Edit Employees' Scheduled Payments

Use commands in the Scheduled Payments tab to enter hours, overtime, supplements, and leave, as well as edit the taxable gross. Click here for more information.

1. While in the payroll batch, click on the Scheduled Payments tab.

2. Click the icon for the employee whose record you want to edit, and the Payroll Payment Detail window opens.

Enter hours & overtime

1. Click Regular Time / Days, and this window opens.

2. Enter the units worked in the Regular Time / Days column.

3. If entering overtime and the rate should be different than the displayed rate, enter the new rate in OT1@ and OT2@ as appropriate.

4. Enter the units worked for overtime in the OT1@ and OT2@ columns as appropriate.

5. Click Save. You're returned to the previous window, and the pay and adjustments are recalculated.

Enter a supplement

1. Click Earnings, and this window opens.

2. Complete the fields as described.

• Allowance: Select either One-Time or one of the items set up in Payroll > Addl Allowances.

• Name: This name is printed on the pay stub.

• Payroll Activity Code: Defaults to 79 - Other Supplemental Duties.

• Payroll Tax Treatment: Defaults to fully taxable. Items in the list were created in Payroll > Supporting Data > Tax Statuses.

• Workers Comp: Select the category that applies to this payment.

• Distribution: Designate whether or not the payment is TRS eligible.

• Performance Pay: Defaults to Does NOT represent performance pay. Be careful of changing this to performance pay. The district must first submit a form to TRS prior to marking anything performance pay.

• State Position: Select from the pull-down list. Since all pay is TRS reportable, the state position must be specified.

• Primary Role: Once the position is selected, indicate if the supplement is part of the contractual primary job function (true) OR part of a wholly separate job function (false). If true, this payment will be included in the calculation for the statutory minimum contribution.

• Amount: Enter the amount of the payment.

• Expense Mask: If the default of all ??? is used, the payment will use the account code allocation on the employee's position. If you enter a partial code, the system will try to map against the account code(s) on the position. If you want to split the payment between account codes, you'll have to enter a separate supplement for each account code.

3. Click Save. You're returned to the previous window, and the pay and adjustments are recalculated.

Enter leave

1. Click Units Taken, and this window opens.

2. Complete the fields as described.

• Leave Bank: Read only. Indicates the school year in which the leave will be taken.

• Leave Type: Select from the available leave types.

• Est. Leave Balance: Read only. Displays the amount of the selected leave type currently in the leave bank.

• Units: Enter the number of units taken.

• TRS Contract Month/Year: Defaults to the month/year of the payroll batch, but can be edited if you want to report the leave in a different month and year.

• Dock Calculation: If more leave is taken than is in the bank, the pay will be docked. The default of Based upon leave policy is most commonly used, but you can select Manual, and then enter the amount to be docked.

• Comments: Enter text to describe the leave.

3. Click Save. You're returned to the previous window.

• You can hover over the entry in the units taken column to see the Graced, Reduced, and Full amounts applied to the leave.

• The number of days of dock x the dock rate = the dock amount. If docked, the pay and adjustments are recalculated.

Edit taxable gross

This option is used on supplemental payrolls only.

1. Click Taxable Gross, and this window opens.

2. Edit the fields as needed.

• Federal Withholding: Enter the additional gross income and then the additional amount to withhold.

• Social Security (FICA): Enter the amount and select Calculate Employee AND Employer.

• Medicare: Enter the amount and select Calculate Employee AND Employer.

• Federal Unempl (FUTA): Enter the amount and select Calculate Employer ONLY.

• State Unempl (FUTA): Enter the additional gross income and then the additional amount of the contribution.

• Workers Compensation: Enter the additional gross income and then the additional amount of the contribution.

3. Click Save. You're returned to the previous window with an error message, "Cannot have negative earnings."

4. Enter a supplement in the amount of the adjustment to correct the error.

Return to Create a Standard Payroll Batch

Return to Monthly Payroll Checklist