Retro Pay is located under the Payroll > Setup > Retro Pay tab:

This screen is used to inspect staff members salary records, identify what, if any, back pay is owed to staff members, and to potentially generate 'retro pay' Pensionable Casual Other Earnings records for these staff members.  

Can I use the Retro Pay Module screen to run my retro pay?

• If you were using SchoolFi Payroll for all of the pay periods that the retro period includes, YES you can use the module.
• If you were NOT using SchoolFi Payroll for all of the pay periods that the retro period includes, NO you cannot use the module.  In this case, you will need to figure out the amounts each person is owed manually.  Click HERE for instructions on running a manual retro pay.
• Casual Other Earnings (extra pay) retro pays are ALWAYS manual and can never be done through the Retro Pay module.  Click HERE for instructions on running a manual retro pay.

How does the Retro Pay Module work?

• Retro Pay must ALWAYS be run in a separate payroll from your Core payroll.
• It runs only for the list of staff members you give it.  It does not try to 'find' staff members who deserve back pay.
• You must use a Casual Other Earning that is pensionable and is flagged as "Retro Pay.  Click HERE for instructions on setting up the Casual Other Earning.
• For each person on the selected staff list, "retro pay" does the following: 
  • Retro Pay calculates the difference between the staff member's current (new) salary and their previous (old) salary for the from and through pay periods you designate to find the difference, and calculates the amount owed.  If there is no difference, it skips the staff member and moves on to the next.
  • It copies the "Charge-To" Accounts from the staff member's existing Position Tracking record, but ONLY the Charge-To accounts that use percentages.  Charge-To accounts specifying a fixed amount are ignored because their use could be confusing depending on the value of the Retro Pay and whether the 'fixed amount' is per pay or per year.  To avoid confusion and error, fixed amount Charge-To accounts are ignored.

How to Set Up a Separate Payroll for Retro Pay:

• On the Payroll > Setup screen, click on the Calendar button for this year, click on the Add Payroll button.  Setup / create a separate payroll and be sure to set the pay period settings as follows.  Click HERE if you need further instructions - the end of the article explains how to set up a supplemental pay.

• On the Payroll > Setup > Properties button for the calendar year you are working with, use the Current Payroll drop-down to select the payroll you created for the Retro Pay.

How is Retro Pay Run?

1.  Create a list of the staff members you want to pay retro pay.  Do this on the Personnel > Staff > Search Staff screen.   Click HERE if you need instructions on creating a staff list

2.  Go to the Payroll > Setup > Retro Pay screen and enter the parameters for the Retro Pay run:

1. New salary as of:  select the pay period in which the NEW salary starts.  For example, their new position tracking record showing their new salary starts 11/1, so you select the pay period ending 11/15.
2. Old salary from:  choose the first pay period for which they would have been owed their new salary.
3. Thru:  chose the pay period for which they were last paid their old salary.  In this example, they are owed retro pay from 7/1 thru 10/31.  Their new salary starts 11/1.
4. Exclude non raises:  checking this box removes anyone who has NOT calculated as being due a retro pay from the list on this screen.  
5. Staff List:  you MUST create a staff list of everyone who is due a retro pay check.  Use this drop-down to select that list.
6. Mode:  Choose Salary 

3.  Once you have selected the run parameters, click the Save button. This will locate all staff members on the selected list and display them, without calculating retro pay:

   

4.  You can then select the staff members you wish to calculate retro pay for by checking the check boxes in the first column for them.  Then click the Calculate Retro button. This displays a confirmation dialog:

                       :

5.  Click OK to continue and calculate the retros for the selected staff members.

6.  Position Tracking records for each checked staff member are inspected in order to identify which ones are due retro pay.  If they are due retro pay, the function calculates the amount due to them, and displays the results for each staff member on the list:

7.  Note that the "Retro Pay" field is editable:  you can override the calculated amount.  Enter the desired amount and click Save Changes.  If you do this, be sure to check the box "Don't auto recalc retro pay" to be sure your manual entry does not get overwritten if you recalculate.

8.  After you have verified everyone on the screen is receiving the correct amount in the Retro Pay column, you can create the Casual Pay records, check off the staff members you wish to generate the retro pay for and click the Create Retro Pay Casuals button.    

9.  You will then confirm that the Payroll Number is the current payroll you have set up to pay the retro payments to your staff.  Also, be sure to pick your Retro Pay Casual Other Earning that you created and make sure it's pensionable.  Click Add

10.  The Casual Pay records are generated for the current payroll/retro payroll you set up.  These can now be found on the staff member's Other Earnings screen.

11.  If you find that there is an issue with any of the Casual Pays created, you can check off the record and click the Delete Retro Pay Casuals button.  Make any corrections, and repeat steps 8 & 9 to create the earnings record again.

12.  Be sure to review ALL staff records after you calculate payroll to be sure that all proper deductions (i.e. pensions) are being taken from the retro payroll.