UTILIZING TECHNOLOGY IN PAYROLL/PERSONNEL. Salary Schedules. Salary Schedules 2/6/2015

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1 UTILIZING TECHNOLOGY IN PAYROLL/PERSONNEL AASBO Certificate Program February 2015 All system have salary schedules for various positions within the organization. How are these schedules maintained? Manually or electronically Utilizing the salary schedule functions within Nextgen can greatly increase efficiency of operations within the payroll office Having salary schedules set up in Nextgen are a necessity in order to properly utilize budget works. Extremely beneficial with step raises, pay raises, etc. Having salary schedules setup in Nextgen increases reporting capabilities 1

2 What s involved in setting them up? Payroll Setup Payroll Code Maintenance III Schedule Types Salary Schedule Codes Salary Schedule Rank Schedule Type Salary Codes 2

3 Salary Schedule Salary Codes The Salary Schedule Code is used in the Salary Schedule maintenance transactions to define salary schedules, and is recorded, along with the person s rank and step where applicable, on the person s Salary Schedule and Job Data records. The salary schedule, rank, and step are used to compute the person s annual and pay period salaries, which are recorded on the person s Job Pay record. A pay schedule is defined for each salary schedule code. Salary Schedule Salary Codes Range Salary Schedule Code: Check this parameter if the salary schedule is based on a salary range and not a salary matrix. When you add a salary schedule using the Salary Schedule Maintenance transaction and this parameter is checked, the salary schedule step field, and the prorate state based and other salary parameters are not available. Base Pay Schedule: Check his parameter if the salary schedule is used to compute base pay. When the salary schedule code is defined as a Range Salary Schedule and this parameter is not checked, the minimum, midpoint, and maximum salaries must be the same. - Rank 3

4 - Rank Each salary schedule is comprised of ranks or pay levels. Salary schedules and the person s rank for the schedule are recorded on the person s Salary Schedule and Job Data records, and are used to compute the person s annual and pay period salaries, which are recorded on the person s Job Pay record. I typically think of this as level of educational degree, certification, expertise, etc. Once you have those parameters defined in the system, you are ready to build your schedules. This can require a fair amount of data input, however, it is a one-time process. Once they are setup in Nextgen, all future changes can be made with a few keystrokes. It is definitely worth the effort to setup. Building Schedules 4

5 Building Schedules Building Schedules This is where you enter the salary schedule amounts or make adjustments to individual cells within a salary schedule This is where the codes and ranks setup earlier come into play Building Schedules 5

6 - Principals I set up individual salary schedules for principals on contract - Functions The functions tab in salary schedule maintenance allows you to make mass changes when raises are given or when other adjustments are needed. Increase amounts based on a percentage or a flat amount Can also use to copy existing schedules when setting up new ones. 6

7 Mass Change Salary Schedule Report You can run a listing of all salary schedules once entered to verify correctness. Salary Schedule Report 7

8 Employee Salary Schedule Report Employee Salary Schedule Report Salary Schedule Distribution Report Found under Miscellaneous PR Reports menu Lot of options available Good tool for forecasting/planning Can be summarized/specific for any G/L component Can be printed with or without employer matching 8

9 Salary Schedule Distribution Report Salary Schedule Distribution Report Other Reports 9

10 Employee Maintenance Once you have the salary schedules setup, you will need to attach a salary schedule to each employee. This is handled in employee maintenance You will need to make changes to: Salary Schedule screen Job Record Data screen Job Pay Record screen After making changes to these screens, you will need to update the pay record to pull in the salary schedule amount. Salary Schedule Employee Maintenance Salary Schedule Job Record Data 10

11 Salary Schedule Job Record Data Salary Schedule Job Record Data Update Salary 11

12 Adding a year Adding a Year Updating Salary 12

13 Taking the time to build salary schedules and add them to each employee will greatly increase the efficiency of payroll, reporting options and planning/forecasting options. Applying state mandated raises can be accomplished in just a few keystrokes If using budget works, then salary schedules should be entered and attached to employee records. QUESTIONS? Russell W. Raney rraney@cullmancats.net