Setup of multiple location or department employees

Alerts and notices

If employees work in multiple locations or in multiple departments for your client, you can use the following steps to ensure that the correct state and local taxes are calculated for the employee.

Employee setup for multiple locations

In this setup example, the employee works in one department, but splits their time between two locations, which can be in different local tax jurisdictions, or two different states. Accounting CS uses the addresses for both the employee and the client locations to calculate the appropriate taxes.

  1. Add locations for the client.
  2. Choose Setup > Employees and click the Main tab.
  3. In the Locations and Departments section, use the grid to select the locations in which the employee works.
  4. Mark the Primary checkbox for the location in which the employee works most of the time.

Show me.

employee with multiple locations

Employee setup for multiple departments

In this setup example, the employee works in one location, but splits their time between two departments.

  1. Set up payroll departments for the client.
  2. Choose Setup > Employees and click the Main tab.
  3. In the Locations and Departments section, use the grid to specify the departments in which the employee works.
  4. Mark the Primary checkbox for the department in which the employee works most of the time.

Show me.

employee with multiple departments

Note: If an employee changes locations or departments, you can either add to the list of locations and departments on the Main tab of Setup > Employees, or you can simply select the new location or department from the appropriate drop-down menu in the grid.

Pay item setup

Employees who work in multiple locations and/or departments may have different pay rates for the same payroll item. Use the following steps to set up different rates for different location/department combinations.

  1. Choose Setup > Employees and click the Payroll Items tab.
  2. For every payroll item that uses a different rate for each location or department, click the ellipsis ellipsis button image button to open the Employee Payroll Item Settings dialog.
  3. Use the Rates and General Ledger Accounts grid to enter the rates for each location and department combination.

Show me.

pay item with multiple rates

Payroll check entry

Data entry for payroll checks is handled differently when an employee works in multiple locations or departments. To make sure that hours and wages are allocated properly to the correct location and department, rather than being allocated only to the employee's primary location or department, follow the steps detailed below.

Enter Transactions screen

To enter hours worked in a location or department other than the primary location or department, click the Ellipsis ellipsis button image button next to the payroll item to open the Payroll Item Distributions dialog. Enter the hours worked into the appropriate cell in the grid.

Show me.

enter transactions payroll entry

Enter Batch Payroll Checks screen

During live payroll processing, when you are using the Rapid tab of the Enter Batch Payroll Checks screen, employees with multiple locations and departments will display multiple times in the grid. Enter the hours worked in each location or department on the appropriate line in the grid.

Show me.

multi location employee on enter batch payroll checks screen

If you are using the detail tab, see the Enter Transactions section above for instructions on how to enter hours to allocate them to different locations or departments.

Related topics

Setting up multi-state employees

Adding or editing employee records during payroll check entry

Employee setup, overview

Was this article helpful?

Thank you for the feedback!