This section provides an overview of the employee assignment creation process, and discusses how to:
10.4.1 Understanding Employee Assignment Creation
You can use the EE Assignment program (P0716701) to create employee assignments and to define time entry templates for each assignment. This assignment approach enables a human resources administrator to create flexible employee assignments that are specific to a range of work assignments that use various billing rates, recharge arrangements, and so on. After all assignment and time entry template information is complete, the administrator can use a batch process to automatically generate semi-complete timecards that contain assignment-specific information. After you create these templates, you can use the Speed Time Entry program (P051121) to locate the timecards by batch number, and complete them with information that is specific to the pay period, such as the number of hours worked.
To use the employee assignment process, you must:
Create employee assignments.
Define time entry templates for each assignment.
To begin, you must create an employee assignment record. After you create the assignment, you can define the time entry template that is associated with each assignment. When you define the time entry template, you specify the information that you want to include on all timecards that are created for that assignment, including the job description, pay rates, and billing rates.
When the system processes employee assignment information in Service Billing, the job description is printed as an explanation on the bill.
When you define a time entry template for an assignment, you must set up at least one pay rate for regular pay. The system automatically enters this rate on all timecards that are associated with the specified assignment. For example, you might set up an assignment that pays employees 10 USD per hour for regular time, and 15 USD for overtime. When you enter this information on the assignment, the system automatically uses these rates to create the employee's timecards. You must, at minimum, enter a pay rate for regular pay; however, you can set up rates for additional pay types, such as overtime, double-time, or holiday pay.
You might also need to enter billing rate information for the assignment. If you have set up the system to derive billing rates using a markup table, or if you are not creating billing records for the assignment, you can leave the billing rate blank. However, if you are not using a markup table, you must set up a billing rate if you want to create billing records for the time associated with an assignment.
If a job description is not entered and pay rate information is not set up, the system does not create an assignment record.
The employee assignment number that the system creates for each record is a unique, system-assigned number generated from the next numbers feature of the software. This number is not accessible for manual changes.
On the T/E Template form, the fields on the series of tabs provide an opportunity for you to temporarily override, but not permanently overwrite, information in the F060116 table. For example, if you have set up the employee as part of Home Company 100 in the F060116, but want to pay the employee under Home Company 50 for a specified assignment, you can override the Home Company at the assignment level. If you want to use the information from the F060116 table when creating timecards for the assignment, you do not need to enter values.
The tables that the system uses when you are setting up time entry templates with the employee assignment program are:
After you create employee assignments and define time entry templates for those assignments, you might find that you want to change the information. For example, if an employee continues to work in a specified assignment, but receives a pay rate increase, you can update the existing assignment and template information, rather than creating a new assignment with updated information.
10.4.1.1 Calculating Overtime for Employee Assignments
If you need to calculate overtime differently for different assignment records, you can use the Timecard Automation module to perform the calculations. First, you must set up an overtime rule and enter that rule in UDC 07/OR before you create employee assignments. You then enter the overtime rule on each assignment. After you create timecard templates, you can process the timecards through the Timecard Automation module to calculate the correct overtime amounts for the timecards. When you process the overtime rule, you must enter the overtime rule code in the data selection criteria to ensure that only the timecards that are associated with the assignment records which use that overtime rule are processed.
Alternatively, you can create an employee group, using the overtime rule as the data selection criterion when you create the group. After the employee group exists, you apply a specific overtime rule to the group. For example, assume that the company pays union employees at an overtime rate that is different from nonunion employees. To satisfy this distinction, you can create and assign overtime rule code 555 to union employee assignments. You then create an employee group, based on overtime rule code 555, and apply the overtime rule to this group.
Nonunion employees might receive a different overtime rate, so you apply a different overtime rule to those employees by including them in a separate group with its own overtime rule. Although this UDC is specific to Employee Assignment, you can use this feature to separate employees or employee groups for overtime processing when you create employee assignments.
Important:If you use the employee group method to calculate overtime rules for timecards that are created using the Employee Assignment module, be aware that the system calculates all of the timecards for a single employee using the same overtime rule. For example, if an employee is included in an employee group that is associated with overtime rule 555, all of the timecards for that employee are processed using overtime rule 555.
Therefore, if you want some of the employee's timecards to be processed using overtime rule 555, and other timecards to be processed using overtime rule 777, you cannot use the employee group method to process overtime rules.
10.4.2 Forms Used to Create Employee Assignments
|Work With EE Assignment||W0716701A||Employee Assignment (G05EA10), Employee Assignment. Review the processing options, and then click OK||Select an existing assignment for revision, or access the EE Assignment form.|
|EE Assignment||W0716701B||Click Add on Work With EE Assignment.||Create an employee assignment.|
|TE Template||W0716701C||Click Find on Work With EE Assignment. |
Select an assignment record and then select TE Template (Time Entry Template) from the Row menu.
|Define time entry templates for employee assignments.|
|EE Assignment Job Description||W0716703B||Select Job Desc from the Form menu on TE Template.||Add job description information to an employee assignment.|
|EE Assignment Pay/Bill Rates||W0716702B||Select Pay Rates from the Form menu on TE Template.||Add rates to the timecard template that the system uses when processing a payment to a contracting entity.|
10.4.3 Setting Processing Options for the EE Assignment Program (P0716701)
Processing options enable you to specify the default processing for programs and reports.
- 1. Pay Basis
Specify the Pay Basis.
- 2. Pay Type
Specify the pay type.
- 3. Overtime Rule
Specify which overtime rule to apply to the timecard record when the timecard automation process is used; UDC code (07/OR)
- 4. Recharge Code
Specify whether the Recharge processing option for the Payroll Journal Entry program is used for the employee time; UDC code (07/RC). This value is assigned to the Record Type (RCCD) in time entry. Values are:
1: Payroll Processing Only.
2: Payroll and Recharge Processing.
3: Recharge Processing Only (no effect on the employee wages).
- 5. Daily Time Entry Required
Specify a value that indicates whether daily time entry records are required. If this value is blank or zero, then only one time entry record is required per pay period. Values are:
0 or Blank: Only one time entry record is required per pay period.
1: Daily time entry records are required.
10.4.3.2 Defaults/Cat Codes P/R
- 1. Category Codes - Payroll1 through 4. Category Codes - Payroll4
Specify category codes for Payroll 1, Payroll 2, Payroll 3, and Payroll 4.
- 1. Subledger - G/L (subledger - general ledger)
Specify a value for Subledger - G/L.
- 2. Subledger Type
Specify the Subledger Type.
- 1. Manufacturing (future use)
Specify a manufacturing value.
- 1. Enable Multicurrency Functionality (future use)
Specify whether to enable multicurrency functionality. Values are:
0: Do not enable.
- 2. Recharge Mode
Specify which amount, for recharge records, is the fixed amount and is not susceptible to currency fluctuations. Values are:
0: The amount in the home business unit currency is the fixed amount.
1: The amount in the recharge job currency is the fixed amount.
Note:This code does not apply to other payroll records. For example, for document type T2, the home business unit currency is the fixed amount.
10.4.4 Creating Employee Assignments
Access the EE Assignment form.
- Description Line 2
Enter a second, 30-character description, remark, or explanation.
If a work order or a charge out business unit exists for the assignment, leave this field blank.
- Order Number
Enter a number that identifies an original document. This document can be a voucher, a sales order, an invoice, unapplied cash, a journal entry, and so on.
If a chargeout business unit exists for the assignment, leave this field blank. You can use either a work order number or a chargeout business unit to identify the employee assignment, but not both.
The Order Number is not transferred to the timecard when time entry templates are created, as the timecard does not have a Work Order field. This field is for informational purposes only. Additionally, If the work assignment is outside the employee business unit, the work order normally includes the business unit to which the work is billed.
- Chargeout Business Unit
Enter a value that represents the location in which the employee worked. You can use this value to specify that an employee worked at this location but charged the time to a different business unit. This value is used for deriving rates from the Union Pay Rate table and is used exclusively by the Certified Payroll Register.
If a work order exists for the assignment, leave this field blank. You can use either a work order number or a chargeout business unit to identify the employee assignment, but not both.
A value in this field overrides the rates that are set up in the F069126 if the table is set up by job or business unit.
The value that you enter in this field overrides the Job Location field on the timecard when you generate timecard templates.
- Operations Sequence Number
Enter a number that is used to indicate an order of succession.
In routing instructions, a number that sequences the fabrication or assembly steps in the manufacture of an item. You can track costs and charge time by operation.
In bills of material, a number that designates the routing step in the fabrication or assembly process that requires a specified component part. You define the operation sequence after you create the routing instructions for the item. The JD Edwards EnterpriseOne Shop Floor Management system uses this number in the backflush and preflush by operation process.
In engineering change orders, a number that sequences the assembly steps for the engineering change.
For repetitive manufacturing, a number that identifies the sequence in which an item is scheduled to be produced.
Skip To fields enable you to enter an operation sequence that you want to begin the display of information.
You can use decimals to add steps between existing steps. For example, use 12.5 to add a step between steps 12 and 13.
- Type Operation Code
Enter a UDC (30/OT) that indicates the type of operation. Values include:
A: Alternate routing
TT: Travel time
IT: Idle time
- Copy WO or Chargeout BU description to Task Description (copy work order or chargeout business unit description to task description)
Enter an option that specifies the type of processing for an event. If you enter an existing work order number or chargeout business unit, check this option if you want the system to populate the Description field.
- Employee Identification
Enter the employee number, TAX ID, or Alternate number, depending on the employee number mode that is set up in the Payroll Constants for company 00000.
- Scheduled Start Date
Enter the calendar date that an employee assignment activity is scheduled to begin.
- Scheduled End Date
Enter the calendar date that an employee assignment activity is scheduled to end.
- Scheduled Start Time (HH/MM/SS)
Enter the time of day that an employee assignment activity is scheduled to begin.
- Scheduled End Time (HH/MM/SS)
Enter the time of day that an employee assignment activity is scheduled to end.
- Assigned Hours
Enter a number that indicates the hours that have been assigned to this task.
- Assignment Percentage
Enter a percentage that indicates the proportion of a resource's time that will be allocated to the task.
- Date Assigned
Enter the date the person responsible for the work order receives the work order.
10.4.5 Defining Time Entry Templates for Employee Assignments
Access the TE Template form.
- Pay Basis
Enter a code that identifies the pay basis. An error results if you enter values in both the Pay Basis and Pay Type fields. The employee assignment must be based on either the employee pay basis or pay type.
- Overtime Rule
Enter a UDC code (07/OR) that indicates which overtime rule to apply to the timecard record when the timecard automation process is used.
Complete this field only if you are using timecard automation to calculate overtime rates. Also note that the overtime rate process is not automatically launched if you complete this field. You must process overtime rule information using the Timecard Automation module.
- Recharge Code
Enter a UDC code (07/RC) that identifies whether the Recharge processing option for the Payroll Journal Entry program is used for the employee time. This value is assigned to the Record Type (RCCD) in time entry. Values are:
1: Payroll Processing Only
2: Payroll and Recharge Processing
3: Recharge Processing Only (no effect on the employee wages)
If you enter a 3 in this field, you should also enter a value in the Remit To Rate field on the EE Assignment Pay/Bill Rates form. This form appears when you complete step 17 of this task. If you use recharge, then the assignment must be billed out, as opposed to payment through the payroll system.
- Daily T/E Req (daily time entry required)
Enter a value that indicates whether daily time entry records are required. If this value is blank or zero, then only one time entry record is required per pay period.
When you select this option, daily time entry records are required. When you generate new time card templates, the system generates daily time cards. If you leave this option blank, only one time card is required for each time reporting period. Values are:
0 or Blank: Only one time entry record is required per pay period.
1: Daily time entry records are required.
Access the CO/BU tab.
- Company - Home
Enter the company to which the employee is assigned. This code is used to store historical payroll information and to determine accounts for some journal entries.
- Customer Number
Enter the Address Book Number of customer.
- Check Route Code
Enter a UDC (07/CR) that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery.
Access the Job/Pos tab.
- Amount - Uprate
Enter an amount that the system adds to an employee's base hourly rate. For example, you might enter a rate differential for equipment operators when they move from operating one piece of equipment to another piece. The system adds the uprate amount to the base pay rate to calculate gross wages before it performs any other rate calculations, such as applying a shift differential or pay type multiplier.
- Shift Differential
Enter an additional rate, expressed in dollars or percent, added to an employee's hourly rate, depending on the shift worked. This rate can be applied in one of two ways, as defined by the Shift Differential Calculation Sequence (data item CMTH).
- Percent or Amount
Enter a code that specifies whether Shift Differential contains an hourly rate or a percentage. Values are:
H: The system adds the amount in Shift Differential to the hourly rate.
%: The amount in Shift Differential is a percentage of the hourly rate that the system adds to the hourly rate.
10.4.5.3 Cat Codes P/R
Access the Cat Codes P/R tab.
- Category Code 01
Enter a category code that defines JD Edwards EnterpriseOne Payroll system needs. You can define the use and description of this code to fit the organization. For example, you can set up a category code for information such as Division, Supervisor, Branch office, Health insurance plan, Stock plan, and so on.
Note:When setting up category codes in the JD Edwards EnterpriseOne Workforce Management system, you should coordinate information with the payroll department to insure that information is not duplicated or overwritten.
Access the Subledger tab.
Enter a value such as equipment number or work order number that you can attach to the end of an account number to further define an account and more easily track it.
- Subledger Type
Enter a code identifying the type of subledger in the previous field. If you enter a subledger, you must also enter a subledger type.
10.4.5.5 P/R Tax
Access the P/R Tax tab.
- Tax Area (Work)
Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the valid codes for the location, refer to the documentation for the tax calculation software that you are using.
- Worker's Comp (worker's compensation)
Enter a code from UDC 00/W that represents a worker's compensation insurance (WCI) code. This code should correspond to the classifications on the periodic worker's compensation insurance reports.
- Sub Class
Enter a code that specifies any special circumstances associated with the workers compensation insurance (WCI) code, resulting in multiple rates for the same WCI code due to location or risk, for example. The subclass should remain blank if multiple rates do not exist. Default codes are:
Blank: There are no special circumstances associated with this code.
F: There are special circumstances associated with this code.
10.4.5.6 Sales Tax
Access the Sales Tax tab.
You can use these fields for information only. Unless custom modifications are made to the service billing software, the system does not use this information.
- Tax Expl Code (tax explanation code)
Enter a hard-coded UDC (00/EX) that controls the algorithm that the system uses to calculate tax and general ledger distribution amounts. The system uses the tax explanation code in conjunction with the tax rate area and tax rules to determine how the tax is calculated. Each transaction pay item can be defined with a different tax explanation code.
- Tax Rate/Area
Enter a code that identifies a tax or geographic area that has common tax rates and tax authorities. The system validates the code you enter against the Tax Areas table (F4008). The system uses the tax rate area in conjunction with the tax explanation code and tax rules to calculate tax and general ledger distribution amounts when you create an invoice or voucher.
- GeoCode Ship From
Enter the location (warehouse or store location) from which a product was shipped or where a service is performed. This location is used by the Quantum calculating tax engine to determine the appropriate taxing jurisdiction.
- GeoCode Order Accept
Enter the jurisdiction where a sales transaction is approved or a contract is accepted by the seller.
- Vertex Transaction Type
Enter the Vertex Sales and Use Tax transaction type.
- Vertex Product Category
Enter a UDC used in the Vertex Tax Decision Maker for products or services that are nontaxable or are at a nonstandard rate.
10.4.5.7 Equipm Bill
Access the Equipm Bill tab.
- Equipment Worked
Enter an identification code for an asset that you can enter in one of these formats:
1: Asset number (a computer-assigned, 8-digit, numeric control number).
2: Unit number (a 12 character alphanumeric field).
3: Serial number (a 25 character alphanumeric field).
Every asset has an asset number. You can use a unit number and a serial number to further identify assets as needed.
If this is a data entry field, the first character that you enter indicates whether you are entering the primary (default) format that is defined for the system or one of the other formats. A special character (such as / or *) in the first position of this field indicates the asset number format that you are using. You assign special characters to asset number formats on the fixed assets system constants form.
- Equipment Rate Code
Enter a UDC (00/RC) that indicates a billing rate, such as DY for daily, MO for monthly, and WK for weekly. You can set up multiple billing rates for a piece of equipment.
If you leave this field blank, the system searches for a valid billing rate in this sequence:
This table contains the most detailed rate information. You can assign multiple rates for a job. For example, you can set up separate rates for different equipment working conditions.
F08001 or F0006 tables.
This table contains less detailed rate information than the Account Ledger Master. You can only set up a single rate for a job based on this table.
This table contains the least detailed rate code information. The system searches this table according to the criteria you establish when setting up the table.
- Equipment Object Account
Enter a code that describes the equipment object account. Use this field to indicate the object account to which you want the system to distribute equipment utilization charges. If you leave this field blank, the system uses a default value from the Payroll Accounting tables. You can override this value on individual timecards.
- Billing Rate
Enter the dollar amount for the equipment billing rate. Each equipment item can have numerous billing rates based on the rate code. The equipment billing rate can consist of up to ten different rates. For example:
Billing Rate = 100 USD
20 USD = Rate 1 (Ownership Component)
50 USD = Rate 2 (Operating Component)
25 USD = Rate 3 (Maintenance Component)
5 USD = Rate 4 (Other Costs Component)
The Equipment Time Entry program provides for the entries of debits or charges to specific cost accounts using the total billing rate (for example, 100 USD).
When these entries are posted to the general ledger, credits are recognized in revenue accounts for each of the rate components. This enables you to separate portions of the equipment billing by type of cost. You do not need to use the rate components concept unless it is appropriate to the business. Also refer to data item ERC: Equipment Billing Rate.
10.4.6 Adding a Job Description to an Employee Assignment
Access the EE Assignment Job Description form.
- Date Effective
Enter the date the assignment becomes effective.
- Job Description
Enter the description of the job.
10.4.7 Setting Up Third-Party Payment Information
Access the EE Assignment Pay/Bill Rates form.
- Date Effective
Enter the date the assignment becomes effective.
- PDBA Code (pay type, deduction, benefit, and accrual code)
Enter the PDBA code used for the payment.
Enter a description of the payment.
- UM (unit of measure)
Enter a value that specifies the unit of measure.
- Pay Rate
Enter the rate that the system uses to create the payment.
- Billing Rate
Enter the rate that the system uses to create the billing rate on the payment.
- Remit to Rate
Enter a value in this field when you need to manually pay a third party instead of an employee. For example, if a temporary agency does not have the staff to fill an assignment, they might need to contract with another temporary agency to fill the assignment. The Remit To Rate field can be used to enter the rate that must be paid to the third-party temporary agency for the use of their employee.
As the billing circumstances for each company might require different programming, this field requires custom programming to function correctly. Additionally, you must enter 3 for the Recharge Code on the Basic tab of the TE Template form that is associated with this assignment record.
Work Log Components
The different fields to be filled in the work log sheet are:
1. Department: The department in which the employee works.
2. Date: The date for which the work log sheet is being prepared.
3. Employee Name: The name of the employee who is recording his work activities on the log sheet.
4. Supervisor’s Name: The name of the supervisor or manager to whom the employee reports, as per work hierarchy.
5. Start/Stop Time: In the free work log sheet provided with this article, the time slabs are for half an hour each. The employee is required to fill in the work activities performed by him using these time slabs. However, since most tasks cannot be completed in half an hour, instead of writing the same work activity on each time slab, the employee can just cover the time slabs over which the task continued with a vertical line and put the task name just once against it.
6. Task Performed: The names of the tasks that were performed during the course of the day, like client meetings, preparing reports, etc. There is no need to get too descriptive about the work performed – just a word or two that describes the task is sufficient.
7. Equipment or Resources Used: The names of the main equipment or resources that were used to perform the task, if any, can be added in this field of the work log sheet.
8. Final Remarks: This field is again optional. If the employee has some important remarks to leave about the task, they can be added here.
9. Signatures: Every work log sheet must be signed by the employee as well as the supervisor.
Employers should encourage employees to complete the daily work log sheets and entrust the supervisors with the task of collecting them from all their subordinates on a daily basis.