What This Process Does
- Available for organizations with the Substitute Management and Employee Absentee modules and when entering substitutes via the Add Leave and Substitutes process (EMPALS or EMPALS-FTE) or importing substitutes from Aesop.
- Selects substitute jobs in mass into the payroll (Pay ID) by selecting verified substitute work transactions.
- Allows verification of substitute work transactions separately and provides a substitute audit trail.
Best Practices
- Preliminary Reports - OpenRDA provides preliminary verification reports for non-finalized substitute work transactions.
- Leave Report - The Verify Non-Finalized Sub Work Report can be accessed from the Used Tab in the Leave Management Module, and the task list in Substitute Management and Employee Absentee Modules.
- Correction of Problems - When run, four reports create to identify problems related to Positions, Jobs and Substitute Accounts; any problems that are indicated on the reports must be corrected prior to selecting the substitutes.
Prerequisites for Selecting Substitutes
- Substitute work transactions must be verified and not finalized.
- Master must be active and not deleted.
- Job Master must be active and not deleted.
- Personnel Demographic Master must be active and not be deleted.
- Position Master must be active and not deleted.
- Gross Definition and Gross Rate Definition must be valid.
- Select Completed Flag in the Personnel Pay Master must be false.
- Sub work transactions must have an end date that is on or before the ending date in the Pay Master.
Selecting Substitutes
- Substitutes should be selected in one session and the total Gross appearing on the Select Substitutes Payroll Browse screen should equal the Total Pay Amount from the Add Leave/Sub Audit trail for all substitutes who should be selected.
- If the totals do not match, the transactions cannot be added/changed from the Select Substitutes Payroll Browse screen; recommend to cancel/abort from the Browse, then research the reason for the difference.
- If after selection, an error is found or additional sub work transactions need to be created and/or selected, should undo Substitutes in Payroll → Maintenance → Undo Payroll Process → Unselect Substitutes; NOTE: this unselects all substitutes from the payroll and unsets the Finalized flag on the substitute work transaction.
- Transactions should be corrected and/or added and the Substitutes selected again.
- Go to Payroll → Pay Jobs → Substitutes
Pay Master Tab
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Select Type | — | — | ♦ | Should always be set to Process Exceptions |
| Pay Types | — | — | ♦ | Choose appropriate pay type for the payroll |
| Pay ID | — | — | ♦ | If the Pay ID has already been created use the down arrow to browse for the Pay; Or Pay ID can be created in this field by typing in the Pay ID and once all fields are populated, click on Create/Save Pay ID to save the Pay ID |
| Start Date | — | — | ♦ | Will populate if Pay ID already created or type in appropriate start date for the pay period |
| End Date | — | — | ♦ | Will populate if Pay ID already created or type in appropriate end date for the pay period |
| # Days | — | — | ♦ | Will populate once start and end date fields are populated |
| Calendar Year | — | — | ♦ | Will populate if Pay ID has already been created or type in the appropriate calendar year |
| Calendar Month | — | — | ♦ | Will populate if Pay ID has already been created or use the drop down to choose the appropriate calendar month |
| Fiscal Year | — | — | ♦ | Will populate if Pay ID has already been created or type in the appropriate fiscal year |
| Fiscal Month | — | — | ♦ | Will populate if Pay ID has already been created or use the drop down to choose the appropriate fiscal month |
| Bank ID | — | — | ♦ | Use the drop down to choose the appropriate bank |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
Range Criteria Tab
- Select Substitute process selects any jobs with transactions which would have already been added during the Add Leave/Substitute process (standard configuration for substitute jobs is Job Numbers 90 or higher).
- All verified and non finalized substitute work transactions will select.
- No ranging is necessary, unless all verified sub work transactions should not be selected, in which case various ranging options exist to select only the desired transactions.
- View all substitute work transactions for accuracy; Verify Gross total at the bottom.
- If everything is correct, click on Save; If errors are found, click on Cancel and Abort.
Corrections Needed After Substitute Jobs have been Saved
- If Substitute jobs have been saved and there are missing or incorrect transactions, all sub jobs should be removed from the payroll, corrected/added and then re-selected.
- Go to Maintenance → Undo Payroll Process → Unselect Substitutes → Range on Pay ID and leave all other ranging blank → Click on Select (unselects all substitutes from the payroll and unsets the Finalized flag on the substitute work transaction).
- Missing transactions should be added using Add Leave/Substitute process in Leave Management or Employee Absentee Modules.
- Incorrect transactions should be corrected by running a Query → Substitute Work Transactions in the Leave Management or Employee Absentee Modules (See wiki titled Correcting Saved Leave Transactions for more details).
Substitute Jobs Saved but Flags not Set on Audit Trail
- Once Substitute jobs are saved, the user is brought back to the Select Substitute Payroll Screen and once the user cancels out of this screen, the audit trail generates automatically.
- Setting flags on the audit trail sets the Source User Verified Flag to true on the employee's Job Pay Master Maintain Screen; the Finalized Flag is set on the substitute work transaction as soon as the transactions are selected and saved.
- If flags are not set on the audit trail (user cancels instead of setting flags), the user will need to go to HR → Substitute Management → Under Pay Substitutes, click on Select Audit Trail.
- User will be able to view audit trail and set flags.
- NOTE: If no Audit Trail automatically generates, or, all substitutes are not on the audit trail (but were on the browse screen), that indicates the process crashed due to problems with Positions, Jobs and/or Substitute Accounts; in this situation: Go to Maintenance → Undo Payroll Process → Unselect Substitutes → Range on Pay ID and leave all other ranging blank → Click on Select, to unselect all substitutes from the payroll and unset the Finalized flag on the substitute work transaction; next, run the Verify Non-Finalized Sub Work Report, to identify the problems needing correction.