CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll FIS Salary Changes Mid-Year Learning Guide Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 1

2 Table of Contents Introduction... 3 Staff with an Incorrect Salary... 4 Staff Receiving a Salary Increase... 5 Contract Type= Salary... 5 Contract Type= Hourly/Salary or Hourly... 6 Contract Type= Daily... 6 Update Payroll... 6 Overpayments... 8 Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 2

3 INTRODUCTION This learning guide will review how to do Salary changes mid-year for two common scenarios: 1. The Year has started and it was found out that the Salary entered for a Staff is incorrect, and, 2. The Staff received a Salary increase during the year. Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 3

4 STAFF WITH AN INCORRECT SALARY Step 1: Delete Record from Staff History If a Staff has a Salary in Salary Wage History that was incorrectly entered and needs to be changed, it cannot be done through editing. The record will need to first be deleted from Staff History in the Salary Wage Contract. Use the red X on the left to delete the record for the staff that is incorrect. Step 2: Add New Record A new record with the correct salary information can then be added for the Staff in the Salary Wage Contract. Use the Add button on the right and update the information needed for this staff. Step 3: Pay Any Missed Wages (this is done in Payroll Entry) Note: if any missed wages need to be paid, when the Contract Type is Salary or Hourly/Salary a positive unit of 1 and the amount of the retro pay should be entered as an RSC Payment Type. If the Contract Type is Hourly, a positive unit of 1 and the amount of the retro pay should be entered as an RP Payment Type. If the Staff was overpaid due to the error in the contract, use the same payment types as stated above with a negative 1 unit and the amount of the adjustment. Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 4

5 STAFF RECEIVING A SALARY INCREASE When an increase during the year is needed the proper way to enter it is based upon if the increase is retroactive or not to the beginning of the year and your personal preference on the options. Retro Active Increases: If the increase is retroactive you can take the approach that the information that is currently recorded is not accurate for the year and you can follow the steps above to delete and add in the current year s salary information. If you prefer to show both the initial contract and the new contract record, do not delete the original record but it must be made inactive by selecting it and entering a date in the Inactive Date field. Do Not enter overrides on the inactive record or on the new record to be added. The inactive date most likely will reflect the date that the change occurs. It is recommended that a Salary note be entered for the staff to document the timing of the change and what needs to happen in payroll related to the increase in pay and the amount that is retroactive. Salary payments that are retroactive should be paid to the staff using the RSC payment type for a Retro Salary Current year. RSC payments are included in the Balance of Contract calculation process. Mid-Year Increase Not Retro Active Step 1: Make Current Salary Wage Information Inactive If a Staff receives an increase and their current salary was accurate but is now changing for the balance of the year, the first step is to make the current Salary Wage Contract in History inactive by entering an Inactive Date. Step 2: Enter Overrides Before creating the new contract, overrides need to be entered for the old contract to reflect what the Staff actually earned while on the contract so that a new combined annual salary can be determined for the year. Entering the # of Pays Override is helpful to show how many pays the staff member was being paid using the information from that contract record. Contract Type= Salary Enter the actual values in the Days per Year Override field which will calculate and update the Base Rate Override amount for you. Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 5

6 Contract Type= Hourly/Salary or Hourly Enter the actual values in the Days per Year Override and if needed the Hours per Day Override field to calculate the Salary amount for the Hourly/Salary contract or project the correct annual amount for the hourly contract based on the override values. *NOTE: Update the # of Pays Override to have the payroll salary amount calculated by a number of pays that is different than the contract s number of pays for Salary and Hourly/Salary contract types. This should be the # of pays remaining in the year. Contract Type= Daily Enter the actual values Days per Year Override field to calculate the expected annual amount based on the override. Step 3: Add New Salary Wage Information After making the above changes to the old salary information, select the button to add new Staff Salary Wage Information. For a Teacher contract the Position Level is what typically changes while the Step will typically stay the same. Other contracts where staff actually change positions typically have both change. Select the new Position Level and Step for the Staff s new contract record and enter the overrides (as described in Step 2) for what the Staff has yet to be paid for on the new contract. Entering the remaining # of Pays in the Override field will allow the button to calculate the salary amount displayed in the Base Rate Override field and update payroll wage information. Depending upon what was actually paid to the staff for the old contract record this may or may not be accurate. Verification in payroll must be done as some staff could have been paid more than they would have earned depending upon when the change is made during the year. Follow the guidelines about for any retro pays unless it will be spread out over the remaining pays for the year. Update Payroll Select the button to calculate and update the Payroll information with the new information. When you look at the staff s information for that year (see below) the overrides added together should be recorded as the Annual Salary amount in Payroll. This must be done manually Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 6

7 The Update Salary Start Date defaults to being selected but since it can only use one contract record for the process will not be correct. The annual Salary must be updated manually to include the total earned from both records. Select Update Job Title Information because the staffs wage information did change that change needs to be reflected on their Job Title record. Select the Add/Replace Account Information if the new contract has different account information than what is stored in the Staff s Payroll Wage information. Check the appropriate Boxes and then select the Calculate button. Review the two tabs (Wage Information and Job Title Information) and then select the button to complete the changes. Select Update from the confirmation report to make the changes. Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 7

8 Step 4: Update Annual Salary On the Staff s Payroll Info tab, you will need to manually calculate and enter the combined amounts for the old and new contract information in the Annual Salary field. Step 5: Update Life Insurance Some staff may have Life Insurance that is based on their Salary. If the updated staff has Insurances based on salary the Base Rate of the new contract s salary, not the combined rate of the old and new would be used in a process. Update Life/disability Insurance manually, if needed. Step 6: Pay Any Missed Wages/ check for over payments Any missed wages should be paid through Payroll Entry with an RSC Payment Type for staff who are paid on a salary basis. Negative adjustments to Salary are made using the same payment type unless those are being spread out over the remaining # of Pays. Use the Staff s payroll Summary report to aid you in determining over or under payments and how to address the variances in their up coming payrolls. OVERPAYMENTS If a Staff has been overpaid, it has to come out of their Wage Info. If contract type is Salary, you can deduct by reducing their bi-weekly. If they are being paid a Salary and you wish to take the wages right away, you need to enter the information into Payroll Entry using a negative unit and the RSC Payment Type. Note that if contract type is Hourly, an RP Payment Type will need to be used. Do not reduce the number of hours paid to an hourly staff member unless they were over paid for hours. Created: 11/15/ Central Susquehanna Intermediate Unit, USA Page 8