Employee Pay Rate Information Pages

Record Center

Lists the employee's existing pay rates, including primary, secondary, and additional duty rates. The page enables you to display the Pay Rate Information detail page. You can also display a page to view a rate's accounting distributions.

• If an employee does not have a pay rate, the record center does not display. Instead, the system asks whether you want to add a rate on the detail page.
• If the employee does have a rate, this is the first page to display when you click Pay Rates on the Employee Information page.

Detail Page

Enables you to add or change pay rates.

• To display the detail page for changing a rate, display the record center, select a pay rate, and then click OK.
• To display the detail page for adding a rate, display the record center, click Add New, and then select Yes or No to the question asking whether you want to include default values from the employee's primary pay rate.
  The detail page includes Action Bar items for accessing the Additional Rates, Pay Dates, and Position Assignments pages.

First Item

Accesses the first pay rate in the list.

Previous Item

Accesses the pay rate listed before to the current one.

Next Item

Accesses the pay rate following the one being viewed.

Last Item

Accesses the last pay rate in the list.

Primary Pay Rate

A checkbox indicating whether the pay rate is primary or secondary. Select the box if this is the employee's primary rate. You must enter a primary rate before you can create a secondary rate.

Include Dock

A checkbox determining whether the system should include this pay rate in calculating the employee's docking rate. Select the box if the pay rate should be used in docking calculations. You must select the box for the primary rate. If you do not, the system selects it for you.

To include a secondary rate in the docking rate, the primary rate must have a salaried pay method, either P - Pay Period or R - Range/Step Pay, and the Override Type field must be set to S - System Calculate. The docking rate does not appear in the secondary rate but defaults to the primary rate. You can view the combined rate on the Docking Rate page, which displays before you access the Organization section when docking applies. For information, refer to Docking Rate Page.

Rate #

A system-generated number. The system assigns rate numbers in sequential order. Rate 1 is always the primary rate when you add an employee, since a primary rate must be set up before adding a secondary rate. However, you can have a primary rate that is not Rate 1 if you terminate the original rate and set up another primary rate. Refer to the Status field for related information.

Class

Identifies the employee's job class. Following are the values that default to the employee's Pay Rate record based on the job class you select:

• The pay code, pay method, pay group, and calendar default from the class.
• If the class includes a salary schedule, the system uses the schedule's annual salary or hourly rate. It also defaults the schedule's contract days.
• Deduction and leave codes default to the relevant pages from the job class, but only for primary rates and when adding a new employee. These values do not default when you change a rate or create a new one.
• If you use Position Control and the Position table includes the class you assign, the Position Assignments page displays after you enter the job class.

For more information on job classes, refer to Job Class Table.

Pay Code

The code identifying the rate type, as defined in the Pay Code table. The pay code determines the following:

• The type of pay includes regular salary, overtime, vacation pay, sick leave, or leave without pay.
• The rate's pay type must be compatible with its pay method. For more information, refer to Pay Types and Compatible Pay Methods.
• Exemptions from certain taxes and deduction codes.
• Whether the rate applies to Workers' Compensation and FLSA calculations.
• The leave codes to update.
• The title to print on the employee's paycheck or direct deposit voucher.
• Whether gross wages can be encumbered.

For more information, refer to Pay Code Table.

Pay Group

The user-defined, one-character code for grouping employees when processing payroll, W-2s, and 1099-Rs. Pay groups often reference pay frequencies, such as Weekly, Biweekly, and Monthly. The primary use of a pay group is to allow you to load time for all employees who should be paid together in a pay run.

For example, if salaried employees are paid biweekly and hourly workers weekly, you could assign the codes W (weekly) and B (biweekly) to the respective groups. When setting up pay groups in pay runs, you would enter W as a pay group every week and B on alternating weeks.

Besides using codes to reference frequencies, you could define a pay group for retirees (R, for example) whose pensions are employer-paid. When you process 1099-R forms at the end of a calendar year, you can access the related employee records by using this code as selection criteria.

While you can set up as many pay groups as you want (one for every letter in the alphabet plus one for the digits 0-9), the W-2 and 1099-R options allow you to enter a maximum of 24 groups.

Status

The code identifying the rate's status rate.

Select:

• A - Active - Enables the rate to be loaded in a timecard during pay runs. This is the default value when you add a rate.
• I - Inactive - Prevents loading the rate in a timecard. An inactive rate can still be paid but must be entered manually on timecards. Position Control tracks inactive rates unless they are vacated.
• T - Terminated - Indicates the employee is not returning to the position. A terminated rate still loads into timecards and can be paid until the termination date (entered in the Terminate Employee page) or the rate's end date. Terminated rates are not tracked in Position Control.

Calendar

The code identifying the rate's calendar, which defaults from the employee's job class. You can override the default by selecting another code.

Start Date

The first date on the employee's calendar. The system uses the start and end dates to calculate the value in the Days Worked field. These dates also define the period in which the rate can be paid.

You may select another date, though it must be within the range of dates specified on the calendar. When you change the start date, the system updates the Days Worked field accordingly.

End Date

The last date on the employee's calendar. If you change the date, ensure your entry is within the calendar's range. Refer to the Start Date field for related information.

Pay Start Date

The starting date for the pay rate. MM/DD/YYYY format.

You can use this field to enter a start date before the start date specified on the calendar. For example, if the calendar starts on 09/02/2018 and the employee needs to be paid for the last week of August 2018, you could enter 08/26/2018.

Pay End Date

The ending date for the pay rate. MM/DD/YYYY format.

You can use this field to enter an end date that falls after the end date specified on the calendar. For example, if the calendar ends on 06/30/2019 and the employee needs to be paid for the first week of July 2019, you could enter 07/05/2019.

Days Worked

The total days the employee works in a year, which defaults from the employee's calendar. This information is required with the following pay methods: Hourly, Daily, Range/Step Rate, and Range/Step Pay. These pay methods use the days worked to calculate the annual salary.

Pay Cycle

Selection determining whether the employee should receive a second check for special or advanced pay when one applies in a pay run. Up to two checks can be generated for an employee in a pay run that includes two or more pay cycles.

Select S - Second Check if the employee should receive two checks in these instances. Otherwise, leave the field blank.

Hourly, Daily, and Per Unit Rate

Hourly, Daily, and Range/Step Rate

Per Period Rate

Pay Period and Range/Step Pay Per

Timecard Amount and Special Amount

None Required

Pay Period

You must enter the annual salary so the system can calculate the rate: Pay Rate = Annual Salary ÷ Number of Pays

Hourly or Daily

You must enter the rate as an hourly or daily amount.

Per Unit

The system defaults the rate from the pay code. However, if you subsequently change the pay code's rate, the system does not automatically update the employee's Pay Rate record. To update the rate, you must access the Pay Rate record and press <Tab> through the Pay Method field.

Range/Step Pay Hourly Schedule

The rate defaults from the salary schedule based on the range and step.

Range/Step Pay Salaried Schedule

Pay Rate = Schedule Amount &divide; (Schedule Days Worked x Schedule Hours/Day)

Range/Step Rate

Pay Rate = [(FTE x Schedule Amount) x (Days Worked &divide; Schedule Days Worked)] &divide; Pays Per Year

Annual Salary

The annual gross wages under this rate. With the Pay Period pay method, you must enter the salary. For other methods, the salary is system-calculated. The two per-period pay methods, Pay Period and Rate/Step Pay, also allow you to enter rates for additional duties. The system adds the pay for these duties to the annual salary. For information, refer to Additional Rates Page.

Paid

The year-to-date gross paid to the employee under this rate. The system uses the value from this field to determine the balance of pay remaining in a fiscal year for a contracted employee.

Contract Position

A checkbox identifying whether the pay rate is for a contracted position. Select the box if the employee's rate is under contract.

Contract Days

The number of days in the employee's contract. This defaults from the salary schedule if one applies. If needed, you may change the displayed value.

Summer Pay

A checkbox that determines whether the employee receives a summer payout. Select the box if summer checks can be issued for this purpose in the Summer Time Load option (Load Employee Time page) during pay run processing. This does not relate to advanced pay for summer vacations.

Contract Limit

The Maximum pay a contracted employee can receive in the year defined by the start and end dates.

If the Contract Position checkbox is selected, the Contract Limit defaults from the Annual Salary field. You may change this if needed. Remember that the employee's pay stops when the limit is reached.

If the employee is docked but does not have enough pay in the pay run to satisfy the docked pay, the Contract Limit field will be updated to reflect the docked amount if the pay rate is flagged as a contracted pay rate even if the employee is not receiving the secondary pay in the pay run.

Balance

The year-to-date balance that remains unpaid on the employee's contract limit. The system calculates the balance using the following equation: Contract Balance = Contract Limit Paid To Date.

If the Contract Position checkbox is selected and the balance is 0.00, the employee cannot be paid because the contract limit has been reached.

Pay Out Date

The date the pay rate's contract balance is paid out.

Pay Out Amount

The amount of the payout.

Occupied or Vacant

Status of the position.

Select:

• Occupied
• Vacant

Description

The description of the position.

Location

The code identifying the position's location.

FTE

The full-time equivalency value expressed as a decimal (100% = 1.000000). If the employee works in more than one position or is part-time, enter the percentage of time spent in each position.

*Budget Unit*

Low organization for distributing payroll expenses processed under this pay rate. The asterisks indicate that the field's title is defined in your Human Resources Profile. As a result, the title may be different in your system.

• The Budget Unit and Account combinations you enter must exist in the Expenditure Ledger.
• If the rate is linked to Position Control, the distribution defaults from the Position table, and you cannot access the Organization and Project sections.
• Distributions from the pay rate default to timecards during pay runs, including the Budget Unit/Account and Project/Account combinations. If needed, you may override the timecard's default distributions.
• If an employee does not have a rate for a job class entered on a timecard, the distribution defaults from the employee's primary rate.
• If an employee receives special pays, the system distributes the gross amount for the special pays using distributions from the primary rate. For information on this type of pay, refer to the description of the Special Pays field.

Account

The account for distributing pay issued under this rate. The conditions that apply to the Budget Unit also apply to the Account field. One exception is that if the pay rate's pay code includes an Account code, this distribution applies instead. If needed, you may substitute a different Account during timecard entry.

%

The percentage to distribute to the Budget Unit/Account entered as a decimal (1.00 = 100%). The sum of the percentages in this column must equal 1.00.

*Project*

Low project organization for distributing the rate's gross pay. The asterisks indicate that the field's title is defined in your Human Resources Profile and may be different from the one used in your system.

Most conditions that apply to the Budget Unit field in the Organization section also apply to Project/Account distributions. There are two exceptions:

• Project/Account combinations are validated against Fund Accounting's Project Ledger.
• If you do not want to use a default Project distribution during a pay run, enter NONE in the Project section of the employee's timecard.

Account

The project account for distributing pay.

%

The percentage of the rate to distribute to this Project/Account expressed as a decimal (1.00 = 100%). The sum of the values in this column must equal 1.00.