How to Manage Salary Balance and Pays Left

Please note – at the beginning of each school year, Genesis will continue to update the salary balance and pays left for you.

Scenario 1 – an employee is starting with the district in a position that is starting mid-pay period.

1 – in the Pays Left field, enter the number of pays left for the rest of the school year as of this pay period.  For example, the 12/15 pay period would be 14 pays left.

2 – click on the Calc using a single date…. button.  When the window opens, enter the start date of the employee’s position and click the Calculate Salary Balance button.

3 – you will see that the salary balance populates, and if you click the Calculate button you will see the calculation to verify its accuracy.

4 – dock the employee with a Salary Dock in their Deductions to make it so the employee is paid the proper amount based on the number of days they are working during the pay period.  In the example above, you will dock the person for 2 days.

Scenario 2 – an employee is leaving the district mid-pay period. 

1 – on the employee’s Payroll > Summary screen, you will check off the box “Pay one more time/can be inactive.”  Doing this ensures that when this payroll is finalized, this employee’s salary balance and pays left will be zeroed out. 

2 - if you use our Budgetary Accounting software and automatic posting of the Contractual Payroll PO, you can change the salary balance to this pay period's base pay amount and the pays left to 1.  

3 – dock the employee for the number of days that they will not be working during this pay period if you are not using step 2.

Scenario 3 – an employee is leaving the district at the end of pay period.

1 – on the employee’s Payroll > Summary screen, you will check off the box “Pay one more time/can be inactive.”  Doing this ensures that when this payroll is finalized, this employee’s salary balance and pays left will be zeroed out. 

2 - if you use our Budgetary Accounting software and automatic posting of the Contractual Payroll PO, you can change the salary balance to this pay period's base pay amount and the pays left to 1.  

3 – dock the employee for the number of days that they will not be working during this pay period if you are not using step 2.

Scenario 4 – an employee is on a leave of absence, and you need to stop them from being paid for a period of time. 

1 – on the employee’s Payroll > Summary screen, delete the salary balance and pays left.  Save

2 – on the employee’s Payroll > Summary screen, use the Exclude from Payroll button.  Save

Scenario 5 – an employee returns from a leave of absence, and you need to update their Pays Left and Salary Balance. 

1 – on the employee’s Payroll > Summary screen, use the Include in Payroll button.  Save

2 – on the employee’s Payroll > Summary screen, enter the number of pays left and click the Calculate button.  In the window that opens, verify that the balance is correct and click the Use this salary balance and pays left button.

Scenario 6 – for any other reason an employee’s pays left are incorrect.

1 – on the employee’s Payroll > Summary screen, enter the number of pays left and click the  button.  In the window that opens, verify that the balance is correct and click the Use this salary balance and pays left button.