Tag: Salary
To enter the current salary for an employee, select the Current/Next Year Salary section in the Job Editor.
There are many elements to an employee’s salary. It can be very straight forward, just a flat rate annual salary with no schedule and no adjustments to it or it can have many components that adjust the salary due to days worked, longevity, stipends, bonus, etc.
The Full Time Equivalent (FTE) can be used in the pay calculation only if you have set this up in Operational Settings in the Admin/Config menu as the rule to be applied to all salaries. Otherwise, the FTE is for information only.
Contract Days and Hours per Day are used in the salary calculation and the pay per day and pay per hour calculations.
Pro-rate Days are used in the event that someone starts their job after the beginning of the fiscal year and their total salary needs to be adjusted to reflect a partial year’s salary..
Additional Days can be added if someone is to work extra days as part of their contract resulting in additional pay. The daily rate will be multiplied by this number of days to calculate the salary impact.
Enter the Pay Type by choosing Annual, Hourly or Daily from the drop down list.
If the person is to be paid based on a salary schedule, then enter the Salary Schedule by choosing one from the drop down list. Then by entering the Salary Step, the Contract Salary amount will display. If the salary schedule is not in the drop down list, there may be a problem in the setup of your salary schedules. If the person is not on a salary schedule, the schedule name should be entered as NONE.
You can adjust the salary by entering a Pay Percent. So, if someone is working half time and is on a full-time salary schedule, then enter 0.5 as the pay percent and the salary will be reduced by half. You can also identify whether the pay per day calculation should be adjusted accordingly by checking the box to the right of the pay percent.
A Shift Differential applies to hourly-based salaries and allows for an additional increase to the base hourly rate originally set in the salary schedule which may apply to jobs that are weekend or night shift type jobs.
There are three additional salary fields that can be used for other salary amounts that are to be added in (and their names can be customized in the Data Dictionary, if desired). Whether it is longevity, stipends, bonuses, etc., they can be separated out for use in reports and contract letters. You can enter the amounts directly or click on the blue, underlined field label which takes you to a new window with greater functionality for calculations. Not only can you do a calculation to determine the amount but you have the flexibility of pulling another kind of salary schedule in such as a longevity schedule and identify a longevity step. You can identify whether the amount is an annual, daily or hourly amount. And with each of the salary additions, you can select whether you want it part of the Contract Amount or only part of the Total Salary.
Since there may be exceptions to the Total Salary rounding rule, you can even override the rule by indicating it in the Rounding Override field.
In the Work and Salary History section of the personnel record, is the salary history which is created automatically every time the salary-related data is changed. This also includes any updates made from the Annual Salary Updates section in the Fiscal menu.
There is no way to manually add a salary history entry except to change the person’s salary and then change it back in some cases.
You can see more details of the salary history entry by clicking on the View icon.
You can change the Fiscal Year and Change Reason, as needed
You can also delete an entry by clicking on the Delete icon when there has been an error.
Use the Employees, Substitutes or Volunteers section of the Personnel menu to add a new personnel record. You can add a person at any time and do not need to wait until they start in your organization.
Before adding a new person to your system, you should check to make sure there is not already a record for them in your system. To do this, click on Quick Search and use the Universal Search box to enter the name, ID, or SSN.
If they are already in your system, you can edit their personnel record. If they had been in the archive, click on the Reinstate button to move them from the archive to the employee list. Their status will probably also need to be changed.
If the person is not in your system, then click on the Add Personnel button. There may be a lot of data to enter but you can enter it as it is available. .
Depending on your system settings, you may be given an option to execute the universal search at this point. If you have already done it, just click on Continue.
Depending on your external system integrations, you may also be given an option to import information from an Application management system.
Enter the information as needed in each of the sections. The more information you enter, the more capability you will have to search for groups of employees with the same attributes. The following are some tips for entering new personnel records:
Social Security Number
The SSN is encrypted for data security. If you have the special key in My Settings, the SSN will be recognizable. If not, you will see a long encrypted value. Contact your HR person or PeopleWerksHR administrator for the special key, if needed.
Status
Employment Status is very important and useful in searching and processing groups of people in various statuses. For new hires, the default is generally “New Hire” but you can change it as desired. For people hired to start in the future, keeping them in a “New Hire” status allows them to be separated from your “Active” people who you may be processing contracts and other year updates. After you have managed the information for your New Hires, the status can be changed to an active type status. This is only a recommended practice.
Job
You can add the job assignment for the employee. You can have two people showing in the same job assignment during the transition period when people are hired before the school year is over.
Salary
Enter the salary information in the Current Salary Details section. If the salary schedules have not been updated for the new fiscal year but are set up for next year, view the person’s salary data in the Next Year section.
Contract
Enter the contract information in the Current Contract section for new hires even if the fiscal year has not begun. For your contract letter templates, use the merge fields for “current” and not “future”.
Using the Projections section in the Fiscal menu, you can run different salary scenarios for future years without affecting current year salary data. Start by resetting the data to the current year and then model one or more subsequent years for the increases you want to analyze. As you make changes, the system updates the future salary amounts in the job listing. To do the modeling, follow these steps, performing whichever steps are applicable to your model:
- Search Criteria: Select the employee job assignment group that you want to model by clicking on the Select Jobs for Modeling button.
- Modeling Reset and Configuration: Reset salaries to the current year by clicking on the Reset Salaries button if you are beginning the modeling process.
Enter the fiscal year for the year you are modeling so it will print on the projection reports. - Salary Schedule Changes: Make salary schedule changes by clicking on the Edit Schedules button. Print the revised schedule for your reference.
- Base Pay Changes: Make any base changes for indexed salary schedules by clicking on the Edit Base Pay button.
- Salary Step Changes: Make salary step changes by entering minimum work days, if needed, and clicking on the Increase Steps+1 button.
- Percent Salary Increase: Make salary percentage changes for those jobs that are not on a salary schedule by entering the percent and then clicking on the Update Salaries button.
If you have made changes but they do not appear in the listing, click on the Refresh Future Salaries button at the bottom right corner of the screen.
Click on the Future Salary Reports button and select the reports for printing to paper or pdf. The data can also be exported to Excel by clicking on the Export Salary Summary button.
After running the model for the first year, then repeat the process for subsequent years but do not reset salaries in step 2.