Salary Schedule Workshop

Transcription

1 Salary Schedule Workshop Infinite Visions Personnel: Payroll/HR OVERVIEW This workshop familiarizes the user with Infinite Visions Salary Schedules and their functions. Since Tyler suggests using salary schedules for all employees, regardless of the size of the district, it is essential to know the type of salary schedule to assign to different types of employees. Salary Schedules provide many benefits and eliminate the need for manual contract calculations which can be time-consuming. They also speed up the Payroll rollover process and can be used to create next year's employee contracts, if the district is using the Human Resources module. This workshop reviews the setup and functions for the following Salary Schedules types: Regular Salary Schedule Annualized Scheduled Days Min-Max Salary Schedule Full Annual Min-Max From the Salary Schedule grid, the following command is available: Command Copy Schedule Description Select this command to copy the selected salary schedule. From the salary schedule window, the following commands are available: Command Insert row or column Modify row or column heading View row or column heading Delete row or column Description Select this command to add a new row or column to the salary schedule. Select this command to edit a row or column heading. Select this command to view the detail for a row or column. Select this command to delete a row or column. Until, there are positions linked to a salary schedule, delete rows and columns as needed.

2 Command Apply formula Copy schedule to projection Copy projection to schedule Update linked positions Copy current links to projection links Copy projection links to current links Move positions right, left, up, or down Display All Positions Import Dollars from Spreadsheet Convert Min-Max - Annual Yes Description Select this command to make changes to all or selected salaries by entering an arithmetic operator and number. Select this command to copy the dollars from the cells on the Schedule tab to the cells on the Projection tab. Select this command to copy the dollars from the cells on the Projection tab to the cells on the Schedule tab. Select this command to make changes to a salary schedule. Update all linked positions to have the change take effect. Select this command to copy the current links to the projection links for all positions tied to the schedule. Select this command to copy the next year links to the current links for all positions tied to the projection for this schedule. Select this command to advance all employees in a grid the number of steps or grades. Select this command to select the position(s) linked to the selected salary schedule to move. This command is only available for Regular type salary schedules on the Positions and Projection Positions tab. Select this command to import dollars from a spreadsheet into a salary schedule. This utility only replaces the dollar amounts in the salary schedule cells. It cannot be used to make new rows or columns, insert rows or columns, move people in the schedule, update the projection or update the FTEs. If for example, the spreadsheet has fewer or more columns or rows than the imported schedule, they are ignored. It only overlays what currently exists in the salary schedule. Select this command to convert employees attached to a Min-Max salary schedule (Pay Basis must be salary) to the Min-Max - Annual Yes schedule. Use this utility at Fiscal Year End. For more information, refer to the Fiscal Year End Rollover guide. 2/15

3 REGULAR SALARY SCHEDULE PR/HR > Salary Schedules > Salary Schedule Maintenance 1. Right-click in the Salary Schedules grid and select Add. 2. Add a salary schedule using the following information: Type Teacher Salaries Regular 3. Choose the Rules tab. 4. Select the following information: Daily Rate Based on Work Calendar Pay Basis Auto Step Check Salary Uncheck 5. Choose the Schedule tab. 6. In the grid, highlight a column as applicable. From the Actions menu, select Insert row or column. NOTE The column or row is added after the selected column or row. 7. Insert the following columns: BA45, MA30, MA45, MA60, and PhD/Eds. 8. Mark the Close this dialog after update checkbox? 9. Click OK. 10. In the Salary Schedules grid, double-click the Teacher Salaries schedule. The Edit Salary Schedule window displays. 11. In the grid, highlight a row as applicable. From the Actions menu, select Insert row or column. 12. Insert Step 10 and Step Click OK. 14. In the Salary Schedules grid, double-click the Teacher Salaries schedule. 15. Enter the dollar amounts shown below: 3/15

4 Salary Schedules linked to work agreement type positions should contain annualized amounts whether salary or hourly. Positions referencing the same salary schedule with differing hours per day can use the same salary schedule as long as the hours per day, and FTE is input appropriately on the employee position. See the table below: Employee Position Salary Schedule Employee A Employee B Employee C Employee D FTE Hours per Day Actual Gross , , , ,000 When adding or editing a salary schedule, save the record often, and re-open to make sure the salary schedule is accurate. Do not insert a row or column before the first row or column. The Insert row or column command adds the row or column after the selected row or column. Although it looks like rows and columns can move around on the salary schedule grid, it does not change the salary schedule. Upon reopening the salary schedule, the rows and columns return to their original position. 4/15

5 Once positions are linked to a salary schedule, adding or deleting rows or columns should not affect the linked positions. When editing a salary schedule, if making a change to a cell used in an employee position or supplemental pay, a prompt to update all positions attached to the salary schedule displays. If the pay basis is Salary, the Pay Basis field on the Positions and Pay window populates automatically. NOTE In most cases, employees move or advance on a schedule at the beginning of each new fiscal year. However, if there are employees who need to move based on their date of hire, or some other employee date criteria, use Auto Step. ASSIGN A REGULAR SALARY SCHEDULE PR/HR > Employees > Employees Positions and Pay 1. From the Control Code dropdown, select S Click Apply Selection. 3. Edit the record and choose the Pay tab. 4. Enter the following information: Attrick, Geri Hrs/Day 8 Salary Schedule [BA+30] Step 5 Work Calendar Start Date End Date 180 Day Teach 21 Pay Lump 09/25/20xx 05/18/20xx Start Period 7 End Period Click Calculate. 6. Choose the Distribution tab to review the calculated distribution. Verify PP#24 is a lump sum. 5/15

6 REGULAR MIN-MAX SCHEDULE A Min-Max Schedule is a step-less grid for salaries with ranges, and not explicitly dependent on years of education and experience. Instead of cells containing specific salary amounts, a min-max schedule only has salary ranges. When linking a position to a min-max schedule, note the prompt to enter the annual salary amount. If the amount is within the ranges specified on the schedule, it saves the record. If marked, the full annual amount populates into both the Position Amount field and the Base Rate field for any positions assigned to the schedule. If the position Start Date, End Date, Start Period, End Period, or FTE changes, the system factors the Position Amount accordingly but keeps the Base Rate unchanged. The Base Rate is updated only if the salary schedule link is reset or when a factor is applied to increase/decrease amounts on the schedule. By default, min-max type schedules do not apply factoring to position amounts when employees start late or terminate early on a contract. Min-Max salary schedules do not have all the features and functions (Retro Pay Calculation, Step or Grade Movement) regular salary schedules have. When setting up min-max schedules, keep in mind those employees starting late or leaving early, as they may fall out of the minimum or maximum range. Example 1: Salary schedule range is $25000 Min and $50000 Max. Employee A starts mid-year on January 1 at the minimum salary of $25,000 which is prorated to $12,500. Employee A does not fit on the Min- Max Salary Schedule. Example 2: Salary schedule range is $25000 Min and $50000 Max. Employee B ends at mid-year on January 1. Employee B's salary was $40,000 which is prorated to $20,000. Employee B does not fit on the Min-Max Salary Schedule. When using a Min-Max Salary Schedule and Apply Formula, the Salary Schedule Amounts DO NOT change. The employee positions referencing the Min-Max Salary Schedule have their position amount changed by the formula applied, up to the maximum amount. For example: Before: MIN=$10000 MAX= $30000; Employee Position is $ Apply Formula of *1.10 ($ $2900) After: MIN=$10000 MAX= $30000; Employee Position is $ ( =31900 but stops at the maximum of $30000) FULL ANNUAL MIN-MAX SCHEDULE To have a min-max schedule factor position amounts as the regular type salary schedules do, mark the Full Annual checkbox on the Rules tab. 1. From the Salary Schedules grid, highlight the Administrators Salary Min-Max Schedule. 2. From the Actions menu, select the Copy Schedule command. 3. Double-click the Copy of Administrators Salary schedule. The Edit Salary Schedule window displays. 6/15

7 4. In the field, type Full Annual Administrator Salary. 5. Choose the Rules tab and mark the Full Annual checkbox. 6. Mark the Close this dialog after update? checkbox. 7. Click OK. ASSIGN A FULL ANNUAL MIN-MAX PR/HR > Employees > Employees Positions and Pay 1. From the Control Code dropdown, select A Click Apply Selection. 3. Edit the record and choose the Pay tab. 4. Enter the following information: Banks, Robin Hrs/Day 8 Salary Schedule Salary Schedule Amount Work Calendar Start Date End Date Full Annual Administrators Salary [Admin 3] 87, The Base Rate field displays the amount. 260 Day 26 Pay Balance SPF 09/25/20xx 06/30/20xx Start Period 7 End Period Click Calculate. Note the difference between the prorated Amount and the Base Rate amount. 6. Choose the Distribution tab to review the calculated distribution. 7. From the Actions menu, select Set First Pay Amount. 8. In the First Period Amount field, type 10, Click OK. 10. Choose the Distribution tab to review the new calculated distribution. 7/15

8 SCHEDULED DAYS Have you ever had the scenario where all certified employees are on the same salary schedule but work different # of days (Librarians, Counselors, Teachers)? If so, a Scheduled Days Salary Schedule may be the answer for your district. Review the example below: Teachers = 180 days Counselors = 200 days Librarians = 210 days 1. Copy the Teachers Salary schedule created earlier. Then, edit the copy. 2. In the field, type Scheduled Days Teachers Salary. 3. Choose the Rules tab. 4. Clear the Based on work calendar checkbox. 5. In the Schedule Days field, type Choose the Schedule tab. Note the [MA] Step 2 = 42, cell. 7. Click OK. ASSIGN SCHEDULED DAYS SALARY SCHEDULE PR/HR > Employees > Employees Positions and Pay 1. From the Control Code dropdown, select I Click Apply Selection. 3. Edit the record and choose the Pay tab. 4. Enter the following position information: Sium, Cal Hrs/Day 8 Salary Schedule Work Calendar Start Date End Date Scheduled Days Teachers Salary [MA] Step Day Teach 21 Pay Bal SPF 09/25/20xx 05/18/20xx Start Period 7 End Period 24 8/15

9 5. Click Calculate. Note the Amount and Daily Rate. 6. Click OK and follow the prompts to close position. Terbocks, Chad Hrs/Day 8 Salary Schedule Work Calendar Start Date End Date Scheduled Days Teachers Salary [MA] Step Day Ancillary 22 Pay Balance SPF 09/25/20xx 05/18/20xx Start Period 7 End Period Click Calculate. Note the Amount and Daily Rate. 8. Click OK and follow the prompts to close position. Meway, Adam Hrs/Day 8 Salary Schedule Work Calendar Start Date End Date Scheduled Days Teachers Salary [MA] Step Day 22 Pay Balance SPF 09/25/20xx 05/23/20xx Start Period 7 End Period Click Calculate. Note the Amount and Daily Rate. 10. Click OK and follow the prompts to close position. 9/15

10 Here is another scenario: The District has a salary schedule for Classified Positions. There are many positions on different work calendars with different # of work days. However, the pay scale is the same. Use the Scheduled Days salary schedule to assign all positions on one schedule. 1. Select the Classified Hourly schedule. 2. From the Actions menu, select Copy Schedule. 3. Double-click the Copy Classified Hourly schedule. The Edit Salary Schedule window displays. 4. In the field, type Class Hrly Annual. 5. Choose the Rules tab. 6. Clear the Based on work calendar checkbox. 7. In the Schedule Days field, type From the Pay Basis dropdown, select Salary. 9. Right-Click and select Export to Excel. 10. Click in cell H In the Formula Bar type =sum(b2*8*260). 12. Click ENTER. 13. Grab the fill handle and drag down to cell H Highlight all filled cells in the H column. Grab the fill handle and drag over to the L column. All cells populate with the annualized amounts. 15. Copy the annualized amounts (H2 L9) and paste starting in cell B Highlight cells B2 L Right-click and select Delete. 18. Select Shift cells up. 19. The new annualized salary schedule is ready to save and import. 20. Save the file to the Desktop and name it Class Hrly Annual. 21. From the Actions menu on the Class Hrly Annual schedule, select Import Dollars from Spreadsheet. 22. Click Yes to overlay the AMOUNTS. 23. Navigate to the Desktop and select Class Hrly Annual.xls. NOTE Tyler suggests only making changes to existing salary schedules at Fiscal Year Rollover. Assign the schedule to positions: 1. From the Control Code dropdown, select C Click Apply Selection. 10/15

11 3. In the grid, double-click the record. 4. Choose the Pay tab. The Edit Employee Positions and Pay window displays. 5. Enter the following position information: Payne, Royal FTE 1.0 Pay Basis Pay Method Salary Work Agreement Hrs/Day 8 Salary Schedule Work Calendar Start Date End Date Class Hrly Annual [Level IV] Maintenance 260 Day 26 Pay Balance SPF 09/25/20xx 06/30/20xx Start Period 7 End Period Click Calculate. Note the Daily Rate and Hourly Rate. 7. Click OK and follow the prompts to close position. Let s edit another position and use the same salary schedule with a different work calendar. 1. From the Control Code dropdown, select C Click Apply Selection. 3. In the grid, double-click the record. The Edit Employee Positions and Pay window displays. 4. Choose the Pay tab. 5. Enter the following position information: Payne, Ima FTE /15

12 Pay Basis Pay Method Salary Work Agreement Hrs/Day 8 Salary Schedule Work Calendar Start Date End Date Class Hrly Annual [Level IV] Bus Driver 220 Day 22 Pay Balance SPF 09/25/20xx 05/23/20xx Start Period 7 End Period Click Calculate. Note how the Daily Rate and Hourly Rate are the same for both positions. 7. Click OK and follow the prompts to close position. APPLY A FORMULA OPERATION OPERATOR EXAMPLE Addition + For example, +50 adds $50 to the selected salaries. Subtraction - For example, -50 subtracts $50 from the selected salaries. Multiplication * For example, *1.15 increases selected salaries by 15%. Division / For example, /1.15 divides selected salaries by 15%. Edit the following salary schedule: Classified Hourly (to show Retro) On the Positions tab, note where the employees are on the salary schedule relative to row and column. (Dan Druff - Custodian and Bill Fold - Accounts Receivable Clerk). 1. On the Schedule tab, select Copy Schedule to Projection from the Actions menu. View the Projection tab. 2. On the Schedule tab, select Update Linked Positions from the Actions menu. View the Schedule tab and Projections tab. 3. On the Schedule tab, select Move Positions Right from the Actions menu. View Schedule Positions and Projection Positions. The positions did not move on the Projection Position). 12/15

13 4. On the Schedule tab, select Update Linked Positions from the Actions menu. View the Schedule, Positions, and Projection Positions tab. The positions did not move on the Projection Positions tab. 5. On the Schedule tab, select Copy Current Links to Projection Links from the Actions menu. View the Schedule, Positions, and Projection Positions tab. The Positions DID move on the Projection Positions tab. 6. Choose the Projection tab. 7. From the Actions menu, select Apply Formula to double their hourly rate. This HAS NOT updated the Employee Positions. View Employee Positions - Projection Information. 8. On the Projection tab, select Update Linked Positions from the Actions menu. This HAS updated the Employee Positions. View Employee Positions - Projection Information. Now, the following processes are available: Create contracts based on the projection amounts Calculate Retro Pay based on the projection amounts Calculate Position Budgeting (GL-Budgeting) based on projection amounts Copy Projection Amounts to Schedule Amounts (typically done after FY Rollover) IMPORT DOLLARS FROM SPREADSHEET Create a spreadsheet with the same format (rows and columns) as replaced dollars salary schedule. Create the worksheet manually or use the Export to Excel option on the right-click menu of the salary schedule. It is essential to name the worksheet "Sheet1." 1. In the Salary Schedule Maintenance grid, select the schedule to import data. 2. Double-click the schedule. The Edit Salary Schedule window displays. 3. Choose the Schedule or Projection tab. 4. From the Actions menu, select Import Dollars from Spreadsheet. A message displays asking to confirm overlaying the schedule's dollars. 5. Click Yes to proceed. 6. In the Select File window, navigate to and select the spreadsheet to import. 7. Click Open. If the salary schedule matches the imported worksheet in format, import the dollar amounts to replace those in the existing schedule. 8. Click OK to save the imported dollar amounts. Click Cancel to stop the import. No changes occur. 13/15

14 COPY SCHEDULE TO PROJECTION Use the Projections utility to develop forecasts for possible future salary changes for your employees. Develop any number of what if scenarios to determine the impact of proposed salary changes. Use the projections as the basis for position budgeting. Use the projection to print next year s contracts while still in the current fiscal year. COPY PROJECTION TO SCHEDULE After creating projections, copy the dollars from the cells in the projection to the schedule. Once the option to copy is selected, a message displays asking whether to update attached positions and then regenerates the journal records. If this step is done as part of fiscal year end rollover, and other changes need to be made to work calendars and pay cycles before regenerating, make sure the Ready to Generate option in Payroll >Calendars > Work Calendars is not enabled. UPDATE LINKED POSITIONS Changes made to a salary schedule (for example, changing the dollar amount in a cell), update all linked positions to have the change take effect. COPY CURRENT LINKS TO PROJECTION LINKS Copy linked employee's current year link to the same corresponding cell in the projection. Perform this function to quickly set up the Projections. Edit as necessary. Once edits are made, copy the projections back to the current links. COPY PROJECTION LINKS TO CURRENT LINKS After creating projections, copy the next year links to the current links for all positions tied to the projection for this schedule. USE PROJECTIONS The Projection tabs are useful for Employee Advancement (FY Rollover), Contracts (HR), Retro Pay, and Position Budgeting (GL). The following Actions menu commands are available with Projections: Apply Formula Copy Projections to Schedule Update Linked Positions Copy Current Links to Projection Links Copy Projection Links to Current Links 14/15

15 USE PROJECTION POSITIONS AND PROJECTION FTEs When working with projections, review the impact of changes on positions and FTEs. Click the Projection Positions tab to review the impact on positions both assigned and vacant. Double-click any non-zero cell to display the specific positions represented by the number shown. Click the Projection FTEs tab to review the impact of the changes on FTEs. Double-click any non-zero cell to display the specific positions. DISPLAY ALL POSITIONS 1. Edit the Certified Salary schedule. 2. Choose the Positions tab. 3. From the Actions menu, select Display All Positions. With this utility, select single or multiple positions to move on the salary schedule. 4. Click the Actions menu and review the available commands. 15/15