All Compensation defines how the employee is going to be paid. There are two types of Compensations: Contract and Non-Contract.
Contracts Compensations are for employee's that have a specific amount that is to be paid to that person during a payroll period.
Non Contract Compensations would be an unknown total amount. A non-contract would be considered as substitutes or part-time employees and anyone who didn't have a contracted amount. Employee's that would work an unknown amount of days or hours during a payroll period.
To use the 'Highlight Viewer', select the row in the grid to view. The 'Highlight Viewer' on the right hand side will appear:
The Compensation Grid allows the user to search for existing Compensation records for an employee. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit. Example - First Name is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with San in the first name will appear. You can then click on the or click on the to edit the record or to delete the record. next to the Compensation record you are searching for to view the data relating to this employee
Selecting Contract Compensations tab shows only the employees with Contract Compensations:
Selecting Non Contract Compensations tab shows only employees with Non Contract Compensations:
There are two ways to Archive employees Compensations:
- Edit an employees compensation and click on and Save. This will hide the employees compensation from view on the grid:
- Click on the button next to the employees compensation you want to archive:
A confirm box will appear, click onto archive compensation or Cancel to exit without archiving the compensation. This will NOT actually Delete the compensation, it just hides it from view on the compensation grid.
To then view the Archived compensations on the Grid, check.
To Un-Archive an Employees Compensation, edit the compensation and click on to un-check and click on Save:
The Archived column can be added to the grid using the More option:
Archiving an Employees compensation, will hide this compensation from other component options:
- New Contract
- EMIS Entry
- Payroll Processing/Pay Report
A present Position can be used or if a new Position, this must be created first using CORE/POSITIONS.
Select to open up box:
- Select Employee, Position, and Compensation Type (Contract or NonContract)
- Click on
Non Contract Compensation
Type is non-modifiable once selected from the Create selection:
A compensation is linked to a Job Calendar. The Job Calendar is defined in the CORE/JOB CALENDAR option. If this field is not filled in, the job calendar for the compensation will be the one associated with the pay group. Should there be no calendar associated to the pay group, the job will be linked to the district default calendar.
The Description is the title of the Position.
Label is used if a position has more than one compensation, a Label can be used to differentiate between them. Label can be used for the Pay Stub Compensation Description.
Compensation Start Date is the start date of the current contract. This date is a required field and is usually the first day for which the job is paid. The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected. (Note - Make sure to enter a Calendar Start date, which is located under the Historical Context box in compensations. This is a required field for ODJFS reporting)
Compensation Stop Date is the stop date of the current contract. This date is a required field. The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected.
- Enter a Compensation Stop Date prior to the beginning payroll date to stop Compensation from being pulled into payroll and being paid
Non Contract Compensation Start Date - Non Contracts do not have to have a Start Date entered - Is not required
Non Contract Compensations Stop Date - Non Contracts do not have to have a Stop Date entered - Is not required
The frequency by which the job is to be paid is referred to as the Pay Plan. This is a required field. There are 3 possible pay plans:
The method by which the employee is paid is either Daily or Hourly is the Pay unit. Required field.
The Unit Amount field is the daily or hourly rate of the contract. This field will be calculated based on the Contract values:
- The daily rate is calculated as follows:
- CONTRACT AMOUNT / NUMBER OF DAYS IN CONTRACT = DAILY RATE
- The hourly rate is calculated as follows:
- CONTRACT AMOUNT / (NUMBER OF DAYS IN CONTRACT * HOURS PER DAY) = HOURLY RATE
- In cases where there is not contract (i.e. substitutes), the amount can be manually entered.
The field is used if wanting to override the unit amount calculation. Check the box to override.
The Retirement Hours field contains the hours the employee is to receive per day for SERS retirement purposes. The retire hours is used to automatically calculate an employees Regular pay type hours during the Payroll Processing and Payroll Payment Future and Current. This field is NOT a required field. If there is no value in the "Retire hours" field, Payroll Processing and Payroll Payments will use the value in Hours per day. If there is no value in either field, Payroll Processing and Payroll Payments will use 0.00 as the retirement hours value.
The field indicates whether the job is in the advance mode:
- job is in advance
- Blank - No, job is not in advance
The Supplemental Tax Option field is used to identify the taxing option to be used when paying a supplemental job.
- Three options are available:
- None - Payment taxed as part of regular wages (uses regular tax rates)
- Apply Annuities to Regular - all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the regular wages. No annuity amounts are applied to the wages that will be taxed at the federal supplemental withholding rate.
- Apply Annuities to Supplemental - all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the wages being taxed at the supplemental withholding rate. No annuity amounts are applied to the regular wages.
- The taxing option selected will appear in Payroll payments, Current and Future and can be modified if necessary. If neither of these options apply to this job, the field should be left blank.
**For instance** if you choose "Apply Annuities to Supplemental" it will apply the applicable annuities to the supplemental wages first (assuming the employee also has regular wages on the same payroll). If there are then annuities "left over" after applying them to the supplemental wage amount, the remaining amounts will be applied to the regular wages. The opposite is true when the option to apply the annuities to regular wages is selected.
The Archived option can be checked to hide old employees compensations on the grid.
Contract Days Worked are the number of days the employee is contracted to work this job.
Contract Work Days are the number of days the employee has worked on this job. These days are automatically calculated by using the Job Calendar and Compensation Start and Stop date.
Hours In Day field contains the number of hours the employee is regularly scheduled to work during a day. This field is used in calculating hourly rates and charging out absences through the program Leave Pro.
The Pay per Period field is used for equal pay employees. It contains the pay amount the employee should receive on this job for each payroll. The pay per period is calculated as follows:
CONTRACT OBLIGATION - AMOUNT PAID - AMOUNT DOCKED / NUMBER OF PAYS REMAINING IN CONTRACT = PAY PER PERIOD
The option is used if wanting to override the Pay Per Period calculation. Check the box to override.
The Contract Amount indicates where the compensation is placed on the salary schedule. This amount is for informational purposes. Amount and Obligation will differ when a change in the obligation is made for the current contract through New Contract. In that case, the contract amount will be the full contract amount.
The Contract Obligation is the amount the board is obligated to pay the employee for the current contract.
The Contract Type field is a user defined field.
The Pays In Contract refers to the number of pays the job is contracted for.
Pays paid is the number of pays that have been paid on the contract. This field is updated after each payroll in which the job is included. This field is non-modifiable.
The Retro Next Pay field can be used in two ways. One, if a retro situation is created in New Contract, the retro amount can be placed in this field by the New Contract program. Two, a retro amount can be manually entered. In either case the system will process the retro amount during the next payroll in which the job is included. The amount has to be greater than zero. No negative amounts can be used in this field. Use UPDCAL Retro as a negative amount or Dock Pay type.
The option indicates whether payments should be stretched over the number of pays or not. Check if payments are to be stretched over the number of pays in the contract.
The Accrued Wages is the amount the employee has earned on this contract, but has not yet been paid. This field stores the accrued wages. It is important that this field is correct for mid-year contract changes and using the POF (pay off of accrued) in Payroll Payments. Only those employees who are on stretch pay will have amounts in the Accrued Wages field. This field is non-modifiable.
The Amount Earned is the contract amount earned by the employee. The calculation is as follows:
- AMOUNT PAID + ACCRUED WAGES + AMOUNT DOCKED = AMOUNT EARNED
This amount is updated with each payroll that the job is processed.
The Amount Paid which has been paid to the employee through the payroll system. It does not include accrued wages.
The Amount Docked field contains a running total of wages which are docked on the job.
Salary Schedule - Only for Contract Compensations
Salary Schedule Column refers to which column the employee is in on the salary schedule.
Salary Schedule ID is the schedule type for the salary schedule the employee is associated with. The ID can be between 1 and 6 characters in length.
Salary Schedule Step is the salary schedule step that the employee is on.
Is this employee information to be Reported to EMIS?
- Check if the employee information should be reported to EMIS
- Leave unchecked if the employee information should NOT be reported to EMIS
Local Contract Code is the Job Number for the employee's EMIS Contracted Service (CC) job. Example: 001.
When a SIF collection is performed on the staff data, the Local Contract Code and an alpha character will show in the local contract code as a reference to the compensation the CK record is for. In redesign, each compensation that is reportable to EMIS is reported separately within the position collection. So the local contract code gets set to the position number the compensation is for, followed by an alpha character. This was setup inside the USPS EMIS SOAP bridge that is used to gather the data from redesign when a collection is done. The local contract code that is assigned to a compensation can also be viewed in redesign on the compensation screen under the State Reporting section. The local contract code field is displayed and shows the code that was assigned during the collection.
If there are 2 reportable compensations for the same position the local contract codes would be 1a and 1b.
Calendar Start Date is the day on which the system will start counting information from the calendar. This is a required field for ODJFS reporting.
Calendar Stop Date is the ending date that the system should use when calculating ODJFS weeks, EMIS days, and service credit. Once the Compensation is Saved, the Calendar Stop Date will be entered automatically. Leave blank until employee is no longer working at district.
Contract Change/Extension Type - The type of contract extension or contract change by which this Compensation replaced the old Compensation:
- Mid-contract with no retro
- Mid-contract with retro spread over remaining pays
- Mid-contract with lump sum retro
- New contract
Contract Change/Extension Source is the Compensation that was replaced by a contract extension or contract change
Pay Group Code is a non-modifiable field showing the employees Pay Group Code for the Compensation. If the Pay group needs changed, go the employees Position and update the Pay group. You will then have to modify the compensation for this employee and Save to see the changes to the Pay Group and Description.
Pay Group Description is a non-modifiable field showing the Description of the Employees Pay Group Code.
Compensation Adjustments- Ability to manually adjust compensation Amounts and Days Worked:
Click on Create and enter in the data to be updated. This will add or subtract to your figures:
Amount Earned (Accrued Wages is a calculated field - Earned minus Paid. The Accrued Wage field can be modified by changing the earned amount)
Days Worked (Contract Only)
Transaction Date is stamped as the system date and cannot be change
Contract Compensation Journal:
Non Contract Compensation Journal :
Click on Save to save the update:
Click on to create the New Compensation, click on cancel to not create the Compensation.
Refer to the Mass Load documentation
- Select the Employee to Edit
- Click on next to the Compensation to be modified
- Enter in the correct data
- Click on to save the changes made or select to not save changes.
For more detail information on the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change
To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report