Processing Labor/Payroll In Deltek GCS Premier · Processing Labor/Payroll In Deltek GCS Premier....

Processing Labor/PayrollIn Deltek GCS Premier

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© NeoSystems Corp 2009-2012

Topics Overview

© NeoSystems Corp 2011 Page 1 of 109

PROCESSING LABOR/PR IN DELTEK GCS PREMIER

V20C

TABLE OF CONTENTS

Training Objectives .......................................................................................................................... 4 Login instructions ............................................................................................................................ 5 Set up a new employee ................................................................................................................... 6

Employee ID Numbering ............................................................................................................. 6 Enter Employees when doing Payroll in GCS .............................................................................. 7

Enter the Payroll Change Notice Information....................................................................... 10 Enter Payroll Calculation Data .............................................................................................. 12 Enter Leave Accruals ............................................................................................................. 14 Export Employee Master File information to Deltek T&E .................................................... 15

Set Up an Employee When Using an Outside Payroll Service................................................... 16 Required fields in EMF: ......................................................................................................... 16 Exercise 1 .............................................................................................................................. 18 Set up Direct Deposit for an employee ................................................................................. 19 Enter Payroll Deductions ...................................................................................................... 21 Enter Employer Contributions .............................................................................................. 23 Set up Employee Time & Expense File .................................................................................. 24

Enter a timesheet .......................................................................................................................... 26 Electronic Timesheet Requirements ......................................................................................... 26 Approvals for Timesheets ......................................................................................................... 27 Timesheet Entry into GCS ......................................................................................................... 27

Enter a timesheet in GCS ...................................................................................................... 28 Exercise 2 .............................................................................................................................. 30

Uncompensated Overtime ........................................................................................................ 30 Exercise 3 .............................................................................................................................. 34 Review the Timesheet Edit Report ....................................................................................... 35 Exercise 4 .............................................................................................................................. 36 Post Labor ............................................................................................................................. 37 Exercise 5 .............................................................................................................................. 38 Correcting Timesheets .......................................................................................................... 39 Reclassify labor ..................................................................................................................... 39 To correct pay ....................................................................................................................... 40

Set up a subcontractor .................................................................................................................. 41 To setup a subcontractor to process using the Strict AP method: ........................................... 42

Vendor Master File: .............................................................................................................. 42 Employee Master File: .......................................................................................................... 42 Processing using the strict AP Method ................................................................................. 42


To setup a subcontractor to process using the Timesheet method: ........................................ 43 General Ledger ...................................................................................................................... 43 Format of GL acct name: ....................................................................................................... 43 A/P Control File: .................................................................................................................... 44 Vendor Master File: .............................................................................................................. 44 Employee Master File: .......................................................................................................... 44 Employee Master File / Identification Data: ......................................................................... 45 Employee Master File / Payroll Change Notice: ................................................................... 45 Employee Master File / Payroll Calculation Data: ................................................................ 46 Employee Master File / Leave Accruals: ............................................................................... 46 Employee/ Employee Time & Expense ................................................................................. 46 Contract Work Force ............................................................................................................. 47 Time & Expense in Personnel/ Employee Information/ Basic Information: ......................... 47 Processing using the Timesheet Method .............................................................................. 47

Method 3: Hybrid, using both AP and Time Collection (rare) ................................................ 48 Clearing Accounts ..................................................................................................................... 49

Exercise 6 .............................................................................................................................. 49 Preparing to Process Payroll .......................................................................................................... 50

Step-by-Step: ............................................................................................................................. 51 1. Add new employee information not previously entered i.e. payroll deductions and contributions ......................................................................................................................... 51 2. Set up new employees for direct deposit and/or make changes for existing employees 51 3. Update Employee Master File with any changes .............................................................. 51 4. Run USETINS toolkit if you have employees with Excess Life Insurance .......................... 51 5. If using T&E export master files ........................................................................................ 52 6. Check timesheet status and follow up on incomplete timesheets................................... 57 7. Import Timesheets ............................................................................................................ 59 8. If not using T&E, enter timesheets ................................................................................... 61 9. Run auto-adjust utility ...................................................................................................... 61 10. Create any Leave Payout Timesheets ............................................................................. 61 11. Set up Leave Without Pay Timesheets ........................................................................... 62 12. Create Assumed Pay Timesheets if applicable ............................................................... 63 13Print Leave Edit report and verify ..................................................................................... 65 14. Print Outstanding Assumed Pay Timesheet Report........................................................ 65 15. Print Timesheet Edit report and verify ........................................................................... 66 16. Print Labor Distribution Report...................................................................................... 66

Processing payroll with the GCS Payroll Module .......................................................................... 67 Step-by-Step: ............................................................................................................................. 68

1. Create Payroll from Timesheets ....................................................................................... 68 2. Print Payroll Edit Report and verify .................................................................................. 69 3. Make any changes that are needed. ................................................................................. 70 4. Print Paychecks ................................................................................................................. 74 5 Create Direct Deposit File .................................................................................................. 77 6. Review ACH File Report .................................................................................................... 77 7. Print Direct Deposit Advices ............................................................................................. 78 8 Reconcile to labor - clearing any variances ........................................................................ 79 9 Post Payroll and Labor ....................................................................................................... 82 10. Print FICA Report............................................................................................................ 84


11. Distribute paychecks/advices and Transmit file to Bank ................................................ 86 12. Create vouchers to pay benefit vendors and taxes ........................................................ 86 13. Create tax deposits ......................................................................................................... 87 14. Run G/L Reconciliation Utility ......................................................................................... 90 15. Voiding paychecks after payroll is posted. ..................................................................... 91

Processing Payroll with an Outside Payroll Service ....................................................................... 92 Step-by-Step: ............................................................................................................................. 93

1 Provide data to the payroll service .................................................................................... 93 2 After payroll is ready, print reports ................................................................................... 93 3 Confirm Pay Period Ending date is correct in GCS ............................................................. 93 4 Create Payroll ..................................................................................................................... 94 5 Print Payroll Edit Report .................................................................................................... 94 6 Make any adjustments needed in Payroll Edit .................................................................. 94 7 Reconcile Labor and Payroll ............................................................................................... 94 8 Set PR Check Numbers ....................................................................................................... 95 9 Post Labor Distribution and Payroll Journal ...................................................................... 95 10 Print Leave reports ........................................................................................................... 96 11 Export Master Files from GCS .......................................................................................... 96 12 Import Master Files into Deltek T&E ............................................................................... 96 13 Verify leave accruals imported correctly ......................................................................... 96 14 Record payroll taxes and other deductions in GCS via JE ................................................ 96 15 Enter payroll-related vouchers i.e. 401K ......................................................................... 96

Tasks When Employees Are Hired or Terminated ......................................................................... 97 Steps to take when an employee is hired: ................................................................................ 97 Steps to take when an employee is terminated ....................................................................... 98

Answers to Exercises ..................................................................................................................... 99 Exercise 1 .................................................................................................................................. 99 Exercise 2 ................................................................................................................................ 102 Exercise 3 ................................................................................................................................ 103 Exercise 4 ................................................................................................................................ 104 Exercise 5 ................................................................................................................................ 106 Exercise 6 ................................................................................................................................ 107 Feedback ................................................................................................................................. 109


Hands-on Exercises


EXERCISE 1

Set up the following regular employee:

NAME Kate Mowbray DATE OF BIRTH 1/16/1972

ADDRESS 395 Bennington WayReston, VA 22090

SSN 322-45-6936

HIRE DATE 2/16/2009 MARITAL STATUS Single

COMPANY 1 DIVISION 1

DEPT 00 LAB CAT PM

JOB TITLE Project Manager HOURLY RATE $25

H/S Salaried E/NON-E Exempt

PAY CYCLE Semi-monthly LEAVE 4 weeks PTO

TAX EXEMPTIONS Federal: 1 State: 1

WORK STATE Virginia


Flowcharts


• If the estimate does not match what actually happened, a corrected timesheet must be signed, submitted and approved.

APPROVALS FOR TIMESHEETS

1. The Manager must electronically approve the timesheet of each employee using their unique ID and password.

2. If the Manager is unavailable they must appoint a back-up approver.

TIMESHEET ENTRY INTO GCS

Timesheets can be entered into GCS from paper timesheets turned in then centrally entered or imported from Deltek T&E after employees enter their time electronically.

Timesheets

Employees complete paper timesheets

Accounting

Timesheets are entered into GCS

Pay to $

Payroll

MICROSOFT CORPORATION

General Ledger

Labor is posted

Payroll is created

$$

Employees

Payroll is distributed Payroll is posted

Paper Timesheets Electronic Timesheets

` Employee enters time into Deltek T&E

Accounting imports the timesheets into GCS


Compliance Information


Further discussion of billing rates and timesheet default set up is found in the Contracts class. For now it is sufficient to know that labor categories must be entered on transactions that affect T&M contracts or Fixed Price Level of Effort (LOE) contracts.

Once the timesheet has been added, click Save as you did when entering the journal entry:

You can make edits until the timesheet is posted or the payroll is calculated. Correcting timesheets must be done if changes are needed after payroll is calculated or the original timesheet is posted

EXERCISE 2

Enter the following regular timesheet:

Timesheet Date: 3/31/09

Employee: Kate Mowbray

Regular Hours: 80

Other Hours: 0

Charging Info: Contract 2006 Task 001 Suffix 39

You will need to push the Auto-adjust button after entering the timesheet line and before you save. This will be discussed in a later section.

UNCOMPENSATED OVERTIME

As discussed above, the government requires all contractors to record all the time a person works. This is referred to as Total Time Accounting. There is an issue with how to spread the cost of a salaried individual across all the time worked in a pay period, because although the hours may vary, the salary amount paid does not. The question becomes, how do you spread the salary amount across all the hours worked in an equitable, DCAA-approved manner? Below is a scenario that illustrates the impact of different methods of allocation

Maria works 100 hours in an 80 hour pay period. Her time is split between projects. During the day, she is working ½ time on a fixed price contract, and ½ time on a cost plus contract. These are both in the final stages of delivery. She is also working in the evenings/weekends on a proposal for a contract that she would then work on full-time. Her time on the proposal is


Best Practices


SET UP A SUBCONTRACTOR

Some companies use independent contractors or subcontractors. These workers can complete timesheets and be billed as an employee, but they submit an invoice for their time and are paid through Accounts Payable instead of Payroll.

To set up a new subcontractor, you must first understand how the processing of their time and invoice will happen.

There are two primary methods of processing subcontractors and one that is rare:

METHOD DESCRIPTION PRO’S/CONS

1. STRICT AP Input both hours and $’s for each subk in the voucher. Requires an Inactive set up in the Employee Master File (EMF)

Pro’s: It is simple with no reconciliation required and it does not use a license in GCS.

Con’s: The hours are not available until the invoice is received which means they are not available for billing until then.

2. TIME COLLECTION

Hours are input in the timesheet, costed with the hourly rate in the EMF and posted to the job via the Labor Distribution. The dollars (only) are off-set by an entry to a clearing account. Requires an Active set up in the EMF, which uses a license in GCS. When the invoice comes in it clears the clearing account.

Pros: Hours are input without having to wait for the invoice so they can be billed more quickly.

Con’s: The clearing account needs to be reconciled and it uses a license in GCS.

3. HYBRID (FIXED priced method--used in rare circumstances where hours need to be collected by subk and entered on the job, but the costing is not hourly and thus cannot be done automatically by the system.) In this case, hours are trapped and posted via Labor Distribution, but the dollars must come into the system via actual AP input.

Pros: Hours are input without having to wait for the invoice so they can be billed more quickly.

Con’s: It uses a license in GCS.


Step-by-Step Walkthroughs


5. IF USING T&E EXPORT MASTER FILES

Before you export master files from GCS make sure updates have been made to the following files.

• Contract Master File (CMF) • Labor Category File • Contract Workforce (CWF) • Employee Master File (EMF) • Employee Time & Expense File

Once you are certain the updates have been made go to the System Administration Module of GCS. In System Interfaces, there is a group of screens for Time and Expense that you will use to make sure the files export properly into T&E.

NeoTip The process needs to run every time there is a change to the CMF, Labor Category File, CWF, EMF or Employee T&E file. That means this may need to be run frequently. You may want to set this up to run nightly.

The Account Type File and Role File screens are generally not used. The Export Configuration File must be set up before you can successfully export


NeoTips


NeoTip If you change gross pay here (NOT recommended, see above) FICA will recalculate but NOT the other taxes.

4. PRINT PAYCHECKS

Once you are certain that Gross and Net Pay are accurate for all employees you can print the paychecks.

NeoTip BEFORE you print paychecks or direct deposit advices, make sure there are no missing accounts. For example if you set up a new withholding state but do not assign a G/L account to the record, any withholding for that state will be charged to ZZZZ-000-00. The posting process will charge any amounts that have a missing account to the ZZZZ-000-00 account. If you catch it before you print paychecks, you will save yourself the extra step of having to move it to the correct account. To catch it, go to the posting screen and print the payroll journal. See the later step in this process for details. Don’t worry the system won’t allow you inadvertently post without any check numbers.


Reconciliations


Scenario with Excess Life: Some employees must have an amount added to their Gross Pay for tax purposes because the company pays for insurance coverage in excess of $50,000. The IRS requires that an amount be added to Gross Pay and taxed. See your NeoSystems consultant for assistance in how to calculate this if needed.

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