Entering 1/6 positions in Linq ERP

IN LINQ ERP, FIRST GO TO THE EMPLOYEE MASTER SCREEN

FILE MAINTENANCE & EMPLOYEE MASTER
At times, when a teacher/counselor is on a leave of absence, instead of hiring a leave replacement or long-term substitute to fill the position, we will hire staff members to fill the position on a 1/6th basis. In the Employee Master screen, in the Last box, click the drop down arrow and start typing the employee’s last name that will be doing the 1/6th position. Choose the correct employee from the list.

EMPLOYEE JOBS
Click on the GO drop down and choose Jobs & Pays. Check to make sure you are in the correct default year. Click on the next blank set. If there is not one, then click the green + sign. Enter the Contract Start Date and Contract End Dates for the period the teacher will be doing the 1/6th position. Type in the pay period dates for the Pay Start Date and Pay End Date that encompasses the dates the employee wll be working. Primary Job is 2, Roll is checked, Job Code is STIP and Emp Cat is STIP. Contract Code is 1/6P. In the comment section I usually type 1/6th for (and list the teacher who is out on leave). Then click the Auto button.

EMPLOYEE CONTRACT PAYS
Position Detail Page:

• Use the position number from the employee that is taking the leave
• Tab to FTE, make this .1667 (1/6 of the position) Count FTE box should be unchecked
• Enter the actual Start Date and actual End Date that the employee will be working
• Location should have automatically populated to the location where the employee will be working
  

Pay Detail Page:

• The Schedule ID will need to be changed to STIP (make sure to pick the correct year as well)
• Level is 7 for 1/6 position; Level is 9 for 1/6 Longevity position
• The Contract Start Date will be the first day the leave replacement teacher is working (in the example below it would be 2-20-2024)
• The Contract End Date will be the last date the teacher is working (in the example below it would be 5-29-2024)
• The Pay Start Date will be the first day of the pay period the teacher is working (if half a pay period or more, then I start it in that pay period. If less than half a pay period, then I would start it the following pay period. (ex: if the period started 02-27-2024, I would start the pay on 03-01-2024; in the example below, since the leave replacement teacher is starting 02-20-2024, then I would start it with the pay period 02-16-2024)
• The Pay End Date will be the last day of the pay period the teacher is working, even if it is only 1 day in that pay period. (In the example below, it would be 05-31- 2024.)
• Step is the level that the 1/6 teacher is currently on for the main position (choose one of the following four: BA, BA+30, MA, MA+30)
• Pay Class is 11 Additional Pay (w/Retirement) for at least one full pay period or more. If less than a pay period (4 A days or 4 B days, then use 12 Additional Pay (No Retirement)
• Pay Cycle is S
• Tax Factor is 20
• Work Location is the same as in the Position Detail page
• Earn Code is 1/6 (or 1/6L for longevity)
• Distr Group should be the distribution number for the employee that is out on leave.
• Contract Salary will automatically populate.
• Contract Days-you will need to enter the amount of days the 1/6th teacher will be working. To find out this number, see the Letter of Agreement dated 10/3/2007 (located in the front flap of the Personnel Book on my desk). A brief explanation is as follows:
  

• An annual rate is calculated at 1/6th of the top scale of appropriate step
• Monthly rate is calculated by dividing 10 into the 1/6th of the annual amount
• Pay Period Rate is calculated by dividing 20 into the 1/6th of the annual amount
• Daily Rate is calculated by 1/100th of the annual 1/6 amount. A teacher who teaches 1/6th does so either on an A or B day, not both, so in calculating a partial week we would count the number of days when the teacher actually worked the additional 1/6th
• Should a holiday or recess fall within the dates, it will be paid for the purposes of 1/6th. If the holiday or recess falls before or after the dates, the holidays or recess days will not be paid.

• Full Yr should automatically populate. Days is 200. Actual FTE is 1.0, Actual Hours is 1.5, Budget FTE is 1.0, Budget Hours is 1.5.
• Rates: Period, Daily, Hourly should automatically populate. Type is $ Amount.
• Number of Pays should be based on the number of pay periods. (in the example, it would be 7 (1 for Feb. 29th, 2 for March, 2 for April, 2 for May).
• Calc Base box should be Full Yr Salary
• Encumber, Roll, Contract and eContract should be checked. Time Entry should be Don’t Show.
• In the comments section type: 1/6 for (teacher on leave name) or 1/6 longevity for (teacher on leave name)
• Click the Save icon

If the employee has longevity in their jobs/pays under their main position then you will need to do the above for each additional position. The only difference will be:

• On the Position Detail tab, the Position # is always 99-0000-01-20P FTE is 0 and FTE box is unchecked. You will need to enter the location (based on the teacher who is leaving’s location).

On the Pay Detail tab, Level is 9 and Step (you will need to choose the correct longevity amount-you can obtain this from the board agenda). You will also need to pick 1/6L for the Earn Code. Everything else should remain as indicated above.