Payroll Items

Usage of Start and Stop Dates in Payroll Items

The majority of Payroll Item records contain fields labeled "Start" and "Stop".  These are the Payroll Item start and stop dates and can be used to start or stop when a Payroll Item will be withheld by making comparisons to the payroll pay date entered during the payroll Initialization. Please note that the payroll beginning and ending dates are not used in comparisons to determine if the Payroll Item should be withheld or not.  If the Start date is equal to or prior to the payroll pay date, then the payroll item will be included.  If the Stop date is equal to or after the payroll pay date, then the payroll item will be included.

Usage of the start and stop dates are optional. If there are no dates specified, the payroll item will be withheld. There can be other fields that would keep the payroll item from being withheld (such as the pay cycle or the maximum payroll item amount being reached).

The recommended method of using Payroll Item start and stop dates is as follows:

Set the start date equal to the first pay date of the payroll in which the Payroll Item should be active or leave all zeros.
Set the stop date equal to the last pay date of the payroll in which the Payroll Item should be active or leave all zeros.

The following are the comparisons that are made on the Payroll Item records to determine if the Payroll Item will be withheld or not.

If the Payroll Item start and stop dates are blank, the Payroll Item WILL be withheld.

Open

If the payroll pay date is equal to or after the Payroll Item start date, the payroll item WILL be withheld.

Open

If the payroll pay date is prior to the Payroll Item start date, the payroll item will NOT be withheld.

If the payroll pay date is equal to or prior to the Payroll Item stop date, the payroll item WILL be withheld.

If the payroll pay date is after the Payroll Item stop date, the payroll item will NOT be withheld.

Compensations

Compensation Start Date is the start date of the current contract.  This date is a required field and is usually the first day for which the job is paid.  The contract workdays are figured by using the Compensation Start and Stop dates and the Job Calendar selected.

• The Contract Start Date is used in EMIS Position reporting for the employee.

• (Note - Make sure to enter a Calendar Start date, which is located under the Historical Context box in compensations.  This is a required field for ODJFS and EMIS reporting)  

Compensation Stop Date is the last day of the current contract.  This date is a required field.  

• Enter a Compensation Stop Date - in most cases this is normally one day less than the next year's Compensation Start Date. 

The contract workdays are figured by using the Compensation Start and Stop Date and the Job Calendar selected.  

When a payroll is initialized and the Compensation Start and Stop Date are inclusive of the period beginning and ending dates, the Compensation will be included.  If necessary, depending on dates, in most cases, the 26 (or 24 if paid semi-monthly) the system will include both contract Compensations - the final pay for last year's Compensation and the Compensation for the current fiscal year.  The system will pay off the final pay on the prior year's Compensation and count the Days Worked/Amount Earned on the new fiscal year's Compensation. 

Contract Days Worked are the number of days the employee has worked on this job.  These days are automatically calculated by using the Job Calendar and Compensation Start and Stop date. The days worked is determined by the work, holiday, and calamity days that are on the job calendar that is assigned to the compensation.  When a compensation is included in a payroll, when that payroll is posted, we find all the days on the calendar that fall between the payroll pay group date range and add them to the contract days works.  Users can also manually adjust the days worked by creating a compensation adjustment for work days.  The adjustment will be added to the Contract Days Worked on the compensation.

Calendar Start Date is the day on which the system will start counting information from the calendar. This is a required field for ODJFS reporting and EMIS Position reporting

Calendar Stop Date is the day on which the system will stop counting information from the calendar.  The system uses this date when calculating ODJFS weeks, EMIS days, and service credit.  

•  The calendar start date should be updated on a new compensation, so that workdays from the calendars are accurately found and counted for retirement purposes.  The retirement service will use a separate date range, also, in addition to the calendar dates, fiscal year, for example, that will prevent days from being counted beyond the calendar dates, if they are not accurate.  Calendar dates on the compensations should be updated with each compensation created.

• **NOTE** - EMIS Staff Collection uses the Calendar Dates to count Absences for the employee for the FY**

Non Contract Compensations

• Non Contract Compensation Start Date - Non Contracts do not have to have a Start Date entered - Is not required. 

• Non Contract Compensations Stop Date - Non Contracts do not have to have a Stop Date entered - Is not required.

Payroll Accounts

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

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

New Contract

• Enter a Contract Start Date. (Required)

  • Start Date cannot be after Stop Date or a Severe error will occur.

• Enter a Contract Stop Date. (Required) The Contract Stop Date should default to a year after the stop date on the selected compensation.  This date should be one day prior to the following year's Contract Start Date.

  • If the current Compensation has no Contract Stop Date, the new Compensation Contract Stop Date will be blank.  

  • If changing the Contract Type to any 'Mid-contract' type, the Contract Stop Date will default to the selected Compensation's Contract Stop Date.

  • If no Contract Start Date or Contract Stop Date are entered, a Severe error will occur.

Pay Distributions

• The Start date is the pay date of the payroll for which the Pay Distribution should start being deducted. 

• The Stop date needs to be prior to the pay date of the payroll for which the Pay Distribution should stop being deducted.

EMIS

•  Counting of Attendance Days - Employee Reporting

  • We do not exclude compensations based upon the Report to EMIS flag when counting attendance days.  If a compensation has AT AT days and is not reported to EMIS, it will be included in the Attendance days count for EMIS Employee reporting.  If being included in the EMIS count, add a Calendar Stop date to the compensation for that position.  The Position collection will not include compensations that are not marked report to EMIS.

• How AT/AB days are counted for EMIS reporting, using Calendar and Compensation dates

  • It uses both in different areas.  It checks first to see if the absence/attendance activity date falls within the associated compensation's calendar date range.  Then if the employee has hourly absences/attendances, we have to convert to days for EMIS.  We do this using the hours in day value on the compensation that is assigned to the absence/attendance.  If there is no compensation assigned, then we have to try to find the active compensation.  We use the compensation date range to do this.  We look for a compensation where the absence/attendance activity date falls within the date range of the compensation.

  • The Termination Date is used in attendance days calculations when counting days from the calendars for the employee's positions/compensations. If the position job status is set to terminated, then the stop date used to find days on the calendars, will be set to the position termination date. If no position termination date is entered on the position, then the employee termination date is used. If there is also no employee termination date entered, then we would use the calendar stop date from the compensation and if that is not entered, we would use the compensation stop date if entered. If none of these dates are entered, then it should use the EMIS FY stop date.

• Non Contract reporting to EMIS work days and Contract Amount

  • For Non-Contracts, we will return work days count from the compensation, if there is a job calendar associated with the compensation.  Otherwise, use the EMIS work days on the position that the compensation is associated with to report work days.  We do not provide a value for days worked on a Non-Contract. 

    • **The counting of days for a non contract compensation is the same as a contract compensation.  If there is a job calendar assigned to the non contract compensation, then days will be counted from the calendar.  The start date will be the EMIS FY start date (as determined by the FY on the EMIS configuration) or the compensation calendar start date if it is after the FY start date.  The stop date will be the termination date, if the position is terminated and a termination date is entered (the position termination date is checked first and if there is no value then the employee termination date is used if it is entered), or the compensation calendar stop date if it is entered, or the compensation stop date if it is entered, or the FY stop date if none of these dates are entered.  The job calendar is checked for work or make up days using the start/stop dates determined above. The attendance and absences records are counted if the absence is assigned to the compensation and the activity date falls within the compensation calendar date range.

  • We do not return a value for amount paid for Non contract Compensations.  If district wants to report a contract amount for a Non contract compensation, then the value has to be entered in the EMIS contract amount on the Position.

• If New FY contracts have been activated before Final L collection

  • If new contracts have been activated, as long as the dates on the new compensations do not include dates from the prior FYXX, they should not pull in. The only records that contain that FYXX dates (stop date), would pull into the data collector. As long as their EMIS configuration is still set to current FYXX.  If for some reason the new contracts appear to pull in, they can unflag the 'Report to EMIS' flag.