Employee Timesheet - Second Payment (Extra Run)

(View only) Displays the employee's name as it appears on cheques and pay stubs.

(View only) Displays the employee number of the selected employee.

(View-only) Displays the employee’s pay type (Hourly or Salary) and whether the employee is receiving vacation pay each pay or additional accumulator pay each pay. Values displayed here come from the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile.

(View-only) Displays the employee’s current pay rate.

The employee's employment status (Active, Terminated or On Leave).

Displays when the Compensation feature is enabled and set up. The ID fields associated with the employee’s position are read-only and update automatically if the position is changed. If the ID field does not pertain to the selected position, it is enabled. The ID fields display with any custom description set up on the Department/Distribution Setup page. From the Company menu, select Department/Distribution Setup..

(View-only) Displays the employee’s accumulated Vacation amount to date, including the last payroll processed. If no Vacation Accumulator is being used for this employee, the field displays $0.00.

From the list, select the type of hours that the employee worked.

To add a new type, contact your Customer Support Team. Click Refresh on your browser window after you add a new type.

Tip: The Employee Timesheet Defaults page makes it possible to automatically list, for example, Regular Time and Overtime without the user having to choose those options from the Description lists. To open the page, from the Company menu, select Defaults > Employee Timesheet)

Enter the number of hours this employee worked at the corresponding hours type.

If the hours are to be paid out at a rate different from the employee's regular (permanently stored) rate, enter the rate to three decimal places.

Note: If your payroll’s Overtime Factor is set at 1.5, Powerpay multiplies the overtime hours by 1.5. If, however, the Overtime Hours were worked in a different department and as a result, subject to a different rate, you would enter the non-standard base rate. For example, if OT 8.00 Hours is submitted at a rate of $12.000, Powerpay pays the employee Overtime Earnings of (8.00 X [12,000 X 1.50]) = $144.00.

When the Compensation feature is enabled and set up, the Exception Rate field is populated based on the assigned position. If an alternate position is selected, the Exception Rate field populates based on the Exception Rate Update Method of the selected position. However, for Shift Pay Elements with the Processing of Shift Hours option set to Pays hours based on Shift Premium value only, the Exception Rate field is blank. If the Pay Element selected has a permanent rate (Hourly Rate or Daily Rate), the rate for that position will not display and the permanent rate for the Pay Element will display for the Exception Rate.

The Exception Rate field is editable. When Compensation functionality is set up and the rate entered is not within the Pay Range set up for the position (either below the minimum or above the maximum), a message displays. If the Pay Range restricts the rate, the rate is not saved.

Do not enter data in this field if the hours are to be allocated to the current pay period. Make an entry only if the hours and dollars are to be allocated to a different pay period. This affects the way insurable hours and earnings are allocated for insurability purposes.

The list contains the last five pay periods, the current pay period, and five future pay periods. To allocate earnings to a pay period more than five pay periods in the past, leave the For which pay period? list blank (which means that all earnings are current), and adjust the Insurable Earnings History on the Insurable Earnings Adjustments page. From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments.

Note: If the employee’s Province of Employment is Quebec, the same process applies to QPIP History.

Note: If the employee is being paid for hours worked in more than one pay period, enter the hours on different lines. For the hours that belong to a different pay period, indicate the pay period to which the earnings belong.

The link Salary Offset displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element or a vacation and/or additional accumulator. Click the link to view additional information.

Note: For vacation and/or additional accumulators, the link only displays for the hourly element. It is not applicable to vacation and/or additional accumulator earnings codes.

The link Salary Offset (EI) displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

The link Salary Reduced (EI) displays under the description of the earning when the salary adjustment option ‘Salary reduced by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

Displays when the Compensation feature is enabled and set up. The Position field includes a list of all of the positions available to the employee. If work assignments are set up, only the positions assigned on the Work Assignments page display. If work assignments are not set up, all positions set up for the payroll display.

Displays when the Compensation feature is enabled and set up. The ID fields associated with the employee’s position are read-only and update automatically if the position is changed. If the ID field does not pertain to the selected position, it is enabled. The ID fields display with any custom description set up on the Department/Distribution Setup page. From the Company menu, select Department/Distribution Setup.

From the list, select the type of earnings owed to the employee.

To add a new type, contact your Customer Support Team. Click Refresh on your browser window after you add a new type.

Tip: The Employee Timesheet Defaults page makes it possible to automatically list, for example, Commission and Car Allowance without the user having to choose those options from the Description lists. To open the page, from the Company menu, select Defaults > Employee Timesheet)

Enter an amount for the earnings if different than the permanent amount (from the Permanent Rates, Factors, Earnings page).

Do not enter data in this field if the earnings are to be allocated to the current pay period. Make an entry only if the earnings are to be allocated to a different pay period. This affects the way insurable hours and earnings are allocated for insurance purposes.

The list contains the last five pay periods, the current pay period, and five future pay periods. To allocate earnings to a pay period more than five pay periods in the past, leave the For which pay period? list blank (which means that all earnings are current), and adjust the Insurable Earnings History on the Insurable Earnings Adjustments page. From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments.

Note: If the employee’s Province of Employment is Quebec, the same process applies to QPIP History.

Note: If the employee is being paid for hours worked in more than one pay period, enter the hours on different lines. For the hours that belong to a different pay period, indicate the pay period to which the earnings belong.

The link Salary Offset displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element or a vacation and/or additional accumulator. Click the link to view additional information.

Note: For vacation and/or additional accumulators, the link only displays for the hourly element. It is not applicable to vacation and/or additional accumulator earnings codes.

The link Salary Reduced displays under the description of the earning when the salary adjustment option ‘Salary reduced by hours/earnings entered’ is set up for a pay element or a vacation and/or additional accumulator. Click the link to view additional information.

Note: For vacation and/or additional accumulators, the link only displays for the hourly element. It is not applicable to vacation and/or additional accumulator earnings codes.

The link Salary Offset (EI) displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

The link Salary Reduced (EI) displays under the description of the earning when the salary adjustment option ‘Salary reduced by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

Displays when the Compensation feature is enabled and set up. The Position field includes a list of all of the positions available to the employee. If work assignments are set up, only the positions assigned on the Work Assignments page display. If work assignments are not set up, all positions set up for the payroll display.

To cost hours to a department other than the employee's home department, select a department code from the list. Your Distribution Summary and Journal Entry will reflect the earnings to the exception department.

Displays when the Compensation feature is enabled and set up. The ID fields associated with the employee’s position are read-only and update automatically if the position is changed. If the ID field does not pertain to the selected position, it is enabled. The ID fields display with any custom description set up on the Department/Distribution Setup page. From the Company menu, select Department/Distribution Setup.

To pay out the accumulated vacation dollars PLUS the amount calculated on the current pay period, select one of the options from the list:

• Yes - Time Taken: Select this option if the employee is taking time off. Both dollar amounts and the prorated hours are insurable for the purposes of the ROE form. (For the purposes of Employment Insurance, and QPIP if applicable, Powerpay calculates the hours insurable by dividing the dollars by the hourly rate of pay.)

  Note: If you have indicated that time is taken for the payout, ensure that the applicable time for the payout is included in the total period of time that you have selected in the Applicable Period of Time list box (at the top of the page). By doing this, the CPP/QPP exemption is applied correctly.

• Yes - No Time Taken: Select this option if the employee is NOT taking time off. Only the dollar amounts are insurable for the purposes of the ROE form and not the hours.

From the list, select a pay period for this payout. Follow these rules to ensure that EI (or QPIP for Quebec employees) is calculated correctly:

• For time taken, select the pay period in which the time is taken.

  Note: If the time taken begins in one pay period and ends in another, adjust the Insurable Earnings History for the employee.

• For a terminating employee, select the pay period of the last day worked.
• For a payout with NO time taken for an active employee, select the current pay period.

To pay out the accrued dollars in this accumulator, PLUS the amount calculated on the current pay period, select one of the options from the list:

• Yes - Time Taken: Select this option if the employee is taking time off. Both dollar amounts and the prorated hours are insurable for the purposes of the ROE form. (For the purposes of Employment Insurance, and QPIP if applicable, Powerpay calculates the hours insurable by dividing the dollars by the hourly rate of pay.)

  Note: If you have indicated that time is taken for the payout, ensure that the applicable time for the payout is included in the total period of time that you have selected in the Applicable Period of Time list box (at the top of the page). By doing this, the CPP/QPP exemption is applied correctly.

• Yes - No Time Taken: Select this option if the employee is NOT taking time off. Only the dollar amounts are insurable for the purposes of the ROE form and not the hours.

From the list, select a pay period for this payout. Follow these rules to ensure that EI (or QPIP for Quebec employees) is calculated correctly:

• For time taken, select the pay period in which the time is taken.

  Note: If the time taken begins in one pay period and ends in another, adjust the Insurable Earnings History for the employee.

• For a terminating employee, select the pay period of the last day worked.
• For a payout with NO time taken for an active employee, select the current pay period.

Displays based on the employee’s province of employment. It includes specific one-time Government Deductions (Federal Tax Override $ amount, Federal Tax one-time T4 amount, Quebec Tax Override $ amount, one-time Quebec Tax – Releve 2 Box J amount, NWT Tax amount, Nunavut Tax amount).

In instances where All deductions and contributions apply to Second Payments and the deductions/contributions/ also apply to the employee’s Regular Payments based on the Deduction Cycle selected for that payroll run, the descriptions for those deductions/contributions display in red.

Enter one-time dollar amounts as required. For example, if a deduction is set to be applied to an employee’s Second Payment but you want to enter a specified amount (‘0’ or otherwise), enter the appropriate amount in the box applicable to that deduction/contribution description.

Check the Garnishment setting on the Second Payment Options page to determine if all or no garnishments are to be applied to Second Payments.

If the setting is Apply All, Powerpay calculates the garnishment and applies that amount to that employee’s Second Payment. You can also enter a one-time dollar override amount if you require a specified garnishment dollar amount to be applied to the employee’s Second Payment.