Rapid Entry - Second Payment

When you open this page for an Extra Run, the Garnishments text changes to the following “As this is an Extra Run, any Garnishments that are to be deducted must be entered as one-time amounts on the Employee Timesheet – Second Payment page.” You see this message regardless of the option selected in the Second Payment Options page.

The employee number and name for each active employee. Click the employee name link to open a pop-up window with the Employee Profile information.

(View-only) Each employee's pay rate (for example, dollars per hour for Hourly employees or dollars per pay period for Salary employees).

(View-only) Each employee's pay type (Hourly or Salary).

(View-only) The distribution information, which may be the department code (default) or costing items if the advanced costing features are enabled. The information displayed here is set up on the Department/Distribution Setup page. From the Company menu, select Department/Distribution Setup.

(View-only) The province or territory in which the employee works (not necessarily where the employee lives).

Use these fields to enter Hours/Earnings and Deductions/Contributions data for that employee's current payroll.

Gray text may appear in these boxes, indicating that they are not editable on this page:

• The text N/A means that this deduction or contribution is not valid for this employee.

• The text 2nd - Timesheet appears:
  • in the hours and earnings entry fields if any entry was made in the Hours or Earnings sections of the Employee Timesheet - Second Payment page. From the Payroll menu, select Second Payment > Employee Timesheet - Second Payment.
  • in the deduction and contribution entry fields if any entry was made in the Deductions or Contributions sections of the Employee Timesheet - Second Payment page. From the Payroll menu, select Second Payment > Employee Timesheet - Second Payment.

• The text Ded&Con appears in all deduction and contribution entry fields when a permanent or one-time change has been made on the Deductions & Contributions page. From the Payroll menu, select Regular Payment > Deductions & Contributions.

  If this deduction/contribution description is displayed on the Rapid Entry — Second Payment page, you will not be able to enter a one-time dollar amount for that deduction and/or contribution on this page. You will have to use the Employee Timesheet — Second Payment page. (On the next payroll run, you would be able to enter a dollar value on the Rapid Entry — Second Payment page as long as the permanent value is not changed again).

  Note: Ded&Con is displayed only when a permanent value is edited or entered on that payroll run. This text is not displayed if permanent amounts exist and there are no changes to the permanent amounts.

• 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.

If any of the Hours, Earnings, Deductions or Contributions elements originally set up on the Rapid Entry page are no longer available for use (for example, if a contribution element was set up, but employees no longer contribute to), this page displays as a blank page until you remove the obsolete element on the Rapid Entry Setup page. If the obsolete element is reinstated, it does not reappear on the Rapid Entry page until you re-enter it on the Rapid Entry Setup page.

Employees who are on leave or terminated do not appear on the Rapid Entry - Second Payment page.

If an employee's status change to On leave or Terminated as part of a pay-period payroll, any entries made on the Rapid Entry - Second Payment page for that pay-period payroll are removed when the Status Change page is saved.

When you select Salary Override on the Rapid Entry page for a Second Payment, Powerpay disables the data entry box for this pay element on the selected employee record if the employee’s Pay Type is any of the following:

• Hourly employee
• Hourly employee – paid Vacation Pay each pay
• Hourly employee – paid Additional Accumulator each pay
• Hourly employee – paid Vac Pay and Addn Accumulator each pay

• Hourly employee – also receives commissions.

The disabled cells also display N/A.

For the Rapid Entry – Second Payment pages, if you enter a 0 value for any Earnings Types (paid as a Dollar amount) on the Rapid Entry – Second Payment page for a Regular or Extra run, Powerpay removes the 0 value and displays a warning message.

• All Hours and Earning entered on this page appear in the appropriate Hours and Earnings sections of the Employee Timesheet - Second Payment page. From the Payroll menu, select Second Payment > Employee Timesheet - Second Payment.
• All Deductions & Contributions entered on this page appear in the Miscellaneous Deductions & Contributions section of the Employee Timesheet – Second Payment page.

Note: Click Save to confirm all data on the current page before you click a Quick Link. Data is not automatically saved when you navigate away from the page.

• Second Payment Options

  Opens the Defaults - Second Payment Options page where you can modify default for second options on this Rapid Entry page.

Each employee record contains the following links:

• Employee Name - Pops up a view-only version of the Profile tab for the selected employee as quick reference for rate of pay, hire date and other information that may be useful as you enter payroll data.
• Timesheet - Pops up a view-only version of the Hours section of the Employee Timesheet page for the selected employee where you can see an entry that was made on the timesheet. The data that was entered on the timesheet cannot be edited on the Rapid Entry page.
• Profile - Opens the Profile tab for the selected employee, where you can make any required changes.
• Employee Timesheet - Opens the Employee Timesheet - <Payment Type> page for the selected employee. This link is a fast way to open the Employee Timesheet when you need to enter payroll data that is not on the Rapid Entry page (for example, vacation pay).
• Deductions & Contributions - Opens the Deductions & Contributions - <Payment Type> page for the selected employee. This link is a fast way to open the Deductions & Contributions page when you need to enter information that is not set up or available on the Rapid Entry page.
• Permanent Rates, Factors, Earnings - Opens the Permanent Rates, Factors, Earnings - <Payment Type> page for the selected employee. This link is a fast way to open the Permanent Rates, Factors, Earnings page when you need to enter information that is not set up or available on the Rapid Entry page.