Pay Group Setup

Pay Group Setup sets up the pay groups and pay periods. At least one pay group needs to be set up. Multiple pay groups can be set up to allow paying different jobs in separate payroll schedules.

The Pay Group Setup is used for creating Pay Groups. A Pay Group is a grouping of employee jobs that are all paid at the same time. Each individual Employee Job is tied to a Pay Group. An employee can have multiple jobs and there is a Pay Group setting on each one. If all their jobs are in the same pay group, they will all be paid on the same schedule. If they have different pay groups, the jobs will be paid separately.

Pay Group Setup Form

Complete the following form to add a Pay Group:

PAY GROUP DESCRIPTIONS (UPPER GRID)

• Click on the green plus button. A new row appears.
• Enter a Description for the Pay Group being added.
• Select the Frequency of pay from the Frequency dropdown list.
• To show Pay Group in dropdown lists, check the Display box.
• Filter lower grid view by selecting Open Periods, Saved Periods and/or Finalized Periods.

PAY PERIODS (LOWER GRID)

Within the Pay Group, the Pay Periods determine the schedule of dates when the job will be paid and do not need to be entered in order. It will automatically sequence the pay periods by Begin date once saved. This information is entered in the lower grid. To enter the individual Pay Periods for each Pay Group, complete the following:

• Click on the green plus button for the lower grid. A new row appears in the lower grid.
  • Enter the beginning of the pay period in Begin Date field.
  • Enter the end of the pay period in the End Date field.

  NOTE: Begin and End dates are used for Salary-Exempt payrolls, Job Begin/End Dates and Deduction dates.

  • Enter the date the check is to be printed in the Check Date field.
  • Enter the last day for processing overtime hours for this pay period in the Cutoff Date field. The Cutoff Date also determines what pay period approved Timekeeper hours are processed in.

  NOTE: The Cutoff Date must always be on the last day of a work week in order for Overtime and Comp Time to calculate correctly. (Work week start day is set in the Control File under the General Tab) Overtime and Comp Time are calculated based on the weekly hours worked from the day after the last Pay Period’s cutoff through this period’s cutoff date.

  • Mark installment pay periods for Installment Payment Schedules with the appropriate installment indicator(s) to indicate this period should pay out escrow instead of accruing it. Employees on installments will not receive their regular pay during this pay period. Instead, they will receive a portion of their escrow balance. You may have more than one indicator checked per pay period if needed.

  Example: your June pay period may need the May/June and the June/July boxes checked if you have a mix of installment employees in this group. You may have May/June installment employees receiving their 2nd installment in this pay period while June/July employees are receiving their first installment check in this pay period.

  • If your pay period contains a Half Day, you can chose whether the Half Day falls at the beginning of the period or the end of the period.
  • The Status of the pay period is indicated in the far right column for informational purposes only. Changes can be made to dates and settings for an Open pay period; however, dates and settings for a Finalized pay period cannot be changed. If necessary, reopen a saved pay period by going to Process: Calculate Payroll and recalculating the period without saving it.
  • Check the EOY-OT only for Prepaid jobs box on the pay period that falls after their last salaried check. During Calculate Payroll, any hours worked after the previous Cutoff Date will be considered for overtime calculations. Regular salary is not paid out during this pay period since it has been prepaid. This box can be checked, in addition to selections made for an installment payout schedule.
    • Prepaid, Non-exempt and Salary Employees will need to be compensated for any overtime worked after the Pay Period Cutoff of their last salary paycheck for the fiscal year.

  Example: Your teacher assistant received a full check in Aug even though they did not work the full month. Their last salary check was paid in May, but the teacher assistant continued to work through June 15th. If the June pay period is marked as EOY-OT only for Prepaid Jobs, the teacher assistant will receive overtime or comp time (depending on their Job Setup) for any overtime worked between the May cutoff date and June 15th but will not receive their normal salary since it was prepaid in the May pay period.

COPYING PAY PERIODS

Pay Periods can be copied from one Pay Group to another.

• Click and drag to highlight the Pay Periods to copy.
• Click and select the Pay Group to copy to from the upper grid.
• Click the button. All previously selected Pay Periods that were highlighted when the Copy button was clicked will appear in the Pay Periods grid for the Pay Group selected.

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Payroll, revised 04/2019