Calculating Starting Salary Balances & Pays Left

At the start of a new school year, you will need to calculate salary balances and pays left for the appropriate term codes at the start of the pay period they are paid for the first time.  Here is the schedule:

• 12 month term code – calculate on the 7/15 pay
• 11 month term code – calculate on the 8/15 pay
• 10.5 month term code – calculate on the 8/30 pay
• 10 month term code – calculate on the 9/15 pay

Even if your district does not have 11 month or 10.5 month employees, you still must click the button to run the task and get past it.  You will get a zero result message.

On the payroll dashboard for the payroll where you’re paying a term code for the first time, you will see the following message.  In this example, we are using the 7/15 pay for the 12 month term code.

At this point, if you click on the Review Salary Balances button, you will see all your 12 month staff listed because their salary balances and pays left have not been calculated yet. 

• Click on the Calculate Salary Balances for 12 Month Employees The following window opens:

• Leave the date at 7/1/22 (unless for some reason your 12 month staff’s position tracking records do not start the new school year on 7/1/22). Click the Calculate Salary Balances

PROBLEM – if you get this message you will need to set up your 2023 payroll calendar before you can calculate salary balances.  Go to the Wiki for help on setting up your payroll calendar. Once you set it up you can click the Calculate Salary Balances for 12 Month Employees button again to set your salary balances and pays left.

ALL GOOD – you will get a message showing you the number of 12 month employees whose salary balances were calculated.

A final check can be done to see if there are any employees that need manual intervention.  Click the Review Salary Balances button and you should receive the following “There are not issues detected” message.  If not, review the staff listed and make the necessary corrections.

After this process is completed, you can proceed with processing your payroll as usual.