Payroll Accounts - New contains pay account records for each Compensation that is entered. When a payroll is processed the accounts entered in Payroll Accounts option are used to complete the USAS charging of the payroll.  

Search/View Payroll Accounts

The Payroll Accounts Grid allows the user to search for existing employee Accounts. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit.  Example - First Name is one of my grid options. If I type in %San% (% is use as a wildcard) in the First name field, all occurrences of anyone with 'San' in the first name will appear. You can then click on the  next to the Payroll Account record you are searching for to view the data relating to this employee or click on the  to edit the record or  to delete the record:

Include Archived Employees 

To include an archived employee and Position in the grid, click on .  Both employee and Position have to be archived.  Otherwise, the Payroll Accounts will still show if one is archived but not the other.

Audit Report option after creating/editing Payroll Accounts

After creating and saving a Payroll Accounts record, or to see any changes that were made to a Payroll Accounts record, there is an option to run an Audit Report directly from the Payroll Accounts record.

Click on the  button.

Enter a Start Date and Stop Date and click on button.

Create Payroll Accounts

To create a new pay account for an employee, the employee and Position number must already exist.

Click on

Select the Employee by typing in the employee's name or enter a part of the name to bring up any employee with those letters in their name:

Selecting Employee

Selecting Position

Select a Position number to add the new Payroll Account to:

Click on 

Click on  to add a new Payroll Accounts:

1. Select the Expenditure Account by clicking on the  or by entering in a portion of the account to narrow your search for Example: 001. The Account can be searched by using dashes, not using dashes, by XRef code or description:

2. Status allows the user to set the status of the account.  Options are:

1. • A - Active
   • I - Inactive
   • S - Specific Miscellaneous
   • M - Maximum amount in effect. 

3.  The Rate Type refers to the method by which this account is to be charged:

1. 1. Percent - indicates a percentage of gross to be charged to this account. The default is Percent.
   2. Fixed - indicates a fixed dollar amount to be charged to the account.
      • Restrictions on the use of the Fixed Option are as follows:
        • • The purpose of the Fixed Option is to accommodate special funding where a set amount is to be charged to a particular account for a job.
          • Pay accounts for each job must total 100 percent. Therefore, if a fixed rate is used, there must be at least one percentage rate record on file for the job totaling 100 percent. Failure to have a percentage rate record or records totaling 100 percent will result in the job not being included in the payroll. Users will receive a warning message in this case.
          • Active fixed rate accounts for a job will be charged first. Once the fixed amount is charged, the active percentage rate account or accounts are then charged based on the percentages assigned.
          • Benefits (sick, vacation, jury duty etc.) will not be charged to a fixed amount account.
      • For example:

        • If an account is only set to a Fixed amount, it will always take out this amount each pay until the district decides to stop it or has a Stop Date entered.

          Employee has 2 accounts set up:

          
          

          
          

          
          

          Employee gets paid $1200 a pay

          Fixed amount of $100

          Percentage of 100% to the remaining amount of employee's pay

          Employee gets paid $1200 a pay

          Every pay, the amount of $100 will go towards this account and then the remaining amount of $1100 will go towards the Percentage account.

      • 

4.  The Charge Amount or Percent is the percentage or fixed amount that is to be charged to this account. Whether a percentage or fixed amount is entered is dependent on what is entered in the Percent or fixed field.  The default is 100.00.

5.  The Maximum to charge field contains a maximum dollar amount to be charged to a specific pay account. The Payroll Account Status must be Maximum amount in effect.  After Max amount has been reached, the system then begins to use the percentage rate accounts. 

6.  The Remaining Max is a non-modifiable field. This field will be reduced by the Charge amount of the account each payroll until it reaches zero.

            a. The Status has to be 'Maximum amount in effect'.

            b. A Maximum amount needs to be entered.

            c. A Start Date is the payroll period beginning date of the payroll for which the pay account should start. Required field.

For the Max Account set up: (usually for grant accounts, a set amount that districts get, for example: $15,000.00) $15000/26 pays = $576.93 a payroll

Maximum amount in effect, Fixed amount, charge amount of $576.93, maximum $15,000.00. for 26 pays, Start Date of 07/01/2024, it will charge $576.93 to this account, once it reaches the $15,000.00 Max amount, it will stop and then use the next active account to start charging to.

Percentage of 100% of remaining pay

            d. Click on to save the payroll account.  Once saved, the Remaining amount will be automatically entered to match the Maximum amount.

7.  The Start Date is the payroll period beginning date of the payroll for which the pay account should start.

8.  The Stop Date is the payroll period ending date of the payroll for which the pay account should stop.

9.  The Employer Distribution determines whether this is a Board Pay Account:

1. 1. Check if account should be used for Board Distribution?
   2. Leave blank if account should not be used for Board Distribution?

10.  Leave Projection determines whether or not an account can be used by Leave Projection to charge out the leave entered in CORE/ATTENDANCE:

1. 1. Check if account should be used for Leave Projection?

   2. Leave blank if account should not be used for Leave Projection?

• • • **NOTE** System/Configuration/Payroll Account Default Setup Configuration has been added to the Configuration menu.  It allows district to set the flags for the Employer Distribution and Leave Projection default values.  These default values will be set whenever a payroll account is created.  The payroll account Employer Distribution and Leave Projection default values can be changed/overridden in Payroll Accounts for an employee, but it will default based on the Configuration values set.  Click here for more information.

11. The Sort Order - when charging accounts, we first find all of the active accounts for an employee/position that is being paid.  To be active, the status of the account must be set to Active OR the status can be Maximum Amount In Effect with a maximum set and the amount already paid to the account is less than the maximum.  The charge amount/percent must not be 0 and the start/stop dates on the account must have dates that are active or be empty. After we find all of the active accounts for the position being paid, then we look at the fixed accounts first and sort them by the sort order field.  So the ACTIVE fixed accounts with the highest sort order are processed first.  After all fixed accounts are processed, if there is still an amount remaining that has not been charged to the fixed accounts, then we will use the ACTIVE percentage accounts sorted by sort order.

Click on to save the current record or Cancel to exit without saving the newly added Payroll Account:

Click on Save new accounts added or Cancel to exit out without saving new accounts.  If Active Accounts do not equal a 100%, errors and warnings will occur:

A Warning message will be created if no Percentage amounts are found and will be saved:

Delete Payroll Accounts

Click on  in the grid beside the desired account number to be deleted.  A confirmation box will appear asking to confirm that the Account will be deleted.  Click on to confirm deletion of account or to exit without deleting account.

If an employee has only 1 Payroll Account setup and this account is being deleted, a NOTE will be given, warning districts that this Payroll account is the only account for this position:

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report

Warnings and Errors

Error - PayrollAccount chargeAmountORPercent: may not be null (Value: 'null')

Error - Payroll Account percentages must total 100%.

Error - PayrollAccount.payAcct[]. chargeAmountOrPercent: may not be null (Value: 'null')

Error - PayrollAccount.payAcct[]. rateType: may not be null (Value: 'null')

Error - PayrollAccount.rateType: may not be null (Value: 'null')

Warning - No percentage account found

Info - Payroll accounts already exist for employee XXXXXXXXX, Position XX.  Entering edit mode for selected position's payroll accounts.