Scheduled Other Earnings Setup

A Scheduled Other Earning can be created when you have employees who are paid Other Earnings on a schedule.  For example, maybe you have coaches who are paid twice a year - once at the beginning of the season, and once at the end.  You can schedule those earnings to automatically be added to the specified pay periods.  This is convenient to use for any earnings paid on a schedule where you can use the board meeting agenda when the earnings were approved for the next school year and pre-add all those earnings.  That way it's all done at one time and you don't have to worry about forgetting to add them as the year goes on.  The system will automatically add the earnings to the pay period(s) you schedule.

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 - PLAY_ADV)
• Description:  enter the name of the earning (for example - Play Advisor)
• Scheduled Other Earning:  check this box to create a Scheduled Other Earning.  You will see additional fields open under Earnings Type.
• Earnings Type:  use the drop-down to select whether this earning is Casual (not pensionable) or Casual Pension (pensionable)
• Board Approved Amount:  enter the total to be paid for this earning for the school year
• Approved Date:  enter the date this earning was approved by the board, if desired
• Number of Pays:  enter the number of pays this earning will be spread over for the school year

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 - can only be used if the "Goes on the Second Check" box is checked.  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 this button to add the setup for the scheduled other earning.  The following section opens at the bottom of the screen:
  
  • The Board Approved Amount, Board Approval Date and # of Pays Required fields come from the setup you did when adding the earning.  These fields are editable if needed.
  • The Pays fields open based on the number of pays required you entered above.  In this example we are using 2, so we have two pay periods to set up.
  • In the Year column, use the drop-down to select the year the pay period is in.
  • In the Payroll Number column, use the drop-down to select the pay period you want this earning to be paid.
  • The Fixed Amount column shows the amount you entered in the Board Approved Amount field divided by the number of pays you entered in the # of Pays Required field.  
  • The Pct column can be used if you are not dividing the Board Approved Amount equally amongst the selected pay periods.  For example, you want the advisor to be paid 70% of the earning in the first pay period selected, and 30% in the second pay period selected.  Your percentages MUST add up to 100%.  Here is an example of what that will look like.
    
  • NOTE the blue tool-tip that advises:  The Approval Needed and Physical Check checkboxes do not do anything at this time.