CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Personnel. Setting up Directories for the Sub Payroll Worksheet Step-by-step Instructions

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Personnel Setting up Directories for the Sub Payroll Worksheet Step-by-step Instructions 2013 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Setting up Directories and Parameters... 2 Substitute Type Directory... 2 Rates Tab... 3 Account Options Tab... 3 Personnel Calendar... 4 Range Tab... 5 Salary Contract Information Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This step-by-step guide will review how to set up the directories needed for using the Substitute Payroll Worksheet and review how records are selected. Directories needed are: Sub Type Directory Personnel Calendar Also identify the default Sub Type value on Salary Contracts menu. Substitute History information can be created during any of the available absence posting processes. Absence Posting Grid Absence Posting Form Import AESOP Absences Employee Portal Sub Tracking Revised: 04/05/ Central Susquehanna Intermediate Unit, USA Page 1

6 SETTING UP DIRECTORIES AND PARAMETERS The SUBSTITUTE PAYROLL WORKSHEET allows you to verify and move payroll-related information found in the SUBSTITUTE HISTORY screen into PAYROLL ENTRY. This process eliminates manual entry in Payroll to pay the substitute. Hours or days recorded in the SUBSTITUTE HISTORY screen are selected during the SUBSTITUTE PAYROLL WORKSHEET process based on the Sub Type designation. Substitute Type Directory Directories > Substitute Types To create a SUBSTITUTE TYPE record: 1. Click the Add button at the bottom of the screen. 2. Select the appropriate Fiscal Year from the dropdown box. 3. Enter a Code to identify the type of substitute (up to 6 characters). 4. Enter a Description (up to 35 characters). 5. Select the Pay Units from the dropdown box for this SUBSTITUTE TYPE (indicates whether 'Days' or 'Hours' are recorded as units). a. If 'Days' is selected, the checkboxes for Include 1/2 day as full day and Use half day override rate are enabled. The Include 1/2 day as full day option is used with the low and high ranges in the grid and the Consecutive Days By option. If selected, half days are counted as a full day when determining which range is used for the rate of pay. A selected Use half day override rate option enables the Half Day Ovr Rate column in the grid, which allows you to enter a rate that is not half of the regular daily rate. b. If 'Hours' is selected the options above do not apply. 6. If you want this Sub Type code to be included in the SUBSTITUTE PAYROLL WORKSHEET process, select the Include in Sub Payroll Worksheet option. If this option is not selected, the Sub Type is used for reference purposes only. 7. If consecutive days are not a factor in determining the rate paid for a substitute, leave the Consecutive Days By field blank. Otherwise, in the Consecutive Days By dropdown box, select how multiple consecutive days will be counted to increase a sub's rate of pay. As it is designated on the SUBSTITUTE HISTORY record, select either 'Employee' (multiple days for subsequent assignments will be counted consecutively, with or without a gap) or 'Assignment' (consecutive days begin anew with each gap in subsequent assignments therefore, pay rate drops back to the lower rate until the number of consecutive days in Assignment is again reached). 8. A Calendar must be selected if the Consecutive Days By field contains an entry. The calendar should include only valid work dates for the employee group that uses the type of substitute. Revised: 04/05/ Central Susquehanna Intermediate Unit, USA Page 2

7 Rates Tab 1. The Rates tab identifies the rate(s) paid to substitutes. Press the CTRL+A keys on your keyboard to add each record to the grid. 2. When entering Low-High ranges, no gaps can exist on the rate information tab. Make sure that if multiple Rates are needed, the High value on a line is the Low value on the line below it. In this example, 15 days is the High value for the $80.00 per day Rate. If a substitute works 15.5 days, the additional half day is paid at the higher rate ($85.00) because it is greater than 15 days. If a half day rate is exactly half of the daily rate, you do not need to enter a Half Day Ovr Rate. Account Options Tab 3. Use the Account Options tab to designate how the account code needed to pay the substitute is determined. Select the appropriate option for the Sub Type. Enter an Object a. Use the absent employee's account code and replace the object with the Object entered in the field. Enter an Account b. Enter one Account to be the default for all substitutes with this SUB TYPE identifier. Revised: 04/05/ Central Susquehanna Intermediate Unit, USA Page 3

8 Enter an Account c. Enter an account(s) based on the School/Building from the SUBSTITUTE HISTORY record. Entering percentages allows for multiple accounts per School location. Personnel Calendar If Consecutive Days tracking is enabled for a Sub Type, a PERSONNEL CALENDAR is required. Calendars should be created based on each employee work schedule to accurately reflect consecutive days. New calendars need to be created each year (use the same Calendar code as the previous year). 1. Click the Add button 2. Enter a school Year reference. 3. Enter a 4-character code for the Calendar and enter a description in the adjacent field. 4. Select the Fiscal Year from the dropdown box. 5. Leave the Online Absence checkbox empty unless creating a calendar for use in the Employee Portal. 6. Save the record. The Detail tab will automatically include entries as they are designated on the Range tab. Revised: 04/05/ Central Susquehanna Intermediate Unit, USA Page 4

9 Range Tab 1. Click the Range tab. 2. Enter the Date Range for the Fiscal Year (specified at the top of the screen). You can enter the full fiscal year range or multiple Range records to control the values entered for each range of dates within the calendar. 3. In the Type of Day field, enter 'S' for a School day or 'O' for Other. NOTE: Only type 'S' days are available to employees for absence requests that are submitted through the Employee Portal. TIP: If entering the starting and ending dates for the fiscal year, enter an 'S' Type of Day; after the Range record has been saved, update any non-work dates with an 'O' in the grid on the Detail tab. 4. Select Include Saturdays and/or Include Sundays ONLY if they are valid work days for the employee group who will use the calendar. 5. Enter a Description for the days in the range (ex: School day, Work day, Other, In Service, etc.). 6. Click the Add Range button at the bottom of the screen. 7. Select the Detail tab. Notice that the calendar now includes every date designated within the Range record, and includes the Description you entered. The number of days with an 'S' in the Type of Day field displays in the Total School Days field at the top of the screen. Review the dates and change the TP (type) field to 'O' for any date that is not a school/work day. The Total School Days field is updated as changes are saved. Revised: 04/05/ Central Susquehanna Intermediate Unit, USA Page 5

10 Salary Contract Information On SALARY CONTRACT INFORMATION records, select a Sub Type code to be defaulted for any SUBSTITUTE HISTORY records added for employees with this contract. NOTE: Only those Sub Type codes with a fiscal year start date that matches the Contract Date are displayed as options in the Sub Type dropdown box. For employees without a Sub Type designation, manual selection of a Sub Type will be required whenever a Substitute record is added. Revised: 04/05/ Central Susquehanna Intermediate Unit, USA Page 6