The following settings are available in the Check Entry tab of the Entries dialog box:
Code
You can enter a value in the Code setting to filter the list of available codes. This defines the type of entry that’s being recorded. For example, to record additional earnings, enter the earning code, or to record a deduction that was missed on the last pay check, enter the code for that deduction. If you are unsure of what codes can be applied to employees as a check entry, contact your system administrator.
In the Code setting, the application shows all of the earning, deduction, and tax codes used by your organization that are applicable to the country where the employee works. For example, if your organization operates in both the US and Canada, and you have loaded a US pay run, the application shows all US codes, and no Canadian codes.
Although the application shows all of the codes for a country, not all of the codes will be applicable to all employees. If a code isn’t applicable to an employee, the application doesn’t process the check entry. When you save the entry, the application shows a warning message in the Problems panel to indicate that the entry couldn’t be processed.
The application shows garnishment codes only if there are active garnishments currently applied to the selected employee. Garnishment codes include the name and, in brackets, the case number:
See Garnishment Entries in the Payroll Feature.
Replace
You can select the Replace checkbox if you want the entry that you are creating to replace an existing entry in the employee's details. For example, payroll currently lists an employee's bonus earning as $400 but it should be $500. To replace the existing $400 amount with the $500 amount that you specify in the check entry, select the Replace checkbox.
The application bases what is replaced by the check entry on the code specified in the check entry. If you select an earnings code, any earnings with that earning code during the pay period are overridden by the amount specified in the check entry. Similarly, any deductions are replaced if you select a deduction code.
Clear the Replace checkbox and the check entry details are added to or subtracted from any existing details with a matching code. If employees don’t have a matching code, the application adds it with the corresponding value.
If you create an entry with the Replace checkbox selected for a deduction that has arrears enabled, Dayforce replaces the entire collection amount, including any arrears recovery attempt. However, the scheduled amount remains due.
For example, a user has a deduction where:
- The application deducts a $10 scheduled amount from every pay.
- The deduction has an arrears multiplier of 1 defined.
- The employee has an existing arrears balance of $100 for this deduction.
If you create a deduction entry for $5 with the Replace checkbox selected, Dayforce does the following:
- The $5 goes towards the regular scheduled amount.
- Because only $5 goes toward the scheduled amount, $5 of the $10 scheduled amount for this pay is still owed. As a result, Dayforce adds $5 to the existing arrears balance, bringing it to $105.
- The application doesn’t deduct any amount for the arrears multiplier.
As another example, if you create a replacement entry of $0, Dayforce doesn’t deduct any regular or arrears amount. However, Dayforce adds $10 to the existing arrears balance for the scheduled deduction that wasn’t collected, bringing the arrears balance to $110.
Hrs.
You can enter the number of hours associated with the entry in the Hrs. field, if necessary. A value in the Hrs. field is required if you selected an earnings code that has hours associated with it. For example, if you’re recording that the employee worked another eight hours of regular earnings, you'd enter the earnings code in the Code field and then eight in the Hrs. field.
The application disables this field if you entered a deduction or tax code in the Code field, because there is no need to associate a number of hours with a deduction or tax check entry.
For earnings with hours and rate specified, the application calculates the amount and populates the Amount field automatically.
The rounding value for the Hrs. field is up to two decimal places.
Rate
You can enter the hourly dollar rate associated with the entry in the Rate field, if necessary. Alternatively, you can enter one of the following rate codes to insert pay rates that are stored in the employee's HR record:
- Enter A or a and the application inserts the value from the Alternate Rate field in the employee's record in People.
- Enter B or b and the application inserts the value from the Base Rate field in the employee's record in People.
- Enter J or j and the application inserts the value from the Rate field of the employee's primary job (the job with the Primary checkbox selected).
- Enter O or o and the application inserts the value from the Average OT Rate field in the employee's record in People.
- Enter V or v and the application inserts the value from the Vacation Rate field in the employee's record in People.
The application shows a legend of these options when you hover over the field:
A value in the Rate field is required if you specified an earnings code that has an hourly pay rate associated with it. Continuing the example of recording that an employee worked another eight hours, you'd type the employee's hourly pay rate.
For earnings with hours and rate specified, the application calculates the amount and populates the Amount field automatically.
The rounding value for the Rate field is up to five decimal places.
Amount
You can enter the amount of the check entry in the Amount field, if necessary. For earnings with hours and rate specified, the application calculates the amount and populates the Amount field automatically. You can override this value by typing a new amount in the field, in which case the application adjusts the Hrs. value to match.
The amount can be either positive or negative depending on whether you want to add an earning, deduction, or tax amount, or subtract it; for example, to refund the $30 gym fee deduction mistakenly taken from an employee's pay, enter -30 as the amount. Conversely, if the $30 gym fee wasn’t included but should be deducted from the employee's pay, enter 30 as the amount.
The application caps negative amounts at the year-to-date totals recording against the same code so that you cannot subtract more than what has occurred year-to-date. For example, an employee has been mistakenly paid $50 in gym fees a month for the first two months of the year. Because the employee never received a gym membership, the funds need to be returned by subtracting from the deduction code representing the gym membership through a check entry. In this case, because the employee has paid $100 so far this year, the application caps the check entry subtracting from this amount at -100. Even if you record a check entry for more than that, for example -200, the application only returns 100 in deductions to the employee.
The rounding value for the Amount field is based on the number of decimal places that you define in the Payroll Decimal Rounding Precision client property in the Payroll section of the Properties tab in System Admin > Client Properties.
Business Date
Before You Begin: The Business Date field is only enabled for earning entries for US pay groups that have a biweekly pay frequency.
If necessary, you can enter the date on which the earning occurred in the Business Date setting.
The Business Date setting is intended for organizations with earning statements that are configured to include a weekly breakdown of an employee's earnings. The application used the date that you enter Business Date field to determine which week to place the earning when generating the employee's earning statement.
For statements viewed online, the application displays an additional page at the end of the statement with the weekly earning amounts broken out. For printed statements, the back office prints a separate row for each earning on each week.
If business date is blank, the earning statement feature will report that earning amount as for the entire biweekly period.
Job Assignment
The Job Assignment setting defines the job assignment where the pay entry occurred. By default, the application populates the Job Assignment setting with the job assignment that is defined in the employee's primary work assignment. However, you can replace the value with a job assignment from the employee's secondary work assignment, if needed. If you update the Job Assignment setting, the Work Location and Legal Entity settings update to the values for that job assignment.
Work Location
The Work Location setting defines the work location where the pay entry occurred. By default, the application populates the Work Location setting with the location that is defined in the employee's primary work assignment. However, you can replace the value with a location from the employee's secondary work assignment, if needed.
It is important that an appropriate location is linked with each check entry. If you’re recording earnings, the location you select impacts the taxes the employee could pay as taxes are determined, at least in part, by the employee's work address.
If you update the Work Location setting, the Job Assignment and Legal Entity settings update to the values for that job assignment.
Legal Entity
The Legal Entity setting is a read-only setting that displays the legal entity for the job assignment and location that is currently selected. This setting updates depending on which job assignment and location you select.
Labor %
Note: Labor % is only used when you create an earning entry for an employee who has labor distribution defined in their work assignment.
For employees that work different job assignments or within different locations, you can use the Labor % setting to define whether the check entries and check entries you record are split according to the employee’s labor distribution that is defined in People.
Employees that can work multiple job assignments or in multiple locations often have a labor distribution defined; users with access can define how to distribute the employee’s payroll costs among the employee's different job assignments or locations by recording values in the Labor % field in Work > Work Assignments of People. For example, for an employee who works evenly among two work assignments, administrators can specify 50% in each work assignment.
This allows the application to split the payroll costs of that employee evenly between the two work assignments when exporting to the organization’s general ledger using the Payroll GL Export interface.
When you first add a new pay entry to the list, the Labor % field shows the No option, and the field isn’t editable. When you select an employee who has more than one work assignment, and who has a labor distribution configured for their work assignments, and you select an earning code, the application updates the Labor % setting to show the Yes option. When the yes option is selected, Dayforce uses the labor distribution (that is, allocation) that is defined for the employee in People.
If you click this setting to switch it to No, then the labor distribution defined in People is overridden for the entry. In this case, earning entry is distributed entirely to the job assignment and work location specified in the check entry.
Labor Metrics
Before You Begin: To use this column, labor metrics must be configured in the Workforce Management module.
You can use the Labor Metrics column to assign one or more labor metric codes to an entry. When you add labor metrics to an entry and calculate payroll, Dayforce shows the ledger codes for the relevant labor metrics to the GL Preview tab of the employee slide-out panel.
The Labor Metrics column is only enabled for entries to which you have assigned an earning code, because labor metrics are only used with earning entries. When you've selected an earning code, and you click the Labor Metrics column, the application shows an icon that you can select to assign labor metrics:
When you click the icon or press the Down arrow key in the Labor Metrics column, the application shows the Labor Metrics dialog box. In this dialog box, the application shows a separate drop-down selector for each labor metric type configured for your organization. Labor metric types are used in Dayforce to group sets of similar labor metric codes. In this example, the organization has configured four labor metric types:
You can expand the drop-down list and select up to one labor metric code for each labor metric type. You can enter all or part of a labor metric code to automatically filter the list.
When you select a labor metric code for one or more labor metric types and click OK, the application adds them to the Labor Metrics column, where they are read-only. You can hover over the column to view a list of each labor metric listed by type:
You can edit labor metrics for an existing entry by reopening the labor metrics column, where you can click the X to remove labor metric codes.
Debit Arrears
Select the Debit Arrears checkbox in order to attempt to collect new amounts owing for deductions with arrears enabled. Leave the Debit Arrears checkbox cleared to attempt to pay off an employee's existing arrears for deductions with arrears enabled.
In order to use the Debit Arrears column, the entry must be for a deduction code that has the Allow Impromptu Arrears setting enabled in the Deductions tab of Payroll Setup > Earnings and Deductions.
Important: When you enable the Allow Impromptu Arrears checkbox for a deduction code, the system will attempt to collect the full outstanding balance from the next available net pay. This applies to deductions that have been zeroed-out, unelected, or end-dated in the past. Moreover, even when a check template is configured for “exclude deductions”, deductions with the Allow Impromptu Arrears checkbox selected still attempt to recover the full outstanding arrears balance. This is different from scheduled arrears-enabled deductions, which don’t try to recover arrears in check templates configured for “exclude deductions”.
Moreover, if you enabled the Debit Arrears by Default checkbox for the deduction code in Payroll Setup > Deduction Definitions, and you create an entry using the deduction code, the Debit Arrears column is set to Yes by default. However, you can set it to No. This allows organizations to always create entries for collecting unscheduled arrears.
When you select the Debit Arrears column for a deduction entry, the following occurs:
- The amount that you are able to deduct from the employee's pay via the deduction entry doesn’t decrease the employees existing arrears balance (which you can review in the employee profile). Conversely, if you clear the Debit Arrears checkbox, the amount that you are able to deduct from the employee's pay does decrease the employee's existing arrears balance (which is the default behavior).
- If funds aren’t available to deduct all or part of the amount of the check or quick entry, this outstanding amount is added to the employee's existing arrears balance. Conversely, if you clear the Debit Arrears checkbox, the amount that you are able to deduct is not added to the employee's existing arrears balance (which is the default behavior).
For example, an employee has a deduction with arrears enabled where:
- The application deducts $10 from every pay to cover the scheduled amount owing.
- The employee has an existing arrears balance of $100 for this deduction.
- You also want to deduct an additional $25 in new late fees in the current pay.
To deduct $25 in late fees, you can create a quick entry for $25 for which you can select the Debit Arrears checkbox. When you select this checkbox, and the employee has enough pay in the current run to cover both the $10 scheduled payment and the additional $25 late fee, then the existing arrears balance isn’t affected and remains at $100. This is because the additional $25 is intended to pay a new fee, and not the employee's existing arrears balance, and the $10 amount is intended to pay the scheduled amount owing.
Whereas, if you create a quick entry that has the Debit Arrears checkbox cleared, the $25 goes towards the employee's existing arrears, bringing the balance down to $75.
Continuing this example, if you select the Debit Arrears checkbox for the entry, and the employee doesn’t have enough pay in the current run to cover the $10 regular payment and the $25 late fee, the arrears balance moves up to $135 ($100 + $10 + $25).
Whereas if you clear the Debit Arrears checkbox for the entry in the same scenario, the arrears balance only increases to $110 ($100 + $10) and the $25 is ignored from the balance of the arrears.
This functionality is the same when you select the Replace checkbox for quick entries or check entries. Using the same example as above where the employee has $100 in existing arrears, consider that instead of adding a $25 quick entry in addition to the $10 regular payment, you replace the regular $10 payment with a $25 quick entry. If you create a $25 quick entry with the Replace checkbox and the Debit Arrears checkbox selected, the following occurs:
- The system subtracts the $10 that is due for this month from the $25 that you entered.
- The system applies the remaining $15 to new fees (for example, late charges); the arrears balance remains at $100. Whereas if you clear the Debit Arrears checkbox, the system applies the remaining $15 to the arrears balance, bringing it to $85.
Apply ROE Mapping
(Canada only)
FLSA Adjust Start Date
Before You Begin: Although this setting is shown for all pay groups, it’s applicable only for US employees.
FLSA Adjust End Date
Before You Begin: Although this setting is shown for all pay groups, it‘s applicable only for US employees.
Message
Enter any comments that you want associated with the check entry in the Message field, which has a 256-character limit.
Project
If necessary, you can record the check entry against a specific project by providing values in the Project field.
If Dayforce is configured to track costs against specific general ledger accounts for different projects, the application can export any amounts you record to the corresponding ledger accounts of whatever projects you specify.
If the employee records time against a preconfigured project, begin typing the name of that project in this field and then select it from the list that the application shows. If no projects are configured, the application won’t save what you enter in this field.
(US only) You can configure Dayforce to withhold income tax based on the tax address of the project that earnings are recorded against. See Project Taxation for US Employees.
Docket
If necessary, you can record the check entry against a specific docket by providing values in the Docket field.
If Dayforce is configured to track costs against specific general ledger accounts for different dockets, the application can export any amounts you record to the corresponding ledger accounts of whatever dockets you specify.
If the employee records time against a preconfigured work order or docket, begin typing the name of that docket in this field and the select it from the list that the application shows. If there are no dockets configured, the application won’t save what you enter in this field.
Ordered Amount Type
Before You Begin: This setting includes different options for US and Canadian employees. Options are described below.
You can use this setting to change how the application calculates the garnishment for a check entry for the pay run, you can select a different calculation method in the Ordered Amount Type drop-down list.
Percent
When creating a check entry to replace a garnishment's details, you can enter a new percentage in the Percent field. See Garnishment Entries in the Payroll Feature.
Limit Amount
(US only)
Before You Begin:
When creating a check entry to replace a garnishment's details, you can enter a dollar amount in the Limit Amount field to override the limit amount for this garnishment for this pay run. See Garnishment Entries in the Payroll Feature.
Disposable Earning Amount
(US only)
When calculating garnishments, the application first calculates the maximum amount that might be garnished in any workweek or pay period and ensures that the amount being garnished from the employee’s wages doesn’t exceed this amount.
Part of the calculations to determine the maximum amount that might be garnished involves comparing the employee’s disposable earnings to the federal minimum wage. You can override the value the application uses for these calculations in the Disposable Earning Amount field. Providing a higher disposable earning amount means the application can garnish a larger amount of the employee’s wages.
Send To Payment Solutions
When you create a garnishment entry, the Send To Payment Solutions checkbox is selected by default. Leave this checkbox selected and the application includes the entry in the payroll impound amounts in the Payments tab, Payroll Summary Report, and Garnishment Summary Report. Clear this checkbox and the application excludes the entry from the payroll impound amounts seen in these areas.
You wouldn’t want a garnishment entry included in the impound amounts in the above areas in the case where the entry needs to be recorded in Payroll because it has been funded manually by contacting Payment Solutions directly.
Note: The Garnishment History Report shows all garnishments, regardless of whether you select or clear the Send To Payment Solutions checkbox.
Pay Periods For Tax
(US only)
This would be used for example when a bonus payment should be taxed at a frequency that is different from the frequency of the pay group. So instead of a $1,000 bonus taxed at a monthly frequency, it can be taxed over 12 months (for example annual bonus).
The application applies the pay periods for tax only to normal and taxable benefit earning types.
Workers Comp Account
If you selected a workers' compensation deduction code in the Code drop-down list, you must select an associated workers' compensation account in the Workers Comp Account drop-down list.
Workers Comp Code
If you selected a workers' compensation deduction code in the Code drop-down list, you must select an associated workers' compensation class code in the Workers Comp Code drop-down list.
Limited Taxable Wages
(Canada only)
Total Taxable Wages
(Canada only)
PPN
Select a future or prior pay period number to record the individual check entry against the appropriate period. This allows you to record checks against the pay period during which the pay was earned.
When earnings on a check entry are recorded against a future or prior PPN, the US printed and online earning statements display the respective pay period start and end date for the earnings. Selecting a future or prior PPN does not impact Canadian earning statements but it does impact where those earnings and hours are reported on ROEs.
For Canadian employees, the PPN column is enabled for all code types (earnings, deductions, taxes, and garnishments), and for US employees, the PPN column is enabled for earning codes and memo deductions only.
The PPN column allows you to select a PPN number from up to two years in the past.
Do Not Disburse to Payee
For payroll codes that are related to a third-party payee, you can select this option to define that the specific amount of the entry shouldn’t be included in the amount disbursed to that third party. This setting is typically used for adjustments that need to be entered for the employee but the respective third party has already received payment.
Import Set
If you imported the adjustment entry, this read-only setting shows the associated import set name. Import set name is defined when you or other users import an entry, and allows you to sort and filter entries by a specific import. For more information, see the following topics:
For importing and exporting in the Pay Run Management version of the Adjustments sub-tab:
For importing and exporting in the Data Entry version of the Adjustments sub-tab:
Saved By
Shows which users created or last saved changes to each item.
Saved At
Shows the date and time at which an item was added or last saved.
Stop Pay Confirmed
This option applies only to garnishment check entries that are being voided by clicking Auto Void in the Checks sub-tab. This checkbox is grayed out and unavailable for all other types of check entries.
The Dayforce Back Office can’t recover garnishments that have been remitted to the courts. However, in some cases you might be able to contact the back office before the funds are remitted.
- If you were able to contact the Dayforce Back Office to prevent the remission of funds to the courts, select the Stop Pay Confirmed checkbox. The full amount is recorded in Dayforce as voided from the Garnishment balance.
- If you couldn't contact the Dayforce Back Office to prevent the remission of funds to the courts, clear the Stop Pay Confirmed checkbox. In this case, a zero amount is voided from the Garnishment balance.
Note: It is your organization's responsibility to communicate with the courts to get back the funds, or to contact Payment Solutions directly to stop the funds from being remitted to the courts.