General Ledger (Setup) The general ledger is an accounting document that provides a general overview of an organization's financial transactions. An account, or general ledger ( GL ) code , is a number used to record business transactions in the general ledger. Prior to setting up your GL report please ensure that all Earnings, Allowances & Deduction Types are setup correctly ( refer to notes on “Payroll Info Setup”) Step 1 - Select ‘Add New GL Entry’ 1. Select a unit by which you wish to track payroll cost. CUBE allows businesses to develop GL reports by Department, Division, Job Title, Location & Team. 2. Select the type of GL you wish to setup. a. Select Allowances, Benefits, Deductions, Earnings, Employee if you wish to display these payroll expenses separately in the GL (is GL Item). E.g. Selecting “Allowances” will enable user to represent expenses like Travel, Housing & all other allowances paid to staff. b. Payroll Item is used when payroll expenses in the GL needs to be grouped, such as Gross Pay, Net Pay, Total Allowances, Total Deductions etc c. Salaries groups all Earnings & Allowances marked as “Is Salaries” ( refer to notes on “Payroll Info Setup”) and display these values in the GL as a single amount under the description “Total Salaries.” Total salaries can include Regular Pay, Overtime, commission, Travel Allowance etc…. d. Salary Control is the sum of (Net Pay + Taxable Deductions – Total Staff Loans +Total Salary Advances) e. c. Salaries & Wages Control allows users to report more extensively on all types of employee deduction. . Step 2 – Enter General Ledger Info In the example above the user has selected “Department” as the Unit and “Earnings” as the General Ledger Type (highlighted in yellow above). Users can also group departments with similar GL Codes. Step 3 – View General Ledger Info You can review/edit all General Ledger reports by selecting the view option in your control panel: These GL reports can be found in their respective “Payroll Summary Reports” and can be downloaded via pdf or .csv for easy upload into your accounting software. API integration also available.
PAYEES Setup Payees (Definition) - a person or institution to whom money is paid or is to be paid. Therefore payees could be banks, credit unions, various lending institutions, insurance companies & employees. Step 1: Go to Control Panel Step 2: Select ‘Add New’ Complete the required fields: 1. Enter full name of Payee (E.g. Simpson Finance Limited) 2. Enter Short Code (E.g. SIMPSON). This code aides with sharing this data across various software platforms (uploads/downloads) 3. GL Code – NA 4. Description – Optional 5. Payee Type – helps us to group and report on various payee assignments. 6. Routing # - A 9 digit number used to identify ECACH member banks. These banks include: a. Bank of Saint Lucia - 000000369 b. First National Bank – 10000337 c. FCIB/CIBC – 093860105 d. Republic Bank (Castries) – 604750028 e. Republic Bank (Rd. Bay) – 742450028 f. Republic Bank (Vieux-Fort) – 207350029 g. RBC Royal Bank (Castries) - 094750036 h. RBC Royal Bank (Baywalk) – 099730035 i. RBC Royal Bank (Rd. Bay)- 094650039 j. RBTT (Castries) - 018000034 k. RBTT (Sunny Acres) – 018110034 l. RBTT (Baywalk) - 018130030 m. RBTT (Vieux-Fort) – 018120037 7. Branch/Bank Code – is the last 4 digits of the routing number. 8. Transit Number – is the first 5 digits of the routing number. 9. Currency Code – NA (default set to XCD) 10. Payee Contact Info – useful especially if you intend on emailing employee deductions/payments to Payee. 11. Payee Accounts - shows a list of all employee accounts attached to the PAYEE. When a new Payee is being added you are required to “Remove” the empty Account type fields.
Payroll Info (Setup) This section is commonly used to make important changes to employee payments & deductions. Difference between Allowance & Earning Types: Allowances are typically FIXED amounts paid to an employee over an extended period of time, whereas, Earnings are more periodic, FLUCTUATING payments. All Allowance, Earning & Deduction types are customizable to ensure accurate reporting and adherence to local laws & company policies. Allowance Types Setup Select ‘Add New’ You can setup multiple allowance types. Enter all relevant fields including: 1. Is Taxable - determines whether PAYE deductions will be made to the allowance. 2. Is NIC Deductible - determines whether NIC deductions will be made to the allowance. 3. Is Pensionable – determines whether Pension deductions/contributions will be made on allowance. Only applicable if company has a “Registered” Pension Plan. 4. Is Additional Pay – Includes the allowance amount figures when preparing employee “Job Letters”. 5. Is Salary – Groups the allowance as part of Total Salaries for GL purposes. 6. Is GL Item - Creates a separate GL line item for this allowance. Allowances should always be “ Is Salary ” OR “ Is GL Item ”… not both! 7. Active/Inactive Deduction Types Setup Select ‘Add New’ You can setup multiple payroll deduction types. Enter all relevant fields including: 1. Is Statutory – applies only to Statutory deductions (PAYE & National Insurance) 2. Is Taxable - determines whether PAYE deductions will be made to the allowance. 3. Is NIC Deductible - determines whether NIC deductions will be made to the deduction (N/A). 4. Is Benefit – helps to identify benefit deductions (e.g. Group Medical & Life). 5. Is Staff Loan – helps to identify all staff loan deductions for GL reporting . 6. Is Salary Advance – helps to identify all salary advance deductions for GL reporting . 7. Is Salaries Control – Groups the deduction as part of your Salaries Control amount for GL reporting. 8. Is GL Item - Creates a separate GL line item for the deduction. Deductions should always be “ Is Salaries Control ” OR “ Is GL Item ”… not both! 9. Active/Inactive Earning Types Setup Select ‘Add New’ You can setup multiple Earning types. Enter all relevant fields including: 1. Is Hours – this indicates whether the Earning Type will be paid in ‘hours’ or as an ‘amount/value.’ 2. Rate - applicable when earning type is being paid in ‘hours.’ Rate captures the factor in which the earning will be paid (e.g. Regular is ‘1’ i.e. 1*basic pay rate, Overtime is 1.5, Holiday Pay is 1 etc.). In cases where the Earning type rate will be over-ridden, use a factor of ‘1.’ 3. Is Bonus – used to determine whether Earning Type is Bonus (important for TD5 reporting). 4. Is Productive Hours – Groups Earning Type as either “Productive or Non-Productive” time 5. Is Zero Pay – Used to group Earning types with no payment rate/factor (e.g. Certified 0%, Uncertified 0%, Time off with No Pay etc. (0*Basic Pay). 6. Is Sickness – Groups all Sickness Earning Types together for reporting purposes. 7. Is Certified Sickness – Groups all Certified Sickness together for reporting purposes. 8. Is Taxable - determines whether PAYE deductions will be made to the earning type. 9. Is NIC Deductible - determines whether NIC deductions will be made to the earning type. 8. Is Pensionable - determines whether Pension deductions/contributions will be made on earning. Only applicable if company has a “Registered” Pension Plan. 10. Is Gratuity Deductible – determines whether Gratuity deductions/contributions will be made on earning. 11. Is Vacation – helps to identify and report on all vacation earnings. 12. Is Standard– allows the earnings to be uploaded via CSV import using the earning type ‘short code.’ 13. Is Requestable (Time Off) – This is applicable when setting up various “Time Off” earning types (bereavement, maternity, In Lieu etc.) 14. Is Salary - Groups the earning type as part of ‘Total Salaries’ for GL purposes. 15. Is GL Item - Creates a separate GL line item for the earning. Earnings should always be “ Is Salary ” OR “ Is GL Item ”… not both! 16. Is Service Charge – Only applies to the “Service Charge” earning type. 17. Service Charge Hours – Uses the total hours recorded for all earning types selected in order to calculate service charge payments to be made to employees (only applicable if service charge is paid based on hours worked) 18. Active/Inactive