On this screen non-hourly employees/group of employees (as defined on the Employee Roster) are selected, assigned their salaries (and salary increases), their Budget Account number/s and relevant employer salary expenses (as defined on the Payroll Expense Definitions). Start, end, and variable, group schedules can be managed on this screen.
To review the main differences between entering employees on this Payroll Assignments screen versus the Hourly Staffing screen please see What is the Difference Between Payroll Assignments and Hourly Staffing.
1) Adding an Employee/s from the Employees Roster for the required Budget:
The employees will need to be setup as "Salary" on the Employees Roster in order to be available to be add.
A) Search for the BudgetID and other criteria to which you wish to add;
B) If you wish to add a single employee at a time, in the EmployeeID column select the employee from the drop down menu and then tab to the next column. The employeeID details from the Employer Roster screen will populate as follows:
If you with to add all employees for the selected BudgetID click the "Add All Employees" button and the pop-up message box will appear. Click "Yes" to add:
If you need more rows, change the default "50" rows to the number of rows you need then click "+ Append":
C) From the dropdown menu select the Account Number to which you wish to budget this employee. Please note that Account Number needs to be checked as "Payroll" on the Manage Budget Accounts. Please note that you are not limited to budget this position to only this account number. Please see How Do I Enter a Position that is Budgeted to Difference OrgUnits and/or ActNum?
D) Enter the position/s annual salary and then tab and the Base Rate ppd will automatically calculate.
E) If the position is to receive an increase during the year, enter that either as a % or a $ amount. For more information on this choice between % and $ please see Can I Enter Payroll Increases as a % or a $?
F) Enter the period that the new rate is effective and then tab for view the automatically calculated new annual salary. The periods are defined on PR Assignments Calendar.
Please note that the system has the capability to budget for two pay increases per position. The below is the second increase and the functionality is the same as above.
When Payroll Expenses are setup on the Payroll Expense Definitions screen each Payroll Expense is automatically added to the Payroll Assignment screen in a new column. In the above example, Health (Period), FICA and Medicare expenses were defined and setup.
G) As discussed on the Payroll Expense Definitions screen Payroll Expenses can be setup with one of two user defined eligible start dates. For example, an organization may have a 3 month wait period before a new employee is eligible for life insurance an using this filed each employee's benefit can be started on the appropriate date. Please see How Do I Enter Benefits When Eligiblity is After New Hire Start Date?
If the expense is not setup as an eligible start date the default is to use the first period as defined in the PR Assignment Calendar. An example of Payroll Expense Definitions screen options is:
In our example the Health (Period) was setup to be linked to the Eligible Start Date 1 therefore the date needs to be entered as in G above. Please note that the Hourly or Eligibility Calendar must be setup for the Eligible Start Date functionality to work. Please see What Do I Do To Get the Payroll Assignment's Eligible Date to Work?
H) From the drop menu in each column select the appropriate Expense Definitions for each position/s. In the below example "Kaiser" was selected.
I) Please Save any changes:
J) To view how the system is calculating the budget for employee/s click on the magnify glass for that employee/s:
and the following pop-up screen appears. Please the screen size can be changed by "pulling" the arrow edges and the data can be copied and pasted into Excel.:
2) Using Payroll Assignments
a) The salary calculation for a given month is: (( Salary amount as defined in D) and/or E) above / total number of pay periods as defined on the PR Assignments Calendar. ) * number of payroll for the month as defined on the PR Assignments Calendar) * FTE Allocation for the month.
Assuming salary is $50,000, total number of pay period is 52, pay periods for January is 5, and the January FTE Allocation % is 0.5.
Salary for the January is (($50,000/52)*5)*0.5 = $2,403.84.
3) Standard Functionality and Right-Click Menus
A) How to delete an EmployeeID
a) Select the row of the EmployeeID you wish to delete;
b) Click the "Delete" button and the pop-up message and will appear;
c) Click "Yes".
B) How to Recalculate Payroll
a) Click the "Recalc Projections" button and the pop-up will appear; and
b) Click "Yes" to continue.
C) Click right menu top of screen
i) Copy and Paste to Excel can be very helpful - data can be gathered/massaged in Excel.
ii) Clicking the "Load" FTE Allocations" manually causes the FTE Allocation to be refreshed.
iii Selecting a row and then clicking the "Delete" will delete the row.
D) Click right menu bottom of screen ( for FTE Allocations)
i) Copy and Paste to Excel
ii) To insert rows, select a cell for which you wish to either insert 3 rows above or below, right-click to access the menu and then click on the appropriate function, and click "Yes" on the pop-up message.
iii) To delete a row, select the row you wish to delete, right click to access the menu and then click on the "Delete", and click "Yes" on the pop-up message.