link, available beside the calendar icon. Result: The screen refreshes by displaying the list of employee payment records based on the dates specified.
  3. You can select the desired employees’ name from Select Employee drop-down list. By default the screen shows all the employees details.
  4. The screen has the following columns respectively: Employee Name, Employee ID, Pay Period, Pay Rate, Run Date, Amount and Amount Due.
  5. Under each column, corresponding details of the employees are displayed.
  6. Click on Delete link to delete the selected pay checks of the employee.
  7. Click on the ‘Cancel’ link to cancel, and return to previous page.

EMPLOYEE DETAILS

In order to view the Profile Data, and HR Data of the employee, highlight the desired employee record from employee home page, and double click to view the details. Result: The screen refreshes by displaying Employee Management pop-up window, as shown below.

The pop-up window has 2 tabs: Profile Data, and HR Data tabs respectively. By default, the Profile Data tab is highlighted.

In Profile Data tab, you can see Candidate Info, and Contact Info tabs respectively.



The Candidate Info tab displays following:

  1. In the Candidate Info tab, you can view the details of the candidate, and you can edit the details of the candidate
  2. Click on the ‘Update’ link to implement the changes made.
  3. Click on the ‘Close’ link to close the pop-up window.
  4. Click on the Contact Info tab to view the details of the candidate’s contact information.


The Contact Info tab displays following:

1. In the Contact Info tab, you can view the contact details of the candidate, and you can edit the details of the contacts

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.

4. Click on the HR Data tab to view the HR details of the candidate.

In HR Data  tab, you can see Compensation, Personal Profile, and Tax Deductions tabs respectively.


 

Compensation Tab pop up window


The Compensation tab displays the following:

1. In the Compensation tab, you can view the reimbursement details of the candidate, and you can edit the details of the compensation.

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.

4. Click on the Personal Profile tab to view the personal details of the candidate.


 

 

Personal Profile Tab pop up window


The Personal Profile tab displays following:

1. In the Personal Profile tab, you can view the personal details of the candidate, and you can edit the details of the candidate.

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.

4. Click on the Tax Deductions tab to view the tax details of the candidate.


 

Tax Deductions Tab pop up window


The Tax Deductions tab displays following:

1. In the Tax Deductions tab, you can view the tax details of the candidate, and you can edit the details of the tax information.

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.