Establishing and Maintaining Employee Pay Information

You can establish and maintain employee pay information using the Pay tab on the Employee Details form.

Tracking Employee Compensation Information

The Compensation panel displays and tracks employee compensation information.

To track employee compensation information, do the following:

1. Go to the Employee Details form on the HR|Change menu.
2. Enter or select the Employee.
3. Click the Pay tab and complete the following fields in the Compensation panel:

Field Description
Pay Group/Pay Period

Select the Pay Group to which the employee belongs. You must assign a pay group to every employee. The system uses the employee pay group assignment and data entered in the Pay Date Control Record to determine which employees to pay on a given pay date. All employees in a pay group have the same Pay Period.

If on a given pay date you need to assign an employee to a pay period other than the one assigned to the pay group, you can create a Temporary Tax Override Record for that employee.

Pay Method

Select the Pay Method by which the employee is paid, either Hourly, Salary, Variable Salary, Compensation, or Driver.

Note the following when the Pay Method is set to Variable Salary:

• Variable Salary only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. (This option lets you track the hours that salary-exempt employees actually work.)
• The system accurately tracks the hours that salary-exempt employees actually work. For example, non-profit companies could use this option to track the work hours of their employees who are paid a standard salaried amount, so they can use these hours and their allocations for grant purposes.
• Employees will always be paid their per pay period amount regardless of the number of hours worked.

Auto Accept T/S

Select Auto Accept T/S if the time sheet should automatically populate with a default number of hours.

Default T/S Hours

If the system should populate the time sheet with a standard number of hours during each pay period, enter the Default T/S Hours to use.

If you change the employee’s Default T/S Hours and the employee is salaried, the system prompts you to choose whether to update the time sheet hours that might exist in a current payroll batch to the default time sheet hours you entered. Click Yes if you want the system to make this change; the change occurs when you click Save.

Click the Pay Rate Change link to open the form where you can change the pay rate see Making a Pay Rate Change for an Employee. Once the form opens, press Tab to populate the pay rate. This feature is only available to users with correct permissions.

First Pay Period Hours

Enter the First Pay Period Hours to indicate the number of hours the employee was paid in their first pay period. Typically, this applies to salaried employees whose start date falls in the middle of a pay period.

Benefit Salary

Enter a Benefit Salary amount to use as an override for any benefit calculations based on salary, if needed.

Change

Click to open the Benefit Salary Maintenance modal form to update the benefit salary of the selected employee.
Benefits Per Hour Enter the Benefits Per Hour, which is the cost of benefits per hour amount. The system uses this for the certified pay rate calculation.
Per Diem Enter the Per Diem rate for non-taxable per diem, if needed.

Last Pay Date

The Last Pay Date indicates the most recent day on which the employee received pay.

Tracking Employee Performance Review Information

Use the Performance panel to track the employee performance review information.

To track employee performance review information, do the following:

Complete the following fields in the Performance panel:

Field Description
Last Performance Review Enter the date of the employee's Last Performance Review.
Last Performance Rating Enter or select the employee's Last Performance Rating code. See Establishing Employee Ratings for more information.
Performance Agreement Select Performance Agreement if this employee is subject to the terms of a performance agreement.
Job Description Title At Last Performance Review Enter the employee's Job Description Title At Last Performance Review.

Next Performance Review

Enter the date of the employee's Next Performance Review.

Next Pay Review

Enter the date of the employee's Next Pay Review. You can leave this field blank if it is the same as the Next Performance Review date.

Indicating Employee Allocations

The Allocations panel indicates whether an employee works in more than one department. When PrismHR creates a time sheet for this employee, the departments indicated on the Allocations panel display on the time sheet.

To indicate employee allocations, do the following:

Complete the following fields in the Allocations panel:

Field Description
Allocation Template Enter or select the labor Allocation Template to use for this employee.
Allocation Table

In the table, enter the allocation lines as needed. If you leave any fields blank, the system uses the values from the Work tab.

• Enter or select the Location code.
• Enter or select the Division code.
• Enter or select the Dept code.
• Enter or select the Project code.
• Enter or select the Position code.

Note: You can stop the system from suppressing labor allocations during payroll calculation when the home position in the employee details is effective, but does not match the timesheet position (outside of the pay period dates), by enabling the system-level payroll/timesheet code custom feature code, ALT_Alloc_Handling. This is useful when an employee's home position on their employee record does not match the position in the timesheet (for example, when an employee's position is changed effective today or in the past, but the effective date of the change is outside of the pay period dates).

• Enter the Percent allocation.

Importing Labor Allocation Data

You can access the Labor Allocations import template in the Data Import Tool from this form to import labor allocation data by clicking Import in the Allocations panel.

The Labor Allocations import template option and its tabs/fields automatically display when you access this template directly from the Allocations panel on the Pay tab in the Employee Details form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Labor Allocations import template option.

Note the following when importing Labor Allocations data:

• Allocations must be equal to 100 percent. If not, an error message displays, "Total of allocation percentages must equal 100%."
• If you enter a labor allocation value that is not part of the client the following error message displays, "<Record> is not on the file LOCATIONS.CODES."
• If you import labor allocations for an employee whose allocations already exist, those allocations will be overridden during the import. The following message displays during this situation, "Labor Allocations imported through this process will override any existing records. Updates to existing labor allocations must be done manually."
• Users whose user role is set to DENY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form) cannot import data using the Labor Allocations import template and subsequently, the Data Import Tool icon will not display on this form.
• Users whose user role is set to FULL or INQUIRY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form), but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employee Details form.
• Users whose user role is set to INQUIRY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form) can view the Labor Allocations import template, but cannot import data.
• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
• Users who do not have access to a particular company through client access groups are unable to import data into that company.

Establishing Alternate Pay Rates

Use the Alternate Rates panel to establish alternate pay rates for an employee.

1. Enter each Alternate Pay Rate amount as required for this employee.
2. Click Save.

Note: A save banner, "The current record has been saved," displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Parent Topic

Maintaining Employee Details