Linq ERP Entering a Horizontal Advancement

Periodically I will be told by the secretary to the Superintendent to add a Horizontal Advancement for a teacher. This means a teacher will go from either a BA, BA+30 or MA to either a BA+30 (from BA), MA (from BA or BA+30) or MA+30 (from BA+30 or MA).

After this horizontal advancement has been board approved, this adjustment will need to be added into Linq ERP. To enter, go into the Master Screen and click on the Last box, click the drop down and start typing the last name of the employee who is getting this job/pay adjustment. Choose the employee from the list that appears.

Click on the GO drop down and choose Jobs & Pays. Make note of the current Contract Code (you will need to change it back to this later) and Change the Contract Code to HORZ. Click the Auto button. (NOTE: after you have made all the adjustments and created the contract for the employee, you will need to go back into this Job Page and change the Contract Code back to what it originally was).

You are now in the Employee Contract Pays screen. Horizontal advancements can happen twice a year: Sept. 1st or Feb. 1st. You should change the Level to the level that the employee is moving into…i.e., BA+30, MA or MA+30. If this is being done after the end of the school year and before the beginning of the next school year and it is for the first pay in Sept., then just change the level on the employee’s Pays page.

However, frequently the notification of a horizontal advancement will happen after the new school year has started and after a pay (or pays) has already been sent. If the horizonal advancement is to be retroactively to the start of the school year, then in this case:

• Change the Level to the new level (get this information from the board agenda).
• Click on the Load Retro button. You will get a window showing the amount of retro that the system has calculated. Double check this figure to confirm that it is correct.
• Click the Save icon.
  

If the horizontal advancement is for Feb. 1st, in this case:

• End date the Employee Contract End Date for the old level to 01-31-YYYY (No to the Warning: The Pay Dates do not match the Job Dates. Do you wish to change the Job Dates to the Pay Dates?) and end date the Contract End Date to 01-31-YYYY (No to the same Warning question as before).
• Change the Contract Days to 100.
• Change the No. Pays to 10.
• Uncheck both the Roll button and the eContract button
• Click on the Position Detail tab, copy the position number and change the End Date to 01-31-YYYY
• Click the SAVE icon.
• Create a second Pays page by clicking on the green + sign.
• On the Position Detail tab, in the Position # box, past the copied position number, FTE is 1.0 and check the Count FTE button, enter the Start Date of 02-01-YYYY and enter the End Date of 06-30-YYYY.
• Click on the Pay Detail tab.
• Schedule ID should be TCHR and pick the correct year.
• Level should be the new level the teacher is moving into (get this info. from the Board Agenda).
• Step should be the same step the teacher was currently on (get this from the previous job/pay or from the Board Agenda).
• Primary Pay is 1, Contract Start Date is 02-01-YYYY, Contract End Date is 06-30-YYYY, Pay Start Date is 02-01-YYYY and Pay End Date is 06-30-YYYY (No to the Warning: The Pay Dates do not match the Job Dates. Do you wish to change the Job Dates to the Pay Dates?) each time is comes up.
• Pay Class is 01
• Pay Cycle is S
• Tax Factor is 20
• Contract Salary should automatically populate. Double check this amount equals the board agenda.
• Contract Days is 100. The Full Year salary column will automatically populate. Double check that this amount is half the amount of the Contract Salary amount.
• Actual FTE is 1 and Budget FTE is 1
• Actual Hours is 7 and Budget Hours is 7
• Period, Daily and Hourly rates should automatically populate.
• Type is $ Amount
• No Pays is 10
• Encumber, Roll, Contract and eContract should all be checked
• Time Entry is Don’t Show
• Duty Box should be TCHR
• Click the Save icon.
  

If the teacher’s horizontal advancement was board approved for Feb. 1st but didn’t start until after the Feb. 15th payroll, then the new Pays page will need to adjusted accordingly and you will need to click the retro button (as indicated above).

After you have made these adjustments and created the employee’s contract in the Employee Portal, then don’t forget to go back in and change the Contract Code back to the original (usually one of the following: NT60 or NTDY (non-tenured for either teacher or those positions that get additional days in their contract) or CLTD or CLDY (tenured for either teacher or those positions that get additional days in their contract).