Other Earnings Tab

Modified on Tue, May 21 at 3:57 PM

The employee's Other Earnings tab is where you will add any earnings the employee is to receive that is NOT included in their base/contracted pay. When a district is using electronic timesheets, and the timesheets are added to payroll, this is where they are placed. You will see them in the Current and Future Other Earnings section.

The screen is divided into two sections - "Reusable Other Earnings" shows any earnings an employee has received previously and "Current and Future Other Earnings" shows any earnings that are slated to be paid in the current pay period or future pay period(s). When payroll is calculated, any earning that is showing in the "Scheduled for Current Payroll" section will be pulled in to the employee's pay. In the future or "Scheduled for a Future Payroll" section you will see any earning that has been scheduled to be paid in a future payroll. For example, a Scheduled Other Earning.

How to use Reusable Other Earnings (the Past) section

If you want to reuse an earning that the employee previously received, click on the green plus sign next to the earning row. The "Add Casual Other Earnings" window opens and it will contain the data for what was previously paid to the employee. All you need to do is update any necessary data as it applies to the current pay period, and click Add. This earning will then appear in the Scheduled for Current Payroll section.

How to use the Scheduled for Current Payroll (the present) section

This screen displays all other earnings that will be pulled into the current payroll when it is calculated. Earnings displayed in this section can come from several sources:

Electronic Timesheets - when the person responsible for reviewing the electronic timesheets ready for payroll adds them to the current payroll, they will show here.
Imports - when casual other earnings are imported on the Payroll > Other Earnings > List screen, they will show here.
Manual Entry - when casual other earnings are added manually using the Add Casual Other Earnings button. See instructions below.

You can edit an earning on this screen by clicking the Edit button, or delete an earning from this screen by clicking the Delete button.

Manually Entering Other Earnings on this screen -

Click the Add Casual Other Earnings button and the following screen appears.

Other Earning - use this drop-down to select the earning this employee is being paid
Payroll Ending - verify that the pay period displays is the pay period you wish this earning to be paid. As long as the payroll hasn't been started, it will default to the current payroll. You can also use the drop-down to select a future payroll if you want to have this earning paid in the future instead of the current payroll.
Date - optional, can be used if the earning was performed on a specific date
Note - you can enter a note that contains what the employee is being paid for, or the range of dates for which they are being paid. If the option on the Payroll > Setup > Pay Stub screen to include notes is checked off, the information you put in this field will display on the employee's pay stub.
Quantity - normally this stays at 1. But, this can be used if the employee will be paid this earning for multiple consecutive pay periods. For example, if an employee will be paid this exact earning for the next three pays, enter a 3 here. Then you will see them in the "Scheduled for a Future Payroll" section.
Account Number - if the Other Earning you chose has a default account number entered, you can leave this blank because it will populate when you click the Add button. If this Other Earning has a different account number for each person who receives it, you should manually enter the account number here. Start keying in the numbers of the account and when it appears in the list, click on it to add it. Or, you can hit the space bar in the account number field and all accounts will appear. You can then scroll down until you see the one you want, click on it to add it.
Hourly Rate - if the employee's position tracking record has an hourly rate populated, it will display here. If it is not displayed, or if you need to change it to another amount, key in the hourly rate in this field.
Hours - enter the number of hours the employee will be paid for this earning at the regular hourly rate. When you TAB out of this field, you will see the Total Amount line calculated. You must TAB out of this field for the calculation to work. If you do not see the calculation, remove the numbers and try again. The employee will not be paid if the Total Amount line is not populated.
1.5x Hours - enter the number of hours the employee will be paid for this earning at a rate of 1.5times their hourly rate. When you TAB out of this field, you will see the Total Amount line calculated. You must TAB out of this field for the calculation to work. If you do not see the calculation, remove the numbers and try again. The employee will not be paid if the Total Amount line is not populated.
2x Hours - enter the number of hours the employee will be paid for this earning at double the regular hourly rate. When you TAB out of this field, you will see the Total Amount line calculated. You must TAB out of this field for the calculation to work. If you do not see the calculation, remove the numbers and try again. The employee will not be paid if the Total Amount line is not populated.
2.5x Hours - enter the number of hours the employee will be paid for this earning at 2.5 times regular hourly rate. When you TAB out of this field, you will see the Total Amount line calculated. You must TAB out of this field for the calculation to work. If you do not see the calculation, remove the numbers and try again. The employee will not be paid if the Total Amount line is not populated.
Daily Rate - if the employee's position tracking record has a daily rate populated, it will display here. If it is not displayed, or if you need to change it to another amount, key in the daily rate in this field.
Days - enter the number of days the employee worked for this earning. When you TAB out of this field, you will see the Total Amount line calculated. You must TAB out of this field for the calculation to work. If you do not see the calculation, remove the numbers and try again. The employee will not be paid if the Total Amount line is not populated.
Total Amount - if you have used the Hourly or Daily rate fields above, and have properly entered the data, this line will be calculated based on those fields. If this field is blank, the employee will not be paid anything for this earning. If what the employee is being paid is not applicable to hourly or daily rates, you can simply enter a lump sum here in the Total Amount line and that is what the employee will be paid.

NOTE - if you are not using either/or the number in the hourly or daily rate, remove the one you are not using. It will appear cleaner on the employee's pay stub.

Hourly Rate Calculator:

If you want to use the Hourly Rate Calculator instead of the fields on the main screen, click the Hourly Rate Calculator button and the following screen will open.

Complete each applicable field as described above. Be sure to TAB from field to field so that the Calculated Amount field is populated. If this field is not populated, the employee will not be paid. If you have made changes to the employee's position tracking record so that it shows an hourly and/or daily rate and it does not appear on this calculator, you can use the Update hourly rate on latest position tracking record button. After the earnings are properly calculated on this screen, click the Use button. The amount will the populate on the Total Amount field on the Add Casual Other Earnings screen.

Base Week section:

There is no need to enter anything in this area as long as your district has the calculate options turned on on the Payroll > Quarterly > NJ WR-30 screen. As long as they are turned on, the system will automatically calculate all base weeks.

How to use the Scheduled for a Future Payroll (the future) section

Earnings shown in this section are earnings that are scheduled to be paid at a later date, and will be pulled into payroll on the Payroll period dates shown in blue. The system will automatically pull that earning into the center/present section when that pay period becomes the current pay period. Earnings that come into this section come from adding a Scheduled Other Earning or from using the Quantity field as described above in the "How to use the Scheduled for Current Payroll (the present) section."

You can edit data for a Scheduled earning in this section by clicking the Edit button, or you can delete one by using the Delete button.

If you want to add a Scheduled Other Earning to an employee's future earnings list, click on the

Add Schedule Other Earning button - . The following window opens. Use the "Choose a Scheduled Other Earning" drop-down to select the Scheduled Other Earning you want to pay this employee. Scheduled Other Earning setup instructions are HERE. After you select the Scheduled Other Earning, the bottom half of the screen opens, as shown below. You can verify the payments are accurate for this employee and then click the Add button. The earning will then be added to the future section of the Other Earnings screen.

Other Features on the Other Earnings tab

Add Sick Leave Buyout button
View Year to Dates button - clicking this button will show you a summary of all Other Earnings an employee has received during this calendar year. See screen shot below.
View History button - clicking this button will show you a summary of all Other Earnings an employee has received along with all of the payroll details for each. See screen shot below.

VIEW YEAR TO DATES BUTTON

VIEW HISTORY BUTTON