Salesware Instructor Payroll

Transcription

1 Salesware Instructor Payroll Version 4.4 accesso 302 Camino de la Placita Taos, NM

2 Copyright Copyright 2015 accesso Technology Group, plc. All rights reserved. NOTICE: All information contained herein is the property of accesso Technology Group, plc. No part of this publication (whether in hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of accesso Technology Group, plc. The software, which includes information contained in any databases, described in this document is furnished under a license agreement and may be used or copied only in accordance with the terms of that agreement. This publication and the information herein is furnished AS IS, is subject to change without notice, and should not be construed as a commitment by accesso Technology Group, plc. accesso Technology Group, plc. assumes no responsibility or liability for any errors or inaccuracies, makes no warranty of any kind (express, implied, or statutory) with respect to this publication, and expressly disclaims any and all warranties of merchantability, fitness for particular purposes, and non-infringement of third party rights.

3 Introduction... 3 Installation... 3 To install... 3 To update... 4 Setup... 4 Payroll preferences... 4 Calculation period...4 Overtime calculations...4 Return guest preferences...5 Create employee status list...6 Define pay rate types... 6 Instructor setup... 6 Assign department/supervisor...7 Assign instructor employee status...7 Assign pay rate types to instructors...7 Edit lesson types for payroll... 9 Lesson type category...9 Lesson type payroll settings...9 Create incentives Define primary incentive conditions Define secondary incentive conditions Define active date range Define payment method Set up export to Kronos Timecard input and approval...25 Private lessons Group Lessons Associate actual guest to instructor Associate customer without guest record to instructor Non-teaching events Approve instructor timecards Process payroll...28

4 Verify pay calculation by instructor Calculating payroll Manual adjustments Instructor Wage Report Export to Kronos Instructor Payroll module security Hot keys and instructor time cards... 31

5 Introduction The Instructor Payroll module is used to process payroll for the Private Instruction module. You can feed the results directly into your time and attendance system. This document covers the installation, setup and use of the Instructor Payroll module. The Instructor Payroll module was previously referred to as PayManager and some of that terminology continues in the software and documentation. A separate license is required for Instructor Payroll. Installation To install Note: Common Files application must already be installed on the computer where you are installing Instructor Payroll. See the Salesware Installation Guide for more information. 1. Download the installer, Install_Siriusware_InstructorPayroll_44xx.msi, from the accesso Siriusware Information Portal (accesso Siriusware Information Portal). It is recommended that you save and run the installer from the shared Siriusware\Install directory on your network. 2. You are provided with the option of installing the training version of Instructor Payroll. For more information about training versions of the software, see the Salesware Installation Guide. 3. You are provided with a dialog in which you can specify the LOCATION system environment variable. For more information about the LOCATION system environment variable, see the Salesware Installation Guide. 4. You are asked to provide the name of the Microsoft SQL Server that hosts the SiriusSQL database. For more information about providing this information, see the Salesware Installation Guide. 5. Copy the latest version of the c_paymgr_****.exe application to fileserver\\siriusware\updates. (You can get this.exe from the Downloads area of the accesso Siriusware Information Portal.) 6. Start Instructor Payroll. Note: When you first start Instructor Payroll, you might get the message, You must set up a valid Payroll Period in SysManager before using this application. This is done from SysManager > Preferences > Payroll. For more information, see Payroll preferences.

6 To update 1. Copy the latest version of the c_paymgr_*.exe application and save it to fileserver\\siriusware\updates (or to the location on your network where application updates are stored). 2. Start Instructor Payroll the application automatically updates to the new version. Setup Payroll preferences Calculation period The current calculation period is the period of time that is included on the Instructor Time Card dialog for payroll processing. This is the current period for which instructors are paid for lessons taught. 1. Go to SysManager > Preferences > Payroll. 2. On the Calculation Period tab, enter the current payroll calculation period in the form of a beginning and ending date. 3. If you would like the list of Instructor Time Cards accessible in SysManager to be limited by the logged in supervisor, select Supervisor views only their employees. Note: It is possible to designate a supervisor for each instructor so that upon log-in, an instructor sees only her/his employees in the dropdown list of instructors on the Instructor Time Card dialog. Overtime calculations You can specify how your resort calculates overtime, either by hours per week, hours per day or both, as well as thresholds and multipliers used for calculating overtime pay. This information can also be specified in PayManager > Settings > Payroll Preferences. 1. Go to SysManager > Preferences > Payroll. The Payroll Preferences dialog is displayed. 2. On the Overtime tab, check Hours/Week if your resort has an overtime threshold for hours per week. 3. Enter the number of hours in the Threshold field above which overtime pay for the week applies. 4. Enter a Multiplier for calculating overtime pay for the week. Note: This would be how many times their normal Pay Rate Instructors are paid for overtime in the week. 5. Enter the Start Day that the new week starts on to calculate overtime pay.

7 6. Check Hours/Day if your resort has an overtime threshold for hours per day. 7. Enter the number of hours in the Threshold field above which overtime pay for the day applies. 8. Enter a Multiplier for calculating overtime pay for the day. Note: This would be how many times the normal pay rate instructors are paid for overtime in the day. Return guest preferences Resorts define return guests for group lessons in different ways. You are able to customize what constitutes a return guest and how the payroll system calculates any incentives based on return guests. 1. Go to SysManager > Preferences > Pod Booking. 2. Access the Return Guests tab. The Pod Booking Preferences dialog is displayed. 3. Select whether the Return Guests credit goes to the current instructor (Credited to Current Instructor) or the previous instructor (Credit to Previous Instructor). Note: If the current instructor has taught this guest before, then the current instructor gets the credit (Credited to Current Instructor). If the guest has taken a lesson before the credit goes to the person who last taught this guest (Credited to Previous Instructor). 4. Check Include Private Lessons if you would like to include prior private lessons that the guest has taken in the criteria for a return guest. Note: By default, the return guests criteria includes only that the guest has taken a group lesson in the past. By checking Include Private Lessons, any guest who has taken any kind of lesson in the past and is now taking a group lesson is considered a return guest. Credit is given to whatever instructor type is indicated in the Credited to field. 5. In Duration for Calculating Returns, you are defining how far before a current booking a guest must have taken a lesson to be considered a return guest. If a guest is considered a return guest no matter how long ago the guest took a lesson, select No Expiration. If a guest is considered a return guest because the guest took a lesson in the last x days, select Previous and enter the number of days prior the guest must have taken their last lesson to be considered a return guest. If a guest is considered a return guest because the Guest took a lesson within a particular period, select From and enter a beginning and ending date during which a guest s last visit qualifies them as a return guest. 6. Click the Save button to save your changes.

8 Create employee status list The Instructor Payroll module allows you to define labels for up to six employee status radio button fields so that you can associate a status with each employee. Once you define and enter your employee status list, it is displayed on the Instructor dialog (SysManager > Activities > Instructors > New) under the Payroll tab. To define your list of employee statuses: 1. Go to SysManager > Preferences > Instructors and the Instructor Preferences dialog is displayed. 2. Access the Payroll tab. Here are displayed six label fields (Option 1 through Option 6). 3. Enter a label for each employee status you plan to utilize. Note: You can use one or more fields it is not necessary to fill out all the fields. 4. Click Save to save your changes. Define pay rate types Pay rate types allow you to define types of pay rates that apply to one or more instructors and to one or more lesson types. These pay rate types are used to define incentives (methods of pay) for calculating instructor payroll. Note: There is no limit to the number of pay rate types you can create. 1. Go to SysManager > Activities > Lesson Lists > Instructor Pay Rate Types and click the New button. The Instructor Pay Rate Type dialog is displayed. 2. Enter a unique Nickname for the Pay Rate Type. 3. Enter a Description for the Pay Rate Type. 4. Choose whether this Pay Rate Type is based on a Rate ($/hour) or a Fixed $ Amount. 5. Click the Save button to save your changes. Instructor setup In order to use the Instructor Payroll module to process payroll, you need to define your instructors, which is covered in the Salesware Private Instruction document. In addition to basic instructor setup, there are some instructor parameters that are specific to ski school payroll that need to be set up.

9 To set up instructors: Go to SysManager > Activities > Instructors and add or edit an instructor on the Instructor dialog. Assign department/supervisor To assign a department/supervisor: 1. Enter a Department for this Instructor. Note: This field is used to indicate the Instructor s home department. In some payroll reports, you can specify whether the report is run on an Instructor s work department(s) or home department(s). The entry in the Department field can be linked to the job code field, so that if you have job codes entered in your lesson types, you can use those same job codes for Instructor Departments and track where Instructors are working. 2. Enter a Supervisor for this Instructor. Note: This field is used to enter the Supervisor s log-in id (under Activities > System Lists > Operators). If you checked Supervisor views only their employees on the Payroll Preferences dialog, then, when that person logs in, only the Instructors with their log-in id entered in the Supervisor field are in the Instructor dropdown box on the Instructor Time Card dialog (in the Instructor Payroll application). Assign instructor employee status To assign a status to each instructor: 1. Access the Payroll tab. 2. In the Employee Status box, select a status that applies to this Instructor. Note: This list of statuses is defined in the SysManager > Preferences > Instructors > Payroll tab. (See Create employee status list.) You are given up to six user-defined radio button selections for defining a list of statuses to assign to instructors. Once these are defined, they are displayed on the Employee Status box. Assign pay rate types to instructors Instructors may have any number of pay rate types assigned to them for calculating different sorts of instructor pay such as private lesson pay, group lesson pay or paid task pay (such as snow shoveling). When an instructor has been assigned one or more pay rate types, they display in the grid in the SysManager > Preferences > Instructors > Payroll tab.

10 Note: The Pay Rate 1, Pay Rate 2, Private % 1 and Private % 2 fields on the Payroll tab can be ignored and do not enter into payroll calculations using the Instructor Payroll module. To assign pay rate types to instructors: 1. Click the Edit Pay Rates button and the Instructor Pay Rates screen is displayed. Note: From this screen you can assign/view/edit a pay rate for this Instructor, all Instructors or another Instructor. In the Instructor Pay Rates screen you can view the currently selected Instructor, any other individual Instructor or all Instructors (see Filter Instructor dropdown). You can view all rate types or only a particular Pay Rate type using the Filter Rate Type dropdown. You can show only current Pay Rate Types (those whose Start and Expires date range include the current day) or all Pay Rate Types using the Show Current and Show All radio buttons. You can combine these filters in order to view only the Pay Rate Types you would like to see. 2. To add a new Pay Rate Type, click the New button and the Instructor Pay Rate dialog is displayed with the currently selected Instructor highlighted on the dropdown box. 3. Select the Instructor for whom you would like to add a Pay Rate Type in the Instructor dropdown box. Note: This box is populated with Instructors entered through SysManager > Activities > Instructors. (See Instructor setup.) If you have not entered any Instructors yet, none show in this dropdown box. 4. Select the Pay Rate Type you would like to define for this Instructor using the Rate Type dropdown box. Note: This box is populated with Pay Rate Types entered through SysManager > Activities > Lesson Lists > Instructor Pay Rate Types. (See Define pay rate types.) If you have not entered any Pay Rate Types yet, none show in this dropdown box. 5. Enter a Start date and a date upon which this rate Expires. 6. Enter the Rate/Amt for this Instructor for this Rate Type. Note: When you define a Pay Rate Type in SysManager > Activities > Lesson Lists > Instructor Pay Rate Types, you designate whether it is a per hour rate or flat amount. (See Define pay rate types.) 7. Click the Save button to save your changes.

11 Edit lesson types for payroll You likely have already added lesson types that you book into your schedule for private and group lessons. You can also add lesson types that represent other types of work and pay instructors based on them. Though lesson types are a general Private Instruction and Activity/Facility Scheduling modules feature, there are specific aspects of them that apply to the Instructor Payroll module. Lesson type category 1. Go to SysManager > Activities > Lesson Lists > Lesson Types. 2. Edit an existing Lesson Type. 3. On the General tab, select a designation for this Lesson Type on the Category dropdown field. This field is to designate the Lesson Type as one of the following: Blank no Category P Private Category G Group Category O Other Category Note: These categories come into play when creating payroll incentives discussed later in this document. Note: Guests are only able to be linked to events in the Instructor Time Card that are of a Lesson Type with a Category of G. Lesson type payroll settings 1. Access the Payroll tab. 2. Select which Pay Rate Type applies to this Lesson Type from the Pay Rate Type dropdown list. 3. Enter a Job Code for this Lesson Type. Note: A Job Code can be used as a GL account number associated with this Lesson Type. When exporting to Kronos through the Instructor Payroll module, a single record is exported for each Instructor/Job Code combination. 4. Leave Include in hours worked selected if you would like to include hours worked for this Lesson Type in totals for calculating overtime. For example, if you had a Lesson Type called Time Off that represented Instructor time off, you wouldn t want to include those hours in the calculation for the overtime threshold. 5. Leave Include in accumulated totals selected if you want to include hours worked for this Lesson Type in calculations for certain threshold calculations (such as hours taught, private hours taught, etc.). If it isn t

12 checked, it won t be included in any calculation of a threshold for an incentive. Later you can specify types of thresholds that are paid on in different ways but any threshold calculation based on a Lesson Type requires this box to be checked to include this Lesson Type. 6. Click the Save button to save your changes. Create incentives The incentives feature allows you to define an unlimited number of creative ways to reward your instructors for bringing revenue to your resort. When creating an incentive, you are setting up conditions under which to apply payment in a particular way. There are two parts of an incentive: the conditions and the method of payment. You can set up two conditional statements using the Edit Incentives dialog (using the fields in two conditional statement boxes), and one method of payment that applies only if the condition(s) is/are satisfied. Once an incentive is created and saved, it creates a script that is run in the Instructor Payroll application when payroll is processed. Note: When entering incentives, the fields become active only if they are necessary for the type of incentive you are entering. For example, if you are entering an incentive based on a discipline being a certain text value, the Divided By field won t become active because a text field cannot be divided by anything. This section details how to create incentives. Define primary incentive conditions 1. Go to SysManager > Activities > Payroll Activities > View/Edit Incentives. 2. Click the New button and the Incentive Edit dialog is displayed.

13 3. Enter a Nickname for the incentive. 4. Enter a Description for the Incentive. 5. Enter a Group for the Incentive. Note: Incentives can be grouped together using the Group field. This allows multiple Incentives that represent different thresholds of the same payment method to be grouped together and amounts totaled when exporting to Kronos. 6. Select whether this Incentive is based on meeting the conditions (leave the box unchecked) or on being an exception to the conditions (check the ARE NOT check box).

14 Note: You can pay incentives based on parameters a given lesson meets or on parameters from which a given lesson is excluded. 7. Select which Lesson Types (see Edit lesson types for payroll) this Incentive is applied to if the defined conditions are met using the Apply to fields. Note: The Apply to fields allow you to select which Lesson Types this Incentive applies to when processing events and their pay: Any Lesson Types with any Category designation: Other, Private, Group or blank. Private Lesson Types with a Category of P. Group Lesson Types with a Category of G. Teaching Lesson Types with a Category of P or G. Other Lesson Types with a Category of O. This field allows the payroll processing to be sped up by not processing events that don t apply to an Incentive. In other words, if payroll processing is going through events to figure out whether an event is a request private, you can set the system up to only go through Private Lesson Types, instead of all Lesson Types. 8. Decide the primary type of value upon which to base the conditions of this particular incentive calculation and select it from the Incentive Base Type dropdown list. The following table summarizes the available Incentive Base Types: Incentive Base Type Group Headcount Group Level Group Return Explanation The Incentive is satisfied if the number of students associated with the event satisfies the specified criteria. The Incentive is satisfied if the Level for the event satisfies the specified criteria. The Incentive is satisfied if the student is marked as a Return. This can automatically be determined based on the criteria specified in SysManager or can be set manually. Group Lesson This Incentive is satisfied if the Lesson Type category of the event is G. Hours Group This Incentive is satisfied if the event (or part of the duration of the event) falls within or crosses the threshold set for the number of Group Hours (i.e., events with a Lesson Type category of G) that has been taught by the Instructor.

15 Incentive Base Type Hours Group Return Hours Lesson Hours Lesson Type Hours Private Hours Private Request Hours Taught Hours Worked Instructor Experience Instructor First Day Instructor Hire Date Instructor Part Time Instructor Status Explanation Note: All hour calculations can be expressed as a percent by selecting another hour calculation as a denominator (i.e., Hours Private Request / Hours Private yields the percent of private lessons that are requests). Same as above except the calculated number of Hours is for a Lesson Type category of G and it is marked as a Return. Same as above except the calculated number of Hours is for the specified Lesson. Same as above except the calculated number of Hours is for the specified Lesson Type. Same as above except the calculated number of Hours is for events with a Lesson Type category of P. Same as above except the calculated number of Hours is for events with a Lesson Type category of P and the event was a Request (i.e., requested Instructor matches the assigned Instructor, which also matches the event Instructor). Same as above except the calculated number of Hours is for events with a Lesson Type category of G or P. Same as above except the calculated number of Hours is for events with a Lesson Type category of G or P or O (but not blank). The Incentive is satisfied if the Instructor has an Experience falling within the range of the specified criteria. The Incentive is satisfied if the Instructor s First Day falls within the range of the specified criteria. The Incentive is satisfied if the Instructor s Hire Date falls within the range of the specified criteria. The Incentive is satisfied if the Instructor is marked as a Part Time instructor. The Incentive is satisfied if the Instructor is assigned the Status that matches the specified criteria. Lesson Note: The Statuses are configured on the Payroll tab of Instructor Preferences in SysManager. The Incentive is satisfied if the event Lesson matches the specified criteria.

16 Incentive Base Type Lesson Duration Lesson End Time Lesson Level Lesson Location Lesson Price Lesson Start Time Lesson Type Level Alpine Level Other Level Snowboard Level Telemark Private Headcount Private Request Private Unfulfilled Req Explanation The Incentive is satisfied if the event Duration falls within the range of the specified criteria. The Incentive is satisfied if the event End Time falls within the range of the specified criteria. The Incentive is satisfied if the event Level falls within the range of the specified criteria. The Incentive is satisfied if the event Location matches the specified criteria. The Incentive is satisfied if the Price of the event falls within the range of the specified criteria. The Incentive is satisfied if the event Start Time falls within the range of the specified criteria The Incentive is satisfied if the Lesson Type of the event matches the Lesson Type specified in the incentive. The Incentive is satisfied if the Instructor has an assigned Alpine that falls within the range of the specified criteria. The Incentive is satisfied if the Instructor has an assigned Other level that falls within the range of the specified criteria. The Incentive is satisfied if the Instructor has an assigned Snowboard level that falls within the range of the specified criteria. The Incentive is satisfied if the Instructor has an assigned Telemark level that falls within the range of the specified criteria. The Incentive is satisfied if the # of additionals value of the event falls within the range of the specified criteria. The Incentive is satisfied if the event is a Private lesson and the event is a fulfilled Request (i.e., the requested Instructor matches the assigned Instructor). The Incentive is satisfied if the event is a request, but the assigned Instructor is not the requested Instructor. Private Lesson The Incentive is satisfied if the Lesson Type category of the event is P. Revenue Earned Paid Designed to be used with the base type Lesson Amount Paid. This incentive will calculate for the instructor in the resource1 field in b_sched and p_sched records. If the If conditions are used, the basis amount will consider the true lesson amount paid by the

17 Incentive Base Type Revenue Earned Price Revenue Paid Requested Revenue Price Requested Skills #1 Skills #2 Skills #3 Explanation customer. This is the lesson price without taxes added in and with discounts taken out. Please see below for examples. Designed to be used with the basis type Lesson Price. This incentive will calculate for the instructor in the resource1 field in b_sched and p_sched records. If the If conditions are used, the basis amount will consider the lesson price by the customer, before taxes and regardless of discounts. Please see below for examples. Designed to be used with basis type Lesson Amount Paid. This incentive will calculate for instructors which are in the resource1 field AND the resrc_req1 field. If the If conditions are used, the basis amount will consider the true lesson amount paid by the customer. This is the lesson price without taxes added in and with discounts taken out. Please see below for examples. Designed to be used with basis type Lesson Price. This incentive will calculate for instructors which are in the resource1 field AND the resrc_req1 field. If the If conditions are used, the basis amount will consider the lesson price by the customer, before taxes and regardless of discounts. Please see below for examples. The Incentive is satisfied if the value of the Skills #1 matches the value for criteria1 of the event. The values are based off of the Captions for List 1 of the Private Booking Preferences as defined in the SysManager > Preferences > Private Bookings > Captions tab. The Incentive is satisfied if the value of the Skills #2 matches the value for criteria6 of the event. The values are based off of the Captions for List 2 of the Private Booking Preferences as defined in the SysManager > Preferences > Private Bookings > Captions tab. The Incentive is satisfied if the value of the Skills #3 matches the value for criteria7 of the event. The values are based off of the Captions for List 3 of the Private Booking Preferences as defined in the SysManager > Preferences > Private Bookings > Captions tab. Note: If the above Incentive Base Type list does not show in the dropdown, call accesso Siriusware Technical Support. Examples: The following examples illustrate Revenue Earned Paid, Revenue Earned Price, Revenue Paid Requested and Revenue Price Requested.

18 Consider the following pricing: 1-Hour Private Ski Lesson: Base Price $50.00 Weekday discount Tax Hour Private Ski Lesson: Base Price Weekday discount Tax 6.98 Existing History in P_SCHED (fields which are not exact field names in parentheses) Booking ID Resource1 Resrc_req1 (Item) (Price) (Paid) LVONN BMILLER 1-Hour Private LVONN LVONN 2-Hour Private PSTREET LVONN 1-Hour Private LVONN 2-Hour Private History in B_SCHED: Note: Records in B_SCHED remain even after they have been paid and created in P_SCHED. The system checks for a match on BookingID so as to not calculate that lesson twice. Only those records with pay_status of A or L are considered for incentives. Booking ID Resource1 Resrc_req1 (Item) (Price) (Paid) Pay_status LVONN BMILLER 1-Hour Private LVONN LVONN 2-Hour Private PSTREET LVONN 1-Hour Private LVONN 2-Hour Private PSTREET PSTREET 1-Hour Private A LVONN 2-Hour Private A LVONN LVONN 2-Hour Private A

19 Now, consider the following four incentives that exist: REPAID (Revenue Earned Paid) Pay 8 % for Values > $300 REPRICE (Revenue Earned Price) Pay 8% for Values > $45 RQPAID (Revenue Paid Requested) Pay 10% if Values > 100 RQPRICE (Revenue Price Requested) Pay 10% if Values > 30 Booking ID Instructor Incentive Incentive Amt Basis Explanation PSTREET REPAID None Basis amount not > 300 REPRICE $ Basis amount met, 8% of current timecard price of $50 RQPAID None Basis amount not > 100 RQPRICE $ Basis amount met, 10% of current timecard price of $ LVONN REPAID None Basis amount not > 300 REPRICE $ Basis amount met, 8% of current timecard price of $90 RQPAID None Instructor was not requested RQPRICE None Instructor was not requested LVONN REPAID $ Basis amount met,

20 Booking ID Instructor Incentive Incentive Amt Basis Explanation 8% of current paid amount REPRICE $ Basis amount met, 8% of current price RQPAID $ Basis amount met, 10% of current paid amount RQPRICE $ Basis amount met, 10% of current price In this example, both types of incentives (price and paid) were used to illustrate the calculations. In a typical situation, one method or the other would be chosen. It is important to note that the past history (p_sched) records are used only to determine eligibility of the incentive for current calculation. Once it has been established whether the incentive should calculate for this timecard, then the current amount for the timecard is what is used in calculating the incentive. Example: Review the figures used in determining incentives for timecard Please refer to the data above as the basis for the calculations. Payroll is calculated for the three current timecards (bookings , , and ). Each one is evaluated separately. The following results are seen. REPAID 1. Does Resource1 = LVONN? Yes 2. Has the If criterion been met? Calculation Basis amount is calculated by summing the Paid amount for all P_SCHED records where LVONN is the Resource1 Now add any previous timecards in b_sched in which LVONN is the Resource1 Now add the Paid amount for the current timecard for which we are calculating basis amount ($81) Does $288 meet the incentive threshold of $300? No No further calculation is done. Basis Subtotal $207 $0 $288

21 REPRICE 1. Does Resource1 = LVONN? Yes 2. Has the If criterion been met? Calculation Basis amount is calculated by summing the Price amount for all P_SCHED records where LVONN is the Resource1 Now add any previous timecards in b_sched in which LVONN is the Resource1 Now add the Price amount for the current timecard for which we are calculating basis amount ($90) Does $288 meet the incentive threshold of $45? Yes The current Price amount ($90) is multiplied by the incentive percent (8%) for an incentive of $7.20. Basis Subtotal $230 $0 $320 RQPAID 1. Do Resource1 and Resrc_req1 = LVONN? NO 2. No further calculations are performed. RQPRICE 1. Do Resource1 and Resrc_req1 = LVONN? NO 2. No further calculations are performed. If the Incentive is calculated based on a ratio relationship between the Incentive Base Type and another value, click the Divided by: check box. Once the check box has been selected, the field below it becomes active and you can select a denominator for the ratio relationship. Example: If you would like to use a ratio of request hours to total hours worked in the conditions for an incentive: Hours Private Request Hours Worked Then you would check Divide by and select Hours Worked in the dropdown field below.

22 If the Incentive Base Type has more than one option associated with it, the Specific Incentive Base field becomes active and you must choose one of the selections upon which to base the conditions for calculating this incentive. The following table summarizes the Incentive Base Types which can have Specific Incentive Bases and from where the Specific Incentive Base list comes. Incentive Base Type Hours Lesson Specific Incentive Base List Source The list includes all Lessons that are either private or pod bookings. Hours Lesson Type The list includes all Lesson Types as defined in SysManager > Activities > Lesson Lists > Lesson Types. Instructor Status Lesson The list includes all entries made into the six Option X text boxes on the Payroll tab in SysManager > Preferences > Instructors. One of these can be selected during Instructor setup as Employee Status on the SysManager > Activities > Instructors > New > Payroll tab. The list includes all Lessons that are either private or pod bookings. Lesson Location The list includes all Lesson Locations as defined in SysManager > Activities > Lesson Lists > Lesson Locations. Lesson Type The list includes all Lesson Types as defined in SysManager > Activities > Lesson Lists > Lesson Types. Skills #1 Skills #2 Skills #3 This list includes all entries under Values for List 1 in the SysManager > Preferences > Private Bookings > Captions tab. This list includes all entries under Values for List 2 in the SysManager > Preferences > Private Bookings > Captions tab. This list includes all entries under Values for List 3 in the SysManager > Preferences > Private Bookings > Captions tab. The For Values fields allow you to define a specific value or range of values and the relationship that must exist between the calculated value (either the Incentive Base Type, a ratio of the Incentive Base Type to another value or the Specific Incentive Base) and the conditional value(s). Example: If in order to apply this Incentive for paying an Instructor the ratio of request hours to total hours worked must be greater than 10% but less than 25%, you would enter the following in the For Values fields: > 0.10 and < 0.25.

23 It is possible to define the duration for which the calculations are made, if you are calculating totals to satisfy a particular condition. The Duration for Calculating Totals section of the screen is active only for Hours-based Incentive Base Types. In the Duration for Calculating Totals section select For All Time if the total is to be calculated for all the existing data in your SiriusSQL database; select For the Last Days and enter a number of days in the past (including today) on which to base the total if the total is to be calculated only for a certain number of days in the past; select From... thru... if the total is to be calculated based on a particular date range, and then enter the date range. Define secondary incentive conditions It is possible to define a second set of conditions and either add it to the first set of conditions (both sets must be satisfied in order to apply this Incentive) or use it as an alternative set of conditions (either one set or the other set of conditions must be satisfied in order to apply this Incentive). If no second set of conditions are defined, leave the No Secondary Conditions field selected. To define a second set of conditions: 1. If two sets of conditions must be satisfied in order to apply this incentive, select AND. If either set of conditions must be met (but not necessarily both) to apply this Incentive, select OR. 2. Repeat steps 6-12 in Define primary incentive conditions to define the second set of conditions. Define active date range Start and End dates are part of each payroll Incentive. This allows one to define a period of time that an incentive is active. For a multi-season operation, one can now define Incentives that are active for one season and another set of Incentives that are active for a different season. This is done by entering the appropriate date range in the Start End fields on the Active Range section of the Incentive Edit dialog. Define payment method Once the required condition(s) is/are met, a resulting payment method must be applied. The payment method can be a dollar amount, a rate (dollar per hour) or a percentage of a particular pay rate and is defined under the APPLY THE FOLLOWING PAYMENT: heading. 1. Under APPLY THE FOLLOWING PAYMENT, enter the Amount for the payment method (whether you were going to use $7.00, $7.00/hour or 7% of the Alpine Pay Rate Type, you would enter 7 in this field). 2. Using the $, $/hr, % dropdown box, select what measurement applies to the Amount entered in the previous step. (Use $ for a flat dollar amount, $/hr for a dollar per hour rate, and % for a percentage of a particular Pay Rate Type.) 3. If the $, $/hr, % selection is %, the Percent of which Pay Rate? field becomes active. Select to which Pay Rate Type the percent applies.

24 4. Click Save to save the changes to this Incentive. Set up export to Kronos Instructor Payroll module users export the data from Instructor Payroll to Kronos using a specific format determined either by Kronos standard payroll interface or a custom payroll interface created by Kronos for your resort. You need to familiarize yourself with the specific format required by your Kronos system for exporting payroll information from the Instructor Payroll module to Kronos. This specific information is entered in PayManager > Settings > Export Preferences. To set up your export parameters for Kronos: 1. Go to PayManager > Settings > Export Preferences. 2. Select the Available Fields that are required by your Kronos interface and move them to the Fields to Export (in order) box to the right using the arrow keys. Available Fields Date Employee ID End Time Hours Adaptive Lessons Hours Clinics Hours Day Care Provider Hours Group Head Count Hours Group Lessons Hours Guided Tours Hours Language Hours Office/Admin Hours Hours Private Lessons Hours Private Requests Hours Sales Incentive Hours Show Up No Lessons Hours Special Events Hours Total

25 Available Fields Hours Training Hours Instr Dept Job Code Lesson User 1 Lesson User 2 Lesson User 3 Lesson User 4 Lesson User 5 Lesson User 6 Pay Adaptive Lessons Pay Base Pay Clinics Pay Day Care Provider Pay Group Head Count Pay Group Lessons Pay Guided Tours Pay Language Pay Office/Admin Hours Pay Private Lessons Pay Private Requests Pay Sales Incentives Pay Show Up No Lessons Pay Special Events Pay Total Pay Training Hours Social Security Number Start Time 3. Once all required fields are in the Fields to Export (in order) box, drag and drop the fields until they are in the exact order needed by the Kronos interface.

26 4. Select which Delimiter Type for the export file: Comma Delimited, Tab Delimited or Space Delimited. Note: Most interfaces require the Comma Delimited format. 5. Select which Date Format is required by your Kronos interface: MM/DD/YY or YYYYMMDD. 6. Select the Detail Level required by your Kronos interface. The Detail Level setting has six options that are selected from a dropdown list. The choices are described below: a. Per Day/Employee/Job Code This produces one line on the export per Day, Employee and Job Code. b. Per Day/Employee/Job Code/Lesson Type This produces one line on the export per Day and Employee and Lesson Type c. Per Day/Employee This produces one line on the export for each Day and Employee (all pay summarized per day per employee). d. Per Period/Employee/Job Code/Lesson Type This produces one line on the export per Pay Period, Employee and Lesson Type. e. Per Period /Employee/Job Code This produces one line on the export per Pay Period, Employee and Job Code. f. Per Period/Employee This produces one line on the export per Pay Period and Employee (all pay summarized for all days included in the pay period per employee)

27 7. Specify the location and name of the Export File. Click the to browse to the correct folder, and enter an output filename. Note: The filename is whatever name your Kronos interface expects. 8. Save your changes. Timecard input and approval Many resorts choose to update instructor time cards on a daily basis to stay current, but you can do it for any date range the period of time represented by an instructor timecard is set in SysManager > Preferences > Payroll. (See Payroll preferences.) Instructor timecard update and approval happens through SysManager.

28 Private lessons Private lessons are automatically inserted into an instructor s schedule and timecard when sold and scheduled in Sales. Group Lessons Whether a group lesson exists as a booked pod or not, group lessons won t automatically be inserted into the timecard because they aren t automatically associated with an instructor. You need to associate group lesson customers with instructors to insert the necessary bookings into the instructor schedule for payment. To associate an individual group lesson customer with a particular instructor: 1. Go to SysManager > Activities > Privates. 2. Highlight Instructor whose timecard you want to update with group lesson information. 3. Click the Time Card button in the upper right and that Instructor s time card is displayed. 4. Highlight an event in the grid to associate its customers with this Instructor. If there is no event in the grid or you want to add a new one: a. Create a payroll event for the group lesson by selecting a Start Time and End Time, and then select a Lesson Type from the dropdown list. b. Click the Add button and an event is added to the grid below with the specifications entered. Note: Only a Lesson Type that has a Pay Rate Type associated with it can be used to add an event. Otherwise, clicking Add results in nothing showing up in the grid. 5. With the group lesson event highlighted, click the Guests button and the Group Lesson Guests screen is displayed. Note: If the Guests button is not activated, it is likely your Lesson Type is not of type G or P. Associate actual guest to instructor There are several ways to link instructors to actual guests in the system: Scan a transaction number from a ticket bar code that has a guest associated with it Manually enter a transaction number from a group booking sale with a guest associated and click Add (or hit Enter). Manually enter a guest number (this is the only way to link to an actual guest in the system) and click Add (or Enter).

29 Guest number and return If there is a guest number associated with the booking, the software automatically checks if it s a return according to the preferences and automatically checks the Return box and selects an instructor. If a particular guest does not register as a return but there is evidence that the guest is a return, the Return box can be manually checked and an instructor selected. Associate customer without guest record to instructor Customer with name To add customers who do not have guest records associated, but just need to be counted to pay this instructor: 1. Enter a First Name and Last Name. 2. Check whether this person is a return and select an instructor if applicable. 3. Click the Add button. Anonymous customer To add an anonymous customer: 1. Click the Add button to enter a customer with no name. No guest number and return If there is no guest number associated with a customer in this list, you can highlight the customer and manually click the Return check box and select an instructor. If you highlight a customer in the grid, you can update the record by changing or adding to the information and clicking Update. You can delete a customer from the grid by highlighting it and clicking Delete. When you are finished associating customers with an instructor for this event, click Done. You can add characteristics for an event by highlighting the event in the grid and using the Location/Discipline, etc., fields and clicking Update. You can delete an event by highlight it in the grid and clicking the Delete button. Non-teaching events Non-teaching events (events that aren t associated with a booking sold through Sales) can be scheduled through the schedule and automatically show in the instructor timecard or they can be added via the timecard.

30 Approve instructor timecards 1. Go to SysManager > Activities > Privates. 2. Highlight the Instructor whose timecard you want to approve. 3. Click the Time Card button. The Electronic Time Card screen is displayed with the Instructor s schedule displayed at the top of the screen. Note: The Instructor dropdown list defaults to all Instructors, unless you have assigned the Instructors supervisor log-in names. Then, only the Instructors who have been assigned to your log-in name are displayed in the dropdown. This is to enable supervisors to edit only their employees timecards and simplify Instructor selection from the list. 4. Review the Instructor timecard, making any necessary changes to the events in it. Once you are happy with the timecard s accuracy, click the Approve button. Note: The Approve button marks all the events with a pay status of A for approved. Once events are marked in this way, those bookings are locked in the schedule and cannot be modified. (This goes in the b_sched table for the booking once exported, b_sched is copied to p_sched.) Only approved time cards can be processed for payroll. Note: A timecard and all its events can be unapproved simply by clicking the Unapprove button for an approved timecard. At this point, these events can again be edited or moved. Note: The Paid box adjusts from $0.00, to the calculated earnings, following the payroll Export process in PayManager. In SysManager, you see the timecard Status change from Approved to Locked and the earnings populate the Paid box. Process payroll The Instructor Payroll module application is used to process payroll. Only approved timecards can be included in payroll processing.

31 Verify pay calculation by instructor Calculating payroll 1. In the Instructor Payroll application, click the Calculate button and the Calculation Selection dialog is displayed. Note: By default, the last instructor edited in SysManager is selected in the list. You can process payroll for a single instructor or for all instructors, depending on what you select in this Instructor dropdown box. 2. Select the appropriate instructor or ALL INSTRUCTORS using the Instructor dropdown list arrow. 3. Verify that the Start through End dates are correct for the pay period for which you are calculating payroll. 4. Click OK and the Instructor Wage Report is displayed for either a single instructor or all instructors who have approved time cards, depending on your selection in step You can either review the report onscreen or print a hardcopy of the report for reviewing. 6. If necessary you can make manual adjustments to an instructor s Wage Report from within Instructor Payroll. Manual adjustments 1. In the Instructor Payroll application, go to Activities > Manual Adjustment and the Manual Adjustments list appears. The list displays only manual adjustments for the current calculation period. 2. Click the New button and the Manual Adjustment Edit dialog is displayed. 3. Select the instructor that the adjustment applies to using the Instructor dropdown list arrow. 4. Enter the Date, Job Code, Hours, Amount and Adjustment Reason into the appropriate fields. 5. The Rate and Incentive fields are optional and these can be populated using the appropriate dropdown arrows. 6. Click Save to save the adjustment the newly created adjustment displays in the list. 7. To edit an existing manual adjustment in the list, select the adjustment and click the Edit button to display the Manual Adjustment Edit dialog. 8. Click Done to exit the Manual Adjustments list. 9. After creating any necessary manual adjustments you can once again Calculate an Instructor Wage Report for reviewing as described above. Instructor Wage Report Before doing the export to Kronos, it might be helpful to use the Wages button to do a quick review of any payroll that has already been exported. 1. Click the Wages button to display the Payroll: Instructor Wage Report dialog.

32 2. Enter the Dates range and the Instructors range for the report. 3. Select the appropriate Report On: radio button. a. Select Calculated to view the wages that have already been calculated in Instructor Payroll but not exported to Kronos. b. Select Exported to view the wages that have already been exported to Kronos. 4. Select the appropriate Sort: radio button. a. Select Payroll to sort the report by instructor. b. Select Job Code to sort the report by job code. 5. Select the appropriate Detail: radio button. a. Select Summary to view instructor name, employee number, hours and amount. b. Select Detail to view the fields listed for Summary plus date, lesson type, location, job code and wage/incentive. c. Select Detail w/failed incentives to view the fields listed for Detail plus the incentives that were not paid and the reason they were not paid. 6. Once you have made your choices click the Preview button to review the Instructor Wage Report onscreen. The report can also be printed or made into a PDF file. Export to Kronos To start the export: 1. Click the Export button. 2. Click the Yes button when the question about calculating wages for all instructors and exporting the data appears. 3. The Instructor Wage Report is displayed, showing the payroll that has been approved and is ready for export to Kronos. 4. Close this report and the Data Export Report is displayed showing exactly the fields which are exported to Kronos. 5. Close this report and answer either Yes or No to the question about re-printing the report. Answering Yes brings up the dialog to print out a hardcopy of the Data Export Report. 6. Answer either Yes or No to the, Continue with Export? question. No cancels the export process while Yes takes you to the, Final Payroll Export warning. 7. Read the warning and answer Yes to proceed with the export or No to cancel the export. 8. If you answered Yes to the warning, the export is processed and completed. Click the OK button when the, Export Complete! message appears.