Department Maintenance Home | FAQs & Troubleshooting

 

Window Details			How Do I...
	Navigation			Process Payroll Expense and Tax Accrual
	Overview			Set Up Security by Department
	Fields			Set Up Liability Postings

 

Related Topics
	Account Maintenance		General Ledger Accounts
	Data Entry and Report Security

Overview

Use Department Maintenance to organize your Payroll system by department. Each department can represent a branch, division, store location, or profit center within your company. Up to 1,296 departments can be created, each with a unique alphanumeric number and name.

You can enter different general ledger account numbers for each department, including:

• Payroll expense accounts
• Time Off accrual accounts
• Expense accounts for each earnings code
• Accrual accounts for each deduction code
• Expense accounts for employer contributions

By assigning unique salary expense accounts and employer tax expense accounts to each department, amounts posted to each account reflect the activities for that department only. If you are integrating the General Ledger module with Payroll, the payroll expense amounts for each department are reflected on your financial statements and other General Ledger reports.

If a deduction code accrual account is defined for the employee's home department, that accrual account is used during the Daily Transaction Register update process instead of the accrual account defined in Deduction Code Maintenance. If a deduction code accrual account is not defined for the department in Department Maintenance, the accrual account defined in Deduction Code Maintenance is used during the Daily Transaction Register update process.

You can enter alternate general ledger expense accounts for earnings codes if you do not want to post to the standard payroll expense account for this department. An unlimited number of earnings codes can be entered.

You can maintain departments other than 00 if the Require Departments in Payroll check box is selected in Payroll Options. If the Require Departments in Payroll check box is cleared, you can enter information for department 00 only. Prior to processing payroll for the first time, you must enter general ledger account numbers for department 00.

Departments affect the numbering of your employees. The department number precedes the employee number entered in Employee Maintenance. Also, all reports containing employee information provide subtotals by department.

You can also use Department Maintenance to set up security so that users can access employee information only if they have rights to the employees' assigned department. For more information, see Data Entry and Report Security.

After entering department information, you can click the Print button to print a Department Listing.

Fields

 

Department Number	Description
1. Main
Standard Payroll	Accrue Tax Expense
Employer Disability	Accrue Tax Accruals
Employer Social Security	Payroll Accrual Account
Employer Medicare	(Time Off 1) Liability
Employer Other	(Time Off 1) Expense
Federal Unemployment Insurance	(Time Off 2) Liability
State Unemployment Insurance	(Time Off 2) Expense
Workers' Compensation	(Time Off 3) Liability
Accrue Wage Expense	(Time Off 3) Expense
2. Earnings
Earnings Code	Expense Account
3. Deductions
Deduction Code Accrual Account	Contribution Expense Account
4. Security
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