Employee Pay Rates page

Record Center

Enables you to enter selection criteria to search for pay rates for multiple employees that need to be updated. A search generates a list of employees' existing pay rates, including primary, secondary, and additional duty rates.

You also can initiate the process for adding pay rates. To display the detail page for adding a rate, click Add New in the record center to display the Pay Rate Add Setup page.

Pay Rate Add Setup

Enables you to enter an employee's ID number and determine whether to use default pay rate information when adding a new rate. Clicking OK on this page displays the Pay Rate Information detail page.

Detail Page

Enables you to add or change pay rates. After you run a search, you can sort the list and select the first record to update. When adding pay rates, a third page, Pay Rate Add Setup, is used to enter the employee's ID number. You can then access the detail page to set up a new rate.

If you select the Continuous checkbox, you do not have to return to the list each time you complete a record:

• When you save a new record, the Pay Rate Add Setup page displays again for adding another record.

• When you save an update, your list's following pay rate record displays.

This process continues until you complete your new rates or the updates for all the records listed.

Primary Pay Rate

A checkbox indicating whether the pay rate is primary or secondary. Select the box if this is the 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 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.

Job Class

Identifies the employee job class. Following are the values that default to the employee 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 annual salary or hourly rate. It also defaults the schedule 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 type of rate, as defined in the Pay Code table. The pay code determines the following:

• The type of pay, including regular salary, overtime, vacation pay, sick leave, or leave without pay.

• The pay type must be compatible with its pay method. For more information, refer to the Pay Types and Compatible Pay Methods section of this page.

• 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 paycheck or direct deposit voucher.

• Whether gross wages can be encumbered.

For more information, refer to Pay Code Table.

Pay Group

The table-defined, one-character code for grouping employees when processing payroll, W2s, 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 using this code as selection criteria.

While you can set up pay groups for every letter in the alphabet and for each digit 0 through 9, the W2 and 1099-R options allow you to enter a maximum of 24 groups.

For more information, refer to Pay Groups.

Status

The code identifying the rate status.

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 on the Terminate Employee page) or the rate's end date. Terminated rates are not tracked in Position Control.

Calendar

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

Start Date

The first date on the employee 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.

To enter a start date outside the calendar range, use the Pay Start Date field below.

End Date

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

Pay Start Date

The starting date for the pay rate.

The format is MM/DD/YYYY.

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 can enter 08/26/2018.

Pay End Date

The ending date for the pay rate.

The format is MM/DD/YYYY.

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 calendar. This information is required with the following pay methods:

• Hourly

• Daily

• Range/Step Rate

• Range/Step Pay

These pay methods use the days worked to calculate the annual salary.

Pay Cycle

Indicates 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 Method

The code designating how the employee is paid. 

• D - Daily: Per day amount

• H - Hourly: Per hour amount

• P - Pay Period: Per pay period amount

• R - Range/Step Pay: Scheduled per pay period amount

• S - Range/Step Rate: Scheduled hourly or daily amount

Refer to the Salary Calculations section on the Pay Rates Page for a list of compatible pay methods and pay code types.

Schedule

The code identifying the employee salary schedule if one is assigned to the job class. The schedule determines the following values based on the range and step entered in the following fields: pay rate, docking rate, and annual salary. If needed, you may change the default schedule.

Range

The range on the salary schedule. Schedules can have up to 99 ranges. Single-digit ranges (1 through 9) must be preceded by a zero; for example, enter 9 as 09. You cannot use a decimal number in this field.

Step

The step on the salary schedule. Steps often relate to years of service. You can use a decimal number if a schedule does not have a step with the exact salary. For example, if you enter 4.5 and the schedule has a salary of $30,000 for step 4 and $32,000 for step 5, the system calculates the salary as $31,000.

If you use the Salary Negotiations System, the Step field increments when you run Salary Negotiations Auto-Step option.

Hours per Day

The number of hours per day the employee works in this position. The system uses this value to calculate the annual salary for hourly pay methods (Hourly and Range/Step Rate) and the docking rate for hourly and daily (Daily) methods. Enter 1.00 if you record attendance/docking in days.

Pays per Year

The number of pays issued annually to the employee under this rate. The system uses this value to calculate the annual salary for salaried pay methods (Pay Period and Range/Step Pay).

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.

• If you use Position Control, you cannot access the FTE field. Instead, the FTE defaults from the Position Assignments page.

• If you do not use Position Control, enter the percentage of time the employee spends working under this pay rate.

Override Type

Indicates whether the system should calculate the docking rate and, in some cases, the pay rate. 

• S - System Calculate(default) - If this setting is used with Pay Period and Range/Step Pay pay methods, the system calculates the docking rate as follows:
  Docking Rate = Annual Salary / (Days Worked x Hours/Day)
  With Hourly, Daily, and Range/Step Rate methods, the docking rate is the same as the pay rate and cannot be changed.

• O - Override Rate - With this setting, you must enter the docking rate, regardless of the pay method.

For related information, refer to the description of the Docking Rate field.

Pay Hours

The number of hours in a regular pay period. For a Daily pay method, enter the number of days instead.

Pay Rate

The gross wages paid to the employee, either hourly, daily, or per period, depending on the pay method and schedule type (if one applies).

For related information, refer to the Pay Methods and Corresponding Pay Rates section of this page.

Docking Rate

The rate for deducting leave without pay (LWOP) from the employee gross pay. The docking rate only displays in the primary pay rate. Secondary rates can also generate a docking rate, but it is calculated on the primary pay rate record or Docking Rate page.

The Docking Rate field is display-only.

The following conditions affect the docking rate based on the setting in the primary rate Override Type field:

• S - System Calculate

• • For Pay Period and Range/Step Pay pay methods, the system uses the following equation:
    Docking Rate = Annual Salary / (Days Worked x Hours/Day)

  • For Hourly, Daily, and Range/Step Rate pay methods, the docking rate is the same as the pay rate.

When you add a secondary rate (Pay Period or Range/Step Pay pay method) and select the Include Dock field, the docking rate is recalculated and stored in the employee primary Pay Rate record. The new docking rate displays on the Docking Rate page before you enter the pay rate distribution.

• O - Override Rate

The pay method, in this case, must be Pay Period or Range/Step Pay. With this method, you must enter the docking rate.

For additional information on docking, refer to Docking Rate Page.

Dock Units

The total hours or days the employee has been docked during the current fiscal year. The total is a sum of the hours or days stored in Leave Without Pay pay codes (090-099). The field can be reset to zero using the Update New Year Rates option, and Auto Step Employees feature in the Salary Negotiations system.

Dock Amount

Displays the amount, if any, the employee has been docked as a negative value.

Dock Arrears

The amount of docked pay that should be deducted from future pay runs. If the employee has a secondary pay rate and is docked but does not have enough pay in the pay run to satisfy the docked pay, this field (on the secondary pay rate) will be updated with the pro-rated arrears amount.

Dock Pays

The number of future pay runs to spread the dock arrears amount over.

The employee will retain one dock pay if all of the following conditions stand:

• There is docking arrears payback.

• The number of dock pays remaining is decreasing.

• The dock pays remaining is 1 with an amount left in the docking arrears amount.

Pay Period

Enter the annual salary so the system can calculate the rate: Pay Rate = Annual Salary / Number of Pays

Hourly or Daily

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 rate, the system does not automatically update the employee 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 / (Schedule Days Worked x Schedule Hours/Day)

Range/Step Rate

Pay Rate = [(FTE x Schedule Amount) x (Days Worked / Schedule Days Worked)] / 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 pay rate is under contract.

Contract Days

The number of days in the employee 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. The employee pay stops when the limit is reached.

Balance

The year-to-date balance that remains unpaid on the employee 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 contract balance is paid out.

Pay Out Amount

The amount of the pay out.

Occupied or Vacant

Indicates if the position is occupied or vacant regarding full-time equivalency (FTE) values used in the Position Control System.

Position

The code or title identifying a position. Use the Lookup tool to search for existing positions.

Description

A description of the position.

Location

The assigned code or title of the location for the position.

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 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 default distributions.

• If an employee does not have a rate for a job class entered on a timecard, the distribution defaults from the employee 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.

22.4 and later

Ledger

Identifies the ledger type for the distribution. Displays if the district uses Full Account Format.

22.4 and later

Account Number

Account Number replaces Budget Unit and Account fields if the district uses Full Account Format.

%

The percentage to distribute to the Budget Unit/Account or Account Number, 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. As indicated by the asterisks, the title of this field 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.