What This Process Does
- Creates a Pay Identification to use for processing a payroll.
- Determines calendar and fiscal periods in which the payroll will be reported and expensed.
- Pay Master can be used to track the payroll status (See Using Pay Master to track Status for more details).
Creating a Pay Master /Pay ID
- HR → Payroll → Pay Jobs → Jobs in Mass (or Substitutes) → Pay Master Tab (recommended method to create a Pay ID when starting a payroll),
- A Pay ID can also be created from Pay Master / Pay ID from left task menu
- When all fields have been populated as outlined below, and if desired, notes regarding the payroll have been entered under the Pay Master Notes tab, click on Create/Save Pay ID; once the Pay ID has initially been created/saved (through any method) it can be selected from the Browse Pay ID list on any process.
- If creating Pay ID from Pay Jobs in Mass, after saving go to the Range Criteria tab to select jobs (See Select Payroll for more details).
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Select Type | — | — | ♦ | This only appears on Pay Master Tab within Jobs in Mass or Substitutes; Leave as Process Exceptions |
| Pay Identification | — | — | ♦ | Create unique Identification for the payroll; Recommended format is: Fiscal Year-Fiscal Month: Pay Date (Ex 2013-02:022813) |
| Description | — | — | ♦ | Enter a description for the payroll; Usually includes what type of payroll and pay date |
| Pay Date | — | — | ♦ | Enter the payroll pay date (check /direct deposit date) |
| Start Date | — | — | ♦ | Enter the start date of the pay period |
| End Date | — | — | ♦ | Enter the end date of the pay period |
| # Days | — | — | ♦ | Will automatically populate after entering start and end dates |
| Calendar Year | — | — | ♦ | Enter the calendar year in which the payroll figures should reflect on the employees' job and deduction calendars; Should be the same as the pay date year |
| Calendar Month | — | — | ♦ | Enter the calendar month in which the payroll figures should reflect on the employees' job and deduction calendars; Should be the same as the pay date month |
| Fiscal Year | — | — | ♦ | Enter the fiscal year in which the payroll figures should reflect on the employees' job and deduction fiscal calendars as well as when the expense will affect Financial Management |
| Fiscal Month | — | — | ♦ | Enter the fiscal month in which the payroll figures should reflect on the employees' job and deduction fiscal calendars as well as when the expense will affect Financial Management |
| Pay Type | — | — | ♦ | Select the Pay Type that's appropriate for the payroll based on deduction schedules; This will affect all jobs included in the payroll regardless of the Gross IDs set on the jobs |
| Pay Balance of Contract | — | — | — | This only appears on Pay Master Tab within Jobs in Mass; Select boolean (Mark as True) if needing to pay out a contract; Will calculate the balance of the contract based on Misc Salary and amount already paid; Select this boolean when selecting only the jobs that need a pay out of contract |
| Bank ID | — | — | ♦ | This only appears on Pay Master Tab within Jobs in Mass or Substitutes; Bank ID defaults from Current Payroll Values, ensure this is the correct Bank ID for the payroll |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||
Additional Information
- If creating a Pay Master / Pay ID from the task menu (not within a Pay Jobs process) via the Pay Master Maintain Screen, once the Pay ID, Description, Pay Date, Start Date, End Date, Pay Type, Calendar Year, Calendar Month, Fiscal Year and Fiscal Month are entered, select the Save button at the bottom of the screen.
- No other information on the Main tab needs to be populated, since those fields are automatically updated with the payroll processing. If desired, Notes regarding the payroll can be entered on the Notes tab.
- Refer to the Process Comments tab for additional information.
- Pay Master / Pay IDs created from the Pay Master Maintain Screen are available to be selected within any Pay Jobs process or other processes such as Void Pay Check / Direct Deposit, Refund Deductions and Board Paid Benefits Only.