Steps to Add an EmployeeFrom within the Employee File, click the Wages tab.
To add a pay code to the employee, complete the following:
Click the New Record button.
Enter the ID for the pay code to add in the Pay Code ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active pay codes appear by default when searching, as only an active pay code can be added to an employee. Once a pay code is specified, if it has a default rate and/or expense account entered in the Pay Code File, the rate and/or note stating the pay code has default expense accounts displays after the description (when cursor is placed over the Pay Code ID field).
Select the Active field to stipulate the pay code is currently active and used by the employee. A checkmark will appear in the box if the field is selected. When adding a new pay code for an employee, the Active field is selected by default.
If the pay code being added to the employee is the employee’s main contract or regular rate, select the Primary Pay Code field. A checkmark will appear in the box if the field is selected.
Note: An employee can have only one pay code selected as the primary (per Fiscal Year End).
Enter the 4-digit year of the ending fiscal year date for which the pay code is applicable in the Fiscal Year End field. The Current Fiscal Year End from the Payroll System File will appear as the default, but can be changed.
Enter the description for the pay code that will print on the employee's check stub in the Check Description field. The description can be up to 15 characters long. The description of the pay code (from the Pay Code File) will appear as the default, but can be changed to be more descriptive for this employee.
Note: If two or more pay codes for this employee have the same check description, they will be combined on the check stubs, the Payroll Register reports, and the Distribution Report by Expense Account with Detailed Earnings.
Tip: Enter an asterisk (*) as the first character of the check description to have the system combine this wage with others (that also have an asterisk as the first character of the check description, as defined on the Wages screen in the Employee File, or else the description of the pay code from the Pay Code File if the pay code is not defined in the Employee File for an employee) on the check stub using OTHER YTD PAY as the description.
If adding a contract pay code, enter the date on which the contract should start to be paid in the Start Date field, or leave the Start Date field blank to start paying the contract in the next applicable Payroll check cycle. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the Start Date field blank if adding a unit pay code.
Note: If the date entered in this field is not in the same fiscal year as designated in the Fiscal Year End field, a warning icon will appear to the right of the field; verify the date entered is correct.
If adding a contract pay code, enter the total amount of the contract in the Total Contract field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. If adding a unit pay code, leave the Total Contract field blank, unless one of the specific state reports included in the note below will be generated or if using Negotiations (in which case this field will be updated automatically once the Total Hours field has been completed).
Note: For Iowa school districts only, complete this field for any unit pay code to be included in the compensation totals on the Iowa BEDS Report or in the salary total on the Iowa State Education Association Report. For Illinois school districts only, complete this field for any unit pay code to be included in the total for Full Annual Rate on the Illinois Monthly Teachers Retirement Report. For Missouri school districts only, complete this field for any unit pay code to be included in the total for the Annual Base Salary on the retirement report, or the Yearly Contract Salary column on the Kansas City Retirement Report. For Wyoming school districts only, complete this field for any unit pay code to be included on the Wyoming Staff Member Collection Report.
If adding a contract pay code, the Contract Balance field is enabled. Enter the amount remaining to be paid to the employee on the contract in the Contract Balance field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. The amount entered in the Total Contract field will appear as the default, but can be changed.
For all contract pay codes and for those unit pay codes used in Negotiations, enter the number of times the employee will get paid in the Total Payments field; otherwise, leave this field blank. The number can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
If adding a contract pay code, the Remaining Payments field is enabled. Enter the number of payments remaining to be paid on the contract in the Remaining Payments field. The number can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable. The number entered in the Total Payments field will appear as the default, but can be changed.
If adding a unit pay code and the employee has another pay code set up for the same year with the Primary Pay Code field selected and the Pay Rate field completed, the Pay Rate Same as Primary Pay Code field is enabled. Select the Pay Rate Same as Primary Pay Code field to use the rate from the pay code defined as the primary as the pay rate for this pay code being added. A checkmark will appear in the box if the field is selected.
Note: The Pay Rate Same as Primary Pay Code field is disabled if adding a contract pay code or adding a pay code defined as the primary pay code for the employee.
If adding a contract pay code, the system will automatically calculate the rate per pay period (Contract Balance divided by Remaining Payments) and display the amount in the Pay Rate field. If adding a unit pay code, enter the rate per unit (for example, hourly or daily rate) in the Pay Rate field, or leave this field blank to have the system use the default rate entered in the Pay Code File for this pay code, if applicable. The rate can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
Note: If the Pay Rate Same as Primary Pay Code field is selected, the Pay Rate field is disabled and shows the pay rate from the pay code defined as the primary.
If a default rate was entered in the Pay Code File for the specified pay code (applicable for unit pay codes only), the rate displays in the Default Pay Rate field. The default rate cannot be changed on this screen.
Tip: To use the default rate for the employee, leave the Pay Rate field blank. By leaving the Pay Rate field blank, the system will know to use the default rate when making entries for the employee during a pay period; then if the default rate ever changes, the rate will only need to be updated in the Pay Code File and the Employee File will not need to be updated.
If desired, enter any additional information to track for the employee and the pay code in the Comments field. The comment can be up to 1,000 characters long.
Enter the ID of the pay group to use for this pay code for the employee in the Pay Group ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Leave this field blank to default to the ID of the pay group entered on the Employment screen for the employee.
Only complete the Total Hours field for unit pay codes used in Negotiations or for the applicable states included in the note below. If applicable, enter the number of total hours the employee is estimated to work this fiscal year in the Total Hours field; otherwise, leave this field blank. The number can be up to 8 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.
Note: For Iowa, Illinois, Missouri, and Wyoming school districts only, if adding a unit pay code and an amount is designated in the Pay Rate field (or in the Default Pay Rate field, if applicable), enter the number of units the employee will be paid with this particular pay code in this field and then the system will calculate the total dollar amount and display it automatically in the Total Contract field for use when printing the applicable state reports (see note above for Total Contract field).
Enter the ID of the checking account from which the wages for this pay code for the employee will be paid in the Checking Account ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Leave this field blank to default to the ID of the checking account entered on the Employment screen for the employee.
Enter the desired check sequence (1 to 99) for the pay code in the Check Sequence field to stipulate whether to include the wages for this pay code on only one check or separate checks if there are multiple pay codes for the employee. If there is more than one pay code for the employee and separate checks should be printed during the check cycle for each pay code, enter a different sequence number for each pay code in the Check Sequence field. If there is more than one pay code for the employee and only one check should be printed during the check cycle, enter the same sequence number in the Check Sequence field for all the pay codes. Leave this field blank to default to a check sequence of 1.
Only if the employee will be paid from two different checking accounts or has more than one check sequence and deductions should be expensed and withheld from all checks, enter the percentage in the Percent of Deductions field for the share to be expensed and withheld from this pay code (check sequence). The number can be up to 8 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable. The system will assume 100% if this field is left blank and will then take the deduction out once for each check sequence. The calculation for the percent of deductions will only take into account those deductions that are defined with dollar amounts and will calculate deductions defined with percentages as normal.
If adding a contract pay code, the Regular Days field is enabled. If desired, enter the regular number of days the employee is contracted to work in the Regular Days field. The number of regular days cannot be greater than 9,999, but can be up to 9 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If adding a contract pay code, the Additional Days field is enabled. If desired, enter the number of additional days the employee is contracted to work (beyond the regular number of days) in the Additional Days field. The number of additional days cannot be greater than 999, but can be up to 8 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If adding a contract pay code, the Absence Per Day field is enabled. If desired, enter the rate per day the employee earns on the contract in the Absence Per Day field. The rate can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable. The default calculated by the system (Total Contract divided by total of Regular Days plus Additional Days) will appear, but can be changed.
If adding a contract pay code, the Hours Per Day field and the Hours Per Payroll field are enabled. To track the hours worked for the employee for this pay code, complete either the Hours Per Day field or the Hours Per Payroll field; both fields cannot be completed.
If desired, enter the number of total hours the employee works per day for this contract in the Hours Per Day field. Typically, the Hours Per Day field is only completed for the main contract. The number cannot be greater than 24, but can be up to 8 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable. When calculating a payroll, the number entered in this field is multiplied by the number entered in the Days This Pay Period field for the payroll calculation batch to reflect the total number of hours worked in the pay period for the employee for the particular pay code.
If desired, enter the number of total hours the employee works in a pay period for the contract in the Hours Per Payroll field. The number cannot be greater than 2,080, but can be up to 8 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable. When calculating a payroll, the number entered in this field is reflected as the total number of hours worked in the pay period for the employee for the particular pay code.
Note: Tracking hours worked is required if the Affordable Care Act (ACA) Hours Tracking option within the School Accounting System will be completed. Also, tracking hours worked is required for inclusion on the applicable government reports for school districts in Idaho (for applicable employees with pay codes defined with a Pay Type of H for Hourly within the Idaho Retirement Report), Illinois (for applicable employees to be included on the Illinois Monthly Teachers Retirement Report, including only employees with absences on contracts or rehired retirees), Missouri (for only employees with a wage type of R for Retired Working Member, T for Non-Member Sub Teaching WAR Waiver, or X for Non-Member), Nebraska, North Dakota (for teachers only), South Dakota (for only employees without retirement), and Wyoming.
If workers' compensation classes are defined, the Workers' Compensation Class ID Override field is enabled. To tie a different workers' compensation class to this pay code for the employee rather than use the one assigned in the Pay Code File, enter the ID of the class in the Workers' Compensation Class ID Override field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Click the Expense Accounts tab (located in the upper right corner of the Wages screen) to enter the expenditure account number(s) to be debited for the salaries from this pay code for the employee.
If a default expense account was entered in the Pay Code File for the specified pay code, the Use Pay Code Defaults field is enabled and will be selected by default. If applicable, select the Use Pay Code Defaults field to use the default expense account number(s) from the Pay Code File. A checkmark will appear in the box if the field is selected.
If the employee has another pay code set up for the same year with the Primary Pay Code field selected and the Expense Accounts List completed, the Use Primary Pay Code Expense Accounts field is enabled. Select the Use Primary Pay Code Expense Accounts field to use the expense accounts from the pay code defined as the primary for this pay code being added. A checkmark will appear in the box if the field is selected.
Note: The Use Primary Pay Code Expense Accounts field is disabled if adding a pay code defined as the primary pay code for the employee.
Tip: Only either the Use Primary Pay Code Expense Accounts field or the Use Pay Code Defaults field can be selected; both fields cannot be selected.
To enter an account number for this pay code for the employee, in the blank line (indicated with an asterisk) at the bottom of the Expense Accounts List, enter the account number in the Chart of Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Then click Enter Percents to designate what percent of the total rate is to be expensed to the specified account number; when entering the first account number, 100 will default in as the percent but can be changed as needed. To specify a fixed dollar amount of the total rate to be expensed to the specified account number, click Enter Dollars and then key the amount; the system will then calculate the percentage automatically. If the Use Pay Code Defaults field was selected, the default expense accounts from the Pay Code File display in the Pay Code Default Expense Accounts List and cannot be changed; then if the default expense accounts ever change, the expense account number will only need to be updated in the Pay Code File and the Employee File will not need to be updated. If the Use Primary Pay Code Expense Accounts field was selected, the expense accounts from the pay code defined as the primary display in the Primary Pay Code Expense Accounts List and cannot be changed.
Note: If a default expense account was entered in the Pay Code File for the specified pay code, click the Copy From Pay Code button to copy the expense account number(s) from the Pay Code File into the Expense Accounts List in order to use and save the expense account number(s) with this pay code for the employee. To copy the expense account number(s) from another pay code defined for this employee, click the Search Employee Expense button located at the bottom of the Expense Accounts List and then select the desired pay code.
In the Cross References List, select the taxes and deductions that apply to the pay code for this employee. If the wages paid with the pay code are to be included in the taxable gross for a particular tax, the tax must be selected. If the deduction is to be expensed against the pay code, the deduction must be selected. The defaults from the Pay Code File that are applicable to this employee will be selected, but can be changed. To select a tax or deduction, click once on the box to the left of the ID. To select all of the IDs for the taxes or deductions, click the box located by itself (without a label) at the top of the taxes and the top of the deductions. A checkmark will appear in the box if the deduction or tax is selected.
Note: If this pay code should be taxed at the supplemental rate (only applicable for FIT and SIT), click the box for Supplemental Rate that appears to the right of the tax ID and description in the Cross References List.
If desired, click the Expensed Payroll tab to view the expensed payroll information for this pay code for the employee. The fields in the Expensed Payroll List are disabled, as the fields are updated automatically to track the wages that are expensed at the end of the fiscal year; if needed, contact Customer Support for assistance to enter or edit the information in the fields.
Only if your organization has licensed the Negotiations module, click the Negotiations tab to view the negotiation information for this pay code for the employee and complete the fields as follows:
The Package ID field is disabled and will automatically update after completing the Update Payroll with Packages option to reflect the package that was used to create the wages for the pay code in Negotiations.
If the employee is to be paid an additional dollar amount on what is calculated in the package for this pay code for the employee's step and lane, enter the dollar amount in the Additional Dollars field. If an amount is entered in this field for a contract pay code, the amount will be added to the total wages for the pay code from the package (or subtracted, if a negative amount is entered); for example, if $1,500 is entered in this field and the total wages from the package for the employee's step and lane for the pay code is $20,000, the final amount for the pay code for the employee would be $21,500. If an amount is entered in this field for a unit pay code, the amount will be added to the unit rate for the pay code from the package before multiplying it with the number of hours (or subtracted, if a negative amount is entered); for example, if $0.25 is entered in this field and the unit rate from the package for the employee's step and lane for the pay code is $5.50, the final amount for the pay code for the employee would be $5.75 multiplied by the number of hours. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable.
If the employee is to be paid an extra amount for each additional degree hour earned (on what is calculated in the package for this pay code for the employee's step and lane), enter the number of degree hours for which to pay the employee in the Additional Degree Hours field. The amount can be up to 10 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
If the employee is to be paid an additional percentage on what is calculated in the package for this pay code for the employee's step and lane, enter the percentage in the Additional Percent field. If a percentage is entered in this field for a contract pay code, the percentage will be added to the total wages for the pay code from the package (or subtracted, if a negative percentage is entered); for example, if 2.5% is entered in this field and the total wages from the package for the employee's step and lane for the pay code is $20,000, the final amount for the pay code for the employee would be $20,500. If a percentage is entered in this field for a unit pay code, the percentage will be added to the unit rate for the pay code from the package before multiplying it with the number of hours (or subtracted, if a negative percentage is entered); for example, if 2% is entered in this field and the unit rate from the package for the employee's step and lane for the pay code is $5.50, the final amount for the pay code for the employee would be $5.61 multiplied by the number of hours. The percentage can be up to 10 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
Leave the Previous Year field blank as it will automatically update after completing the Create Payroll Wages for New Year option.
Enter the FTE for the employee for this pay code in the FTE field. The FTE can be up to 6 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
Enter the number of the current step for the employee for this pay code in the Step field. The step number cannot be greater than 999, and will be rounded to 2 decimal places by the system.
Enter the number of the current lane for the employee for this pay code in the Lane field. The lane number can be up to 3 digits long (no decimals).
Note: If your organization has licensed the Human Resources module, leave the Lane field blank and complete the Negotiation Lanes option within Human Resources in order to have the system place the employees in the correct lanes as based on their degree and additional credit hours (for example, BA + 6 additional credit hours) or position titles (for example, Head Football Coach), if desired.
If your organization has licensed the Human Resources module, the Position Title ID field is enabled. If position titles will be used with the Negotiation Lanes option in Human Resources for Negotiations, enter the ID of the position title that corresponds to the employee's position for the pay code in the Position Title ID field, or click the down-arrow button to select the correct one.
For Idaho school districts only, click the Idaho tab to complete the applicable information for use with the Idaho Staff Data Reporting option:
For employees reported with a Pay Type Group of Contract or Extra Pay in the Idaho Staff Data Reporting, tie the pay code to the funding source for the employee in the Funding Sources List; refer to Step 6 of the Idaho Staff Data Reporting Completion Checklist. The employee's funding sources (as defined on the Employee Funding Source Maintenance screen (tab) within the Idaho Staff Data Reporting option) display in the Funding Sources List; the funding sources only appear if a pay code is selected (only the active funding sources appear, unless an inactive funding source has a percentage entered). For the applicable funding sources, enter the percentage of the salaries for the selected pay code that applies to an employee's funding source in the Split Percent field. The total percentage of all the applicable funding sources for the pay code must equal 100%; if the pay code applies to only one funding source, enter 100 as the percentage in the Split Percent field for the appropriate funding source.
Tip: If needed, click the Go To button (located to the right of the Copy Funding Sources to All Pay Codes button) to open the Employee Funding Source Maintenance screen (tab) in the Idaho Staff Data Reporting option in order to add and edit the funding sources defined for the specified employee. If desired, click the Copy Funding Sources to All Pay Codes button to copy the percentages entered in the Split Percent field for the employee's funding sources for the current pay code to all other pay codes for this employee for the designated fiscal year (and click Yes when prompted to copy the data).
Note: For employees reported with a Pay Type Group of Non-Certified in the Idaho Staff Data Reporting, do not complete the Funding Sources List (no funding sources display).
For Illinois school districts only, click the Illinois tab to complete the fields as follows for use with the retirement report and/or the Illinois Employment Information System option:
If the employee's retirement payment reason for the pay code is different than the default designated for the pay code (when generating the retirement report), enter the appropriate 2-character code to use for the pay code in the Retirement Payment Reason Override field, or click the down-arrow button to select the correct one. Otherwise, leave the Retirement Payment Reason Override field blank to use the default designated for the pay code.
In the EIS List, enter the employee's position information for the pay code for use with the Illinois Employment Information System option; refer to Step 5 of the Illinois Employment Information System Setup Procedures.
For Missouri school districts only, click the Missouri Retirement tab and complete the fields for use with the Missouri Retirement Report as follows:
If the employee's payroll (reporting) type for the pay code is different than the default one entered in the Payroll Cycle custom field (on the Custom Fields screen), enter the ID for the appropriate 1-digit code to use for the pay code in the Payroll Cycle Override field, or click the down-arrow button to select the correct one. Otherwise, leave the Payroll Cycle Override field blank.
If the employee's wage type for the pay code is different than the default one entered in the Wage Type custom field (on the Custom Fields screen), or the default wage type automatically assigned by the system for the employee if the Wage Type custom field is blank, enter the ID for the appropriate 1-digit wage type to use for the pay code in the Wage Type Override field, or click the down-arrow button to select the correct one. Otherwise, leave the Wage Type Override field blank.
Note: The Wage Type Override field is disabled if the Wage Type field is not completed on the Report Options screen in the Missouri Retirement Report.
If the employee's position code for the pay code is different than the default one entered in the Position Code custom field (on the Custom Fields screen), enter the ID for the appropriate 3-digit position code to use for the pay code in the Position Code Override field, or click the down-arrow button to select the correct one. Otherwise, leave the Position Code Override field blank.
Note: The Position Code Override field is disabled if the Position Code field is not completed on the Report Options screen in the Missouri Retirement Report.
For Wyoming school districts only, click the Wyoming tab to complete the applicable information for use with the Wyoming Staff Member Collection Report option:
In the Assignments List, tie the pay code to the assignments if the employee and pay code will be included on the Wyoming Staff Member Collection Report; refer to Step 6 of the Wyoming Staff Member Collection Report Completion Checklist. The employee's assignments (as defined on the Employee Assignment Maintenance screen (tab) within the Wyoming Staff Member Collection Report option) display in the Assignments List; the assignments only appear if a pay code is selected (only the active assignments appear, unless an inactive assignment has a percentage entered). For the applicable assignment records, enter the percentage of the salaries for the selected pay code that applies to an employee's assignment in the Split Percent field. The total percentage of all the applicable assignments for the pay code must equal 100%; if the pay code applies to only one assignment, enter 100 as the percentage in the Split Percent field for the appropriate assignment.
Tip: If needed, click the Go To button (located to the right of the Copy Assignments to All Pay Period Entries button) to open the Employee Assignments Maintenance screen (tab) in the Wyoming Staff Member Collection Report option in order to add and edit the assignments defined for the specified employee.
Note: If desired, click the Copy Assignments to All Pay Codes button to copy the percentages entered in the Split Percent field for the employee's assignments for the current pay code to all other pay codes for this employee for the designated fiscal year (and click Yes when prompted to copy the data). For unit pay codes, click the Copy Assignments to All Pay Period Entries button to copy the percentages entered in the Split Percent field for the employee's assignments for the current pay code to all entries for this pay code for the employee in the Pay Period Entries and Employee Absences batches for the designated fiscal year (and click Yes when prompted to copy the data). If the Copy Assignments to All Pay Codes button is used for unit pay codes, the Copy Assignments to All Pay Period Entries button would need to be utilized for each individual pay code in order to copy the information to all the appropriate entries for all of the pay codes.
Click the Save button.
Repeat Steps 2-3 until all the applicable wages have been added for the employee.
Continue adding the remaining information for the employee if needed.