Job Setup

This is where the jobs, grades and their associated pay schedules are defined for your district.

Job Setup allows you to set up each job once, and then assign any number of employees to it. You do not have to enter all the basic job information repeatedly for every employee. Any number of employees can be assigned to the same Job and a single Job can have any number of pay grades and steps.

When a Job (from Job Setup) is associated with a specific employee, the Job’s settings will be applied automatically to the Employee Job.

A few of the Job settings can be modified at the Manage Employees: Employee Job level for any individual employee assigned to it. They include:

• School Calendar

• Allow Deductions

• Subject To

• Leave

• FLSA

Example: If a Job normally is set to Allow Deductions, an individual employee’s job can still be set to not allow deductions.

A few Job settings cannot be modified on the Employee Job; if they need to be changed, a new job will need to be set up. They include:

• Job Code

• Description

• Classification

• Calendar

• Days per Month

• Hours Per Day

• Number of Checks

• Pay Type

• Pay Schedule amounts

Example: if Job A has Salary Pay Type, 21.5 Days Per Month and eight (8) Hours Per Day: All the individual employees with Job A must be Salary Pay Type, 21.5 Days and eight (8) Hours Per Day because these are determined by the Job settings. But if they need to be assigned to different Calendars, Subject To (for taxes) or Leave Types, you can use the same Job because these settings can be modified at the employee level through the Employee Job tab.

Job Setup Form

Complete the following form to add a job:

JOB TYPE (UPPER GRID)

This grid is where existing jobs are displayed in alphabetical order; however, it can be re-sorted by clicking any column in the grid.

• To view or edit an existing Job, highlight that row.
• To add a new job, click Clear to refresh the screen if necessary and then enter the information in the remainder of the form.

JOB DETAILS

• Enter a short description for this job in the Job Code field.

• Enter the full description for this job in the Description field. This must be unique. This description appears in Timekeeper to determine which job an employee is clocking in/out for and prints on the employee’s paystub.

• Select Certified or Non Certified from the Classification dropdown list.

• To enter the normal number of days worked in a calendar month, select the days with the arrow keys in the Days Per Period field or select Use Calendar. When deciding which method to use, remember the following:

  • These values are used for calculating daily and hourly pay rates for salaried employees. This allows for two decimal spaces.
  • Select the number of Days per Period that the employee normally works for this job. Some jobs may have a standardized number of days per month and some may be based on the calendar. Example: An NC Teachers’ work month is always based on 21.5 days per month for payroll purposes, so all teacher jobs should be set to 21.5.
  • Check Use Calendar if the number of days in each payroll schedule is based on the actual number of week days in the calendar month. Example: NC administrators would normally be set to Use Calendar because the number of work days in a pay period will vary from month to month.

• To enter the usual number of hours worked in a day, enter the hours in the Hours Per Day field. Enter minutes as decimal values (7 hours 30 minutes = 7.5 hours). Hours Per Day is used for the following:

  • To calculate daily pay rates for Salary and Hourly employees.
  • As a default value on the Hours Worked and Absence screens.
  • To determine the amount of leave accrued based on the accrual rate
  • To calculate the amount of straight time to be paid for a non-exempt salary employee working less than 40 hours but over normal hours per day.
  • To determine the number of hours to be entered for PTO days on the calendar.
  • On the Timekeeper: Exceptions Dashboard to determine if an employee is over or under their normal hours.
  • If the usual number of hours an employee works is significantly different from the job’s hours, you should set up a different job for that employee. Example: You might need to have one bus driver job set for six (6) hours and another one set for eight (8) hours.

• Select the normal number of checks this job gets in a year in the # of Checks selector. Do not include number of Escrow (Installment) paychecks received for the job. For teachers, the normal number of checks would usually be ten (10) checks per year. Non-teaching salary employees may receive ten (10) or 12 monthly checks per year or bi-monthly checks depending on how your unit is set up. If some of the employees receive ten (10) and the others get 12, two separate jobs need to be set up. This is used in combination with the Pay Schedule to calculate the annual pay when calculating taxes.

• Enter the number of installments checks this job receives in the # of Installments field. Calculate Payroll now uses the # of installment checks to determine the amount of escrow to accrue during a regular pay period.

• Select Overtime, Exempt or Comp Time from the FLSA dropdown list. This may be modified in Employee Job on an individual basis as needed.

• Enter the account code template to be used when overtime is paid for this job in the Overtime Account field. Calculate Payroll will apply this template to the regular salary code when overtime is paid.
• Select the calendar expected to be used most frequently for this job from the School Calendar dropdown list. This sets a default value for the Job, but it can be modified at the employee level in Employee Job setup.

• Select Salary, Hourly, or Daily (for Substitute Teachers) from Pay Type dropdown list.

• Select Allow or None from the Deductions dropdown list. This determines whether voluntary deductions will be taken from this job’s pay.

• Check the TK Clock In and Out boxes if this job’s employees are required to clock in and out.

• Enter the length of this job’s employees lunch period in the Lunch field if you want Timekeeper to automatically deduct this value from their hours worked per day.

WORKERS COMPENSATION

These fields are used to populate the Workers Compensation Spreadsheet. This is optional and for user-defined reporting purposes only.

• Enter a worker’s compensation code in the Code field.
• Enter the worker’s compensation rate in the Rate field.

SUBJECT TO

These checkboxes determine how the job is taxed.

• Uncheck any Tax boxes that do not apply to this job—all boxes are checked by default.

LONGEVITY/SUPPLEMENTAL

• Check the Longevity or Supplemental Pay items that apply for this job.

LEAVE

• Check the Leave Types that usually apply to this job.

PAY SCHEDULE

• Enter the standard pay table amounts for this job, based on the # of Checks and the Pay Type. The  row and column labels can be edited.

  • Step (row) = usually would be one step for each service year

  • Grade (column) = Credentials

BUTTONS

• Click the  button to save the entered Job information.

  • A new screen will appear once Save is clicked.

    

  • Select the Users that will have access to the new job by checking on the right.

  • Click Save.

• Click the button to duplicate all data from the currently selected Job. The user will need to enter a new job code and description prior to saving a copied job.

• Click the button to clear the form to enter a new job.

   

• Click the button to view an audit of all changes made to the selected job.

• Click the button to delete the highlighted Job.

• Click the button to exit out of the screen.

©2019 EMS LINQ, Inc.

www.linq.com

Payroll, revised 04/2019