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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.  

Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:

Search/View Positions

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  next to the Compensation record you are searching for to view the data relating to this employee or click on the  to edit the record or  to delete the record.

Selecting Contract Compensations tab shows only the employees with Contract Compensations:

Selecting Non Contract Compensations tab shows only employees with Non Contract Compensations:

Create Compensation


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 

Contract Compensation

Non Contract Compensation

Field definitions:

Compensation

Type is non-modifiable once selected from the Create selection:

  • Contract 
  • NonContract

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.

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:

  • Biweekly
  • Semi-monthly
  • Monthly

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. 

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.

Contract

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.

Compensation Amounts

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.

State Reporting

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

Historical Context

Calendar Start Date is the day on which the system will start counting information from the calendar. This day is automatically entered as the period beginning date of the first payroll in which the job is processed.

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

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 Paid

Amount Earned (Accrued Wages is a calculated field - Earned minus Paid. The Accrued Wage field can be modified by changing the earned amount)

Amount Docked

Days Worked (Contract Only)

Transaction Date is stamped as the system date and cannot be change

Description

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.

Mass Load Compensation Adjustments

If you need to Mass Load Compensation Adjustments for:

  • Amount Paid
  • Amount Earned
  • Amount Docked
  • Days Worked (Only for Contracts)

Refer to the Mass Load documentation

Edit Compensation

  1. Select the Employee to Edit
  2. Click on   next to the Compensation to be modified
  3. Enter in the correct data
  4. Click on to save the changes made or select to not save changes.

Mass Change

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

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report


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