Employee Payroll Items (add and edit)
Employee Payroll Items (add and edit)
If you didn’t find what you were looking for, try a new search!
Employee Payroll Items Form
The Employee Payroll Items form is used to configure all payroll-related settings for individual employees. This includes earnings, deductions, tax settings, time off, and other payroll preferences. Below is a detailed explanation of the header fields and the General tab.
Header Fields (Top of Form)
Employee: Displays the name of the employee whose payroll settings are being configured. This is populated from the employee record and cannot be edited here.
Hire Date: The employee’s official date of hire. This may be used in payroll reports and time-off calculations.
Release Date: If the employee is no longer active, this optional field allows you to enter the termination or release date. It’s useful for reporting and time-off accrual rules.
Use Time Sheet Hours: When checked, the system will use timesheet hours to calculate pay during payroll processing. Unchecked, the system will use hours entered directly in the paycheck.
Eligible for Rehire: Marks whether the employee is eligible to return to work. This is an internal tracking option and does not affect payroll.
Pay Period (Frequency): Specifies how often the employee is paid. Common options include Weekly, Bi-Weekly, or Monthly. This setting impacts paycheck generation and tax calculations.
Pay Group: Categorizes the employee into a payroll group (e.g., Hourly, Salary). This helps streamline payroll runs by grouping employees with similar pay types.
General Tab Fields
This tab contains default settings that influence how this employee’s time, pay, and labor are recorded throughout the system.
Default Earning Item: Selects the default earning item used when generating regular pay for this employee (e.g., Hourly Reg – Admin). This is used when creating paychecks or importing time from timesheets.
Default Overtime Earning Item: Specifies the default earning item used when the employee is paid for overtime hours. This ensures that overtime pay is calculated and categorized correctly.
Default Service Item: Selects the default service labor item used on invoices, timesheets, and job costing reports. It represents the kind of labor this employee performs.
Default Earning Item for Travel: This optional field allows you to define a separate earning item for travel time. Helpful when travel pay is tracked differently than regular or overtime pay.
Default Workers Comp Code: Assigns the appropriate Workers’ Compensation code (e.g., Clerical & Office) for the employee. This affects workers comp liability and reporting.
Employment Status: Indicates the employee’s current status such as Full-Time, Part-Time, or Seasonal. Useful for filtering and compliance reports.
Gender: Used for reporting purposes such as ACA or EEOC. Select from Male, Female, or Unspecified.
Commissions Panel
Default Commission Method: Defines how commissions are calculated for this employee (if applicable). Common methods include percent-of-sale, percent-of-profit, etc. Leave blank if commissions are not used.
Default Commission Earning Item: Assigns the earning item to be used for tracking commission income on paychecks. This ensures commissions appear correctly on payroll reports.
Tip: Aptora recommends using a dedicated earning item specifically for commissions to avoid confusion with regular earnings.
Other Fields
Employee is Billable: When checked, this employee can be marked as billable on work orders and job costing reports. This flag enables job profitability and billing tracking.
Available Person Days: Enter the number of available working days for the employee in the current year (e.g., 240 for a full-time employee with holidays and PTO subtracted). This may be used in capacity or utilization reporting.
Earnings Tab
The Earnings tab allows you to define all pay types applicable to this employee (e.g., hourly, vacation, bonus). Each row corresponds to a unique earning item that may be used on their paycheck.
Grid Columns
Earning ID: The name of the earning item (e.g., Hourly Reg – Admin). Used throughout payroll, timesheets, and job costing.
Description: A short explanation of the purpose of this earning item (e.g., Non-billable hourly employees).
Calculation: Method of pay calculation — typically “Hourly Rate,” “Fixed Amount,” or “Percent.”
Amount: The dollar value of the pay rate, salary, or flat amount.
Job Costing Rate: The rate used for job costing purposes. This is optional and may differ from the pay rate.
Default Hours: Pre-loaded hours used on paychecks, generally set to zero unless a default is desired.
Department: Optionally assign this earning item to a specific department for tracking and reporting.
Inactive: When checked, this earning item will no longer be used for this employee.
Account: The Chart of Account used to record this payroll item (e.g., Admin Wages, Bonuses, PTO).
Time Off: Indicates whether this earning item is tied to the Time Off system.
Time Off ID: If Time Off is enabled, this field shows the associated Time Off policy or bank.
Bottom Grids
Deductions Calculating on this Earning: Displays any employee deductions (e.g., health insurance) that apply to this specific earning item.
Liabilities Calculating on this Earning: Lists the employer payroll liabilities (e.g., FICA, FUTA) that are triggered when this earning item is used.
Taxes Calculating on this Earning: Indicates which taxes are withheld from this type of earning (e.g., Federal Income Tax, KS).
Deductions Tab
This tab manages any employee deductions, such as insurance premiums, 401(k) contributions, or garnishments.
Grid Columns
Deduction ID: The name of the deduction (e.g., Employee Health, 401K Plans).
Description: A short explanation of what the deduction covers.
Calculation: Indicates if the deduction is a fixed amount, percentage, or other.
Deduct From: Specifies whether the deduction is calculated from gross pay, net pay, etc.
Amount / Percent: Shows the dollar amount or percentage being deducted.
Limit: Optionally set a maximum amount to be deducted for the year.
Begin Date / End Date: Date range the deduction is active. Leave blank if ongoing.
Inactive: Marks the deduction inactive for this employee (won’t be calculated).
Tax Tracking: Specifies the tax reporting purpose of the deduction (e.g., 401(k), HSA).
FICA / FUTA / SUTA Reduction: Indicates if the deduction reduces the taxable wage base for these taxes.
Account: The Chart of Account used to post this deduction (e.g., Insurance – Health).
Vendor: The vendor receiving the payment (e.g., insurance company, investment firm).
Limit Reset: Defines whether the deduction resets annually or never resets.
Bottom Grids
Earnings Using this Deduction: Displays which earning items this deduction applies to.
Liabilities Exempt from this Deduction: Lists employer-paid liabilities that will be reduced or excluded.
Taxes Exempt from this Deduction: Lists the employee taxes that will be excluded when this deduction is used.
Tax Info Tab
This tab captures key tax-related details for both federal and state income tax withholding.
Fields
SSN: The employee’s Social Security Number. Required for tax reporting and W-2 generation.
Date of Birth: The employee’s birth date. May be needed for ACA, benefits, and other HR requirements.
Tax Credit (Line 3): Optional entry related to the IRS W-4 form’s tax credit for dependents. Use only if applicable.
Default Federal Withholding Info
Total Allowances: The number of allowances claimed by the employee for federal withholding (older W-4 method).
Additional Amount: Optional flat dollar amount the employee wants withheld per paycheck.
Filing Status: Filing status selected on the W-4 form (e.g., Single, Married).
Default State Withholding Info
Total Allowances: Same as federal, but specific to the employee’s state (e.g., Kansas).
Additional Amount: Optional state-specific extra withholding.
Filing Status: The state equivalent of W-4 filing status.
Employee to File Exempt Status: Check this if the employee is exempt from withholding (be cautious — supporting documentation should be on file).
Date Last Updated: Tracks when the exempt status was last reviewed or entered.
W-2 Information
These checkboxes control W-2 reporting flags:
Statutory Employee: For employees who report income on Schedule C.
Nonresident Alien Employee: Required for international employee tax reporting.
Third-party sick pay: For employees receiving sick pay from an insurance carrier or third party.
Retirement Plan: Marks whether the employee is participating in a retirement plan (affects 1040/W-2).
Qualified Employee for HIRE Act: Legacy option for tax credits (if applicable).
Note: The message at the bottom of the form reminds users that data on this tab is for informational use and is not directly tied to tax calculations. The actual withholding settings must still be properly configured on the Taxes tab.
Taxes Tab
he Taxes tab is used to configure which taxes apply to the employee and how they are calculated. These tax items determine paycheck withholding and employer liability amounts.
Grid Columns
Tax ID: The name of the tax item (e.g., Federal Income, FICA SS, KS).
Description: A brief description of the tax item (usually auto-filled).
Type: Identifies whether the tax is Federal, State, Local, etc.
Amount: A fixed dollar amount to be withheld (rarely used; typically left at 0).
Percent: The percentage of pay to withhold. Most taxes (like FICA) calculate via percentage.
Limit / Max Per Year: Optional fields used to cap the amount of tax withheld or paid (e.g., Social Security wage limit).
Extra Withholding: A flat dollar amount to be withheld on top of the standard calculation. This is often used to increase FIT or SIT withholdings per employee request.
Misc Value / Aux Value: Optional, advanced-use fields. Most users will leave these blank. See notes below for more information.
Allowance: Number of allowances claimed. This is disabled for Federal Income, FICA Med, and FICA SS due to IRS rule changes. This field still applies to some state income tax systems.
Filing Status: Pulls from the Tax Info tab and can be edited here for state tax items.
Inactive: Marks the tax inactive for the employee without deleting it.
Account: The chart of account used to record the tax liability (e.g., Federal-WH, State WH).
Vendor: The government entity the tax is paid to (e.g., Internal Revenue Service).
Info / Limit Reset: Optional notes or settings to control tax resets (usually “Annually”).
Lower Panels
Earnings Using this Tax: Lists the earnings that this tax item applies to.
Deductions Exempt from this Tax: Displays any deductions that reduce or eliminate this tax’s calculation (e.g., 401K plans, pre-tax insurance).
Miscellaneous and Auxiliary Values
Miscellaneous (or “Misc Value”): This information comes from the employee’s W-4. In 2025, the value comes from Step 4 (4a – 4b). Or, (Other Income not from jobs) – (Deductions).
From the 2025 W-4 IRS Form:
Step 4 (optional):
(a) Other income (not from jobs). If you want tax withheld for other income you expect this year that won’t have withholding, enter the amount of other income here. This may include interest, dividends, and retirement income.
(b) Deductions. If you expect to claim deductions other than the standard deduction and want to reduce your withholding, use the Deductions Worksheet on page 3 and enter the result here.
(c) Extra withholding. Enter any additional tax you want withheld each pay period.
Note: Please check the latest version of the W-4 (if different).
Auxiliary (or “Aux Value”): This information comes from the employee’s W-4. In 2025, the value comes from Step 2c. Enter “1”. if Form W-4, Step 2, line C is checked. Otherwise enter zero or leave blank (either have the same effect).
From the 2025 W-4 IRS Form:
Step 2 (Multiple Jobs or Spouse Works):
(c) If there are only two jobs total, you may check this box. Do the same on Form W-4 for the other job. This option is generally more accurate than (b) if pay at the lower paying job is more than half of the pay at the higher paying job. Otherwise, (b) is more accurate.
Note: Please check the latest version of the W-4 (if different).
Additions Tab
The Additions tab is used for setting up other types of compensation outside of regular wages — such as bonuses, expense reimbursements, commissions, or per diems.
Grid Columns
Addition ID: The name of the addition item (e.g., Bonus Pay, Reimbursement).
Description: A short explanation of what the addition represents.
Calculation: Specifies if this is a fixed amount or a percentage of wages.
Amount / Percent: The dollar amount or percent to be added to paychecks.
Max Per: Optional maximum limit for each paycheck or a set period (e.g., no more than $200/month).
Tax Tracking: Indicates if the addition is taxable. If checked, it will affect taxes and reporting.
Inactive: When checked, the addition item will no longer be used.
Include Time Off: If checked, this addition is included when calculating time off-based pay.
Account: The Chart of Account used to categorize this earning on the General Ledger.
This tab is often left blank unless your company provides recurring or structured additional pay types.
Time Off Tab
The Time Off tab is used to define the employee’s vacation, sick leave, and PTO policies — including accrual rules, eligibility, and usage.
Grid Columns
Time Off ID: The name of the time-off policy (e.g., Vacation – Admin).
Description: Explains the type or purpose of the time-off policy (e.g., billable vs. non-billable).
Hours Per: The number of hours earned per period (e.g., per pay period or month).
Eligible Date: The first date the employee becomes eligible to accrue time off.
Available: Displays the current balance of hours available for use.
Inactive: Check this box to disable the time-off policy for the employee without deleting it.
Max Accruable: The total number of hours the employee can accumulate before accrual pauses.
Accrual Period: Defines when hours accrue — typically “Beginning of Year,” “Per Pay Period,” or “Employee Anniversary.”
Limit Reset: Indicates when the accrued hours or limits reset (e.g., annually or never).
Employer Liabilities Tab
This tab defines the taxes and benefit costs the company is responsible for paying on behalf of the employee. These do not reduce the employee’s paycheck but do affect the employer’s payroll expenses and liabilities.
Grid Columns
Liability ID: The name of the employer-paid liability (e.g., FICA employer, FUTA).
Description: A short explanation of the liability’s purpose.
Calculation: Indicates whether the liability is calculated based on Federal, State, or Percent of gross wages.
Percent / Amount: Either the percentage or fixed dollar amount paid by the employer for this liability.
Limit / Max Per Year: If applicable, these fields cap how much the employer pays annually for this liability (e.g., Social Security wage base).
Misc Value / Aux Value: Optional fields, rarely used. These can be left blank.
Inactive: Check this box to disable the liability item without deleting it.
Deduct From: Defines what wage base is used for calculation (e.g., Gross Pay). Caution: This is where most of the mistakes occur.
Tax Tracking: Indicates if this liability needs to be reported for tax purposes.
Account: The Chart of Account used for the liability (e.g., Federal-WH, State Unemployment).
Expense Account: The expense account where the cost of this employer-paid item is tracked (e.g., Payroll Taxes – Indirect).
Vendor: The recipient of this liability payment (e.g., IRS or state unemployment agency). This comes from the Vendor list.
Info: Optional notes or links for reference (e.g., rate source).
Limit Reset: Controls when the annual limit resets (e.g., Annually or Never).
Lower Panels
Earnings Using this Liability: Lists all earnings that will trigger this employer-paid cost.
Deductions Exempt from this Liability: Lists any deductions (e.g., pre-tax retirement) that reduce the wage base for calculating this liability.
Earning History Tab
This tab records and displays changes made to the employee’s earnings over time, allowing you to audit or track updates for compliance and internal controls.
Columns
Earning ID: The name of the earning item that was modified or added.
Action: Indicates whether the earning was Added, Modified, or Removed.
Old Amount / New Amount: Displays the previous and updated wage rate or value.
Difference: Shows the change in value between the two amounts.
Date/Time: Records the exact date and time the change was made.
User: Identifies the user who made the change.
Memo: Optional field where users can enter a note explaining the reason for the update.
This tab is especially useful for HR and payroll staff needing to audit wage changes or answer questions about past rates.
Employment History Tab
This tab provides a record of changes to the employee’s core setup values, such as status, position, or other general employment fields. It’s useful for documenting significant changes over time.
Columns
Field: The specific employment-related field that was changed (e.g., Pay Group, Employment Status).
Old Value / New Value: The previous and updated values for that field.
Date/Time: When the change occurred.
User: The user who made the change.
Memo: Optional notes related to the change (e.g., promotion reason, status update explanation).
