Setting up a pay type for a recurring adjustment

A pay type, also known as a settlement type, is any of the following:

An item that is considered a taxable earning
A reimbursement
An item that may be deducted from a resource’s pay

You set up a pay type in the Pay Type Maintenance window. To access the window, go to Tools > Setup > Pay Type Maintenance.

The top of the window displays existing pay type records.
You use the tabs at the bottom of the window to create new records.

You must set up a pay type before you can set up a recurring adjustment record.

Creating a pay type for a recurring adjustment

A recurring adjustment is a scheduled adjustment record that you assign to a specific resource. Each recurring adjustment is based on a pay type. Use the tabs in the Pay Type Maintenance window to set up a pay type for a recurring adjustment.

Follow these steps.

Go to Tools > Setup > Pay Type Maintenance.
The Pay Type Maintenance window opens.
To create a pay type, click Add.
A new row is added to the grid.
In the fields, enter the appropriate information.
To save the pay type, click Save.

Main tab

Required field: *

Field	Definition
Item Code *	Enter a unique ID (up to six characters) for the pay type.
Description *	Enter a description of the pay type. This text prints on the settlement sheet.
Basis *	Select *Ancillary*.
Basis Unit * Rate Unit * Unit *	Select Flat in each field. Note: You do not use these fields to determine the pay calculation method. Instead, you define the calculation method when you set up the recurring adjustment based on this pay type.
Rate	This field does not require an entry for a recurring adjustment.
Sign (+/-)	Indicate whether this is a positive pay type or a negative pay type. Note: This field works in conjunction with the Tax/PreTax field. Do one of the following: Select + (plus sign) For a pay type used to process positive pay. Select - (minus sign) For a pay type used to process negative pay (a deduction).
Tax/PreTax	Indicate whether the recurring adjustment is taxable. Note: This field works in conjunction with the Sign (+/-) field. Use this chart to determine which selection to make in the Tax/PreTax field. If the Sign (+/-) field is set to positive +, then select: No For pay that is not taxable, such as toll reimbursements Yes For taxable earnings, such as a bonus or holiday pay If the Sign (+/-) field is set to negative -, then select: No For after-tax deductions, such as child support Yes For pre-tax deductions, such as 401k

Field

Definition

Item Code *

Enter a unique ID (up to six characters) for the pay type.

Description *

Enter a description of the pay type.

This text prints on the settlement sheet.

Basis *

Select Ancillary.

Basis Unit *

Rate Unit *

Unit *

Select Flat in each field.

Note: You do not use these fields to determine the pay calculation method. Instead, you define the calculation method when you set up the recurring adjustment based on this pay type.

Rate

This field does not require an entry for a recurring adjustment.

Sign (+/-)

Indicate whether this is a positive pay type or a negative pay type.
Note: This field works in conjunction with the Tax/PreTax field.

Do one of the following:

Select + (plus sign)
For a pay type used to process positive pay.
Select - (minus sign)
For a pay type used to process negative pay (a deduction).

Tax/PreTax

Indicate whether the recurring adjustment is taxable.
Note: This field works in conjunction with the Sign (+/-) field.

Use this chart to determine which selection to make in the Tax/PreTax field.

If the Sign (+/-) field is set to positive +,
then select:
- No
  For pay that is not taxable, such as toll reimbursements
- Yes
  For taxable earnings, such as a bonus or holiday pay
If the Sign (+/-) field is set to negative -,
then select:
- No
  For after-tax deductions, such as child support
- Yes
  For pre-tax deductions, such as 401k

Security tab

Field	Definition
Edit in Dispatch	TMW recommends that you clear the Edit in Dispatch check box. This prevents dispatchers from being able to look up, add, or delete deduction pay details in the Advances/Misc Labor window.

Field

Definition

Edit in Dispatch

TMW recommends that you clear the Edit in Dispatch check box. This prevents dispatchers from being able to look up, add, or delete deduction pay details in the Advances/Misc Labor window.

Accounting tab

Required field: *

Field	Definition
AP GL#	If the pay type is used with settlements for Accounts payable resources, enter the pay type’s default general ledger number.
Payroll GL#	If the pay type is used with settlements for Payroll resources, enter the pay type’s default general ledger number.

Field

Definition

AP GL#

If the pay type is used with settlements for Accounts payable resources, enter the pay type’s default general ledger number.

Payroll GL#

If the pay type is used with settlements for Payroll resources, enter the pay type’s default general ledger number.

System code pay types used with recurring adjustments

Pay types that are a standard part of TMW Back Office are pre-loaded in the system. These pay types are called system codes and cannot be deleted. You can retire system codes if you prefer not to use them.

An example of a pay type system code is shown in the following illustration. System code indicators display in the grid and in the Pay Type Flags section of the Main tab.

The following system codes for deduction pay types are intended for use with the recurring adjustment feature.

Item Code	Description	Used for
ESC	Escrow Payment	Setting up standing deductions for escrow accounts
IT-	Interest Credit	Interest paid on money held by a trucking company into an account for an asset
IT+	Interest Payment	Interest credited on money held by a trucking company in an account for an asset
PDA	Per Diem Credit	Issuing non-taxable per diem pay Note: Due to special coding used for this pay type, do not use it when manually entering per diem amounts. Instead, set up a separate per diem pay type to be used for manual entries.

Item Code

Description

Used for

ESC

Escrow Payment

Setting up standing deductions for escrow accounts

IT-

Interest Credit

Interest paid on money held by a trucking company into an account for an asset

IT+

Interest Payment

Interest credited on money held by a trucking company in an account for an asset

PDA

Per Diem Credit

Issuing non-taxable per diem pay

Note: Due to special coding used for this pay type, do not use it when manually entering per diem amounts. Instead, set up a separate per diem pay type to be used for manual entries.