Workforce Management
Tip
Using the Timecard Report to Assist in Recording Payroll Expenses
CDBWin's Workforce Management module allows you to produce a schedule, log
hours actually worked and then generate a timecard report which you
can use to input hours worked. You can input the information manually into
third-party payroll software, or use CDBWin to export timecard hours
automatically to a payroll program.
This process is composed of three main parts:
I. Create, Revise and Finalize a Schedule
The first step is to use CDBWin to create a schedule. To do this:
- On the Daily Work menu, click Schedule/Timecard. Make sure the
"Schedule" tab is displayed. The previous week's schedule is displayed as a default (you
can use the Previous Week and Next Week buttons to move back and
forth one week at a time, up to four weeks in advance):
- For each employee type the scheduled start time in the Start box and the
scheduled end
time in the End box. Do this using a 24-hour format (for example, 12 noon to 8
p.m. would be 12:00 to 20:00). Don't include unpaid time such as
lunches and unpaid breaks.
- If you wish, you may view or print the schedule at this time by clicking
View/Print Reports.
- Revise the schedule as necessary and finalize it.
II. Log the Revised (Actually Worked) Hours
Once you have set the employee schedules, you can edit/revise the time
worked and use it for comparison to the scheduled hours using CDBWin's Timecard feature. To use this
feature:
- On the Daily Work menu, click Schedule/Timecard, then click the "Timecard" tab.
- The timecard window appears. The default view is the schedule for the week
with a few exceptions:
- You are not allowed to create timecards for the future, so if you were
scheduling in the future, and click on the "Timecard" tab, the time you
typed in for that week will not
display.
- You cannot enter a timecard value for a day that has not ended.
A typical timecard looks as follows:
- Record the actual hours worked by employees in this window by accepting the default schedule figures
or, if necessary, typing over them.
- If you wish, you can view or print a timecard report by clicking
View/Print Reports. A sample report is shown below:
- Check the report and revise timecard hours as necessary. You are now
ready to record payroll expenses.
III. Record Payroll Expenses
There are two ways to take the information you have recorded with the timecard program, and use it
to record payroll expenses.
Manually Making Entries into a Third-Party Package
The first is to have someone from your organization enter the information
into a third-party accounting software package, which will then make the
necessary deductions for you. Once you get a print out of these, you can then
enter the information into CDBWin for the purposes of back office payroll
processing. To do this:
- Create an Expense transaction using the Vendor ID PAYROLL. Under an expense account
called Wages, type the net amount of the employee’s check paid from the payroll/checking account
- To record the FUTA tax expense, create an expense transaction using a Vendor ID for the bank of the employee,
like BOFA. Under the Wages expense account enter the appropriate FUTA amount paid by Charge.
- To record the SUTA tax expense, if any, create an expense transaction for the state agency the SUTA is paid
to like EDD. Under the Wages expense account enter the appropriate SUTA amount paid by Charge.
- To record the deposit made to the bank for the Federal Withholding, FICA withholding and the employer’s
FICA expense, create an expense transaction to the vendor (in our example) BOFA. Under the Wages expense
account, type a figure that combines the appropriate FWT and FICA withheld from the employee’s check plus
the employer's FICA expense. This can be charged at the time payroll is entered and then a subsequent payment
made when the funds are drafted/paid from their bank account
- To record the deposit/payment made to the state for SDI and SWT, create an expense transaction to the
state agency (EDD). Under Wages expense enter the appropriate expense, which is the SDI and State Withholding
combined. Once again this can be charged when the payroll is entered and a subsequent payment can be made when
the funds are drafted/paid from their bank account.
Exporting Timecard Information into a Third-Party Package
CDBWin allows you to export timecard information to certain third-party
software packages such as BusinessWorks Gold or Paychex. To do this:
- Make sure that you have set up your overtime rules in the Timecard
Bridge Options feature of CDBWin (on the Setup menu, click
Timecard Bridge options). This is covered in the CDBWin User's Guide,
Chapter 1, "Timecard Bridge Options." If you do not do this first, CDBWin
will not let you export.
- Make sure that your e-mail settings are
correctly set up in the "E-mail" tab of CDBWin Settings (on the Setup menu,
click CDBWin Settings, the "E-Mail" tab). This is covered in the
CDBWin
User's Guide, Chapter 1, "E-Mail." If you do not do this first, CDBWin will
not let you export.
- On the Daily Work Menu, click Schedule/Timecard
.-
Click the "Timecard" tab.
- Click Timecard Export. The
following window appears:
This window allows you to initiate the creation of a formatted file used
by a third-party application for payroll processing. - Select the
Include Hours check box. This enables the Hours Beginning Date
and Hours Ending Date boxes. Use the boxes or the calendar buttons to
select the dates for which you wish to process payroll.
- Click Export. The information will be sent to your third party
application.
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