BIAS Help CenterPayroll How do I process payrollHow do I enter time and earnings?

How do I enter time and earnings?

Before starting this section, be sure to complete Create Employee Checks.

Once default paychecks are created, timesheets need to be filled out with hours worked, accrual hours, premium pay hours, etc.  The accruals, benefits & deductions, wage distributions and taxes can also be reviewed and updated as necessary.

Go to Advanced Payroll > Payroll Control Center

Time & Earnings Tab

  1. Click Pay Cycles tab
  2. Click to highlight Employee
  3. Click Edit to open paycheck

  1. Click Time & Earnings tab
  2. Click Edit
  3. Enter Hours for each pay item

For multiple wage distributions based on hours worked or to put hours worked into different months, double-click in the Hours field to open the Salary Time Details window.  Enter the hours and expenditure code for each distribution.  To add a new distribution to the dropdown menu, click Add Distributions.  When finished, close the window.  The pay item should turn red representing multiple distribution entries.

  1. Earned Accruals should automatically populate with the employees default rate.
  2. Enter Comp Time Earned hours as actual hours worked.  BIAS will multiply by 1.5 for the Comp Time bank.
  3. Hourly rate, Shift differential and Wages can be modified as necessary.                                
  4. L&I Class should only be filled out on the items representing the hours worked.              

Accrual Errors occur when an accrual needs to be checked.  There are three accrual errors:

  1. Negative Balance indicates that an employee has used more of the accrual than they have earned.
  2. Over Cap warns when an employee has exceeded the accrual cap.  This is only seen if the Exceed column in the accrual setup is  set to Warn.
  3. Under Earned Accrual warns that the employee is earning less than they should because they have already met the maximum.  This is only seen if the Exceed column in the accrual setup is  set to No.

If an error occurs, the earned accrual item will be bold and underlined in the Time & Earnings tab.  Hover the mouse over the bold number to see the error.  

When reviewing the list of all checks, there is a column of check boxes to show if a check has an accrual error and a dropdown menu at the bottom to filter for checks with a specific error.

Accrual Totals Tab

Go to Advanced Payroll > Payroll Control Center

  1. Click to highlight Employee
  2. Click Edit to open paycheck
  3. Click Accrual Totals tab

Review the accrual activity for the period.  The balance includes the activity from the current pay period.  To correct a balance, go to the Time & Earnings tab and enter an adjustment for the appropriate leave item.

Benefits & Deductions Tab

Go to Advanced Payroll > Payroll Control Center

  1. Click to highlight Employee
  2. Click Edit to open paycheck

  1. Click Benefits & Deductions tab
  2. A default Rate and Amount will populate based on employee setup, review for accuracy. Modify Amount or Rate as necessary.

For Advanced Payroll (v2), you cannot adjust state retirement items (LEOFF and PERS).  These should populate with the correct basis and rate established during setup.

Distribution Tab

Go to Advanced Payroll > Payroll Control Center

  1. Click to highlight Employee
  2. Click Edit to open paycheck

  1. Click Distribution tab
  2. Review expense distribution for accuracy.  If any changes are necessary, go back to the Time & Earnings tab and update the Distribution column.

Adjustments Tab

Go to Advanced Payroll > Payroll Control Center

  1. Click to highlight Employee
  2. Click Edit to open paycheck
  3. Click on the Adjustments tab

Adjustments are not commonly needed. If needed, adjust W2 items FICA, Medicare, and Federal Withholding.  Adjustments can be made to the basis or current deduction amounts.  The Fed and State Deduction override may be used on occasion.  This allows changes to the default Federal and State tax withholding on a one-time basis.  Check the Save Deduction box and enter a fixed amount.  No matter what changes are made to the check, this amount will stay the same.

Employee Summary Tab

Go to Advanced Payroll > Payroll Control Center

  1. Click to highlight Employee
  2. Click Edit to open paycheck

  1. Click on the Employee Summary tab
  2. Review Employee Summary, a comprehensive review of the employee paycheck.  It is important to review and verify the Basis Amount Summaries at the bottom, which reflect the basis for Federal Withholding, Social Security, Medicare, and Retirement.
  3. When finished, check Reviewed.
  4. Click Next to review Employee Summary for next employee or click Closed if finished.
Congratulations, you are done!

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