Entering a Mid-Year Salary in Linq ERP

In Linq ERP, when a new employee is hired mid-year, you should count the days the new hire is not working and deduct this number from each group as listed below:

• 200 for teachers & staff assistants/security support personnel
• 185 for bus drivers & transportation aides
• 205 for those staff that have the additional 5 pensionable days (CST & ESL)
• 206 for athletic trainers.
• 260 for administrators
• 240 for custodial staff, office staff, IT staff, non-unit transportation staff, non-unit office staff

In this example, we are hiring a teacher who is on a 200 days schedule. He/she is starting 2/20/24 and therefore, his/her pay dates will be for the period 3/1/24 – 6/30/24 (pensionable). He/she will also have a second pay detail page for the period 2/20/24-2/29/24 (non-pensionable because it is less than half a month). Count the number of days this person will NOT be working in the 2/16-2/29 pay period. He/she is not working 2 days in this example (2/16 & 2/19) so we would pay him/her 8 days for the period. In the 2023-2024 school year, the school started on 8/28/23 and runs through 6/30/24. Since the new hire was not here for the August days, you would also need to create a pays page for negative 4 days and have this dock spread-out for the remaining full pay periods.

The steps to enter the salary are as follows: (the specific information will change based on the position/dates for each instance)

• On the Job page, enter the Contract dates: Start 02-20-2024 End 06-30-2024 enter Pay dates: Start 02-16-/2024 End 06-30-2024 enter the following: Primary Job: 1 Roll is checked Job Code: TE01 Emp Cat TCHR Contract Code is MJPN then click the Auto button.
• On the Position detail page: Enter the position number (you can get this from the board agenda), FTE 1 Count FTE is checked Start date: 03-01-2024 End date: 06-30-2024 and Location is 0003 for MH or 0004 for MK (get this info from the board agenda)
• Click on the Pay Detail tab: delete the Calendar if there is info in the box and then click the tab key. Enter the specific information (some of this info will already be filled in):
• Schedule ID: TCHR (make sure you are on the correct alio year)
• Level: (BA, BA+30, MA, MA+30 – get this from the board agenda)
• Step: (get the step number from the board agenda)
• Primary Pay: 1
• Contract Start Date is 03-01-2024 Contract End Date is 06-30-2024
• Pay Start Date is 03-01-2024 Pay End Date is 06-30-2024 (a box will popup asking if you want to change the Job dates to the Pay date, always reply N)
• Pay Class: 01 Pay Cycle: S Tax Factor: 20 (20 for 10 month employees, S for 12 month employees)
• Work Location: 0003 for MH; 0004 for MK; 0012 for District
• Earn Code: TE01 for teacher (click the drop down arrow and choose the correct earn code for the position you are entering)
• Distr. Group: 01 (in most cases, the main salary distribution group should already be filled-in)
• Contract Salary: type in the # of days for the pay period (in this case it would be 10 days per pay period to equal 80) for the period 3/1/24 – 6/30/24 days Actual FTE: 1.0000 Hours: 7 (# of hours are based on position)
• Full Year should already be populated based on the level and step chosen above Days: 200 (this is the total # of days for the position you are entering and may be different based on position) Budget: 1.0000 Hours: 7 (again, this may be different based on position)
• Rates: the Period, Daily and Hourly rates should automatically populate. (You should double check these figures)
• No Pays: This will need to be changed from 20 to the amount of pay periods for the Contract Start Date to the Contract End Date. In this example of 3/1/24-6/30/24, 8 should be entered into the No Pay box (4 months/2 pays per month).
• Make sure the following boxes are all checked: Encumber; Roll; Contract; eContract
• Time Entry: Don’t Show
• Comments: type in “New Hire”

If the new hire is NOT starting on a pay period, then a second Position Detail and Pay Detail page will need to be done. (If the days will be for any time between the 2nd to the 15th of the month, then these days will be pensionable. If the days are for the dates from the 16th to the 30th of the month, then this will be non-pensionable. This is because pension can only be calculated if for MORE than 1/2 a month.)

Upon completing the first Pay Detail page, click the Green + sign. This will ask you if you want to Save the page. Click Yes. You should now have been directed to a empty Pay Detail page.

For this example, the employee will be starting on 02-20-2023 and therefore is starting on the 16th of the month or later. When an employee starts on the 16th of the month or later, then the first month is NOT pensionable. In this case, you would create the 2nd job/pay as follows:

• Click on the Position Detail page, enter Position # (the same # as above), 1.0 FTE Count FTE should be unchecked.
• Start Date: 02-20-2024 End Date: 02-29-2024 Location: 0003 for MH; 0004 for MK; 0012 for District (enter the location where the new employee will be working)
• Click on the Pay Detail tab and enter the following information is the order listed below (it is important to follow the order of the first two steps):
• Click the down arrow on the Calc Base and choose Full Yr Salary (it is below the Dates)
• Schedule ID TCHR make sure the year is the correct alio year you are currently entering.
• Level and step (same as the previous job/pay that was just entered). Primary Pay should be 1
• Make sure Dates are correct or change them. Contract Start: 02-20-2024 Contract End: 02-29-2024 Pay Start: 02-16-2024 End: 02-29-2024 Do you wish to change Job Dates to Pay Dates?” Click No to this question each time (this will happen up to 4 times)
• Pay Class should be either 1 or 12 (1 if pensionable; 12 if non-pensionable). In this example it would be 12 because for the month of Feb. the employee will be working less than a full pay period in the month.
• Pay Cycle: S Tax Factor: 20 Work Loc: 0003 MH; 0004 MK; 0012 District
• Earn Code: TE01 Distr Group: 01 Note: If you are docking pay and the pay period will overlap a Pays already created previously, then the Earn Code on this docked pay should be ADJD (as in the example in the last paragraph below).
• Contract Salary (this should automatically fill in) Days: Make sure it is showing the correct actual work dates. In this example it is 8 days based on the calculation listed above. Actual FTE: 1.0000 Hours: 7
• Full Yr (this should automatically fill in) Days: based on position, but in this example it is 200) Budget FTE: 1.0000 Hours: 7 (for this example)
• Rates: Period/Daily/Hourly should automatically fill in. You should double check these amounts.
• Type is $ Amount
• No Pay (you will need to change this): 1
• The following boxes should be CHECKED: Encumber; Contract; eContract
• The following boxes should be UNCHECKED: Roll
• Time entry: Don’t Show
• Enter in Comments: New Hire mid pay start (then list actual start date) 2/22/24
• Save this new Pays page.

When creating this second Pays page, keep in mind: If the employee will be working more than half the month then the additional days should be pensionable. This is so the full month is reported to pensions. When creating this second Pays page, keep in mind: If the employee will be working more than half the month and the additional days should be pensionable, then you should pay the employee for the pensionable period. As an example, lets say the person was to start 2/5/24 (instead of in the example above of 2/20/24), then the on the first job/pay, the Contract start/end dates and Pay start/end dates would be 02-01-2024 to 06-30-2024. The Contract Days for this job/pay would be 100. The second job/pay should be for the Contract actual start date and 02-05-2024 and the Contract end date would be 02-15-2024 and the Pay Start Date would be 02-01-2024 and the Pay End Date would be 02-15-2024. The new employee will be NOT working 2 days in February, so you would need to create a dock for 2 days. You would enter the # of days docked of 2.00- for the period and it would be listed as non-pensionable. Note: the Earn Code would then be listed as ADJD because you cannot have the same Earn Code reported in the same pay period.