When an employee is retiring, a payout for sick, vacation and/or retirement notification will need to be paid. Review the employee’s contract for the perimeters of the payout (i.e., maximum allowances for sick, etc.).
To create a payout, once in Linq ERP:
MASTER SCREEN
- Click on the Last box, click the drop down and start typing the last name of the employee who is getting a payout.
- Choose the employee from the list that appears.
DISTRIBUTION SCREEN
- Click on the GO drop down and choose Distributions
- Click on the next blank box. If there is not one, then click the green + sign.
- Type in the distribution number as needed: – For Vacation/Retirement Notification payouts: use the employee’s main distribution number except replace the last 3 set of the number with 199-000-02 – For Sick payout: Use the employee’s main distribution number except replace the last 3 sets of the number with 299-000-02 – Add a Distr Group/Alt number for each distribution number you created. Depending on how many distribution groups are already listed, you must pick a number in sequence from the last number used. For example, if the employee has a Distr Group Alt number of 01, 02, 03, 04 and 05, then you would make this Distr Grup/Alt 06. – Tab over to Percent. It is usually 100.
- Click the SAVE icon
EMPLOYEE JOBS SCREEN:
- Click on the GO drop down and choose Jobs & Pays
- Check to make sure you are in the correct contract default year
- Click on the staff member’s main job and pay and make note of his/her daily rate. Do this for each of the pensionable jobs (main job, longevity, CT (for consulting teacher)
- Add all of the daily rates for a total daily rate to be used to calculate the payout(s) amount. NOTE: 10 month employees are not entitled to a vacation payout since they do not earn vacation days.
- Go back to the Jobs screen and click on the next blank Job. There is is not one, then click the green + sign
- The Contract Start Date should be the 1st or the 16th of the month for the pay period this payout will be made
- The Contract End Date should be the 15th or the last day of the month of the pay period this payout will be made
- The Pay Start Date and Pay End Date should be the same as above
- Primary Job is 7
- Uncheck the Roll box
- Job Code is POUT
- Emp Cat is POUT (payout for retirement) in most cases. Rarely, the Emp Cat may be PORE (payout for resignation)
- In the comments section, type in whether the payout is sick, retirement notification, or vacation.
- Click on the auto button to take you to the Pays screen
EMPLOYEE PAYS SCREEN:
Position Detail Page:
- Position number is either 99-0000-74-000 (vacation or retirement payout) or 99-0000-73-000 (sick payout)
- Tab to FTE, this should be 0 and Count FTE box should be unchecked
- Start Date should be the pay period’s start date of either the 1st or 16th of the month that the payout will be paid
- End Date should be the pay period’s end date of either the 15th or the last day of the month that the payout will be paid
Pay Detail Page:
- Schedule ID, Level, Step, Calendar, Primary Pay all should be blank
- Contract and Pay Start Dates should be the pay period’s start date of either the 1st or 16th of the month that the payout will be paid
- Contract and Pay End Dates should be the pay period’s end date of either the 15th or the last day of the month that the payout will be paid
- Pay Class should be 12X if this money is going into a retirement account; 12 if not going into a retirement account (based on the employment agreement contract for the employee’s position)
- Pay Cycle is S (Semi Monthly)
- Tax Factor is S (for 12 month employees) or 20 (for 10 month employees)
- Work Location is the four digit code for what school/location they work
- Earn Code (click the drop down and choose one of the account numbers you created above based on whether you are entering a Vacation, Sick or Retirement payout)
- Go down to the Daily box and enter their daily salary that you calculated above
- Type should be $ Amount
- Go up to the Contract Days and Full Yr Days and type in the amount of days they are entitled to be paid
- Now review the Period box to make sure the pay is being calculated correctly
- No Pays should be 1
- Actual and Budget FTE should be 1
- Actual and Budget FTE hours should be 0
- Make sure the Calc Base is set at Full Yr Salary
- Uncheck the Encumber and Roll boxes
- Contract and eContract boxes should be checked
- Time Entry box should be Don’t Show
- In the comments section, type in your calculation used to create the daily rate (example: $525/day for main position + $34/day for longevity = $559/day)
- Then type in the total number of days in the employees vacation or sick day bank (and vacation earned for the current school year) and the entitlement as per contract (example: 234 sick days times $559/day = $130,806 divided by 3 (entitled 1 for 3) = $43,602. Maximum payout is $15,000)
- Click the Save icon
NOTE: For a retirement notification, you will be entering a daily amount of the payout amount allowable in the employee’s contract/employment agreement in the Daily box since this payout is not based on the employees daily pay calculation. Type is $ Amount and Calc Base is Full Yr Salary. Number of pays is 1. Keep in mind: as of 4/4/2025, Teachers have a retirement notification payout of $2,000, non-unit office staff’s payout is $1,000, unit Administrator’s payout is $3,000. You need to read the employee’s contract/employment agreement to confirm the amount and if he/she is eligible based on the retirement date and/or other perimeters of the contract/employment agreement
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