AX2009_ENUS_PR_09

Chapter 9: Set Up Time and Earnings

CHAPTER 9: SET UP TIME AND EARNINGS Objectives The objectives are •

Introduce procedures required for setting up earnings in Microsoft Dynamics® AX 2009 Payroll.

•

Introduce procedures for setting up generated earnings.

•

Introduce procedures for setting up earning thresholds.

•

Introduce procedures for setting up shifts, time, and time premiums in Microsoft Dynamics AX 2009 Payroll.

•

Introduce procedures for setting up time rule group premiums and overtime in the Payroll module.

Introduction This course contains detailed procedures for setting up earnings and time.

Setting Up Earnings Procedures for setting up earnings are provided in three groups: 1. Basic earning setup procedures. These enable you to set up: • Earning types •

Earning groups

•

Earnings

•

Earning rule groups

•

Earning calculations

•

Earning accumulators

•

Earning rule group calculations

•

Piece eligibility groups

•

Piece codes

•

Piece groups

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Microsoft Dynamics® AX Payroll 2. Generated earning setup procedures. These enable you to set up: • Generated earnings •

Generated earning groups

•

Generated earning enrollments

•

Scheduled pay period generated earnings

3. Earning threshold setup procedures. These enable you to set up earning thresholds.

Setting Up Time Procedures for setting up time include those required for setting up: •

Time-related reasons

•

Shift eligibility groups

•

Shift types

•

Shift type groups

•

Shift length types

•

Shifts

•

Shift groups

•

Rotations

Basic Earnings Setup Procedures In Course 6, "Important Setup Concepts", you learned the basic process needed to set up a new earning. In this section you will learn the detailed setup procedures required during implementation.

Recall that the term "earnings" refers to the wages and allowances earned by an employee, and that earnings can be of many different types. Four general categories of earnings are:

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•

Hourly earnings, where earnings generate based on the actual hours worked by an employee

•

Salaried earnings, where earnings generate each pay period regardless of actual hours worked

•

Generated earnings, which are not time based but instead are scheduled automatically by pay period for employees who meet certain conditions (such as a clothing allowance or traveling stipend that employees receive)

•

Pieces, which are a special type of earning used in certain industries when employees are paid based not on time, but on the amount of a given item or material the employee produces ("piecework")

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Chapter 9: Set Up Time and Earnings The following are properties associated with earnings, all of which must be set up (order of setup can be important): •

Earning types

•

Earning groups

•

Earnings

•

Earning rule groups

•

Earning accumulators

•

Earning calculations

•

Earning rule group calculations

•

System parameters

A company can also set up: •

Earning thresholds

•

Generated earnings

•

Generated earning groups

•

Generated earning enrollments

•

Pay period generated earnings

•

Pieces eligibilities

•

Pieces

•

Piece groups

The following procedures explain how to set up the above earnings properties and characteristics, in the order that they should be set up during an implementation.

Procedure: Set Up an Earning Type Use earning types in the Earnings form to organize different earnings (such as base earnings, overtime earnings, unpaid earnings, and premium earnings) into groups.

Earning types are optional; if you are using them, create them before you create earning codes.

You can also use earning types for reporting purposes.

1. In the Payroll area page, click Earnings in the Setup area. Click Earning Types.

2. Press CTRL+N to create a new earning type.

3. In the Earning type field, enter the code that represents the earning type.

4. Alter the Short code if you want.

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Microsoft Dynamics® AX Payroll 5. In the Earning type description field, enter a brief description of the earning type.

6. Verify that the Active date and Expiry date are correct for the earning type.

Procedure: Set Up an Earning Group You must set up earning groups during an implementation and use them to help reduce data entry when you add new earnings.

Although implementers must try to plan their earning groups based on information collected with the client, they frequently add new earning groups as needed throughout an implementation.

To help in planning your earning groups, the following table identifies what other Payroll module forms that you can use earning groups in, and provides examples for each: Form Accumulator Values

Examples of groups for use with the form • Taxable earnings.

•

Non-taxable earnings.

Payment Earning Types

•

Regular payment type earnings.

•

Supplemental payment type earnings, if you have some earnings, such as commissions, that you never pay in regular payments - you have a separate payment type for these payments.

Earning Rule Group Calculations

•

Regular wage rate earnings, such as regular pay, vacation pay, paid sick leave, and so on.

•

Unpaid earnings, such as unpaid leave, jury duty, overtime banked.

Time Rule Group Premiums

•

Eligible to be overwritten for premium earnings.

Earning Thresholds

•

Eligible for thresholds group.

Printed Payment Statements

•

Used to group your earnings into sections with headings on pay stubs.

•

Regular salary, for earnings such as regular pay, vacation, and paid sick leave.

•

Additions to salary, for earnings such as bonus, overtime, and premiums.

•

Each earning should belong to only one earning group that prints on statements.

You can find more information about these other forms elsewhere in this course.

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Chapter 9: Set Up Time and Earnings Follow these steps to create a new earning group.

1. In the Payroll area page, click Earnings in the Setup area. Click Earning Groups.

2. Press CTRL+N to create a new earning group.

3. In the Earning group field, enter the code that represents the earning group.

4. Alter the Short code if you want.

5. In the Earning group description field, enter a brief description of the earning group.

6. In the Print on statements field, select Yes to print this group of earnings together on the pay statement. Select No to not print this group of earnings together.

7. In the Statement description field, enter the description for this group of earnings for the pay statement.

8. In the Statement Sequence field, enter the sequence number for printing on the pay statement. A lower number means that the group will print in a higher sequence. The statement sequence number does not have to be unique.

9. If the earning hours/units should print on the statement, in the Print earning hours/units field, select Yes. 10. If the earning rates should print on the statement, in the Print earning rates field, select Yes. 11. If different rates should print on separate lines, in the Print different rates on different lines field, select Yes. 12. Verify that the Active date and Expiry date are correct for the earning group.

13. Click the Earning group earnings tab and move the earnings that apply to this earning group to the Earnings selected list. Available earnings display in the Earnings remaining list.

Procedure: Set Up an Earning You must set up distinct earning codes for each different type of earning to track, such as: •

Regular

•

Sick

•

Vacation

•

Overtime

•

Evening shift premium

•

Bonus

•

Commission

•

Unpaid leave

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Microsoft Dynamics® AX Payroll Before you can import an earning into the Payroll module, either via file import or the API, the earning code for that imported earning must first be set up in the Payroll module.

When you create an earning code, it can be associated with earning information, posting information, and statement information. Follow these steps to set up an earning.

1. In the Payroll area page, click Earnings in the Setup area. Click Earnings.

2. Press CTRL+N to create a new earning, and click the General tab.

3. In the Earning field, enter the code that represents the earning.

4. Alter the Short code if you want. This is used for reports, and will show on the payroll register.

5. In the Earning description field, enter a brief description of the earning.

6. In the Earning type field, select the earning type from the Earning Type form if you want. This is optional.

7. In the Unit type field, select the unit type of the earning: • Amount for flat amount type earnings, such as a bonus or commission •

Hours for hourly based earnings, such as regular shift, evening premium

•

Units, such as pieces.

8. In the Salaried impact field, select the effect that this earning has on salaried employees' salaries.

• Included is the default. This means that this earning is included in the salary. Examples of included salary might be paid sick or paid vacation.

•

Additional will cause this earning to be paid in addition to the employee's regular salary. Examples of additional earnings might be commissions or bonus earnings.

•

Replacement will cause this earning to completely replace the employee's regular salary. Examples of replacement salary might be unpaid sick leave or unpaid vacation.

9. In the Display sequence field, enter a number that dictates the order in which this earning displays in the drop-down menu. The lower the number, the higher in the list this earning will display. This number does not have to be unique.

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Chapter 9: Set Up Time and Earnings 10. In the Retro Earning Code field, select the earning code to use for this earning in retroactive payroll runs. You should use a separate earning code for earnings when they are processed retroactively, so as to not update earning accumulators again. For additional information on processing retroactive earnings, see the whitepaper titled Processing Retroactive Earnings available for download from the Microsoft PartnerSource website.

11. In the Ledger account fields, select the General Ledger account used for this earning in both debit and credit accounting. For more information about how the payroll module defines and assigns ledger accounts, see the course "Set up Payment and Postings," located elsewhere in this collection.

12. In the Dimension fields, select the appropriate dimensions for this earning. Dimensions are defined in the General Ledger module. For more information about how the payroll module defines and assigns dimensions, see the course "Set up Payment and Postings," located elsewhere in this collection.

13. If this earning should print on pay statements, in the Print on statements field, select Yes. 14. In the Statement description field, enter the description for the earning to print on employee pay statements.

15. In the Statement sequence field, enter a number that dictates the order in which this earning displays on employee pay statements.

The lower the number, the higher it displays. For example, a priority 1 earning displays before a priority 2 earning. The numbers do not have to be unique.

16. Verify that the Active date and Expiry date are correct for the earning.

After you add a new earning, consider the circumstances of that earning and decide if some of the following procedures are needed, as well: •

Set up Earning Groups

•

Set up Calculations

•

Set up Earning Rule Group Calculations

•

Set up Accumulators

•

Set up Payment Type Earning Selections

•

Set up Generated Earnings

•

Set up Generated Earning Enrollments

•

Set up Generated Earning Schedules

•

Set up Entitlement Earnings

Visit the Microsoft PartnerSource website for additional tools to help in setting up and validating earnings setups.

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Microsoft Dynamics® AX Payroll Procedure: Set Up an Earning Rule Group Use an earning rule group for each group of employees that shares a set of policies for calculating earnings. Earning rule groups enable you to associate an earning code such as "Overtime" with different calculations for different groups of employees. For example, if managers are paid twice their regular rate for overtime, and regular staff are paid only 1.5 times their regular rate for overtime, two different earning rule groups would be needed to manage these different policies for calculating pay for the same "overtime" earning code.

You can associate earning rule groups with an employee in three different ways; you can assign them: •

in the employee's Position form

•

in the Employee form

•

in the Occupation Earning rules form

The Payroll module always: •

looks for earning rule groups in these three areas

•

looks at these three areas in the order listed above

•

uses the first earning rules group information it finds

For these reasons it is important that, during implementation, implementers and clients agree on where the earning rule groups will be maintained. It is then very important to: •

implement according to that decision

•

train users where to maintain earning rule group data

•

make sure users know the consequences of entering this data in multiple places

An example of where these considerations become important is when an earning rule group is changed in the Employee form, but also is defined in the Position form. No change would be reflected in the calculated earnings, because the original data in the Position form is found and used first by the Payroll module.

NOTE: You must set up at least one earning rule group (for example, an "All staff" rule group) or no earnings can be calculated.

Follow these steps to set up an Earning rule group: 1. In the Payroll area page, click Earnings in the Setup area. Click Earning Groups.

2. Press CTRL+N to create a new earning rule group.

3. In the Earning rule group field, enter the code that represents the earning rule group.

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Chapter 9: Set Up Time and Earnings 4. Alter the Short code if you want.

5. In the Earning group description field, enter a brief description of the earning rule group.

6. Verify that the Active date and Expiry date are correct for the earning rule group.

Procedure: Set Up an Earning Calculation Implementers must set up specific earning calculations for any earnings that require them.

A calculation should be set up for each distinct type of earning calculation, such as overtime paid at 1.5 times the normal rate, overtime at 2.0 times the normal rate, and any shift premiums.

If a statutory deduction spreadsheet is available for your jurisdiction, some standard calculations for earnings may have already been populated on the system; for example, regular earnings at 1.0 times the regular rate, and no pay earnings.

Calculations are associated with earnings: •

in the Earning rule group calculations table and with generated earnings (allowances) in the Generated earnings table (if used); or

•

in the Employee's Generated earning table, if an override is required

Multiple earning codes may use the same calculation, and you can use earning groups to link the group of earnings to the single calculation.

Follow these steps to set up an Earning calculation: 1. In the Payroll area page, click Calculations in the Setup area. Click Calculations.

2. Press CTRL+N to create a new calculation, and select the General tab.

3. In the Calculation field, enter the code that represents the earning calculation.

4. Alter the Short code if you want.

5. In the Calculation description field, enter a brief description of the earning calculation.

6. Ignore the Version field, which is used only for earning calculations that are supplied with a country-specific import for statutory deductions.

7. Ignore the Country/Region and state fields, which also are used only for earning calculations that are supplied from a countryspecific import for statutory deductions.

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Microsoft Dynamics速 AX Payroll 8. In the Display in list field, select No if this calculation is a component of another calculation, instead of the final calculation, to prevent it from displaying in select lists. If it is the final calculation, select Yes. 9. Verify that the Active date and Expiry date are correct for the earning calculation.

10. Click the Rule tab and then click Edit.

11. Press Delete to delete 0.00 in the calculation string.

12. Build the calculation by selecting operands, operators, or flat amounts, and then clicking Add operand for each new element.

Details of these fields and how they work are listed in the course "Calculations," elsewhere in this collection of courses.

13. Click Validate to Verify that the calculation is valid.

14. Click Save to save the calculation.

Sample calculations: Description

Calculation string

Operand

5.00

Flat amount. Each meal break earning will be paid 5.00.

Overtime rates of 1.5, 2.0

HOURLY RATE*1.5 HOURLY RATE*2.0

HOURLY RATE is an Employee attribute

Shift premium

0.50

Flat amount. Each hour that is eligible for shift premium will be paid an extra premium of .50/hour.

For a more detailed discussion on calculations, see the course "Calculations," elsewhere in this collection of courses.

Procedure: Set Up an Earning Accumulator Use earning accumulators in calculations, and to track earning-specific amounts for reporting purposes. For example, you could set up an earning-specific accumulator to accumulate values for year-end reporting, such as yearly taxable earnings).

You can define accumulators at the employee level, employee/position level, pay group level, and company level.

Recall that you associate earnings with accumulators by setting up accumulator values. An accumulator value can refer to individual earning codes and to earning groups. Generally, use earning groups with an accumulator that accumulates values from more than one earning code.

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Chapter 9: Set Up Time and Earnings Examples of earning accumulators: Accumulator

Period

Accumulator Values

PP Taxable Income

Pay Period

Taxable earning group

QTD Taxable Income

Tax Quarter

Taxable earnings group

YTD Taxable Income

Tax Year

Taxable earnings group

YTD Gross Earnings

Tax Year

Gross earnings group

Accumulators have their own date periodicity; you can map each accumulator to a date period (week, month, fiscal year, calendar year, and so on) as defined on the Date periods table. This is discussed in detail in Course 8 , "Set Up Initial Payroll Environment".

1. In the Payroll area page, click Accumulators in the Setup area.

Click Accumulators.

2. Press CTRL+N to create a new accumulator, then select the General tab.

3. In the Accumulator field, enter the code that represents the earning accumulator.

4. Alter the Short code if you want.

5. In the Accumulator description field, enter a brief description of the earning accumulator.

6. Ignore the Version, Country/region, and State fields, which only populate when Payroll uses imported statutory deduction spreadsheets to account for tax-specific information.

7. Select the relevant date period for the accumulator from the Date periods table. The date period dictates how long the accumulator will accumulate for, and will use the date period dates table to find the start and end date for the accumulation period. For a more detailed discussion on Date periods and date period dates, see the course "Set up Initial Payroll Environment," located elsewhere in this collection of courses.

8. In the Accumulator type field, select the appropriate level for the accumulator: company, pay group, employee, or employee/position.

Use the following as a guide for deciding the accumulator type: • Company: Select to have one single total record for this earning for all employees in the Payroll module.

•

Pay Group: Select to have one single total record for this earning for each Pay Group in the Payroll module.

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Microsoft Dynamics® AX Payroll •

Employee: Select to have one single record for this earning for each employee in the Payroll module. Even if the employee works in two different positions, the earnings will accumulate in one single accumulator record.

•

Employee/position: Select to have a single record for each position the employee works in.

9. In the Accumulator unit type field, select the appropriate type of accumulator for the earning: • Earning Hours track the hours associated with earnings •

Earning Units track units or pieces produced

•

Earning Amount for amount accumulations

•

Earning Occurrences to track the number of times an earning has been earned.

10. It is important to make sure that your Date period type populates correctly for reporting purposes. For example, if your federal requirements dictate that you should report income when it is paid to the employee (statement date), instead of when it was earned (earning date), it is important to set the accumulator with the correct date period type to accommodate this requirement. In the Date period type field, select the date that determines when to populate the accumulator: • Statement date for the check/direct deposit statement date •

Pay period end date for the last day of the pay period

•

Pay period start date for the first day of the pay period

•

Earning date for the date on the earning record

•

Context date for the system session date for when the earning was created.

11. In the Read type field, enter whether the read type for the accumulator should be full or incremental. This field is used if multiple populations of this accumulator are in a single date period.

For example, when populating this accumulator, you must decide between using: • Incremental read type - the system populates incrementally, based on only the amount that has been accumulated since the last earnings accumulator update.

•

Full - the system accumulates based on all of the earnings that have taken place in the date period.

12. In the Prior Period field, select Yes if the accumulator needs to reflect prior period adjustments, or No if prior period adjustments can be ignored.

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Chapter 9: Set Up Time and Earnings 13. In the Print on statements field, select Yes to have this accumulator value print for employees in the bank section of their pay statement; otherwise, select No. 14. If you have selected Yes to print the accumulator on the statements in the Print on statements field, enter the description to print for the accumulator in the statement description field.

15. If you have selected Yes to print the accumulator on the statements in the Print on statements field, enter the sequence number for the accumulator to print in. The lower the sequence number, the higher it will print in the list of accumulators showing in the bank section of the pay statement. The sequence number does not have to be unique.

16. Verify that the Active date and Expiry date are correct for the earning accumulator.

After you have completed setting up the earning accumulator, you also must set up the accumulator eligibilities and values.

Follow these steps to set the accumulator value.

1. From the Accumulator form, with the accumulator highlighted, click Setup and select Accumulator values to open the Accumulator Values table.

2. In the Accumulator Values form, select the Fast Entry tab, and select either the earning that will populate this accumulator, if the accumulator is only specific to one earning, or the earning group that represents the group of earnings that will populate the accumulator. If required, you can also apply a factor amount to the values adding to an accumulator. The item that is to be accumulated multiplies by the factor amount and the result is added to the accumulator. By default, the factor is 1.00. For example, if you wanted the accumulator to decrease the total value every time it was populated with this earning, you could set the factor amount to -1.00.

3. Click Insert to add the accumulator value to the accumulator and close the form.

Follow these steps to set the accumulator eligibility.

1. From the Accumulator form, again click Setup and select Accumulator eligibility.

2. Click the Fast entry tab, select the accumulator, and select which group should be eligible to populate this accumulator. Select the group with the least stringent values. Click Insert to assign the eligibility for the accumulator.

Procedure: Set Up an Earning Rule Group Calculation An earning rule group determines which earnings the system can calculate for the employees who have that earning rule group.

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Microsoft Dynamics速 AX Payroll The earnings and their associated calculations are listed in the Earning rule group calculations form.

FIGURE 9.1 ROLE OF THE EARNING RULE GROUP CALCULATION FORM.

Recall that you must set up at least one earning rule group. Also recall that you must create different earning rule groups when different calculations are set up for the same earning code, so that the same earning code can be applied differently to different groups of employees.

The Earning rule group calculation is where the earning rule group ties to the earning and calculation code. If a particular earning should not calculate for the employees in an earning rule group, then make sure that this form contains no record for that earning rule group/earning combination.

FIGURE 9.2 EARNING RULE GROUP CALCULATION FORM.

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Chapter 9: Set Up Time and Earnings Earnings whose amount is not calculated by the system, but entered manually or imported, such as Bonus, should not be included on the earning rule group calculation form. Follow these steps to set up an earning rule group calculation.

1. In the Payroll area page, click Earnings in the Setup area. Click Earnings Rule Group Calculations.

2. Press CTRL+N to create a new rule group calculation, then select the General tab.

3. In the Earning rule group field, select the earning rule group from the Earning rule groups table.

4. If the earning code has its own specific calculation, then in the Earning field, select the earning code from the Earnings table.

5. If many earning codes have the same calculation, then in the Earning group field, select an earning group from the Earning groups table.

6. In the Calculation field, select the appropriate calculation from the Calculations table for the earning for this particular earning rule group.

7. Verify that the Active date and Expiry date are correct for the earning rule group calculation.

Procedure: Set Up a Piece Eligibility Group Piece eligibility groups use position type to define who can produce certain pieces. Recall that position type is defined on the employee's position form, and is a required field. A piece eligibility group is assigned to specific piece using the Piece form.

Piece eligibility groups are optional and are set up in response to specific client requirements.

See examples of piece eligibility groups in the following table: Piece eligibility group

Position types

Standard Pieces

Full-time, part-time

All Pieces

Full-time, part-time, casual

NOTE: If pieces are not used in a company, no entries have to be created in this table.

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Microsoft Dynamics® AX Payroll Follow these steps to set up a Piece eligibility group.

1. In the Payroll area page, Eligibilities in the Setup area. Click Pieces.

2. Press CTRL+N to create a new piece earning group, then select the General tab.

3. In the Eligibility group codefield, enter the code that represents the piece eligibility group.

4. Alter the Short code if you want.

5. In the Eligibility group description field, enter a brief description of the piece eligibility group.

6. Verify that the Active date and Expiry date are correct for the piece eligibility group.

7. Click the Piece eligibility group position types tab and move the position types that belong to this piece eligibility group to the Position types selected list. Available position types display in the Position types remaining list.

Procedure: Set Up a Piece Code Use pieces when employees are paid a flat amount for units produced or actions performed (piecework), regardless of time. Pieces are the completed units that an employee can produce. Examples include: •

Hats

•

Televisions

•

Sales calls

NOTE: You must create an earning code for each piece before you can set up the piece code. If pieces are not used in a company, no entries have to be created in this table.

Follow these steps to set up a Piece code: 1. In the Payroll area page, click Pieces in the Setup area. Click Pieces.

2. Press CTRL+N to create a new piece earning group, and select the General tab.

3. In the Piecefield, enter the code that represents the piece.

4. Alter the Short code if you want.

5. In the Piece description field, enter a brief description of the piece.

6. In the Earning field, select the earning code for the piece from the Earnings table.

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Chapter 9: Set Up Time and Earnings 7. If eligibility for producing certain types of pieces needs to be defined by position type, in the Piece eligibility group code field, select the piece eligibility group code from the Pieces eligibilities table. This is optional.

8. In the Minimum units and Maximum units fields, enter the minimum and maximum number of units of this piece that can be recorded for an employee in a pay period.

9. Verify that the Active date and Expiry date are correct for the piece code.

Procedure: Set Up a Piece Group Use piece groups to group piece codes together so that pieces can be associated with occupations. This is accomplished in the Occupation pieces form.

Examples of piece groups include: •

Garments

•

All electronics

•

All pieces

Follow these steps to set up a Piece group.

1. In the Payroll area page, click Pieces in the Setup area. Click Piece Groups.

2. Press CTRL+N to create a new piece group, then select the General tab.

3. In the Piece group code field, enter the code that represents the piece group.

4. Alter the Short code if you want.

5. In the Piece group description field, enter a brief description of the piece group.

6. Verify that the Active date and Expiry date are correct for the piece eligibility group.

7. Click the Piece group pieces tab and move the pieces that belong to this piece group to the Pieces selected list. Available pieces display in the Pieces remaining list.

Generated Earning Setup Procedures Generated earnings are earnings that are scheduled to occur, and are normally allowance type earnings. They can be either fixed or calculated amounts.

When setting up a generated earning, you will refer to an existing earning code, which means that before you can use the procedure to set up a generated earning, the earning code to be used must already exist. If this code does not exist, you must set it up in the Earnings form.

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Microsoft Dynamics® AX Payroll Generated earnings can be: •

Enrolled, which means they can be granted only to specific employees who have an enrollment defined for the generated earning; or

•

Not enrolled, which means they can be applied to everyone in an earning rule group.

You can define generated earning enrollments for an employee in either: •

the Generated earning enrollments form accessed through the Setup area in the Payroll area page; or

•

the Generated earning enrollments form accessed through the Payroll profile in the employee form.

Generated earning enrolments at the employee level can override what is set up at the generated earning setup level. This will be discussed in detail in the procedure on generating earning enrollments provided later in this course.

You can set up generated earnings to use a calculation to calculate an amount of earnings or hours for the generated earning, or it can use the combination of a rate and an accumulator to produce the amount or hours for the generated earning. You must use one of these methods to set up generated earnings - you cannot use both an accumulator and a calculation at the same time.

Procedure: Set Up a Generated Earning Follow these steps to set up a generated earning.

1. In the Payroll area page, click Earnings in the Setup area. Click Generated Earnings.

2. Press CTRL+N to create a new generated earning, then select the General tab.

3. In the Generated earning field, enter the generated earning code.

4. Alter the Short code if you want.

5. In the Generated earning description field, enter a brief description of the generated earning.

6. If you are setting up the generated earning to use a combination of a rate and an accumulator, then use the Generated earning rate type field to select whether the result will be an Amount or Hours.

7. In the Generated earning type field, select Enrolled or Nonenrolled. Select Enrolled if employees require a specific enrollment to receive the generated earning. Select Non-enrolled if all employees in the earning rule group are eligible for the generated earning.

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Chapter 9: Set Up Time and Earnings 8. If you are setting up the generated earning to use a combination of a rate and an accumulator, then use the Generated earning rate field to select the rate to be multiplied by the value of the specified accumulator.

9. If you are setting up the generated earning to use a calculation, and not a rate and accumulator, then use the Calculation field to select the appropriate calculation from the Calculations table. Detailed procedures for setting up calculations are discussed elsewhere in this course.

10. If the generated earning is not using a calculation, in the Accumulator field, select the appropriate accumulator from the Accumulators table to use with the generated earning rate to either produce an amount or hours depending on the generated earning rate type.

11. In the Earning field, select the earning that will generate.

12. In the Minimum amount and Maximum amount fields, enter the minimum and maximum amounts for the generated earning if applicable.

13. In the Percentage field, enter a percentage factor to use for the calculation. Normally this will be 100%.

14. In the Use FTE field, select Yes if the amount should be multiplied by the employee's FTE (Full-time Equivalent) factor, and No if not.

For example, you would select Yes if the earning is a flat amount that should be reduced for part-time employees. An employee whose full-time equivalent factor is 0.5 would receive half the amount.

15. Verify that the Active date and Expiry date are correct for the earning rule group calculation.

Procedure: Set Up a Generated Earning Group Use generated earning groups to group together generated earnings that are paid in the same pay period schedule. You can schedule generated earning groups to be paid on the Pay period generated earnings form. Follow these steps to set up a generated earning group.

1. In the Payroll area page, click Earnings in the Setup area. Click Generated Earning Groups.

2. Press CTRL+N to create a new generated earning group, and click on the General tab.

3. In the Generated earning group field, enter the code that represents the earning group.

4. Alter the Short code if you want.

5. In the Generated earning group description field, enter a brief description of the generated earning group.

6. Verify that the Active date and Expiry date are correct for the generated earning group.

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Microsoft Dynamics速 AX Payroll 7. Click the Generated earning group selections tab and move the generated earnings that belong to this generated earning group to the Generated earnings selected list. Available generated earnings display in the Generated earnings remaining list.

8. Follow the procedure for scheduling a pay period-generated earning, outlined elsewhere in this course.

Procedure: Set Up a Generated Earning Enrollment Recall that generated earnings can be enrolled or non-enrolled; that is, you can specify them for individual employees (enrolled), or for all employees in an earning rule group (non-enrolled).

If the generated earning is enrolled, you must create enrollments for each employee eligible to receive that generated earning. You can create enrollments for generated earnings one at a time for each employee, or you can use the Fast entry tab to create enrollments for many employees at the same time.

Follow these steps to set up a single generated earning enrollment.

1. Either: a. Click Payroll > Employees > Payroll Profile > Update Earnings and Benefit Deductions > Generated earning enrollments to access the generated earning enrollments for a specific employee, or b. Click Payroll > Setup > Earnings > Generated Earning Enrollments to access the generated earning enrollments for all employees.

2. Press CTRL+N to create a new generated earning enrollment, then select the General tab.

3. In the Generated earning field, select the generated earning code to use for the allowance from the Generated earnings table.

4. In the Employee ID field, select the employee from the employee list.

5. In the Earning rule group field, select the earning rule group for the employee from the Earning rule group table.

6. If the employee requires an override from what is set up to default for the generated earning, you may select override amounts by employee for the remaining fields on this form. For a detailed description of these fields, see the procedure for setting up a generated earning, elsewhere in this course.

7. Verify that the Active date and Expiry date are correct for this generated earning enrollment.

If a generated earning is enrolled, and it needs to be assigned to multiple employees at the same time, use the Fast entry tab.

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Chapter 9: Set Up Time and Earnings Follow these steps to set up multiple generated earning enrollments.

1. In the Payroll area page, click Earnings in the Setup area. Then click Generated Earning Enrollments.

2. Press CTRL+N to create a new generated earning enrollment, then select the Fast Entry tab.

3. In the Employees field, select one, many, or all employees from the employees table.

4. In the Generated earnings field, select the generated earning or earnings to create employee enrollments for from the Generated earning table.

5. In the Earning rule groups field, select the appropriate earning rule groups for the enrollments from the Earning rule groups table.

6. If overrides must occur for the Generated earning, insert them here for all employees. Keep in mind that if a mass override must occur, it may make more sense to adjust the generated earning instead, to manage it in on place, as opposed to on multiple employees' records.

If overrides are needed, see the details of the remaining fields outlined in the procedure for setting up a generated earning, described elsewhere in this course.

7. Verify that the Active date and Expiry date for these generated earning enrollments are correct.

8. Click Insert to create the new generated earning enrollments in the table. To delete specific generated earning enrollments only in the case of implementation, select them and click Delete. If the system is already live, the generated earning enrollments should alternatively be expired, to maintain the record history.

Procedure: Schedule Pay Period Generated Earnings After you set up generated earnings, generated earning groups, and generated earning enrollments, set up the pay periods in which generated earnings will be created.

Generated earnings are scheduled by pay group and earning rule group.

NOTE: If generated earnings must be created for a combination of a pay group and earning rule group, then you must set up a schedule for each generated earning or generated earning group.

Follow these steps to schedule a generated earning or generated earning group for a single pay period.

1. In the Payroll area page, click Schedules in the Setup area. Click Pay Period Generated Earnings.

2. Press CTRL+N to create a new pay period generated earning schedule, then select the General tab.

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Microsoft Dynamics速 AX Payroll 3. In the Pay group field, select the pay group the schedule applies to from the Pay groups table.

4. In the Earning rule group field, select the applicable earning rule group the generated earning applies to from the Earning rule groups table.

5. If scheduling a single generated earning, in the Generated earning field, select the generated earning from the Generated earnings table.

6. If scheduling a group of generated earnings, in the Generated earning group field, select the group of generated earnings from the Generated earning group table.

7. Select the pay period end date that this generated earning schedule will occur in.

Follow these steps to schedule a generated earning or generated earning group for multiple pay periods.

1. In the Payroll area page, click Schedules in the Setup area. Click Pay Period Generated Earnings.

2. Press CTRL+N to create a new pay period generated earning schedule, then select the Fast Entry tab.

3. In the Pay groups field, select the pay group this schedule will apply to from the Pay groups table. The Pay period end dates section will populate.

4. In the Pay period end dates field, select the pay period end dates when the generated earnings will be created. You must set up the Date period selection with pay period.

5. In the Earning rule groups field, select the earning rule groups that will receive this generated earning.

6. If you are creating a schedule for a single generated earning, in the Generated Earnings field, select the generated earnings from the Generated earnings table to create the schedule for.

7. If you are creating a schedule for multiple generated earnings, in the Generated earning groups field, select the Generated earning group from the generated earning groups table to create the schedule for.

8. Click Insert to create the new schedule for the generated earning or generated earning group. In the case of an implementation, you can delete multiple pay period generated earning schedules at one time by selecting them here and clicking Delete. If the customer has already gone live, however, the schedules should be expired using an effective dated change to maintain system history.

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Chapter 9: Set Up Time and Earnings

Earning Thresholds Setup Procedures Earning thresholds are used when employees are paid at different rates for different portions of the same overtime - for example, a company's policy might be to pay employees at time and a half for the first four hours of overtime, and double time for the hours after that. In this case the threshold is set to four hours, after which a different rate of pay is used. If you want, you could add another threshold - so that after eight hours of overtime a third rate would apply.

Thresholds are different from the concept of "earning splits," which are used when a certain percentage of an earning should be split out into different earning codes or invoke additional earnings. Earning splits are processed before earning thresholds, and an earning split earning code may be associated with a threshold earning. For a more detailed discussion on earning splits, see the procedure on Earning splits located elsewhere in this course.

Although earning thresholds are a common requirement, some clients may not require this feature.

Earning Thresholds Form Earning thresholds are set up in the Earning Thresholds form. Each threshold entry in the form specifies a different threshold value, which is measured either in hours, a currency amount, or units of completed work.

Threshold values are treated as maximums, so that the earning defined in this form is paid only up to that threshold amount of hours, pay, or units of completed work.

All the other fields in this form either help identify the earning, provide information on what and how the employee is paid, or specify effective dates.

Setting up earning thresholds involves setting up two sets of parameters: •

Threshold identification parameters

•

Earning threshold parameters

Procedure: Set up an Earning Threshold Follow these steps to set up an earning threshold.

1. In the Payroll area page, click Earnings in the Setup area. Click Earning thresholds, and click the Overview tab.

2. Press CTRL+N to create a new row, and then click the General tab.

3. In the Earning rule group field, select the earning rule group that represents the group of employees this threshold policy will apply for.

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Microsoft Dynamics速 AX Payroll 4. In the Earning field, select the earning code the threshold will apply for. This earning code is used for setup only in the Earning thresholds table, and must have No Pay selected in the Calculation field in the Earning Rule group calculations form. These earning codes exist to be able to set up earning thresholds, and will appear at least twice in the Earning thresholds form. For each occurrence of this earning in the table, the actual earning that the employee will receive is specified in the Threshold earning field or Threshold earning group field.

5. If the threshold should only be applied on specific dates, for example, if being used to populate a date with holiday pay for a salaried employee, then enter the Date group that represents when this threshold will apply.

6. Enter the Threshold hours, threshold amount, or threshold units after which this earning threshold definition will no longer apply.

This value is treated as a maximum; the setup defined in this earning threshold will apply until the employee reaches the threshold amount of hours, amounts or units. Only one type of threshold can be selected for use at a time: Threshold hours, Threshold amount, or Threshold units. Threshold type is based on the setup of the earning type selected in the earning field.

7. If there is a minimum amount of hours, dollars, or units for which an employee will be paid when they are earning this threshold overtime earning, specify the minimum value in the appropriate field: minimum hours, minimum amount, or minimum units. You can select only one type of minimum value for use at any time. The minimum value available to populate is based on the setup of the earning specified in the earning field.

8. Select the threshold earning code. This is the earning that determines what the employee will be paid at this threshold level. If, however, an employee should be paid against several earning codes that are organized into an earning group, you can select a threshold earning group instead of a threshold earning code (see below). You cannot select both a threshold earning and a threshold earning group.

9. If a minimum amount of hours, dollars, or units was specified in step 7, specify the earning code to use to pay the employee in the minimum earning field. If, however, an employee should be paid against several earning codes for the minimum earnings that are organized into a group, you can select a minimum earning group instead of a minimum earning code (see below). You cannot select both a minimum earning and a minimum earning group.

10. If necessary, select the threshold earning group. If an employee should be paid against several earning codes that are organized into an earning group, you can select a threshold earning group instead of a threshold earning code. The earnings in the threshold earning group are then what determine the employee's overtime pay at this threshold level. You cannot select both a threshold earning and a threshold earning group.

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Chapter 9: Set Up Time and Earnings 11. If necessary, select the minimum earning group. If an employee has a minimum specified to be paid against several earning codes that are organized into an earning group, you can select a minimum earning group instead of a minimum earning code. The earnings in the minimum earning group are then what determine the minimum amount at this threshold level.

12. Verify that the Active date and Expiry date are correct for the earning threshold.

13. Complete steps 2-12 for any additional tiers for the earning threshold being set up.

14. Test the earning threshold.

Time Setup Procedures In Microsoft Dynamics AX 2009 Payroll, Time is considered a separate concept from Earnings. Setting up time is unnecessary if all employees are salaried.

Setting up time is only necessary if employees are paid based on time or tracking time. If required during the implementation, then time setup is addressed after you have set up earnings.

Recall that users can populate time for the Payroll module in a number of different ways. You can bring time into the system from an import of a .csv, .txt, or .dat file using the correctly specified file format. Time can come from another module through custom programming using the API. You can also create time entries for a predictable set of shifts for an employee using a rotation, and you can enter time manually and adjust it using the time journal.

You can enter time records for both hourly and salaried employees. When you enter time for an employee, you must specify the shift code needed to create the appropriate earnings later in the pay processing cycle.

Time-Related Reasons Implementers will find it useful to set up time-related "reasons" before setting up time. Use time-related reasons to: •

enter time

•

specify work reasons and relief reasons

•

coordinate with time or earnings entries

•

function as stop reasons - the reason code that prevents a premium from being generated, when the reason code is used against an eligible shift code

You can bring time or earnings into the system by using the API, by importing, or by entering them into their respective journals as manual entries. Regardless of which of these methods you use, you can also enter work reasons or relief reasons to add additional information to the entries. Implementers can configure the system so that certain things occur when it encounters a combination of a specific reason and a specific earning.

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Microsoft Dynamics® AX Payroll For example, if time premiums are being used, you can set up reasons to stop calculations of time premiums. When you enter a line of time with a stop reason that has been specified in the time premium calculation form, the time premium will not calculate for this entry of time.

You can also use reasons in conjunction with earning splits to: •

split specific earning codes into different earning codes by percentage

•

split specific earning codes into different earning codes by hours

•

invoke additional earnings when a specific earning/reason combination is used

Procedure: Set up Reasons Follow these steps to set up time-related reasons.

1. In the Payroll area page, click Reasons in the Setup area. Click Reasons.

2. Press CNTL+N to add a new reason, and click on the General tab.

3. In the Reason field, enter the code that represents the reason to use with time entry.

4. Alter the Short code if you want.

5. In the Reason description field, enter a brief description of the reason.

6. Verify that the Active date and Expiry date are correct for the reason.

Shifts When you enter time, it is associated with a shift code. Shifts define the standard start time for the shift and its length. Shift codes are used both with rotations and manual time entry, but you can over-ride them manually. You can associate shifts with different shift types and shift length types to help drive premiums based on time worked. You can associate shifts with eligibilities to allow certain shifts to be worked depending on position types. Shifts also are tied to earnings codes.

Recall that you can assign a default shift to a position. If, when time is imported, the shift is not specified, then the shift code automatically will default to that specified in the employee's position.

The same is true for manual time entry. If you do not specify the shift when entering time in the time journal, then the shift will default to the default shift code as specified in the Position form.

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Chapter 9: Set Up Time and Earnings If no default shift code is supplied for the position, then: •

the time import will need to specify the shift code, or the import will be invalid.

•

manual time entry will not be possible until the shift code field is populated.

If you are bringing in time using the API or if importing, then all shifts coming from the integrated system must match shifts defined for the Payroll module.

FIGURE 9.3 TIME, SHIFTS, AND EARINGS RELATIONSHIP

Shift Eligibility Groups Shift eligibility groups define who can work certain shifts by position type.

Recall that position type is defined on the employee's Position form and is a required field.

The eligibility group that is assigned to a specific shift is defined on the Shift form.

Shift eligibility groups are optional, and you must set them up only when eligibility to work different shifts is needed based on the position type.

Examples of shift eligibility groups include:

FIGURE 9.4 SHIFT ELIGIBILITY GROUPS

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Microsoft Dynamics® AX Payroll Procedure: Set up Shift Eligibility Groups Follow these steps to set up Shift eligibility groups 1. In the Payroll area page, click Eligibilities in the Setup area. Click Shifts.

2. Press the CNTL+N to create a new shift earning group, and then select the general tab.

3. In the Eligibility group field, enter the code that represents the shift eligibility group.

4. Alter the Short code if you want.

5. In the Eligibility group description field, enter a brief description of the shift eligibility group.

6. Verify that the Active date and Expiry date are correct for the shift eligibility group.

7. Click the Shift eligibility group position types tab and move the position types that belong to this shift eligibility group to the Position types selected list. Available position types display in the Position types remaining list.

Procedure: Set up a Shift Type Shift types are optional, and you can use them on the Shift form to specify the type of shift being worked.

You can use shift types in conjunction with shift type groups to define what shifts are eligible for time premiums. If you are using shift types, you must set them up before shift codes.

Examples of shift types include: •

Day shifts

•

Evening shifts

•

Non-working shifts

Follow these steps to set up shift types.

1. In the Payroll area page, click Time in the Setup area. Click Shift types.

2. Press CNTL_N to create a new shift type.

3. In the Shift type field, enter the code that represents the shift.

4. Alter the Short code if you want.

5. In the Shift type description field, enter a brief description of the shift type.

6. Verify that the Active date and Expiry date are correct for the shift type.

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Chapter 9: Set Up Time and Earnings Procedure: Set up a Shift Type Group Shift type groups are optional, and you can use them to group shift types for use with time premium eligibilities.

Examples of shift type groups include: •

Worked shifts

•

Weekend shifts

Follow these steps to set up shift type groups.

1. In the Payroll area page, click Time in the Setup area. Click Shift type groups.

2. Press CNTL+N to create a new shift type group.

3. In the Shift type field, enter the code that represents the shift.

4. Alter the Short code if you want.

5. In the Shift type description field, enter a brief description of the shift type.

6. Verify that the Active date and Expiry date are correct for the shift type group.

7. Click the Shift type group types tab and move the shift types that apply to this shift type group to the Shift types selected list.

Available shift types display in the Shift types remaining list.

Procedure: Set up Shift Length Types Shift length types are optional and you can use them on the Shift form to specify the length of shift being worked. You can use shift length types with time rule group premiums to define what shifts are eligible for time premiums.

Examples include: •

Normal shifts

•

Extended shifts

Follow these steps to set up shift length types.

1. In the Payroll area page, click Time in the Setup area. Click Shift length types.

2. Press CTRL+N to create a new shift length type.

3. In the Shift length type field, enter the code that represents the shift length type.

4. Alter the Short code if you want.

5. In the Shift length type description field, enter a brief description of the shift length type.

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Microsoft Dynamics速 AX Payroll 6. In the Minimum hours length and Maximum hours length fields, enter the minimum and maximum length of the shift length type, in HH:MM format. These are the minimum and maximum numbers of hours that you can enter in the Time journal.

7. Verify that the Active date and Expiry date are correct for the shift length type.

Shifts and Time You can use shifts when entering time, and also when predicting work time for employees on rotation.

Entering Time Recall that you can use shifts to translate time into the earning codes needed to calculate wages.

When you select shifts in the Time journal, what is set up on the Shift form will provide default information for the time entry. Shifts can define the start time and length of the shift. When you enter a line of time in the time journal, the start time and length of shift will populate by the default, but then can be overridden.

Rotations Another important use of shifts is to populate predictable work time for an employee who is on a rotation. Use rotations to populate regular patterns of shifts for hourly employees during a pay period. Use them when you are not importing or bringing in time through the API. If a rotation is to be used, you must set up all shifts that the employees normally work to support that rotation.

A different shift code is needed for each different type of shift. Shifts can be worked or non-worked, and paid or unpaid. Examples of shifts can include day shifts, evening shifts, vacation shifts, maternity leaves, and so on.

Shift

Length

Earning

DAY

0800-1600 7.5 hours

REG

EVE

1900-0700 11.25 hours

REG

VAC

0800-1600 7.5 hours

VAC

MAT

0800-1600 7.5 hours

MATLV

Follow these steps to set up shifts.

1.

2.

3.

4.

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In the Payroll area page, click Time in the Setup area. Click Shifts.

Press CTRL+N to create a new shift, and click the General tab.

In the Shift field, enter the code that represents the shift.

Alter the Short code if you want.

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Chapter 9: Set Up Time and Earnings 5. In the Shift description field, enter a brief description of the shift.

6. In the Start time field, enter the start time of the shift, entered in HH/MM format (Type "T" to enter the current machine time).

7. In the Hours Length field, enter the length of the shift, in HH:MM format.

8. In the Earning field, select the earning code that will be created when you use this shift.

9. In the Shift type field, select the shift type. This is optional but you can use it in defining if this shift is eligible for time premiums.

10. In the Shift length type field, select the shift type. This is optional but you can use it in defining if this shift is eligible for time premiums.

11. In the Eligibility group field, select the eligibility group from the Shifts eligibilities table to have certain employees only eligible to work this shift based on position type. This is optional.

12. In the Review field, select yes to flag the shift for review by payroll staff. This will generate a run time error when you process a payroll in which this shift has been used.

13. Verify that the Active date and Expiry date are correct for the shift code.

Procedure: Set up a Shift Group Shift groups are set up to organize like shifts, so that they can in turn be used to set up shift group eligibility according to occupation (which you can do in the Occupation shifts rules form).

You can also use shift groups in the Time rule group premiums form to identify what group of shifts is eligible to have its earnings code overridden.

Examples include: •

All shifts

•

Non-worked shifts

•

Unpaid shifts

•

Overtime shifts

Follow these steps to set up a shift group.

1. In the Payroll area page, click Time in the Setup area. Click Shift groups.

2. Press CTRL+N to create a new shift group.

3. In the Shift group field, enter the code that represents the shift group.

4. Alter the Short code if you want.

5. In the Shift group description field, enter a brief description of the shift group.

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Microsoft Dynamics速 AX Payroll 6. Verify that the Active date and Expiry date are correct for the shift group code.

7. Click the Shift group shifts tab and move the shifts that apply to this shift group to the Shifts selected list. Available shifts display in the Shifts remaining list.

Rotations Rotations define repeating patterns of shifts. When payroll administrators process a pay period and run the Create time from rotation process, the Payroll module uses these repeating shift patterns to generate time automatically for hourly employees.

Rotations can be used for salaried employees, too. For example, you could create a Maternity leave rotation, which would be assigned to any employee, salaried or hourly, who is on paid maternity leave.

You can assign rotations to employees on their Position form, where the start week and start date for the rotation also are specified.

Time created from rotations is seen by the Payroll module as already approved for the pay period. If subsequently any time exceptions require an entry to be made, the time created from rotations would then have to be unapproved before you could make the change.

Do not use rotations for an hourly employee when you are importing time or obtaining it using the API. If you use rotations alongside these other methods, then duplicate time entries would be created for the employee during the same pay period.

Rotations can use any shift code, and you can enter multiple shifts for a single day. Rotations can also be any length of time.

Examples are shown in the following table:

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Rotation

Start/length

Shifts

Admin Schedule

Starts 01/01/2008 7 days

Day, Day, Day, Day, Day, Off, Off

Warehouse Swing Schedule 1

Starts 01/01/2008 14 days

Extended Day, Extended Day, Extended Day, Off, Off, Off, Off Extended Night, Extended Night, Extended Night, Extended Night, Off, Off, Off

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Chapter 9: Set Up Time and Earnings Procedure: Set up Rotations Follow these steps to set up rotations.

1. In the Payroll area page, click Time in the Setup area. Click Rotations.

2. Press CTRL+N to create a rotation and click on the General tab.

3. In the Rotation field, enter the code that represents the rotation.

4. Alter the Short code if you want.

5. In the Rotation description field, enter a brief description of the shift group.

6. In the Start date field, enter the date when this rotation begins.

7. In the Total days field, enter the length of the rotation in days.

8. Verify that the Active date and Expiry date are correct for the rotation code.

9. Click the Shifts tab, and press CTRL+N to create a new line for the first shift of the rotation.

10. In the Day number field, enter the day number of the rotation that the shift falls on: Day 1= the first day of the rotation, Day 2=the second day, and so on. Note that you do not have to create days without shifts.

11. In the Shift field, enter the shift from the Shifts table.

12. In the Day field, enter the day of the week that the rotation day falls on.

13. In the Day sequence, enter the sequential number of the record on the day: 1 = the first shift of a day, 2 = the second shift in a day, and so on.

14. Press CTRL+N to create another line for the next shift of the rotation and repeat steps 9-13 until you have entered all required shifts. You do not have to enter days that the employee does not work.

Procedure: Set up Time Premiums In the Time rule group premiums form, time premiums identify different types of automatically calculated premiums. You must set up these premiums to calculate automatically, and be based on time rule groups.

To be able to use a time premium, the implementer must first have set up rules that govern how the premium is applied to each associated time rule group. These rules are also set up in the Time rule group premiums form.

Some examples of time premiums that you can set up are: •

Calculated Daily Overtime

•

Shift Premiums

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Microsoft Dynamics® AX Payroll •

Night Premiums

•

Calculated Weekly Overtime

Follow these steps to set up Time premiums: 1. In the Payroll area page, click Time in the Setup area, then click Time premiums.

2. Press CTRL+N to create a new time premium, then select the General tab.

3. Alter the Short code if you want.

4. In the Time premium description field, enter a brief description of the time premium.

5. Verify that the Active date and Expiry date are correct for the time premium.

Procedure: Set up Time Rule Groups Use a time rule group for each group of employees that requires unique premium calculation policies.

For example, if manager earn a 1.00 premium on every hour worked in an evening shift, and regular staff earns .50 cents premium for the same evening shift, you must set up a separate time rule group for each. If premiums and overtime rules are the same for everyone in the organization, then you must set up only one time rule group. If the system does not automatically calculate any overtime or premiums, you do not have to set up time rule groups.

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Chapter 9: Set Up Time and Earnings You can associate the time rule group to an employee in three different ways. It is important that during the time of implementation, you decide where the time rule group will be maintained, and that the implementation is done according to that decision. It is also important that the user be trained where to maintain this data, and be notified of the consequences that will occur if the data is entered in multiple places. You can assign time rule groups on the employee's position or on the employee, using the Occupation time rules form; it will be taken for processing in that order. For example, if you change the time rule group on the employee form, but also define it on the position, the change when calculating time will not occur, as the position is the highest level in the hierarchy. The setups of these forms are discussed elsewhere in the course.

FIGURE 9.5 THREE WAYS TO ASSOCIATE TIME RULE GROUPS

Follow these steps to set up time rule groups.

1. In the Payroll area page, click Time in the Setup area, then click Time rule groups.

2. Press CTRL+N to create a new time rule group, then select the General tab.

3. Alter the Short code if you want.

4. In the Time rule group description field, enter a brief description of the time rule group.

5. Verify that the Active date and Expiry date are correct for the time rule group.

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Microsoft Dynamics速 AX Payroll Procedure: Set up Earnings Splits You can use earning splits to split an earning code into other earnings codes by percentage, or to add additional earnings when the earning split eligibility is met.

Set up earning splits by time rule group, earning, and reason code. In other words, when an employee has earnings with the correctly configured reason code associated with those earnings, and they are in the time rule group that is set up for earning split eligibility, the system will look to the earning split table to perform the appropriate translation to the earnings.

For example: if every time an employee earns an earning setup called "regular shift" with the reason of "Paid Meals," they are entitled to an additional earning of 30 minutes of a meal allowance. You can use earning splits to set up the earning code and reason combination by time rule group to pay 100 percent of the regular earning, and add in an additional 30 minutes of a meal allowance earning code.

Another use of earnings splits would be to split or break up one earning code over a number of other earnings codes by percentage. You can configure this optionally to allocate the earnings to different organizations.

You can configure earning splits to invoke an earning that is tied to an earning threshold. Earning splits cannot be called from an earning threshold as they are processed before thresholds.

Follow these steps to set up an earnings split.

1. In the Payroll area page, click Earnings in the Setup area, then click Earning splits.

2. Click the Maintain tab.

3. In the Time Rule Group field, select the time rule group for the earning split eligibility.

4. In the Earning field, select the earning that will invoke the split when present.

5. In the Reason field, select the reason for the Reason form that when associated with an entry of time or earnings will invoke the earning split.

6. Press CNTL+N to create a new line.

7. In the Split Earning column, select the earning to create when the split is invoked.

8. In the Percentage column, select the percentage to allocate to this earning code when the split is invoked.

9. If additional hours must generate when this split occurs, enter the number of hours to generate in the Hours column.

10. If additional units for pieces must generate when this split occurs, enter the number of units to generate in the Units column.

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Chapter 9: Set Up Time and Earnings 11. To optionally allocate the earnings to a different organization from the organization used for the time or earnings, optionally select one of the following: • Worked Organization. Allocates the earnings to the organization associated with the earnings record, regardless of the organization that is associated with the employee's position.

•

Position's Organization. Allocates the earnings to the organization associated with the employee's position, regardless of the organization that is associated with the earning record.

•

Primary Position's Organization. Allocates the earnings to the organization associated with the employee's primary position, regardless of what other position the employee works.

12. Verify that the Active date and Expiry date are correct for the earning split.

Procedure: Set up the Wage Increment Hours Job Accumulator Parameter The wage increment hours job accumulator parameter currently is reserved for future use, and is not usable at this time. No additional setup is required for this parameter.

Time Rule Group Premiums, & Overtime You must set up time rule group premiums if you intend to set up Payroll for automatic overtime processing.

If you set up Payroll to use automatic overtime calculations, then overtime is calculated and paid automatically, without the need for specific approval. Only unique overtime exceptions will have to be processed manually.

Using Time Rule Group Premiums You can set up time rule group premiums to automatically calculate different types of premiums.

Time rule group premiums specify the set of premiums that will be used for employees who belong to a particular time rule group, and they also specify how and when those premiums are applied.

Time rule group premiums are all treated separately and calculated independently, but you can set them up to cease calculation if a specified premium is present by setting up stop rules in the Time rule group premium premiums form. The stop rules refer to a specific time rule group and premium.

You can also stop the calculation by using a specified reason code with the time records.

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Microsoft Dynamics® AX Payroll For example, the following table shows that: •

Employees in a time rule group called Union are eligible for the evening premium, which is paid with the EVE earning code.

•

Employees in the Staff time rule group are eligible for night premiums and night extended premiums, which are paid with the NGT earning code.

Time rule group

Time premium

Shift length type

Start time/ Start day

End time/ End day

Time calc.

Earning

Union

Evening premium

Normal shift

1600 Sun

2400 Sat

Actual

EVE

Staff

Night premium

Normal shift

0000 Sun

0800 Sat

Actual

NGT

Staff

Night extended

Extended shift

0000 Sun

0800 Sat

Majority

NGT

Time Rule Group Premiums: Shift Premiums Use time rule group premiums to generate shift premiums for certain time periods that employees work, based on either the actual time worked or on the time period the majority of the time worked falls into. The end result is that for certain shifts, an additional earning can generate based on the time period the work took place in.

For example, a company has a policy that employees are paid an extra .33 cents each hour when they work evening shifts, and that this premium is based on the actual time worked. In this instance, time rule group premiums can be used to automatically assign a premium earning when that shift is worked.

In the time rule group premium, you can use time calculations called Actual or Majority to identify that this is an earning in addition to the regular earnings.

Follow these steps to set up shift premiums.

1. In the Payroll area page, click Time in the Setup area. Click Time Rule Group Premiums.

2. Press CTRL+N to create a new time rule group premium, then select the General tab.

3. In the Time rule groupfield, select the time rule group from the Time rule groups table that this policy will apply to.

4. In the Time premium field, select the time premium code from the Time premiums table.

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Chapter 9: Set Up Time and Earnings 5. To control eligibility for the premium by shift type group, in the Shift type group field, select the shift type group for eligible shift types from the Shift type groups table.

6. To control eligibility for the premium by shift length type, in the Shift length type field, select the shift length code from the Shift length types table.

7. In the Earning field, select the earning code that represents the premium earning to be paid from the Earnings table. Note that this earning may be associated with an earning threshold or split, discussed elsewhere in this course.

8. In the Minimum earning hours and Maximum Earning Hours fields, enter the minimum and maximum number of actual hours worked that allow an employee to qualify for the premium.

9. In the Start day and End day fields, select the first day and last day of the week that this time rule group premium will apply on, if the same start and end time are used for the entire week.

10. In the Start time and End Time fields, enter the start time and end time for the shifts that this time rule group premium will apply to, using an HH:MM format. If the premium will generate for any shift worked after 6pm for the entire week, enter a Start day of the first day of the week, with the start time the premium should generate for, and enter the End day of the last day of the week with the end time for generating the premium. If you have different start and end times for the premium for different days of the week, you must create a separate record in the time rule group premium for each day.

11. In the Time calculation field, select the applicable option: • Actual: If any portion of the shift falls during this time premium period, the premium will be calculated for the actual hours in the period. •

Majority: If the majority of the shift is in this time premium period, the premium will be calculated for all of the shift hours.

12. In the Minimum hours and Maximum hours fields, enter the minimum and maximum number of hours that will generate for this calculation. For example, if this premium always should have a minimum calculated premium for four hours, enter the four hours here. Enter the maximum premium hours that can generate.

13. In the Stop reason field, enter a reason code that will prevent the premium being generated, from the Reasons table. If the time is brought into the system either from the API, the time import, or a manual time entry, and the reason is entered with the time entry that corresponds to the stop reason entered here, no premium will generate for that entry of time.

14. If there are specific dates that these premiums should be applied, in the Date group field, enter a date group from the Date groups table.

This restricts the dates when this time rule group premium applies.

For shift premiums, this generally will remain blank.

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Microsoft Dynamics速 AX Payroll 15. Verify that the Active date and Expiry date are correct for the time premium or time rule group.

16. Test the premium by following steps 17-22.

17. Assign an employee the time rule group that the premium applies to.

18. Create an entry or entries of time for the employee that will invoke the premium by clicking Payroll > Journals > Time . Enter a line of time that falls within the start and end time you have defined for your premium. Enter the employee ID, a shift code that is eligible for the premium, a start and end time, and the shift date.

19. Click Payroll > Periodic > Time approval, highlight the entry, and click approve.

20. Click Payroll > Journals > Manual Payment, enter your pay group and employee number, and click on Generate Earnings.

21. Ensure that your premium earnings were created.

22. Follow steps 17-21 for an employee who does not have the correct time rule group, and ensure this employee does not receive the premium.

Time Rule Group Premiums: Daily Overtime Use time rule group premiums when you want the Payroll module to calculate daily overtime automatically.

For example, a company may pay employees 1.5 time regular earnings for all time worked over and above eight hours in a day. The company can set up time rule group premiums to manage this policy.

If the company requires multiple tiers of earning rates to be used for daily overtime, then the earning code assigned for overtime can be associated with an earning threshold, which is discussed earlier in this course. For example, a company may require that an earning of 1.5 times the regular rate is used for the first three hours of daily overtime, and any time beyond three hours is paid at 2.0 times the regular rate. The implementer would set up the earning using the procedure (provided earlier in this course) for earning thresholds, and would invoke that earning code for daily overtime with the time rule group premium.

Follow these steps to set up daily overtime using time rule group premiums.

1. In the Payroll area page, click Time in the Setup area. Click Time Rule Group Premiums.

2. Press CTRL+N to create a new time rule group premium, then select the General tab.

3. In the Time rule groupfield, select the time rule group from the Time rule groups table that this policy will apply to.

4. In the Time premium field, select the time premium code from the Time premiums table.

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Chapter 9: Set Up Time and Earnings 5. To control eligibility for the premium by shift type group, in the Shift type group field, select the shift type group for eligible shift types from the Shift type groups table.

6. To control eligibility for the premium by shift length type, in the Shift length type field, select the shift length code from the Shift length types table.

7. In the Earning field, select the earning code that represents the earning that will be paid instead of the regular earning code for time worked that falls within the minimum and maximum time boundaries from the Earnings table. Note that this earning may be associated with an earning threshold or split, discussed elsewhere in this course.

8. In the Minimum earning hours and Maximum Earning Hours fields, enter the minimum and maximum number of actual hours worked that allow an employee to qualify for the premium. For example, if daily overtime is paid for time worked over 8 hours in a day, up to 24 hours, enter 8 as the minimum earning hours, and 24 as the maximum earning hours.

9. In the Start day and End day fields, leave the fields blank for purposes of daily overtime.

10. In the Start time and End Time fields, leave the fields defaulted to 12am for Daily overtime, unless the calculations of your days starts at a different time.

11. In the Minimum hours and Maximum hours fields, enter the minimum and maximum number of hours that will generate for the daily overtime. If, for example, when overtime is worked, it is a policy that the employee always is granted two hours of overtime as a minimum, to a maximum of the end of the day, enter 2 here as the minimum, and enter the maximum number of daily overtime earnings in a day.

12. In the Stop reason field, enter a reason code that will prevent the premium from being generated, from the Reasons table. If the time is brought into the system either from the API, the time import, or manual time entry, and the reason is entered with the time entry that corresponds to the stop reason entered here, no premium will generate for that entry of time.

13. If there are only specific dates that the daily overtime should be applied, in the Date group field, enter a date group from the Date groups table. This restricts the dates when this time rule group premium applies. For daily overtime, this generally will remain blank.

14. In the Base shift group, enter a shift group that represents the group of shifts to use when calculating the daily overtime.

15. In the Overwrite earning group, enter the group of earnings that represents what type of earnings can be overwritten with the earning defined in the Earning field. For example, if all earnings should be overwritten with an earning of 1.5 times regular time when more than eight hours have been worked in a day, you must identify an earning group that represents all earnings here.

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Microsoft Dynamics速 AX Payroll 16. Verify that the Active date and Expiry date are correct for the time premium or time rule group.

17. Test the premium by following steps 18-23.

18. Assign an employee the time rule group that the premium applies to.

19. Create an entry or entries of time for the employee that will invoke the premium by clicking Payroll > Journals > Time. Enter a line of time that falls within the start and end time you have defined for your premium.

20. Click Payroll > Periodic > Time approval, highlight the entry, and click approve.

21. Click Payroll > Journals > Manual Payment, enter your pay group and employee number, and click on Generate Earnings.

22. Ensure that your premium earnings were created.

23. Follow steps 18-22 for an employee who does not have the correct time rule group, and ensure this employee does not receive the premium.

Time Rule Group Premiums: Period Overtime Use time rule group premiums to set up period overtime, with periodicity being defined in days, weeks, months, or by pay period.

For example, a company may have a policy where any time worked over 40 hours a week is considered overtime. You can use the time rule group premium to automatically use a different earning code when an employee exceeds 40 hours of work during a week.

Follow these steps to set up period overtime.

1. In the Payroll area page, click Time in the Setup area. Click Time Rule Group Premiums.

2. Press CTRL+N to create a new time rule group premium, then select the General tab.

3. In the Time rule groupfield, select the time rule group from the Time rule groups table that this policy will apply to.

4. In the Time premium field, select the time premium code from the Time premiums table.

5. To control eligibility for the premium by shift type group, in the Shift type group field, select the shift type group for eligible shift types from the Shift type groups table.

6. To control eligibility for the premium by shift length type, in the Shift length type field, select the shift length code from the Shift length types table.

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Chapter 9: Set Up Time and Earnings 7. In the Earning field, select the earning code that represents the earning that will be paid instead of the regular earning code for time worked that falls within the minimum and maximum time boundaries from the Earnings table. Keep in mind that this earning may be associated with an earning threshold or split, discussed elsewhere in this course.

8. In the Minimum earning hours and Maximum Earning Hours fields, enter the minimum and maximum number of actual hours worked that allow an employee to qualify for the premium. For example, if the policy is that 1.5 times regular earnings are paid for any time worked over 40 hours, the minimum earning hours would be 40.

9. In the Start day field, select the start day that corresponds with the period start date for the premium period. For period overtime, leave the End day field blank.

10. In the Start time and End Time fields, leave the start and end times defaulted to 12:00 am, unless other start and end times apply.

11. In the Time calculation field, select Period overtime.

12. In the Minimum hours and Maximum hours fields, enter the minimum hours of period overtime to be paid when period overtime generates. If no minimum exists, leave it blank. Enter the maximum hours of period overtime that can generate.

13. In the Stop reason field, enter a reason code that will prevent the premium being generated, from the Reasons table. If the time is brought into the system either from the API, the time import, or manual time entry, and the reason is entered with the time entry that corresponds to the stop reason entered here, no premium will generate for that entry of time.

14. If there are only specific dates that the period overtime should be applied, in the Date group field, enter a date group from the Date groups table. This restricts the dates when this time rule group premium applies. For period overtime, this generally will remain blank.

15. In the Base shift group, enter a shift group that represents the group of shifts to use when calculating the daily overtime.

16. In the Overwrite earning group, enter the group of earnings that represents what type of earnings can be overwritten with the earning defined in the Earning field. For example, if all earnings should be overwritten with an earning code of overtime when more than 40 hours have been worked in a week, you must identify an earning group that represents all earnings to be overwritten here.

17. In the Period type field, enter the type of period to track the period overtime for. For example, if the company policy is to pay overtime for any time worked over 40 hours each week, the minimum earning hours would be 40, and the period type would be weeks.

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Microsoft Dynamics速 AX Payroll 18. In the Number of periods field, enter the number of periods to include for the overtime period type. For example, if you are looking for 40 hours each week, you would want the period type as weeks, and the number of periods as one. If you wanted to automatically generate overtime for when an employee has worked 80 hours in two weeks, the minimum earning hours would be 80, period type would be weeks, and number of periods would be two. Note that the system only will calculate the period overtime for earnings that fall within the boundaries of the defined period overtime.

19. Enter the Period start date, which is the day the period for the period overtime will begin. The day of the week this starts on must correspond with the Start day.

20. Verify that the Active date and Expiry date are correct for the time premium or time rule group.

21. Test the premium by following steps 22-27.

22. Assign an employee the time rule group that the premium applies to.

23. Create an entry or entries of time for the employee that will invoke the premium by clicking Payroll > Journals > Time . Enter a line of time that falls within the start and end time you have defined for your premium.

24. Click Payroll > Periodic > Time approval, highlight the entries, and click approve.

25. Click Payroll > Journals > Manual Payment, enter your pay group and employee number, and click on Generate Earnings.

26. Ensure that your premium earnings were created.

27. Follow steps 22-26 for an employee who does not have the correct time rule group, and ensure this employee does not receive the premium.

Time Rule Group Premiums: Consecutive Days Overtime A company may require that a premium be paid to employees after they work a certain number of days in a row.

This kind of premium is called consecutive days overtime, and implementers set it up using time rule group premiums. Setting up consecutive days overtime also requires reference to a time calculation, which provides a value for consecutive days overtime.

Follow these steps to set up consecutive days overtime.

1. In the Payroll area page, click Time in the Setup area. Click Time Rule Group Premiums.

2. Press CTRL+N to create a new time rule group premium, then select the General tab.

3. In the Time rule groupfield, select the time rule group from the Time rule groups table that this policy will apply to.

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Chapter 9: Set Up Time and Earnings 4. In the Time premium field, select the time premium code from the Time premiums table.

5. To control eligibility for the premium by shift type group, in the Shift type group field, select the shift type group for eligible shift types from the Shift type groups table.

6. To control eligibility for the premium by shift length type, in the Shift length type field, select the shift length code from the Shift length types table.

7. In the Earning field, select the earning code that represents the earning that will be paid instead of the regular earning code for time worked that falls within the minimum and maximum time boundaries from the Earnings table. Note that this earning may be associated with an earning threshold or split, discussed elsewhere in this course.

8. In the Minimum earning hours and Maximum Earning Hours fields, enter the minimum and maximum number of actual hours worked that allow an employee to qualify for the premium. In the case of consecutive days overtime, if there needs to be a minimum or maximum number of earning hours to qualify for the overtime, enter the minimum and maximum hours here.

9. In the Start day field, select the first day for the consecutive days overtime period that corresponds with the Period start date. Leave the End Day blank.

10. In the Start time and End Time fields, leave the start and end times defaulted to 12:00 am, unless days are defined to start at different times for this time rule group premium.

11. In the Time calculation field, select Consecutive days overtime.

12. In the Minimum hours and Maximum hours fields, enter the minimum hours of period overtime to be paid when period overtime is generated. If no minimum exists, leave it blank. Enter the maximum hours of period overtime that can generate.

13. In the Stop reason field, enter a reason code that will prevent the premium being generated, from the Reasons table. If the time is brought into the system either from the API, the time import, or manual time entry, and the reason is entered with the time entry that corresponds to the stop reason entered here, no premium will generate for that entry of time.

14. If there are only specific dates that the consecutive days overtime should be applied, in the Date group field, enter a date group from the Date groups table. This restricts the dates when this time rule group premium applies. For consecutive days overtime, this generally will remain blank.

15. In the Base shift group, enter a shift group that represents the group of shifts to use when calculating the consecutive days overtime.

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Microsoft Dynamics速 AX Payroll 16. In the Overwrite earning group, enter the group of earnings that represents what type of earnings can be overwritten with the earning defined in the Earning field. For example, if all earnings should be overwritten with an earning of 1.5 times regular time when five consecutive days have been worked in a week, you must identify an earning group that represents all earnings to be overwritten here.

17. In the Period type field, enter the type of period to track the consecutive days overtime for. For example, if the company policy is to pay overtime for any time worked over five consecutive days each week, excess days will be 5, and the period type would be weeks.

18. In the Number of periods field, enter the number of periods to include for the overtime period type. For example, if the company policy pays overtime for any time worked more than five consecutive days each week, you would want your period type as weeks, and your number of periods as one. Keep in mind that the system only will calculate the consecutive days overtime for earnings that fall within the boundaries of the defined period overtime.

19. Enter the Period start date, which is the day the period for the consecutive days overtime will begin.

20. Verify that the Active date and Expiry date are correct for the time rule group premium.

21. Test the premium by following steps 22-27.

22. Assign an employee the time rule group that the premium applies to.

23. Create entries of time for the employee that will invoke the premium by clicking Payroll > Journals > Time , entering the employee ID, work date, start and end times, and a shift code that is eligible for the premium.

24. Click Payroll > Periodic > Time approval, highlight the entries, and click approve.

25. Click Payroll > Journals > Manual Payment, enter your pay group and employee number, and click on Generate Earnings.

26. Ensure that your premium earnings were created.

27. Follow steps 22-26 for an employee who does not have the correct time rule group, and ensure this employee does not receive the premium for the shift.

Time Rule Group Premiums: Excessive Days Overtime A company may require that, at any time during a defined period, employees be paid a premium after they work a certain number of days.

Set up this premium using time rule group premiums, and also use a time calculation that provides a value for excessive days overtime.

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Chapter 9: Set Up Time and Earnings Follow these steps to set up excessive days overtime.

1. In the Payroll area page, click Time in the Setup area. Click Time Rule Group Premiums.

2. Press CTRL+N to create a new time rule group premium, then select the General tab.

3. In the Time rule groupfield, select the time rule group from the Time rule groups table that this policy will apply to.

4. In the Time premium field, select the time premium code from the Time premiums table.

5. To control eligibility for the premium by shift type group, in the Shift type group field, select the shift type group for eligible shift types from the Shift type groups table.

6. To control eligibility for the premium by shift length type, in the Shift length type field, select the shift length code from the Shift length types table.

7. In the Earning field, select the earning code that represents the earning that will be paid instead of the regular earning code for time worked that falls within the minimum and maximum time boundaries from the Earnings table. Note that this earning may be associated with an earning threshold or split, discussed elsewhere in this course.

8. In the Minimum earning hours and Maximum Earning Hours fields, enter the minimum and maximum number of actual hours worked that allow an employee to qualify for the premium. In the case of excessive days overtime, if there needs to be a minimum or maximum number of earning hours to qualify for the overtime, enter the minimum and maximum hours here.

9. In the Start day field, select the first day for the consecutive days overtime period that corresponds with the Period start date. Leave the End Day field blank.

10. In the Start time and End Time fields, leave the start and end times defaulted to 12:00 am, unless days are defined to start at different times for this time rule group premium.

11. In the Time calculation field, select Excessive days overtime.

12. In the Minimum hours and Maximum hours fields, enter the minimum hours of excessive days overtime to be paid when excessive days overtime is generated. If no minimum exists, leave it blank. Enter the maximum hours of period overtime that can generate.

13. In the Stop reason field, enter a reason code that will prevent the premium being generated, from the Reasons table. If the time is brought into the system either from the API, the time import, or manual time entry, and the reason is entered with the time entry that corresponds to the stop reason entered here, no premium will generate for that entry of time.

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Microsoft Dynamics速 AX Payroll 14. If there are only specific dates that the excessive days overtime should be applied, in the Date group field,enter a date group from the Date groups table. This restricts the dates when this time rule group premium applies. For excessive days overtime, this generally will remain blank.

15. In the Base shift group, enter a shift group that represents the group of shifts to use when calculating the excessive days overtime.

16. In the Overwrite earning group, enter the group of earnings that represents that type of earnings can be overwritten with the earning defined in the Earning field. For example, if all earnings should be overwritten with an earning of 1.5 times regular time when more than five days have been worked in a week, identify an earning group that represents all earnings to be overwritten here.

17. In the Period type field, enter the type of period to track the excessive days overtime for. For example, if the company policy is to pay overtime for any time worked over five days each week, excess days will be 5, and the period type would be weeks.

18. In the Number of periods field, enter the number of periods to include for the overtime period type. For example, if the company policy pays overtime for any time worked more than five days each week, you would want your period type as weeks, and your number of periods as one. Note that the system only will calculate the consecutive days overtime for earnings that fall within the boundaries of the defined period overtime.

19. Enter the Period start date, which is the day the period for the excessive days overtime will begin. This needs to correspond with the Start day.

20. Verify that the Active date and Expiry date are correct for the time rule group premium.

21. Test the premium by following steps 22-27.

22. Assign an employee the time rule group that the premium applies to.

23. Create entries of time for the employee that will invoke the premium by clicking Payroll > Journals > Time, entering in the employee ID, work date, start and end times, and a shift code that is eligible for the premium.

24. Click Payroll > Periodic > Time approval, highlight the entries, and click approve.

25. Click Payroll > Journals > Manual Payment, enter your pay group and employee number, and click on Generate Earnings.

26. Ensure that your premium earnings were created.

27. Follow steps 22-26 for an employee who does not have the correct time rule group, and ensure this employee does not receive the premium for the shift.

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Chapter 9: Set Up Time and Earnings Time Rule Group Premiums: Using Time Rule Group Premiums for worked Worked Holidays In Microsoft Dynamics AX 2009 Payroll, holiday pay for unworked and worked holidays can be defined many different ways

Hourly Employees on Rotation If hourly employees are on a rotation, then for unworked holidays, you can change the rotation setup from the regular shift code to a holiday shift code. The payroll administrator creates time from rotation, and then changes the rotation back. Procedures for setting up a rotation are found earlier in this course.

Imported Time If you are importing time for hourly employees on a rotation, then a holiday shift code may already be populated. This would be based on an external time and attendance system.

Hourly Employees Not on Rotation If hourly employees are not on a rotation and you are not importing time, you must create entries of time for the holiday shift in the Time Journal.

Salaried Employees If salaried employees must receive holiday earnings for a holiday, you can use a date group together with earning thresholds to define holiday earnings for salaried employees. Procedures for setting up earning thresholds are found earlier in this course.

Hourly Employees and Worked Statutory Holidays When the need arises to pay hourly employees a premium for worked statutory holidays, you can use time rule group premiums to assign a separate earnings code for the time worked on the holiday.

Procedure: Follow these steps to set up time rule group premiums for worked holidays.

1. In the Payroll area page, click Time in the Setup area. Click Time Rule Group Premiums.

2. Press CTRL+N to create a new time rule group premium, then select the General tab.

3. In the Time rule groupfield, select the time rule group from the Time rule groups table that this policy will apply to.

4. In the Time premium field, select the time premium code from the Time premiums table.

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Microsoft Dynamics速 AX Payroll 5. To control eligibility for the premium by shift type group, in the Shift type group field, select the shift type group for eligible shift types from the Shift type groups table.

6. To control eligibility for the premium by shift length type, in the Shift length type field, select the shift length code from the Shift length types table.

7. In the Earning field, select the earning code that represents the earning that will be paid instead of the regular earning code. For the purposes of processing a holiday, the earning code is the earning code that represents worked holiday. Note that this earning code can be associated with earning thresholds or splits, discussed elsewhere in this course.

8. In the Minimum earning hours and Maximum Earning Hours fields, enter the minimum and maximum number of actual hours worked that allow an employee to qualify for the premium. In the case of a worked holiday, the minimum hours would normally be zero, and if a maximum applies, such as 24, you must identify it here.

9. In the Start day and End day fields, leave the fields blank.

10. In the Start time and End Time fields, leave the start and end times defaulted to 12:00 am.

11. In the Time calculation field, select Daily Overtime.

12. In the Minimum hours and Maximum hours fields, if there is a policy that an employee must be paid a certain minimum number of hours for working on the paid holiday, enter the minimum number here. Enter the maximum number of paid earnings for the paid holiday premium.

13. In the Stop reason field, enter a reason code that will prevent the holiday earning being generated, from the Reasons table. If the time is brought into the system either from the API, the time import, or manual time entry, and the reason is entered with the time entry that corresponds to the stop reason entered here, no premium will generate for that entry of time.

14. In the Date group field,select the date group from the Date groups table that represents the statutory holidays. This restricts the dates for when this time rule group premium applies. Procedures for setting up date groups and date group dates are found elsewhere in this course.

15. In the Base shift group, enter a shift group that represents the group of shifts to use when calculating the holiday earnings.

16. In the Overwrite earning group, enter the group of earnings that represents what type of earnings can be overwritten with the earning defined in the Earning field. For example, if all earnings should be overwritten with an earning of holiday, identify an earning group that represents all earnings to be overwritten here.

17. Verify that the Active date and Expiry date are correct for the time rule group premium.

18. Test the premium by following steps 19-24.

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Chapter 9: Set Up Time and Earnings 19. Assign an employee the time rule group that the premium applies to.

20. Create entries of time for the employee that will invoke the premium by clicking Payroll > Journals > Time, entering in the employee ID, work date that corresponds to a date in the date group identified in the time rule group premium form, start and end times, and a shift code that is eligible for the premium.

21. Click Payroll > Periodic > Time approval, highlight the entries, and click approve.

22. Click Payroll > Journals > Manual Payment, enter your pay group and employee number, and click on Generate Earnings.

23. Ensure that your premium earnings were created.

24. Follow steps 19-23 for an employee who does not have the correct time rule group, and ensure this employee does not receive the premium for the shift.

Procedure: Set up Time Rule Group Premium Premiums Follow these steps to set up time rule group premium premiums.

1. In the Payroll area page, click Time in the Setup area. Click Time Rule Group Premium Premiums.

2. Press CTRL+N to create a new Time Rule Group Premium, and then click on the General tab.

3. In the Time rule group field, select the code that represents the time rule group for stopping the premium calculation.

4. In the Time premium field, select the Time premium where if present, will stop the stop time premium from calculating.

5. In the Stop time premium field, select the Time premium that will be stopped if the time premium identified in step 4 is present.

6. Create a test where an employee is set to earn both premiums, and verify that the stop time premium does not calculate when the time premium is present.

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Microsoft Dynamics速 AX Payroll

Lab 9.1 This lab provides an opportunity to create an earning, using a common payroll administration scenario.

Scenario As of January 1, 2008, Contoso began paying first aider premiums to employees who act as the shift first aider. Mia will set up these earnings in Payroll.

Challenge Yourself!

For first aid responsibility, employees in the Production earning rule group earn an additional $2.50 each hour. Employees in the Assembly earning rule group earn an extra ten percent of their wages. Employees in the General earning rule groups earn an eight percent premium if they have first aid level 1 certification and 15 percent if they have first aid level 2 certification.

Set up a First Aider earning code, give that earning to test employees from each of the earning rule groups, and generate manual payments for those employees to verify that the earning is set up correctly.

Test employee

Pay group

Earning rule group

Earning for 8 hours

3048 Fadi Fakhouri

Staff-USA

Production

2.50 x 8 = 40.00

6028 Liz Keyser

Staff-USA

Assembly

23.10 each hour x 0.1 x 8 hours = 18.48

1109 Jeffrey Zeng Level 1 first aid

Staff-USA

General StaffUSA

38.50 each hour x 0.08 x 8 hours = 24.64

3068 Eduardo Melo Level 2 first aid

StaffCanada

General StaffUSA

21.32 each hour x 0.15 x 8 hours = 25.58

Need a Little Help?

Remember to give all the objects you create, including earnings and calculations, an active date that is earlier than the earning date you plan to use.

The First Aider earning requires three different calculations. The General earning rule group calculation requires a calculation variable, which you will use to identify the level of first aid certification that an employee has. Remember to give your test employees from the General earning rule groups the calculation variable.

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Chapter 9: Set Up Time and Earnings Remember to put your earnings into earning groups. Your Payroll data should include earning groups to manage things such as: •

which earnings can be included in each payment type

•

generated earning schedules

•

which earnings are taxable

To manually assign first aider earnings to your test employees, click Journals, then click Earnings, then press CTRL+N to create a new line in the earning journal. Select the employee and a date that is within the current pay period shown in the form heading, then enter the number of hours.

When you open the manual payment journal and select an employee with this earning, then click the Earnings tab, if no earning appears, the problem could be that the earning date does not fall within the current pay period, or the earning is not included in the payment type you have selected. If the earning appears, but its value is zero, the earning may not have a calculation for the employee's earning rule group, or the calculation may have an Active date that is after the earning date.

Step by Step First, create the earning. Contoso has three different ways to pay the First Aider premium earning. All three are based on the number of hours worked; none are a flat amount which is paid regardless of the number of hours worked. Therefore, all three can be paid with the same earning code, which will have a Unit type of Hours, instead of Amount.

1. Click Payroll, then Setup, then Earnings, then Earnings. The Earnings form opens.

2. Press CTRL+N to create a new earning, and click the General tab.

3. Give the new earning a name, and select Hours as the Unit type.

The Salaried impact must be Additional, so that salaried employees receiving this earning will receive this amount in addition to their salary. Enter 1/1/2008 as the Active date.

Put the new earning into earning groups so that it will be included in the right payment types and so that it will be taxed.

1. Click Payroll, then Setup, then Earnings, then Earning groups, and click the Overview tab.

2. Select a group that the earning belongs to, like All Earnings, and click the Earning group earnings tab.

3. Highlight the First Aider earning in the Earnings remaining list and click the arrow button to move it to the Earnings selected list.

4. Click the Overview tab and repeat steps 2-3 for Taxable earnings, and Apply to regular pmt, the other earning groups that the new earning belongs to.

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Microsoft Dynamics速 AX Payroll The First Aider earning requires three different calculations for three different earning rule groups.

Employees in the Production earning rule group receive $2.50 each hour, so they will need a calculation, which is 2.5.

1. Click Payroll, then Setup, then Calculations, then Calculations.

2. Press CTRL+N to create a new calculation and click the General tab.

3. Enter a calculation name. Set Display in list to Yes, to make this calculation available in the Earning rule group calculations form.

Enter 1/1/2008 as the active date.

4. Click the Rule tab, then click Edit.

5. In the Calculation string field, enter 2.5, then click Validate.

6. Close the Validation successful window and click Save.

Employees in the Assembly earning rule group receive an additional ten percent of their wages for each hour of first aider duty, so they need a calculation that multiplies the employee's hourly wage by 0.1. This calculation will work for both hourly and salaried employees.

1. In the Calculations form, click CTRL+N to create another new calculation, then click the General tab.

2. Enter a calculation name. Set Display in list to Yes, to make this calculation available in the Earning rule group calculations form.

Enter 1/1/2008 as the active date.

3. Click the Rule tab, then click Edit.

4. In the Calculation string field, enter 0.1.

5. In the Operators section, click the * button (multiplication) to add a * to the calculation string.

6. In the Operands section, select Hourly rate from the Employee attribute list and click Add operand to the calculation string. The completed equation should be 0.1*Hourly rate.

7. Click Validate.

8. Close the Validation successful window and click Test.

9. In the Test form, enter an hourly rate and click Test. The heading of the test form shows the result of the calculation, one-tenth of the value you entered. Close the Test form.

10. Click Save to save your calculation.

Finally, employees in the General earning rule groups are paid a different rate, depending on the employee's level of first aid certification. Any calculation that depends on custom employee-level information requires a calculation variable. In this instance, you can create a calculation variable that has calculation variable items for each level of first aid certification. Payroll users will have to maintain each employee's level of first aid certification, but the pay rate corresponding to each certification level will be administered centrally.

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Chapter 9: Set Up Time and Earnings Before creating the calculation, create the calculation variable that it requires.

1. Click Payroll, then click Setup, then click Calculations, then click Calculation variables.

2. Press CTRL+N to create a new calculation variable, and click the Overview tab.

3. Enter a name for the calculation variable, such as First Aid Cert, and give it an active date of 1/1/2008.

A calculation variable must have at least one calculation variable item. In this case, you need two, one for each level of first aid certification.

1. In the Calculation variable form, click Setup and select Calculation variable items.

2. Press CTRL+N to create a new calculation variable item, and click the General tab.

3. Enter a description for level 1 certification, such as Cert Level 1, and enter the level 1 amount, which is 8, in the Item amount field.

Leave 0.00000 in the Item rate field.

4. Press CTRL+N again to create another new calculation variable item, and click the General tab.

5. Enter a name and description for level 2 certification, and enter the level 2 amount, which is 15, in the Item amount field.

Leave 0.00000 in the Item rate field.

You need a calculation that uses the calculation variables.

1. Click Payroll, then Setup, then Calculations, then Calculations.

2. Press CTRL+N to create a new calculation and click the General tab.

3. Enter a calculation name. Set Display in list to Yes, to make this calculation available in the Earning rule group calculations form.

Enter 1/1/2008 as the active date.

4. Click the Rule tab, then click Edit.

5. In the Calculation string field, delete the 0.00, then select your first aid certification level from the Calculation variable list and click Add operand. That brings the appropriate percentage number, either 8 or 15, into the calculation, depending on which calculation variable item is selected for an individual employee.

6. To convert that number into a percentage, click the / button, then enter 100 in the Flat amount field, and click Add operand again.

7. To multiply that percentage by the employee's hourly wage, select Hourly rate from the Employee attribute list and click Add operand.

8. Click Validate.

9. Close the Validation successful window and click Test.

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Microsoft Dynamics速 AX Payroll 10. In the Test form, enter a first aid level percentage (either 8 or 15) and an employee's hourly rate and click Test. The heading of the test form shows the result of the calculation, either eight percent or fifteen percent of the hourly rate that you entered. Close the Test form.

11. Click Save to save your calculation.

Now you have created your earning and all its calculations. The earning rule groups already exist, so you are ready to connect them all in earning rule group calculations.

1. Click Payroll, then Setup, then Earnings, then Earning rule group calculations. Click the General tab.

2. Press CTRL+N to create a new row.

3. Select the Assembly earning rule group and the First Aider earning.

Leave the Earning group empty; a row defines a rule for either an earning or an earning rule group, not both. Select the first aider calculation for the assembly earning rule group and enter an active date of 1/1/2008.

4. Repeat steps 2-3 for the Production and the two General earning rule groups, selecting the appropriate calculation for each.

Now you are ready to test your earning setup.

Start by giving each of the General earning rule group employees a first aid calculation variable.

1. Click Payroll, then click Employees. (You can also work from the Employees list in the Basic or Human Resources modules).

2. Select 1109 Jeffrey Zeng, click the Payroll Profile tab, click the Manage button, then select Calculation variables.

3. In the Calculation variables form, press CTRL+N to create a new row. Select the first aid level calculation variable and the level 1 calculation variable item, and give the calculation variable an active date of 1/1/2008. Close the Calculation variables form.

4. Repeat steps 2-3 with 3068 Eduardo Melo, selecting the first aid level 2 calculation variable this time.

Next, give each test employee eight hours of first aider earnings.

1. Click Payroll, then click Journals, then click Earnings.

2. Select the Staff-USA pay group.

3. Press CTRL+N to create a new row. Select 3048 Fadi Fakhouri and the first aid earning code. Enter an earning date that falls between the start and end date of the pay period listed in the form heading. Enter 8 as the number of hours.

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Chapter 9: Set Up Time and Earnings

4. Repeat step 3 for 6028 Liz Keyser and 1109 Jeffrey Zeng.

5. Select the Staff-Canada pay group in the form heading.

6. Repeat step 3 for 3068 Eduardo Melo, then close the window.

The final step of this test is to ensure that this earning appears on a regular paycheck. You can use the manual payment journal to confirm this.

1. Click Payroll, then click Journals, then click Manual payment.

Select Regular as the Type of payment at the right end of the form heading.

2. Select the Staff-USA pay group.

3. Select 3048 Fadi Fakhouri and click the Earnings tab. Verify that the total earning for 8 hours is 40.00.

4. Repeat step 3 for 6028 Liz Keyser and 1109 Jeffrey Zeng. Liz should earn 18.48 for 8 hours and Jeffrey should earn 24.64 for 8 hours.

5. Select the Staff-Canada pay group.

6. Repeat step 3 for 3068 Eduardo Melo. Confirm that he earned 25.58 for 8 hours.

Those four staff tested the behavior of the First Aider earning in four scenarios.

Now consider what other scenarios you should test.

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Microsoft Dynamics® AX Payroll

Summary This course introduced procedures for setting up earrings and time. To reinforce this introduction, implementers should:

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•

Visit Partner Source and search for more Payroll module implementation-related content.

•

Using Contoso demo data and practice the procedures provided in this course.

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Chapter 9: Set Up Time and Earnings

Test Your Knowledge 1. Which of the following statements about earning types is true? ( ) Earning types are not optional, and you must be create them before creating earning codes are created. ( ) Earning types are optional; if they are being used, they you should be create them after creating earning codes are created. ( ) Earning types are optional; if they are being used, you should be create them before creating earning codes are created. ( ) Earning types are not optional, and you must be created them after creating earning codes are created.

2. What levels can earning accumulators be defined at? ( ) The company level, job level, employee/position level, and pay group level. ( ) The company level, employee/position level, pay group level, and pay group level. ( ) The job level, position level, employee level, shift level, and company level. ( ) The employee level, employee/position level, pay group level, and company level.

3. This question concerns rotations in the Payroll module. Identify which three of the following statements are true. ( ) You can use rotations for an hourly employee when you are importing time or obtaining it using the API. ( ) the The Payroll module uses rotations (repeating shift patterns) to automatically generate time for hourly employees. ( ) Time created from rotations is seen by the Payroll module as already approved for the pay period. ( ) Rotations can be used for salaried employees, too.

4. Which of the following statements are true about time rule group premiums?

(Select all that apply) ( ) Time You can set up time rule group premiums can be set up to automatically calculate different types of premiums. ( ) You can set up time rule group premiums can be set up to automatically calculate one specific type of premium. ( ) Time rule group premiums specify the set of premiums that will be used for employees that who belong to a particular time rule group. ( ) Time rule group premiums all are all treated separately and calculated independently, but you can also can be set them up to cease calculation if a specified premium is present.

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Microsoft Dynamics速 AX Payroll

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

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Chapter 9: Set Up Time and Earnings

Solutions Test Your Knowledge 1. Which of the following statements about earning types is true? ( ) Earning types are not optional, and you must be create them before creating earning codes are created. ( ) Earning types are optional; if they are being used, they you should be create them after creating earning codes are created.

(•) Earning types are optional; if they are being used, you should be create them before creating earning codes are created. ( ) Earning types are not optional, and you must be created them after creating earning codes are created.

2. What levels can earning accumulators be defined at? ( ) The company level, job level, employee/position level, and pay group level. ( ) The company level, employee/position level, pay group level, and pay group level. ( ) The job level, position level, employee level, shift level, and company level.

(•) The employee level, employee/position level, pay group level, and company level.

3. This question concerns rotations in the Payroll module. Identify which three of the following statements are true. ( ) You can use rotations for an hourly employee when you are importing time or obtaining it using the API. (√) the The Payroll module uses rotations (repeating shift patterns) to automatically generate time for hourly employees. (√) Time created from rotations is seen by the Payroll module as already approved for the pay period. (√) Rotations can be used for salaried employees, too.

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Microsoft Dynamics® AX Payroll 4. Which of the following statements are true about time rule group premiums?

(Select all that apply) (√) Time You can set up time rule group premiums can be set up to automatically calculate different types of premiums. ( ) You can set up time rule group premiums can be set up to automatically calculate one specific type of premium. (√) Time rule group premiums specify the set of premiums that will be used for employees that who belong to a particular time rule group. (√) Time rule group premiums all are all treated separately and calculated independently, but you can also can be set them up to cease calculation if a specified premium is present.

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