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Contents of the Manage Payroll Records Screen

Use the fields and options to configure the Manage Payroll Records Screen.

Important Notes

  • In many cases, the errors you detect in gross pay on the Manage Payroll Records screen were caused by errors in the timesheet or by incorrect data on the Manage Employee Salary Information screen (that is, gross pay is incorrect). When this occurs, do not use this screen to correct the amount of the gross pay and deductions. If you do so, you cause an imbalance (payroll variance) with the amount that was charged on the timesheet. Make these types of corrections by entering and processing a "correction" timesheet so that it is added or subtracted from the gross pay that already exists on the Manage Payroll Records screen. For more information on correction timesheets, see the Correction Timesheets topic.
  • A common error is trying to compute payroll in a pay period without having closed out (posted to the General Ledger) the prior pay period for that particular pay period frequency. If this happens, query the Manage Payroll Records screen records for that pay period frequency to determine which pay records were not posted and closed out of the Manage Payroll Records screen. This allows you to determine the appropriate action to take (for example, post the unposted pay records from the Payroll Journal to the General Ledger).
  • There may be cases when you want to issue a paycheck without first entering a timesheet on the Manage Timesheets screen. There may also be times when you must correct amounts that are on the Employee Earnings table. (The Employee Earnings table contains calendar year-to-date data on gross pay, tax withholdings, and deductions, which is used in quarterly reports and W-2s.) You can make these types of entries and corrections on the Manage Payroll Records screen using X and Y paycheck types, or make them directly on the Employee Earnings table, if the General Ledger does not need correction. See the documentation for the paycheck Type field for more information.

Identification

Use this group box to select an employee ID. This group box also displays information about the employee's pay cycle to which this record is applied. It identifies the type of record being processed.

Field Description
Employee

Enter, or click to select, the ID of the employee for this payroll record. Upon entering the ID, the employee's taxable entity, pay cycle and name will default. Also, the employee's current federal tax setup from the Manage Employee Taxes screen will default into the Employee Tax Setup tab. The employee must have a Manage Employee Taxes record and the employee's pay cycle must have an open pay period before a payroll record can be entered for that person.

To view an existing record, click and select the employee's record.

Taxable Entity

Enter, or click to select, the company's taxable entity ID. Establish taxable entity IDs on the Configure Company Information screen.

Record Type

Enter a check type of X or Y when you are adding a record to this table. If you are viewing an existing record that you have retrieved using , this field displays that record's check type and cannot be modified. Following is an explanation of paycheck types. This is a required field.

  • R: This represents regular paychecks. These types of paychecks can be generated only from a timesheet. Timesheet types of Regular and Correcting are combined to create regular paychecks.
  • B: This represents bonus paychecks. These types of paychecks can be generated only from a timesheet. The timesheet type is Bonus.
  • V: This represents the negative values of a voided check generated by the Void/Replace Posted Paychecks screen. This is a non-editable record.
  • W: This represents the positive values of a replacement check generated by the Void/Replace Posted Paychecks utility. This is an editable record, but can be generated only by the Void/Replace Posted Paychecks utility.
  • X: This paycheck type can be used any time you want to generate a paycheck without first entering a timesheet. In addition, an X type must be used to make correcting entries to the Employee Earnings table. You must enter a minimum of one line on the Pay Types subtask.
  • Y: This paycheck type can be used any time you want to generate a paycheck without first entering a timesheet. In addition, you must use a Y type to make correcting entries, if needed, in the Employee Earnings table. You must enter a minimum of one line on the Pay Types subtask.

There are no differences between X and Y records. There are two available record types so that two entries per person per Payroll Journal posting can be made.

Note: If you are using X and Y paychecks so that you can print paychecks without entering timesheets, be advised that, when you print checks for a single employee, X and Y paychecks are always combined into a single paycheck. In most cases, however, X and Y paychecks are not printed, but are entered instead on the Manage Payroll Records screen with a dummy check number, or with the check number to which the correction applies.
Union Employee
This checkbox indicates whether the employee is a union employee. The value is based on the employee's Union Employee checkbox on the Manage Employee Information screen and is set through the following:
  • When the employee ID is entered for a manually entered payroll X or Y record
  • When the R-Regular or B-Bonus record is created by the Compute Payroll application
  • When a V or W record is created by the Void/Replace Posted Paychecks application
Note: This checkbox is not editable. You can view this checkbox if the Enable union functionality is selected on the Configure Labor Settings screen. If it is selected, the union fringe detail will be visible in the Deductions and Contributions subtasks.
Deferred Social Security Withholding Repayment

On August 8, 2020, a memorandum to the Coronavirus Aid, Relief, and Economic Security (CARES) Act was signed, which mandated the deferment of the employee portion of Social Security taxes for the period of September 1, 2020 to December 31, 2020. At the end of August 2020, the U.S. Treasury announced that the deferred tax withholding would have to be paid between January 1, 2021 and April 30, 2021.

Select this checkbox to indicate whether the X or Y record is being used to pay back deferred Social Security withholding.

This checkbox will only be visible and enabled if the Record Type is X or Y and the Pay Period End Date is in 2020 or 2021.

In order to track the repayments using this checkbox, you may do one of two things:
  1. Use the Costpoint Payroll Toolkit to generate an X or Y record that will use the data set up on the Manage Deferred Tax Payments screen to determine the repayment amount. This checkbox will automatically be selected when the X or Y record is created. It is very important to perform the following correct steps in order to utilize this functionality:
    1. Compute the regular or bonus payroll for the employee.
    2. Either manually enter the employee's repayment information in the Manage Deferred Tax Payments screen or use the Deferred Social Security option in the Payroll Toolkit to generate the records.
    3. Before printing paychecks or advices, run the toolkit to generate the X record to be used as the Deferred Social Security Withholding Repayment record.
    4. Print paychecks or payment advices.
    5. Post payroll.
  2. If you prefer not to use Costpoint's Manage Deferred Tax Payments application to manage the payments, you may use manually-entered X or Y records to pay the deferred Social Security withholding. It is very important to perform the following correct steps in order to utilize this functionality:
    1. Compute the regular or bonus payroll for the employee.
    2. Before printing paychecks or advices, enter an X or Y record in the Manage Payroll Records screen, select the Deferred Social Security Withholding Repayment checkbox and enter the repayment amount in either the Employee Social Security Withholding field or the Employer Social Security Accrual field (if the employer is repaying the deferred tax).
    3. Print paychecks or payment advices.
    4. Post payroll.
Note: If you do not use this checkbox to flag your repayment records, Costpoint will not be able to report your repayment amounts. When you use this checkbox to track the repayments, you will have the following advantages:
  • The IRS has not yet stated how the repayments will be reported. If 941 and 2021 W-2 reporting require separate reporting of the repayments, this checkbox will allow Costpoint to determine the amounts.
  • If you use Costpoint Employee Self Service, any corresponding deferred Social Security repayments made by the employee will be reflected in the R (Regular), W (Replacement), or B (Bonus) records displayed in the ESS Payroll Checks screen.
If this checkbox is selected, it indicates the X or Y record was used to repay deferred Social Security withholding and only the following fields will be editable:
  • Record Type (only enabled for new records)
  • Check Number
  • Check Date
  • Disbursement Type
  • Reference Number
  • Reference Date
  • Social Security Employee Withholding
  • Social Security Employer Accrual
  • The Pay Type column in the Pay Types subtask (if the Enable multi-state tax functionality checkbox not selected for employee's Pay Cycle)
  • The Withholding State and Pay Type columns in the State Pay Types subtask (if the Enable multi-state tax functionality checkbox is selected for employee's Pay Cycle)
Pay Cycle

The pay cycle for this record, which was assigned to the employee at the time payroll was processed, is displayed if you are in mode. Otherwise, the current open pay cycle is shown.

Pay Cycle End Date

The pay cycle end date for this record is displayed in mode; otherwise, the current open pay cycle ending period is displayed.

Subtasks

Subtask Description
State Pay Types Click this link to view the detail related to earnings and labor cost amounts summarized by withholding state. This subtask is enabled only if the Enable multi-state tax functionality checkbox is selected on the Manage Pay Periods screen.
Pay Types Click this link to open the Pay Types subtask for the current record. Use this subtask to view the detail related to earnings and labor cost amounts summarized by pay type code.
State Taxes Click this link to open the State Taxes subtask for the current record.
Local Taxes Click this link to open the Local Taxes subtask for the current record.
Deductions Click this link to open the Deductions subtask for the current record.
Contributions Click this link to open the Contributions subtask for the current record.
Workers' Comp Click this link to open the Workers' Comp subtask for the current record.
Tax Withholding Project Distribution Click this link to open the Tax Withholding Project Distribution subtask for the current record.
Timesheets Click this link to open the Timesheets subtask for the current record.
Direct Deposit Information Click this link to open the Direct Deposit Information subtask for the current record.
Paystub Hourly Rate Detail Click this link to view information that was included on the paystub or was in effect when it was printed.