Instead of creating unique positions for each employee, when employees share a position title, an average salary and benefits a single position can be setup and applied to these employees. For example, a hospital employs 20 registered nurses in a Unit or a real estate management company employs 3 security guards.
Assuming 3 security guards earning $40,000, $32,000 and $38,000 each for an average salary of $36,666.67.
1) On the Employee Roster setup an ID with a generic position details including title.
2) On the Payroll Assignments select the generic EmployeeID and complete the assignment setup as described in the Payroll Assignments article. The average salary will be used and in our example is $36,666.67.
Please note that when selecting Payroll Expense Definitions especially those that are setup with CalcType of "Pcnt-Salary-Capped" the amount of the cap might need to be changed and a new option created for this. For example FICA caps at $118,500 per employee per the IRS for 2016. But if the average salary for the security guards was $50,000 it would mean that total salary would be $150,000 and FICA needs to be calculated on $150,000 as each salary at $50,000 is below the $118,500 threshold. Therefore a new "Pcnt-Capped-Salary" option needs to be setup with the cap at $150,000 which would result in the correct FICA calculation for each $50,000 salary.
3. By highlighting the row of the required EmployeeID in 2. above (in our example, Test3) the corresponding "Specify Payroll FTE Allocations for employee ID:" can be accessed for entry. Here the OrgUnit, AcctNum and number of FTE can be specified. Start by selecting from the drop-down menu the OrgUnit to which you wish to budget the FTEs. Please note this selection overrides the salary expense coding as entered in 2. above. Also, this determines the OrgUnit where benefits are budgeted to.
4. From the drop-down select the "AcctNum" to which you to budget the FTEs. Please note this selection overrides the salary expense coding as entered in 2. above. However it does not override the ActNums to which benefits are budgeted. These are set on Payroll Expense Definitions.
The ActNum needs to be designated as a "Payroll" ActNum. Please see Payroll Checkbox and Payroll Projections Sub-tab for more information.
5. Enter the number of FTE's that you wish to budget.
In the above example, one FTE at $36.667.67 was budgeted to 000-4200-00 and two FTEs totaling $73,335.35 ($36,667.67 *2) was budgeted to 100-5100-00.
6. To review how the system is budgeting click on the magnify glass and the below screen will appear:
As you can see below 1 FTE was budgeted to 000-4200-00 and 2 FTEs to 100-5100-00. Please note that the Payroll Expense Definitions items coding is as set on the Payroll Expense Definition screen. The cost of all Payroll Expense Definitions connected to the position will generally be multiplied by the number of positions.