Other Earnings Setup

Other Earnings (also known as Casual Other Earnings) can be pensionable or non-pensionable.  These earnings are added to employee's pay record when the duty is performed.  These are not included in the employee's base (or contracted) salary.  Other Earnings are added to an employee's earnings for a pay period via an electronic timesheet or by a manual entry.  They can also be imported from an Excel file.

Go to Payroll > Other Earnings > List screen

To add a new Other Earning, click on the Add Other Earning button.  The following window opens:

• Code:  enter a short numerical or alpha code for the earning (for example - DET)
• Description:  enter the name of the earning (for example - Detention)
• Scheduled Other Earning:  check this box if you are creating a Scheduled Other Earning (instructions on this page)
• Earnings Type:  use the drop-down to select whether this earning is Casual (not pensionable) or Casual Pension (pensionable)

Click the Add button.

After the earning is added, you will be taken to the earning's setup screen.

• Code - comes from the code you created when adding the Other Earning
• 3rd Party Vendor Code - this is used by the NOVATime or VERITime import.  If you use either time clock system, and want to import your employees' time please enter a JIRA to have the integration set up and to learn how the import works.
• Description - shows the full description of the earning, which was created when adding the Other Earning
• Pay Stub Description - A really short description that easily fits on a paystub. If this field is blank the description will be displayed on the paystub instead.
• Earnings Type - comes from the selection you made when adding the Other Earning.  To change it, use the drop-down to select the proper earning type (Casual or Casual Pension)
• Category - an optional field.  Use the drop-down to select an existing category.  If you would like to add more categories, or edit the existing categories, click on the blue i next to this field and use the link to go to the codes table where you can add/edit the codes.
• Income Tax Only Checkbox - can only be used if the "Goes on the Second Check" box is checked.  This will cause ALL other deductions except State and Federal Income taxes to be ignored on the current payroll for a staff member with this casual earning.
• Sick Leave Buyout - this box is checked ONLY if you are creating this earning to be used when paying an employee for their accumulated sick or vacation time to a Tax Shelter.  There are no other times when this box should be checked.  When this is checked, you can only use this earning when paying an employee for their accumulated sick or vacation time to a Tax Shelter.  You cannot use it for anything else.
• Taxes Only (Do not assign this to a staff with a salary balance) Checkbox - can only be used if the "Goes on the Second Check" box is checked.  This will cause ALL other deductions except taxes to be ignored on the current payroll for a staff member with this casual earning.
• Goes on Second Check Checkbox - if you would like this earning to be paid to the employees in a separate check from their base/contracted pay, check this box.  The employee will receive a second check or direct deposit, and a separate pay stub, for an earning marked as "Goes on Second Check."  Click here to see which deductions will or will not be taken from earnings on a second check - Second Check Settings.
• At 22% Federal Tax Rate Checkbox - This will tax the earning at 22% for Federal Income Tax instead of using the employee's W4 settings.
• Summer Pay Checkbox - this checkbox is used if your district takes a Summer Pay deduction from employees each pay and then pays it out to them in the summer.  When the employee is paid for their summer pay, this earning is used.  This checkbox should only be checked for this purpose.  There is no other time this box should be checked.
• Summer Pay Interest Checkbox - this checkbox is used if your district takes a Summer Pay deduction from employees each pay and then pays it out to them in the summer.  If your district also pays the employees the interest earned on the summer pay deduction amounts taken, this checkbox is checked.  When the employee is paid for their summer pay interest, this earning is used.  This checkbox should only be checked for this purpose.  There is no other time this box should be checked.
• Retro Pay Checkbox - this should only be checked when you are using this earning with our Retro Pay module.  It should not be checked if you are creating an earning called Retro, but will not be used along with our Retro Pay module.
• Pre-Tax Checkboxes - these three checkboxes can be used if you want this earning to be excluded from the respective tax reporting agency (Federal, State, FICA/Medicare) selected.
• Legacy (no longer used) Checkbox - if you will no longer be using this earning you can check this box and it will be hidden from the list of earnings.  If you want to start using it again later, you can search for legacy earnings and then uncheck this box so it is included in the list of earnings again.  This was designed to help clean up the earnings list so only those you use show in the list.

• CLICK SAVE now before you click on the Charge to button or you will lose all the settings you made.

• YYYY-YY Default Budget Accounts - if this earning will be charged to the exact same account for EVERY person who receives it, you can enter a default charge-to account.  Click the Charge To button and enter the account(s) this earning should be charged to.
• Convert to Scheduled Other Earning - click the link to go to a Wiki page that will guide you through using a Scheduled Other Earning.