Admin Tools: Transaction Type

The Config Transaction Type screen is divided into four main tabs that give access to all transaction types in the system and provides many tools to create, view, and configure them. This article describes the tools and features in each tab of the Config Transaction Type window.

 

CHAPTERS

Detail Tab
Transaction Type Area
Add New and Cancel Buttons
Detail Sub-Tab
Tier Sub-Tab
Formula Sub-Tab
Property Tab
Edit a Transaction Type Property
Category Tab
Deduction Category
Deduction Category Details
Groups Tab
Transaction Types in Reporting Video

 

Detail Tab

The Detail tab allows users to create new transaction types, edit existing ones, and to view details about them.

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Transaction Type Area

 The transaction type area displays all of the transaction types that are present in the system.

Field Name Description
ConfigTransactionTypeID The ID number the system has assigned to the transaction type.
Name The name of the transaction type.
Description A short description of the transaction type.
Deduction Category The category that the transaction type belongs to.

 

Add New and Cancel Buttons

The Add New button starts the process of creating a new transaction type.

The Cancel button cancels the process of creating a new transaction type.

 

Detail Sub-Tab

The Detail sub-tab contains fields that display information about the transaction type currently selected in the Transaction Type area.

When creating a new transaction type, information is entered here. This section is also where details can be edited when making changes to an existing transaction type.

Field Name Description
Name The name of the transaction type. This name can be edited after the transaction type has been created.
Description A short description of the transaction type.
System name This name is not editable once the transaction type has been created.

 

Type Drop-Down Menu

Once a transaction type has been created and saved into the system, this drop-down menu is no longer editable.

Menu Item Description
Adjustment A one-time adjustment entered in Time Entry that is applied post-tax (for example, a charge for a drug test).
Adjustment + Deduction A post-tax adjustment that is taken once or multiple times and is dependent upon where the deduction is inserted either in time entry or employee record.
Deduction + Contribution A transaction that is both an employee permanent deduction and an employee contribution. This would apply to a benefit plan such as an employer-matched 401K plan.
ER Contribution An employer-only contribution for a type of benefit, such as employer paid long term disability coverage.
PayCode This type applies to transactions for regular, overtime, and double-time pay.
Permanent Deduction An employee's pay deduction that is entered in the Employee record only.
Custom Used for other transaction types not covered through the standard types described above.

 

Type Properties

After a type has been selected, the list of checkboxes below the Type drop-down menu will indicate properties associated with that type.

Some fields may not be editable. Whether a field is editable or not depends on if the Type property is either required or not applicable to the chosen transaction type.

Property Name Description
Is Adjustment Indicates that this type is one-time adjustment entered in Time Entry that is applied post-tax, e.g., a charge for a drug test.
Is Transactional Makes the transaction type available on the time card entry screen as a right-click option and as a type to add at the Order/Assignment level.
Is Tiered

Indicates that this is a tiered transaction type.

Allow Web Time Entry Allows a user to add time from the web portal for this transaction type. This transaction type will appear in the Type drop-down menu on the web portal when adding additional items.
Is Equipment Adds the transaction type to Mass Equipment Deduction tracking.
Is Discretionary Bonus

Indicates if the transaction type is a discretionary bonus or should be included as regular hours named "isDiscretionaryBonus" and if it should be included in overtime rate calculations.

Is Permanent Makes this transaction type available in the employee deduction screen setup.
Is ER Contribution Makes this transaction type available in the drop-down menu in the Employee Contribution sub-tree.
Show Employer Contribution on Paycheck The ER contribution for this transaction appears on the employee's paycheck. Enabled for ER Contribution or Deduction + Contribution transaction types.
Is Healthcare Indicates that this is a healthcare-related transaction.
Note: If the Config Option HealthcarePlanOffered is set to False, transactions with this setting are disabled.
Allow Multiple Entry Allows multiple transaction types to appear within the same transaction. For example, equipment returns or other one-off transactions, are allowed to occur multiple times per transaction.
Synced to Front Office

Only available after you create and save the transaction.

Indicates the transaction type is available for Integrated customers in the Front Office. 

Allow Negative

Only available when the "Add To Net" transaction type is selected.

When creating a new deduction (for example, a custom expense) a negative Amount or Percentage Of Net is possible. Negative amounts can be added in the Amount or Percent field. (For example, -5.00% of the net of an employee's check.)

The amounts will be calculated and displayed in the Deductions section of Checks, during Payroll.

An error message will display when users attempt to enter negative values in the Amount or Percent field when this is not active.

Apply Reg Rate

This is for a Pay Code transaction type. It indicates the transaction will use an employee's default Regular Pay Rate. This allows you to configure a Transaction Type where Type = Pay Code, to have an option to default the Pay Rate to the employee's regular rate. As an example, this is useful when arranging Retro Pay. The pay and bill rates will also apply to the Order Detail.

Note: When selected, the system will apply the existing REG rate upon initial setup for transactions within CLASSIC Back Office. It will not retroactively update existing transaction types if a REG rate is updated after the initial setup.

The Apply Reg Rate will work for manually entered transactions in CLASSIC Back Office Time Entry or imported using the Standard Import File. For customized import files, a request to add the Apply Reg Rate parameter can be made with the Technical Services team.

Transactions received from BOLD will maintain the rate that is applied in the BOLD configuration of Additional Transactions, however the rate can be updated manually in CLASSIC Back Office Time Entry.

Is Non-Cash Benefit

Only applicable to Canadian Customers.

Indicates if the transaction type is a Non-Cash Benefit.

Canadian Non-cash / Non-insurable Taxable Benefits and Allowances - Admin Tools

 

Deduction Category

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Field Name Description
Deduction Category Assigns a category to the transaction type. Categories are used to organize the groups of transaction types. The creation and management of categories is done from the Category tab.

 

Vertex Ded Code

The list of deductions available in pre-tax situations, e.g., retirement or a Section 125 cafeteria plan.

The options available in the drop-down menu are:

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Field Name Description
Vertex Ded Code
  • 125 Reg - tax exempt for all Federal, Social Security, and Medicare
  • 401k Deferral Reg - pretax to the yearly limit
  • 403B Deferral Reg - pretax to the yearly limit
  • 125 Dependent Care Reg - pretax to the yearly limit
  • 401K CU2 Over 50 Reg - pretax to the yearly limit
  • 403B CU2 Over 50 Reg  - pretax to the yearly limit
  • 125FSA Reg - pretax to the yearly limit
  • HSA – 125 Individual - pretax to the yearly limit
  • HSA – 125 Family - pretax to the yearly limit
  • HSA – 125 Catchup - if 55 years of age or older - pretax to the yearly limit
  • Roth 401k Reg (taxable) - aggregates to the yearly limit in conjunction with these deductions [401k Deferral Reg, 403B Deferral Reg, Roth 403B Reg, and Roth 401k Reg]
  • Roth 403B Reg (taxable) - aggregates to the yearly limit in conjunction with these deductions [401k Deferral Reg, 403B Deferral Reg, Roth 403B Reg, and Roth 401k Reg]
  • Roth 403B CU (taxable) – taxable to a limit
  • Roth 401k CU (taxable) – taxable to a limit
  • Qualified Parking Reg – pretax to a monthly limit
  • Qualified Parking Sup - pretax to a monthly limit
  • Vanpool and Transit Passes Reg - pretax to a monthly limit
  • Vanpool and Transit Passes Sup - pretax to a monthly limit

 

Vertex Pay Code

Tax implications, including if a compensation status is exempt or non-exempt from taxes, can vary by State and by Local, (by city or county) and change from year to year.

  • Always:  Access the appropriate agency for current information:

This is what is supported today:

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Field Name Description
Cash Standard taxable wages, not supplemental wages
Group Term Life Over $50000 IRC section 79 provides an exclusion for the first $50,000 of group-term life insurance coverage provided under a policy carried directly or indirectly by an employer. There are no tax consequences if the total amount of such policies does not exceed $50,000. The imputed cost of coverage in excess of $50,000 must be included in income, using the IRS Premium Table, and are subject to social security and Medicare taxes.
Bonus Bonus should be selected for supplemental pay.
Severance Pay Compensation an employer provides to an employee that has been laid off, whose job has been eliminated, who through mutual agreement has decided to leave the company, or who has parted ways for other reasons
Severance Pay Required by law or contract If severance pay is required by law or contract
Expanded Family and Medical Leave This pay code is in reference the FMLA portion of the FFCRA (Families First Coronavirus Response Act).  The expanded FMLA is no longer applicable and was effective April 1, 2020, through December 31, 2020. 
Emergency Paid Sick Leave This pay code is leave paid under the Emergency Paid Sick Leave Act as part of the FFCRA (Families First Coronavirus Response Act).  The emergency sick leave is no longer applicable and was effective April 1, 2020, through December 31, 2020. 

 

 

W2Box

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Field Name Description
W2Box Specifies the box to be filled out on the W-2 form.

 

W2Label

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Field Name Description
W2Label Specifies the W-2 label for this item.

 

Shared By Area

This section lists each branch in the organization.

 

Field Name Description
Site The branch name.
Staffing Supplier The organization the branch belongs to.
Checkbox Branches with a check have access to this transaction type.

 

Tier Sub-Tab

Some organizations have deductions that must be applied in a tiered manner based on the amount of income that the employee has earned, such as an IRS Tax Levy transaction where the deduction rate isn't applied until a certain annualized income level is earned by an employee.

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Field Name Description
Exemptions Not used when configuring tiered deductions and should be left blank.
IsFixAmount When checked, this indicates that a specific dollar amount will be deducted for this tier.
IsPercent When checked, this indicates that a percentage of the income will be deducted for this tier.
IsLevy When checked, this indicates that the entire amount between the Lower Limit and the Upper Limit will be deducted for this tier.
Deduction Rate Sets the specific dollar amount or the percentage that determines the amount deducted for this tier.
Lower Limit Sets the point at which the deduction for this tier will start.
Upper Limit Sets the point at which the deduction for this tier will stop.

 

Formula Sub-Tab

The Formula tab allows for the creation of a deduction transaction based on a user-defined formula.

 

Property Tab

The Properties tab allows users to make changes to the properties of transaction types and apply the changes to single branches or across an entire organization.

Field Name Description Additional Info
Select Branch This drop-down menu is populated by the branches in the organization. Selecting a branch from this menu will display its details in the Property grid below.  
Property Grid This grid displays a transaction type’s ID, Name, and the current setting for each transaction type property. Details about each property can be found by searching the knowledge base for the property name as it appears in the Property grid.
Fetch When the box in this section is checked, any changes made to the properties in the Property grid will be applied to all branches in the organization.  

 

Edit a Transaction Type Property

  1. Select a branch from the Select Branch drop-down menu.
  2. Search for the transaction type to be edited in the Property grid.
  3. Scroll horizontally to locate the property to be edited.
  4. If this change is to be made across all branches in the organization, add a check next to Apply Changes to All Branches.
  5. Click on the value in the grid.
  6. Enter the new value.
  7. Press Tab on the keyboard to save the change.
  8. If the change was applied to all branches, a confirmation message will appear.
  9. Click Yes on the confirmation message.

 

Category Tab

 The Category tab allows for the creation and editing of deduction categories.

 

Deduction Category

The Deduction Category section displays information about the categories in the system.

Field Name Description
Name The name given to the category
Description A short description of the category
Is DI Exempt Adding a check in this field indicates that the category is exempt from disposable income (DI), e.g., levy.

 

Deduction Category Details

The Deduction Category Details section displays the details of the category selected in the grid above. These fields are editable.

Add a New Category

  1. Click the Add New button.
  2. In the Name field in the Deduction Category Details section, enter a category name.
  3. In the Description field, enter a short description of the new category.
  4. If the category is DI Exempt, add a check after Is DI Exemption.
  5. Click the Save button.

Edit a Category

  1. Search for the category to be edited.
  2. Click on the category to be edited in the Deduction Category grid.
  3. In the Deduction Category Details area, click in the field to be edited.
  4. Make the required change.
  5. Click Save.

Groups Tab

The Groups tab allows for the creation and configuration of transaction type groups. Transaction type groups are used when creating deduction transaction formulas.

 

Groups contain collections of single transaction types. Often these transactions are similar or related. A group called "Insurance" may contain medical, dental, and vision insurance transaction types.

Transaction type groups are used to define values in the formula builder under the Formula sub-tab that appears on the Details tab. When a transaction formula uses a transaction type group, the sum of all single transactions in that group is applied.

Single transaction types are not limited to one group at a time. They can be used in multiple groups simultaneously. This provides flexibility when creating formulas based on different combinations of transaction types.

 

Transaction Types in Reporting Video

Transaction type configurations, properties, and setup items affect the data output in reports. The video below walks through the effects.

 

 

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