Staff Member Payroll Summary Tab

Modified on Mon, Mar 18 at 9:19 AM

The Payroll Summary screen is where you will control the employee's salary balance and pays left, maintain their W4 information and whether they are exempt from any taxes or imputed income. See below for instructions on how each section works.

When a new employee is added, you need to create and set up their Payroll > Summary screen. The screen will look like this:

Create Payroll Summary Record - use this button to create a record for an employee who will be paid by your district. See the instructions below for creating the Payroll Summary screen.
Confirm Employee is not on Payroll - use this button if the staff member will not be paid by your district. An example of when this is used is for third-party contractors that work in your district but are not paid by your district, like cafeteria workers, custodians, etc.

The Payroll Summary Screen:

Salary for Current Payroll - this comes from the employee's active position tracking record for this school year. Any position marked as Contracted will be included in this figure. It represents the employees contracted (pensionable) salary for the school year.
Check Location - this drop-down will display any locations set up on your Personnel > Setup > Locations screen that are flagged for use in Personnel. Use this drop-down to select the location to which the employee's check should be delivered. When printing checks, they will print alphabetically by location.
Term Code - use the drop-down to select the proper term for the employee (10, 10.5, 11 or 12). This term code MUST match the term code on the employee's position tracking record.
Salary Balance & Pays Left - click HERE for instructions on this process.
Skip One Pay - only to be used when you want to skip a contractual pay for an employee, but want to pay them a casual.
- This will skip the contractual payroll for one pay.
- The finalize payroll function will decrease both the salary balance and pays left and uncheck this option.
- A warning will be included on the validation payroll function.
- A casual earning must exist for this employee in this payroll.
Pay one more time / can be inactive - if this employee has been marked inactive, but you still need to pay them one more time check this box. The system will look at the employee's salary balance and pays left to pay the employee. Once this payroll is finalized, the system will clear the salary balance and pays left so the employee will not pull into payroll any longer.
Rate of Pay Hourly & Daily - these figures come from the employee's position tracking record.
Override Hourly or Daily Rate - these fields should ONLY be used when an employee does NOT have a position tracking record. An example would be a substitute or an hourly or non-contracted employee who is not using electronic timesheets.
Implied Base Salary (Per Pay) - use this when the employee has more than one contracted position and they are not all pensionable. This will override the pensionable gross per pay.
Override TSA Limit - if this employee can contribute more than the TSA limit shown, enter their amount here. The system will then look at this number to turn off deductions when the employee reaches the limit.
Federal and State W4 - if you use our Payroll Employee Forms, this data will be populated when you process the form submitted by the employee. A PDF icon will appear that when clicked, will display the most recent form submitted by the employee. Otherwise, you will need to manually update these fields based on the paper document the employee provides. Note: for the Federal Extra Withholding - ONLY use ONE of the options - either dollar amount OR percentage. You cannot use both. Whichever option you do NOT use, must be blank. If you check the box "Take out only Extra Withholding" the system will only take out the Extra Withholding amount entered and will not take any other Federal or State taxes.
Tax Exempt Check boxes - if the employee is exempt from any of the Federal or State taxes, check off the appropriate box. You can then toggle off that deductions on the employee's deductions screen. Note: when marking someone SIT Exempt (State Income Tax) you must also use the NJ Tax Table drop-down in the State W4 box to choose the "Exempt" option.
TPAF/PERS Imputed Waiver - use this drop-down if an employee is Board Pay, Withdrawn or Waiver Granted for Imputed Income/Contributory Insurance. For anyone who is not exempt, leave the setting at Normal. Here is a summary of the settings that need to be done for each choice.
- Waiver Granted - both the CI and Imputed deductions are on as normal but the calculation is different.
- Withdrawn - The CI deduction is turned OFF. The Imputed deduction stays on as the employee is responsible for the tax on the value of the benefit.
- Board Pay - The CI deduction can be turned off. The imputed deduction stays on as the employee is responsible for the tax on the value of the benefit.
Notes - a blank area that you can use to make any notes you need for this employee. It does not appear anywhere except this screen.
Exclude from Payroll - to exclude an employee from payroll, click the button at the bottom of this screen - Exclude this employee from payroll. Once the button is clicked, there will be a yellow warning banner across the top of the employee's record indicating that they are excluded from payroll. To include them back into payroll, click the button at the bottom of this screen - "Include this employee in payroll."

Verifying Payroll Setup

When an employee's Payroll Summary goes unverified, it means that changes have been made to their record that will affect how they are paid. Click HERE for a list of reasons an employee's record will go unverified. Any time an employee's record goes unverified, you will see the yellow warning banner as shown below. You must then review the reasons it went unverified and then mark the record as verified after you've finished your review.

To view the reasons the record is unverified, click on the View Changes that Automatically Unverified this Employee's Payroll Setup button. It will bring up a list of actions that caused the record to go unverified. In the example below, it shows that the employee's Federal and State W4 information was amended. The list shows what was done, by whom and the date and time the action was taken.
Once you review the data and you are ok with the changes, you will click the Set Payroll Status Verified button. The record will then show that the payroll setup is verified:
Any time you have a change to an employee's record that affected their salary amount, you MUST check their Salary Balance and Pays Left. You will click on the Calculate button and look at the breakdown of the calculation on the window that opens. If the Salary Balance on the window does not match the Salary Balance on the Summary screen, you need to take action. If the calculation on the window is correct, click the button Use this Salary Balance and Pays Left. This will take care of updating the Summary screen to show the proper numbers. If the calculation in the window is incorrect, then you need to research the employee's salary (look at Position Tracking Record and any Additional Contractual Earnings) and make any necessary corrections. After all is corrected come back to the Summary screen and calculate again if necessary. Finally, once the salary is correct, click on the Set Payroll Status Verified button.