Annual Supplement for Non-Payroll Clients

Modified on Wed, Oct 11, 2023 at 3:18 PM

Positions

If you have positions created in staff management, you will have 2 options to be able to pull the stipend onto the annual supplement field.

Option #1

1. In staff management go to Personnel – Positions – in the search engine utilize your fields to populate all your non-contractual positions. See screenshot of search options.

2. When you have your non-contractual positions populated click on the first listed position’s code (it will be a hyperlink) See Screenshot.

3. Next to the NJ State icon check off the box that says “Include in the Staff Compensation Annual Supplement field for NJSMART SMID Submission” – Save – Toggle to the next non-contractual position and repeat the same steps. See screenshot.

4. The next step is creating a Stipend Salary Guide. Go to Personnel – Staff – Salary Guides – Click the Add Salary Guide Button – in the pop-up give the guide a code, name, and the number of steps your guide will need. (district specific) See screenshot.

5. In the first note card at the very bottom delete 1 and put 0 where it says “Steps to Advance when rolling over to next school year” – Save changes.

- You will retitle the Columns with your stipend titles and enter the amounts for each stipend in the Steps field.

- You can add a column or step to the guide as needed.

- You can delete the LAST step or column in the guide as needed. See screenshot.

6. Once your Salary guide is created, you will need to go to your non-contractual POSITION TRACKING RECORDS to attach the guide.

7. You can either search for your staff by the Personnel Tab or search by the Position Search Screen. You will need to go to your staff member's positions tab and click on the edit button for their non contractual position. See screenshot.

8. Attach the salary guide, column, step, and save. See screenshot.

9. Go to the Staff Members Qualifications tab. When you click on the Calculate from PCR button the stipend will appear in the annual supplement field. See screenshot.

Option #2

1. In staff management go to Personnel – Set up – ACE – click the Add button – in the pop-up give the ACE a code, description, add an amount, Uncheck Rollover– Add. See screenshot.

- DO NOTE CHECK OFF NJSmart BASE COLUMN This will pull the stipend into the base field instead of the annual supplement field. (on the qualifications tab)

2. Once you added your stipends you will need to go to the staff members salary tab – click the Add Additional Contractual Earning – select the stipend code and the position tracking record it is tied to – Add. See screenshot.

3. Go to the Staff Members Qualifications tab. When you click on the Calculate from PCR button the stipend will appear in the annual supplement field. See screenshot.

When you have finished your set up with either options go to System - Tasks - search for "Staff Maintenance" click on the properties button. See screenshot.

Check off "Copy Salary to Qualifications tab for NJSmart reporting." - Save Settings. You can either force run the task by clicking on the Run Now button or you can wait for the task's nightly schedule to update. See screenshot.

We have the option to update the 22-23 position tracking record data as well just keep in mind you will need to update the 22-23 position tracking records for the stipend to appear on the qualifications tab.

We have an audit feature that will breakdown the calculations for each field for your staff member. See screenshot.

Keep in mind if you choose this option you will need to assign the ACE to your staff members salary tab every school year.

If you do not have positions in staff management we will need an excel report with your Staff ID and Total Annual Supplement Amount for each staff member. Or you will need to manually update the annual supplement field. Make sure to lock before you save.