The Payroll screens houses many tabs that all aid in creating payroll runs and generating checks, including Templates, Runs, Timecards, Overtime, Leave, Misc Pay, Adjustment, Checks, etc.
For information about errors and warning upon running payroll, see Payroll Errors & Warnings.
1. In the Payroll menu, click Payroll.
2. The screen defaults to the Process Payroll tab.
3. Select the fiscal year from the pull-down.
4. Select the payroll run from the pull-down.
5. Select the Include Posted Runs check box to include payroll runs that have already been posted in the payroll run pull-down.
6. Choose from the following options:
Calculate: Runs payroll calculations for the selected payroll run based on the generated data. This step computes gross pay, deductions, benefits, taxes, and retro adjustments but does not finalize payroll. See Calculating Payroll for details.
Explain: Use the Explain button to select the payroll components to review for an employee, then click Explain to generate the calculation results. See Explain fore details.
Logs: The Logs button displays the raw payroll processing logs, so you can review calculation details, emitted events, and any errors that occurred during the payroll run. See Logs for details.
Post Payroll: The Post Payroll button allows users to complete and finalize the payroll process once all calculations, errors, and warnings have been reviewed. See Posting Payroll for details.
Cancel: At any point a process is running, you can click Cancel to stop the process, such as calculating payroll, or recalculating and explaining changes to employees' payroll.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs.
3. Click Calculate.
The Errors tab lists employees with issues that must be resolved before payroll can be posted.
For information about errors and warning upon running payroll, see Payroll Errors & Warnings.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Once calculated, the Errors tab displays by default and lists the Employee name, Error Message describing the issue, Jobs link to review or correct job-related data, and Deductions link to review or correct deduction setup.
At the top of the screen, you will see a list of the applicable errors including the Count, Code, and Description of the error.
4. Click the employee name in the Employee column or the Message column to open the Employee screen and make any of the necessary changes.
5. Click Jobs to open Employee > Jobs to review and correct any information pertaining to the employee's jobs.
6. Click Deductions to open Employee > Deductions to review and correct any information pertaining to the employee's deductions.
The Warnings tab lists employees with potential issues that do not prevent payroll from being posted but should be reviewed.
For information about errors and warning upon running payroll, see Payroll Errors & Warnings.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Click the Warnings tab, which displays the Employee name, Warning Message describing the concern, Jobs link, and Deductions link.
At the top of the screen, you will see a list of the applicable warnings including the Count, Code, and Description of the warning.
4. Click the employee name in the Employee column or the Message column to open the Employee screen and make any of the necessary changes.
5. Click Jobs to open Employee > Jobs to review and correct any information pertaining to the employee's jobs.
6. Click Deductions to open Employee > Deductions to review and correct any information pertaining to the employee's deductions.
The Employees tab provides a summary of calculated payroll amounts by employee.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Click the Employees tab, which displays Employee name, Wages amount, Deductions amount, and Net amount.
4. Click the Employee name to open the Employee screen.
The Explain tab provides a detailed breakdown of how payroll amounts were calculated for a selected employee.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Click the Explain tab.
4. Select an Employee from the pull-down to recalculate and explain payroll changes based on the selections made using the available check boxes.
5. Select the Wages and/or Supplements check box to recalculate and explain payroll for the selected Employee.
6. Select the Employee from the pull-down to recalculate and explain payroll changes for the selections made via the available check boxes and pull-downs.
7. Select the applicable deduction or contribution from the Deduction/Contribution pull-down.
8. Select the Amount check box to include salary amount in the recalculation. Select the Allocation check box to recalculate and explain payroll for the selected employee, deduction, or contribution.
9. Select the Leave record from the pull-down, if applicable. If an employee was previously selected, selecting a leave record, clears the employee(s) selection made.
10. Click Explain for results.
Results display on the Explain Results tab.
11. Click View to open a pop-up window that further explains the recalculations made.
a. In the pop-up window, review information and click any available links to open Employee.
b. Click the white X to close the pop-up window.
The Logs button displays the raw payroll processing logs, so you can review calculation details, emitted events, and any errors that occurred during the payroll run.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Click Logs.
Shown below is an example of logs, which opens on a new tab or window (depending on your browser settings).
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Click Post Payroll to finalize the payroll run, create payroll transactions, and pay applicable employees.
4. In the confirmation pop-up window, click Yes to post payroll.
At any time, while payroll is posting, you can click Cancel, if needed.
The Templates tab allows users to create payroll run templates, which can be selected upon created payroll runs via the Runs tab to quickly pull in data, such as established Pay Types, Tax Table Frequency, and more.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Templates tab.
4. Review the existing templates. Add a new template by adding a Title and pressing the Enter/Return key.
5. Click Pay Types to add or review pay types assigned to the template.
6. Review assigned pay types or add a new pay type by selecting the Pay Type from the pull-down.
7. Select the Close Contracts check box to set up the pay type for closing at the end of the fiscal year and pay out any additional money owed as part of the pay type contract not yet paid.
8. Select the Active check box determine if the pay type is active or inactive and including in the template.
9. Once all information for the new pay type has been entered/selected, press the Enter/Return key to save the data.
10. Click Deductions to add/review deductions that should be considered when using the template for a payroll run.
a. Select the Class from the pull-down.
b. Enter the Sub Class in the text box.
c. Select whether the deduction should be excluded by selecting the Exclude check box.
d. Press the Enter/Return key to save the deduction.
e. Click the white X to close the pop-up window.
11. Click Supplements to add/review supplements that should be considered when using the template for a payroll run.
a. Select the Supplement from the pull-down.
b. Select whether the supplement should be excluded by selecting the Exclude check box.
c. Press the Return/Enter key to save the supplement.
d. Click the white X to close the pop-up window.
The Runs tab allows users to create payroll runs by establishing the Check Date, Journal Date, establish Pay Codes, which includes Pay Period, and more.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Runs tab.
4. Add a new payroll run by selecting a Run from the pull-down.
5. Enter a Title of the run in the provided text box.
6. To populate the payroll run with a created Template, select the template from the pull-down.
7. Enter the Check Date in the provided text box.
8. Enter the Journal Date in the provided text box.
9. Press the Enter/Return key to save the run.
10. If entering a manual run, you have the ability to delete the run manually added. Click the delete button (red minus sign) to remove the payroll run.
11. Click View to define additional payroll run criteria, such as pay codes, etc.
12. Select the Negative Checks check box to process negative checks that result from negative gross pay adjustments.
Based on circumstances, some deduction amounts will compute as negatives. These negative deductions will decrease the Accounts Payable invoice.
It will allow negative gross pay to handle repayment of salary overpayments.
- Example: -$1000.00 gross pay (negative)
- Depending on TSRI flags of gross pay, Federal Withholding, Social Security, Medicare, Retirement, etc., Taxable Grosses will be reduced which will result in negative deduction amounts for these taxes.
- Federal Taxable Wages… -$1,000.00 - (-$30.00) = -$970.00 [FRS 3% Deduct reduces]
- Social Security, Medicare and Retirement Taxable Wages… -$1,000.00
- Federal Withholding = for this example assume -$15.00
- FRS 3% Deduction = -$30.00
- FRS 10% Contribution = -$100.00
- Social Security deduction and contribution = -$62.00
- Medicare deduction and contribution = -$14.50
- Net Pay = -$1,000.00 - (-$15.00) - (-$30.00) - (-$62.00) - (-$14.50) = -$878.50
It will allow positive deduction adjustments with no gross pay.
- Example: $50 deduction adjustment
- Depending on TSRI flags of deduction, Federal, Social Security, Medicare, Retirement, etc., Taxable Grosses will be reduced which will result in negative deduction amounts for these taxes. In the example of $50 deduction adjustment, if the deduction reduces Social Security and Medicare Taxable Grosses, Social Security deduction and contribution would be -$3.10 each and Medicare deduction and contributions would be -$.73 each.
To compute Net Pay:
- Begin with $0.00 Gross Pay
- Subtract $50.00 deduction
- Subtract -$3.10 Social Security deduction
- Subtract -$.73 Medicare deduction
- $0.00 - $50.00 - (-$3.10) - (-$.73) = -$46.17
13. Select the Skip All Deductions check box to bypass deductions when the payroll run is ran for special/manual runs, such as bonuses or money for supplies.
14. Select the Skip Period Pay check box to skip normal pay period amount from being paid to the select pay types and only process something like adjustments.
15. Select the Skip Supplements check box to skip the normal supplement amount from being paid to the select pay types and only process something like adjustments.
16. Select the Skip Direct Deposit check box to skip direct deposit payments and process paper checks only.
17. Enter the Additional Months in Advance in the provided text box to establish how many months in advance benefits will be paid from the payroll run; for example, if your district pays teachers 3 checks in one for the summer, 3 months of benefits would be paid in the same run.
The number entered in the Additional Months in Advance text box is added to the number entered in the Months in Advance field via Human Resources > Benefits > Plans tab.
18. In the Skip Salary and Supplements section, select an employee from the Employees Job pull-down to exclude their salary and supplements from the payroll run, ensuring only retroactive pay is processed if applicable.
a. Press the Enter/Return key to save the data.
Click the delete button (red minus sign) to remove an entry.
19. Select the Class from the pull-down and enter the Sub Class in the provided text box, which determines the deductions that should be calculated even though all other deductions are being bypassed, such as Federal Taxes.
a. Press the Enter/Return key to save the data.
Click the delete button (red minus sign) to remove an entry.
20. Review existing Pay Codes and enter a new pay code by selecting the Pay Type from the pull-down in the first row.
21. Enter the Pay Period date range using the From and To text boxes.
22. Select the Overide check box to override the Paid days populated from the calendar and allow the pay type to be paid for more days than indicated.
23. The Paid field displays the number of days the pay type is eligible to be paid in the week according to the calendar linked to that pay type.
24. Select the Close Contracts check box to set up the pay type for closing at the end of the fiscal year and pay out any additional money owed as part of the pay type contract not yet paid.
Selecting the Close Contracts check box also closes contracts on supplements for hourly employees.
25. Enter the % of Period Pay in the text box to specify the percentage of the pay types period amount to be included in the payroll run.
26. Press the Enter/Return key to save the pay code entry.
27. Click Deductions to define deductions to be included in the payroll run. Note: If deductions are not entered here, all deductions set up via Payroll > Deductions will be included in the payroll run.
a. Select the Class from the pull-down.
b. Enter the Sub Class in the text box.
c. Select the Exclude check box to prevent the selected deduction from being included in the payroll run.
d. Click the white X to close the pop-up window.
Click the delete button (red minus sign) to remove an entry.
28. Click Supplements to add/review supplements that should be considered for the payroll run.
a. Select the Supplement from the pull-down.
b. Select the Exclude check box to prevent the selected supplement from being included in the payroll run.
c. Click the white X to close the pop-up window.
Click the delete button (red minus sign) to remove an entry.
29. To mass update the Pay Period Start and Pay Period End in the From and To columns for all existing pay codes, enter the new dates in the provided text boxes, and click Update.
As shown below, all From and To dates are automatically updated.
Click the delete button (red minus sign) to remove a pay code entry.
In the confirmation pop-up window, click OK.
The Timecards tab allows users to enter time worked for hourly employees.
Timecards can be assigned to the run from Payroll > School/Department Payroll Entry > Assign Run tab.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Timecards tab.
4. Option 1: Select the applicable Facility from the pull-down.
4. Option 2: Can also search for and/or create timecards by employee. Select the applicable employee from the Employee pull-down.
5. Select the Facility from the pull-down.
6. Select an Employee from the pull-down.
7. The Job pull-down defaults to the employee's assigned job via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable Job from the pull-down.
8. Enter the Date Worked in the provided text box.
9. Enter the Hours worked in the provided text box.
10. Enter any applicable Notes in the provided text box.
11. Enter the Percent that will be paid from the selected accounting strip.
12. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
a. If you entered anything less than 100 Percent to be paid out from the selected accounting strip, click the green plus sign to assign a percentage to be paid from a different accounting strip.
You can click the green plus sign as many times as needed to divide pay between multiple accounting strips.
13. Press the Enter/Return key to save the timecard entry.
The Origin column populates once records have been saved to illustrate where records originated, such as Manually entered.
Edit all applicable fields as needed by clicking the pull-down and changing the selection or clicking the text field and editing text. Changes save automatically.
To delete entries, select the check boxes in the first column, then click Delete and Save.
To delete all entries at once, select the check box in the header to select all, then click Delete and Save.
The Daily Paid By Schedule tab allows users to efficiently manage and process payroll based on a daily payment schedule, track employee hours worked, calculate earnings, and ensure accuracy in wage records.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Daily Paid By Schedule tab.
A Missing Current Wage Records pop-up window may display automatically to alert you to any discrepancies or missing information in the wage records, ensuring accuracy and completeness in the payroll process.
Take the following steps to address any missing wage records:
a. Carefully review the wage records for the affected employees to identify any missing or inaccurate information via Employee Wages and Employee > Jobs.
b. If any wage records are incomplete, you should enter the missing data accurately via Employee Wages and Employee > Jobs. This may include details such as hours worked, pay rates, or job codes.
c. Ensure that the start and end dates for each wage record are correct and aligned with the pay period being processed.
d. Verify that employee details such as names, job codes, and steps are accurate and up to date.
e. Once all missing wage records are addressed, you can proceed to reprocess the payroll to ensure that all employees are correctly compensated for their work.
4. Select the Pay check box to include this specific entry for processing in this payroll run. The pay check box is selected by default, to remove the entry from the payroll run, clear or deselect the check box.
5. Review the following columns before selecting or deselecting the pay check box:
Employee name: Identifies the employee associated with each wage record.
Job code: Specifies the job or position held by the employee.
Step: Indicates the progression or level within the job hierarchy.
Start Date and End Date: Define the period for which wages are being calculated.
Days: Displays the number of payable days for the employee within the payroll period. This value is calculated from the calendar linked to the pay type and may include scheduled workdays, leave, or other paid time.
Hours Per Day: Records the number of hours worked by the employee each day.
Total Hours: Summarizes the total hours worked within the specified period.
Pay Rate: Specifies the rate at which the employee is compensated per hour.
Earnings: Calculates the total earnings for each employee based on the provided data.
The Overtime tab allows users to enter overtime worked by employees to be paid in the payroll run.
Overtime can be assigned to the run from Payroll > School/Department Payroll Entry > Assign Run tab.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Overtime tab.
4. Option 1: Select the applicable Facility from the pull-down.
4. Option 2: Select the applicable Employee from the corresponding pull-down.
5. Review existing overtime entries and use the top row to add new overtime information starting with selecting an Employee from the pull-down.
6. The Job pull-down defaults to the employee's assigned job via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable Job from the pull-down.
7. Enter the number of overtime Hours worked.
8. Select the Type of overtime from the pull-down, such as Extra Hours, Time and Half, Holidays, etc.
9. Enter the Date Worked in the text box.
10. Enter any applicable Notes in the text box.
11. Enter the Percent that will be paid from the selected accounting strip.
12. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
a. If you entered anything less than 100 Percent to be paid out from the selected accounting strip, click the green plus sign to assign a percentage to be paid from a different accounting strip.
13. Press the Enter/Return key to save the overtime entry.
You can click the green plus sign as many times as needed to divide pay between multiple accounting strips.
The Origin column populates once records have been saved to illustrate where records originated, such as Manually entered.
Edit all applicable fields as needed by clicking the pull-down and changing the selection or clicking the text field and editing text.
To delete entries, select the check boxes in the first column, then click Delete and Save.
To delete all entries at once, select the check box in the header to select all, then click Delete and Save.
The Leave tab allows users to enter leave approved for employees to be factored into the payroll run. For information about leave setup, see Human Resources > Leave Maintenance.
Leave can be assigned to the run from Payroll > School/Department Payroll Entry > Assign Run tab.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Leave tab.
4. The screen defaults to the Leave tab where you can enter employee leave for selected employees.
5. Select the applicable Facility from the pull-down.
6. Select the Employee from the pull-down.
7. Enter the leave date range using the From and To text boxes. If the employee took one day of leave enter the single date in both text boxes.
8. Select the employee's Job from the pull-down assigned via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable job from the pull-down.
9. Select the applicable Bucket Group, such as SK Sick Leave, from the pull-down.
10. Select the Reason from the pull-down. The options displayed in the pull-down depend on the leave bucket used.
11. The number of Hours/Day being taken for leave defaults to the total hours scheduled for the Staff Job selected but can be edited as needed.
12. Enter any applicable Notes in the text box.
13. Press the Enter/Return key to save the leave entry.
The Origin displays how the leave entry was recorded. The example displayed was Manually Entered. If your district is using a leave program that is integrated with Focus, the name of the program is displayed, such as AESOP.
Edit all applicable fields as needed by clicking the pull-down and changing the selection or clicking the text field and editing text.
Select the check boxes in the first column to select entires for deletion. Once selected, click Delete and Save.
To delete all entries at once, select the check box in the header to select all, then click Delete and Save.
The Leave tab allows users to enter leave approved for employees as well as review leave totals. For information about leave setup, see Human Resources > Leave Maintenance.
Leave can be assigned to the run from Payroll > School/Department Payroll Entry > Assign Run tab.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Leave tab.
4. Select the Totals tab.
Here you can review the Employee name, Facility, as well as leave balances.
The Subs tab allows users to enter substitutes' time for payroll run. For information about leave setup, see Human Resources > Leave Maintenance.
Substitutes can be assigned to the run from Payroll > School/Department Payroll Entry > Assign Run tab.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Subs tab.
4. Select the applicable Facility from the pull-down.
5. Select a Substitute from the pull-down.
6. Select the leave Request from the pull-down to process substitute time based on an employee's leave request if the substitute's pay and the leave request are to be processed in the same payroll run.
7. If the substitute worked more than one job, select the applicable Sub Job from the pull-down.
8. Enter the Date Worked in the text box.
9. Enter the Hours substituted in the text box.
10. Enter the % (Percent) that will be paid from the selected accounting strip. If using multiple accounts to pay, edit the auto-populated 100.00.
11. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
a. If you entered anything less than 100 percent to be paid out from the selected accounting strip, click the green plus sign to assign a percentage to be paid from a different accounting strip.
12. When all fields have been populated, press the Enter/Return key to save the line of data.
Edit all applicable fields as needed by clicking the pull-down and changing the selection or clicking the text field and editing text.
Click the delete button (red minus sign) to delete an entry.
The Misc Pay tab allows users to enter miscellaneous pay, such as leave pay outs, money granted for supplies, etc. Misc Pay entails any kind of payment made to employees outside of their contract. The Batches tab is used to create and manage batches for miscellaneous pay. Batches must be created before employees can be assigned and paid through the Misc Pay process.
Misc Pay can be assigned to the run from Payroll > School/Department Payroll Entry > Assign Run tab.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Misc Pay tab.
4. The screen defaults to the Batches tab where you can review existing batches and create new batches.
5. Enter the Batches name/description in the provided text box.
6. Select the Code from the pull-down, which determines the type of miscellaneous pay and may apply default values such as Rate and Multiplier based on the districts setup in Setup > District Codes > Misc Codes.
7. Select the Default Hourly Rate check box to ensure that the rate defaults to the employees’ primary rate when an hourly rate is not overridden. This miscellaneous pay does not impact the contract but is still paid at the hourly rate. The primary rate is defaulted but can be overridden by payroll stuff as needed.
8. Select the applicable Hourly Processing from the pull-down; options include Include Paid Hours, Include Worked Hours, or Include As Both.
This pull-down is helpful for districts that have deductions that are calculated based on 'work' hours and others that are calculated on 'paid' hours. If the batch is marked as paid or worked hours, then any deductions that are set up to be calculate based on paid or worked hours, via Payroll > Deduction > Calculated by Employment, will be included in the calculation.
9. Select the applicable type of Overtime from the pull-down, which includes options for Overtime, Time and half, and Double time.
When a selection is made from the Overtime pull-down, the selection will be used in conjunction with the hours paid, hours worked, hours worked, etc. Districts can optionally exclude those misc pay hour(s) from one of the deduction calculations.
You and your district can opt out of the calculation when an Overtime exclusion type is selected from the Exclude Wage Types pull-down via Setup > District Codes > Deduction Processing tab.
10. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
a. If you entered anything less than 100 percent to be paid out from the selected accounting strip, click the green plus sign to assign a percentage to be paid from a different accounting strip.
11. Press the Enter/Return key to save the line of data.
12. Click View to open the batch and add employees.
You can also add employees to any created batches from the Employees tab. See Entering Misc Pay By Employee for details.
13. Select the Employee from the pull-down.
14. Select the employee's Job from the pull-down assigned via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable job from the pull-down.
15. The Batch defaults to the batch selected upon opening batch details, but can be edited as needed. To change the Batch, select the applicable batch from the pull-down.
16. Enter the Date in the provided text box, if applicable.
You can enter a Date in the prior fiscal year for retirement reporting purposes.
17. Select the Code from the pull-down, which determines the type of miscellaneous pay and may apply default values such as Rate and Multiplier based on the districts setup in Setup > District Codes > Misc Codes.
18. Enter the number of Hours to be paid for misc pay.
19. Enter the Rate of pay per hour.
20. Select the applicable type of Overtime from the pull-down, which includes options for Overtime, Time and half, and Double time.
21. The Amount calculates automatically based on the Hours and the Rate entered.
22. Select the applicable Supplement from the pull-down for state reporting.
23. Select the applicable Staff Supplement from the pull-down.
24. Select the Increment Paid Count check box if the miscellaneous payment should count toward the employees total paid periods.
25. Select Yes or No from the FICA pull-down to indicate whether FICA should be deducted when processing misc pay.
26. Select Yes or No from the Ret pull-down to indicate whether retirement should be deducted when processing misc pay.
27. Select an option from the Ins pull-down to determine how insurance should be handled when processing miscellaneous pay. The available options include:
- Yes: Include this pay in insurance calculations and take the appropriate insurance deduction.
- No (Doesn't apply to insurance): Exclude this pay from insurance calculations, but still take the insurance deduction based on other eligible pay.
- Don't take insurance (Same as suspending deduction for the run): Do not include this pay in insurance calculations and do not take an insurance deduction.
28. Select Yes or No from the Ftax pull-down to indicate whether federal taxes should be deducted when processing misc pay.
29. Select Yes from the NonCash pull-down to indicate that you are reducing wages to fix an error in deductions.
30. Select the FRS Annual Leave Payout check box to indicate whether FRS wages should be deducted when processing misc pay.
31. Enter any Notes in the provided text box.
32. Enter the Percent that will be paid from the selected accounting strip.
33. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
a. If you entered anything less than 100 Percent to be paid out from the selected accounting strip, click the green plus sign to assign a percentage to be paid from a different accounting strip.
34. Press the Enter/Return key to save the misc pay entry.
35. Click View in the Files & Comments column to open, view, and add files and/or comments.
a. Attach any Files in the corresponding section by dragging and dropping files into this section, click Select to the select the file, or click the scanner icon to scan the file.
b. Enter any Comments into the provided text box and click Post.
c. Click the white X to close the pop-up window.
The Misc Pay tab allows users to enter miscellaneous pay, such as leave pay outs, money granted for supplies, etc. Misc Pay entails any kind of payment made to employees outside of their contract. The Employees tab is used to add employee records to an existing miscellaneous pay batch and define payment details for each employee. Only batches created on the Batches tab are available for assignment.
Misc Pay can be assigned to the run from Payroll > School/Department Payroll Entry > Assign Run tab.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Misc Pay tab.
4. Select the Employees tab.
5. Select the Employee from the provided pull-down.
6. In the employee details, select the Employee from the pull-down.
7. Select the employee's Job from the pull-down assigned via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable job from the pull-down.
8. Employee details must be tied to a Batch. Select the Batch from the pull-down.
Batches must first be created on the Batches tab.
9. Enter the Date in the provided text box, if applicable.
You can enter a Date in the prior fiscal year for retirement reporting purposes.
10. Select the Code from the pull-down, which determines the type of miscellaneous pay and may apply default values such as Rate and Multiplier based on the districts setup in Setup > District Codes > Misc Codes.
11. Enter the number of Hours to be paid for misc pay.
12. Enter the Rate of pay per hour.
13. Select the applicable type of Overtime from the pull-down, which includes options for Overtime, Time and half, and Double time.
14. The Amount calculates automatically based on the Hours and the Rate entered.
15. Select the applicable Supplement from the pull-down for state reporting.
16. Select the applicable Staff Supplement from the pull-down.
17. Select the Increment Paid Count check box if the miscellaneous payment should count toward the employees total paid periods.
18. Select the FICA check box to indicate whether FICA should be deducted when processing misc pay.
19. Select the Ret check box to indicate whether retirement should be deducted when processing misc pay.
20. Select an option from the Ins pull-down to determine how insurance should be handled when processing miscellaneous pay. The available options include:
- Yes: Include this pay in insurance calculations and take the appropriate insurance deduction.
- No (Doesn't apply to insurance): Exclude this pay from insurance calculations, but still take the insurance deduction based on other eligible pay.
- Don't take insurance (Same as suspending deduction for the run): Do not include this pay in insurance calculations and do not take an insurance deduction.
21. Select supplemental_tax_rate% or Don't tax from the Ftax pull-down to indicate whether federal taxes should be deducted when processing misc pay.
22. Select the NonCash check box to indicate that you are reducing wages to fix an error in deductions.
23. Select the FRS Annual Leave Payout check box to indicate whether FRS wages should be deducted when processing misc pay.
24. Enter any Notes in the provided text box.
25. Enter the Percent that will be paid from the selected accounting strip.
26. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
a. If you entered anything less than 100 Percent to be paid out from the selected accounting strip, click the green plus sign to assign a percentage to be paid from a different accounting strip.
27. Press the Enter/Return key to save the misc pay entry.
28. Click View in the Files & Comments column to open, view, and add files and/or comments.
The View button display as blue when no files or comments have been added/attached and displays as green when there are comments or files already included.
a. Attach any Files in the corresponding section by dragging and dropping files into this section, click Select to the select the file, or click the scanner icon to scan the file.
b. Enter any Comments into the provided text box and click Post.
c. Click the white X to close the pop-up window.
Select the check boxes in the first column to select entires for deletion. Once selected, click Delete and Save.
To delete all entries at once, select the check box in the header to select all, then click Delete and Save.
The Adjustment tab allows users to apply adjustments to a payroll run, such as docking pay that should not have been paid out or vice versa, and more. The Batches tab is used to create and manage adjustment batches, which must be created before employees can be assigned adjustments.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Adjustments tab.
4. The screen defaults to the Batches tab.
5. To add a new batch, start by entering a name in the Batch text box.
6. Enter the Description of the batch in the provided text box.
7. Press the Enter/Return key to save the line of data.
8. Click View to open the batch and add employees.
9. The Batch defaults to the batch selected upon opening batch details, but can be edited as needed. To change the Batch, select the applicable batch from the pull-down.
10. Select the applicable Employee from the pull-down.
11. Select the employee's Job from the pull-down assigned via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable job from the pull-down.
12. Select the adjustment Code from the pull-down, such as Bonus, Extended Day, etc.
The codes available here depend on the codes enabled via Setup > District Codes > Adjustments.
When the Imputed code is used to make adjustments, the count over the amount field displays in the pop-up window when payroll is run via the Checks tab. The amount will default to the current imputed amount for the employee, but you can change the count to multiply it, as needed. You can also make it negative or override the amount.
13. Select the Deduction from the pull-down to apply it to the adjustment.
14. Select the applicable Supplement from the pull-down.
15. Select the Increment Paid Count check box to increment the employees paid count when the adjustment is applied.
16. If applicable, select the Leave Bucket from the pull-down.
17. Enter the Date Worked in the provided text box.
18. Enter the number of Hours to be calculated for the adjustment.
19. Enter the Amount to be adjusted.
20. Select Yes or No from the FICA pull-down to indicate whether FICA should be deducted upon processing the adjustment.
21. Select Yes or No from the Ret pull-down to indicate whether retirement should be deducted upon processing the adjustment.
22. Select Yes or No from the Ins pull-down to indicate whether insurance should be deducted upon processing the adjustment.
23. Select the Skip Ftax check box to skip Federal withholding on the adjustment.
24. Enter any Notes in the provided text box.
25. Press the Enter/Return key to save the adjustment entry.
26. Click Allocations to add the account(s) that will be responsible for the adjustment.
a. Enter the Percent that will be paid from the selected accounting strip.
b. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
c. Press the Enter/Return key to save the misc pay entry.
d. Click the white X to close the pop-up window.
The Adjustment tab allows users to apply adjustments to a payroll run, such as docking pay that should not have been paid out or vice versa, and more. The Employees tab is used to add employee records to an existing adjustment batch and define the adjustment details for each employee.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Adjustments tab.
4. Select the Employees tab.
5. In the employee details, select the Employee from the pull-down.
6. The Batch defaults to the batch selected upon opening batch details, but can be edited as needed. To change the Batch, select the applicable batch from the pull-down.
7. Select the applicable Employee from the pull-down.
8. Select the employee's Job from the pull-down assigned via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable job from the pull-down.
9. Select the adjustment Code from the pull-down, such as Bonus, Extended Day, etc.
The codes available here depend on the codes enabled via Setup > District Codes > Adjustments.
When the Imputed code is used to make adjustments, the count over the amount field displays in the pop-up window when payroll is run via the Checks tab. The amount will default to the current imputed amount for the employee, but you can change the count to multiply it, as needed. You can also make it negative or override the amount.
10. Select the Deduction from the pull-down to apply it to the adjustment.
11. Select the applicable Supplement from the pull-down.
12. Select the Increment Paid Count check box to increment the employees paid count when the adjustment is applied.
13. If applicable, select the Leave Bucket from the pull-down.
14. Enter the Date Worked in the provided text box.
15. Enter the number of Hours to be calculated for the adjustment.
16. Select the applicable Overtime option from the pull-down.
The Overtime pull-down will be active depending on the Code selected and whether overtime is applicable to said adjustment. These determinations are made via District Codes > Adjustments > Adjustment Overtime pull-down.
17. Enter the Amount to be adjusted.
18. Select Yes or No from the FICA pull-down to indicate whether FICA should be deducted upon processing the adjustment.
19. Select Yes or No from the Ret pull-down to indicate whether retirement should be deducted upon processing the adjustment.
20. Select Yes or No from the Ins pull-down to indicate whether insurance should be deducted upon processing the adjustment.
21. Select the Skip Ftax check box to skip Federal withholding on the adjustment.
22. Enter any Notes in the provided text box.
23. Press the Enter/Return key to save the adjustment entry.
24. Click Allocations to add the account(s) that will be responsible for the adjustment.
a. Enter the Percent that will be paid from the selected accounting strip.
b. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
c. Press the Enter/Return key to save the misc pay entry.
d. Click the white X to close the pop-up window.
Select the check boxes in the first column to select entires for deletion. Once selected, click Delete and Save.
To delete all entries at once, select the check box in the header to select all, then click Delete and Save.
The New Hires (Missed Payroll) tab allows users to review employees who were hired after payroll processing began and therefore missed the previous payroll run. The New Hires tab is used to identify and include eligible new hires who should have been paid for the prior pay period.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the New Hires (Missed Payroll) tab.
4. The screen defaults to the New Hires tab where you can review newly hired employees who missed payroll due to late paperwork, etc., who should have been paid during the last payroll run.
5. Select the Pay check boxes to pay select employees who have missed pay or supplement pay.
6. Edit the Amount to be paid to the employee by clicking the field and entering the new number.
The New Hires (Missed Payroll) tab allows users to review employees who were hired after payroll processing began and therefore missed the previous payroll run. The Supplements tab allows users to review and process supplemental pay, such as stipends, bonuses, or other additional compensation that is paid outside of an employees regular contract pay.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the New Hires (Missed Payroll) tab.
4. Select the Supplements tab.
The Terminations tab allows users to view all employees who were terminated during the selected payroll run.
The Terminations tab includes inactive employees termination dates up to 4 months.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Terminations tab.
Review the terminations made during the selected payroll run, which includes Employee name, Group, Pay Type, Termination Date, Termination Code, Pay, and Termination Supplements.
4. Edit the Termination Date, as needed.
5. Edit the Termination Code by clicking the pull-down and changing the selection, as needed.
6. Edit the Pay pull-down as needed to decide when the terminated employee should receive their last pay check, such as Undecided, Current Payroll, or End of Year.
Select Undecided if you a run hasn't been decided pon yet. Selecting Undecided keeps this record on Terminations until a Pay is selected (other than Undecided).
7. Select any Termination Supplements applicable from the pull-down.
Changes save automatically.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Retro Pay tab.
4. The screen defaults to the Wages tab.
The Wages tab displays the Employee, Starting date, Type, Pay Type, Job, Dockage, Dockage Retro, Dockage Adj, Overtime Retro, Overtime Adj, Overtime, Would Have Paid, Paid, % Chg, and Triggered By.
5. Ensure the Pay Retro check box is selected to include the retro pay in the payroll run.
6. Select a previous payroll run from the Pay Rates After pull-down to compare the current pay rates to the pay rates of the selected payroll run. This allows you to ensure retro payment have been applied to all applicable payroll runs.
Changes save automatically.
The Retro Pay tab displays retroactive pay calculations based on changes in employees' contract pay (pay rate) via Human Resources > Employee > Jobs tab. The Supplements tab displays detailed supplemental pay information by employee, including the supplement type and related job details, as well as calculated contract amounts, dockage, retroactive adjustments, amounts paid, amounts that would have been paid, and percentage changes.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Retro Pay tab.
4. Select the Supplements tab.
The Supplements tab displays the Employee, Type, Job, Position, Slot, Step, Dockage, Dockage Retro, Dockage Retro Adj, Contract Retro, Contract Retro Adj, Contract, Would Have Paid, Paid, and Pct Chg.
5. To edit the Pay Rates After, select the applicable payroll run from the pull-down. This determines when the payment is issued, with payment occurring after the selected payroll run.
6. To edit the Dockage Retro Adj amount, click the field and enter the correct amount; this determines the retroactive dockage adjustment applied to the payroll run.
7. To edit the Contract Retro Adj amount, click the field and enter the correct amount; this determines the retroactive contract pay adjustment applied to the payroll run.
8. Select the Pay Retro check box for all applicable lines of data to
Changes save automatically.
The Wage Recovery tab allows users to process dockage that should have taken place in previous payroll runs. The Wage Recovery tab also allows users to address any other overpayments.
Unsettled wage recovery from the prior year is applied in the new Fiscal Year until it has been recovered in full.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Wage Recovery tab.
Review the wage recovery data, which displays the Employee, payroll Run, amount Owed, amount Taken, Adjustment amount, the Balance, Payment, and the limit.
4. Select the applicale Employee from the pull-down.
5. Enter the amount Owed and the Limit, as needed.
6. Press the Enter/Return key to save the line of data.
7. Click Adjustments to add adjustment details.
8. Enter the Description of the adjustment and the Amount.
9. Press the Enter/Return key to save the adjustment.
a. Click the white X to close the pop-up window.
Edit any fields for any existing wage recovery entires, as needed.
Click the delete button (red minus sign) to remove a wage recovery entry.
All changes save automatically.
The Deduction Arrears tab allows users to track and manage outstanding deductions that were not fully withheld due to insufficient earnings.
The Deduction Arrears tab is linked to the Insufficient Earnings pull-down located in Payroll > Deduction > Calculated by Job tab > Show > Misc section because the selected option determines how the system handles deductions when an employee does not have enough earnings to cover them.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Deduction Arrears tab.
The Reimbursements tab allows users to review and generate reimbursements, such as travel reimbursements.
If the Reimbursements profile permission is enabled for your profile via Setup > Profiles > Payroll tab, the Reimbursements tab will be the only tab available.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Reimbursements tab.
4. To add a new batch, start by entering a name in the Batches text box.
5. Press the Return/Enter key to save the batch.
6. Click View to add reimbursement entires.
7. Select the Employee from the pull-down.
8. Select the employee's Job from the pull-down assigned via Human Resources > Employee. If the employee performs more than one job at the selected facility, you can select the applicable job from the pull-down.
9. Enter the Date of reimbursement.
10. Select the type of Reimbursement from the pull-down, such as Travel, Meals, etc.
11. Enter the Amount to be reimbursed to the employee.
12. Enter the Percent that will be paid from the selected accounting strip.
13. Select the applicable accounting strip from the element pull-downs, such as Fund, Function, Object, etc.
a. If you entered anything less than 100 Percent to be paid out from the selected accounting strip, click the green plus sign to assign a percentage to be paid from a different accounting strip.
14. Press the Enter/Return key to save the reimbursement pay entry.
Edit all applicable fields as needed by clicking the pull-down and changing the selection or clicking the text field and editing text.
Click the delete button (red minus sign) to delete a record or batch.
Changes save automatically.
The Payroll Reports tab allows users to generate payroll reports, which can be tailored to suit the users' needs and include Staff data, Earnings data, Deductions, Leave, and more.
1. In the Payroll menu, click Payroll.
2. From the Process Payroll tab, select the fiscal year and payroll run from the corresponding pull-downs. See Porcessing Payroll Setup for details about this step.
3. Select the Reports tab.
The report displays the Employee, Facility, Hours, Wages, and Net.
4. Select the Job check box to add the Job Group and Job to the report.
5. Select the Wage Type check box to add Wage Type to the report.
6. Select the Deductions check box to add Class, Deducted, and Contributed to the report.
7. Click Employee to open the Employee screen.
See Additional Features for details on Exporting, Printing, Filtering, and more.