How to use a "payroll benefit usage" earnings type in Time and Expense for Projects in Microsoft Dynamics SL

Applies to: Dynamics SL 2011Time and Expense for Projects

INTRODUCTION


This article describes how to use a payroll benefit usage earnings type in Time and Expense for Projects in Microsoft Dynamics SL.

More Information


Consider the following scenario:
  • In the Benefit Maintenance (02.340.00) screen, you have a benefit set up. For example, the benefit is vacation. Then, you note if the Accrue Liability check box is selected or cleared.
  • In the Earnings Type Maintenance (02.270.00) screen, you have a benefit usage earnings type set up. For example, the earnings type is VAC.
To use the benefit usage earnings type in Time and Expense for Projects in this scenario, follow these steps:

  1. Add your benefit usage earnings type ID to the EARN code type. To do this, follow these steps:
    1. In the Modules list, click Project Controller.
    2. In the Project Controller pane, click Code File Maintenance in the Maintenance area.
    3. In the Code Type box, click EARN.
    4. In the Code Value box, type the earnings type ID that you set up in the Earnings Type Maintenance (02.270.00) screen.
    5. Click Save, and then close the Code File Maintenance screen (PA.CFM.00) screen.
  2. Create a timecard in Time and Expense for Projects. To do this, follow these steps:
    1. In the Modules list, click Time and Expense for Projects.
    2. In the Time and Expense for Projects pane, click Timecard with Rate/Amt Entry in the Input area.
    3. In the Employee box, type the ID of the employee who used the benefit.
    4. In the Week Ending Date box, type the appropriate date.
    5. In the Project box, type the appropriate project ID.
    6. In the Task box, type the appropriate task ID.
    7. In the Labor Class box, type the appropriate labor class.
    8. In the Earnings Type box, type the earnings type ID that you used in step 1d.
    9. In the Acct box, type the appropriate general ledger account. Use the following guidelines to determine which general ledger account to use:
      • If the Accrue Liability check box is not selected in the Benefit Maintenance (02.340.00) screen, type the labor expense account in the Acct box.
      • If the Accrue Liability check box is selected in the Benefit Maintenance (02.340.00) screen, type the pay labor interface offset account in the Acct box.

        Notes
        • The pay labor interface offset account refers to the account that you specified in the Account box in the GL Labor Posting & Pay Labor Interface Offset area. This area is found on the General Information tab in the Time and Expense Setup (TM.SET.00) screen.
        • If you have a benefit usage earnings type that accrues a liability, you must use the pay labor interface offset account when you create the timecard. Otherwise, you will have a balance in the pay labor offset account. Additionally, the GL Labor posting process in Time and Expense for Projects posts to the labor expense account one time. Then, the check in payroll posts to the labor expense account one time.
  3. Process the timecard in the typical manner.
The following example shows the entries that are made in the general ledger in this scenario.

Note $100 is the equivalent of five paid vacation hours at $20 per hour.
  1. The benefit accrues during an unrelated payroll check printing. The labor expense account is debited for $100. The vacation accrual account is credited for $100.
  2. You create a timesheet in Time and Expense for Projects to use the five vacation hours. Then, you run the GL Labor posting process. The pay labor offset account is debited for $100 and is then credited for $100.
  3. You run the pay labor interface, calculate the payroll check, print the payroll check, and then keep the payroll check. The vacation accrual account is debited for $100. The cash account is credited for $100.

    You now have a $100 balance in the labor expense account and a -$100 balance in the cash account. The balance in the pay labor offset account is $0. The balance in the vacation accrual account is $0.