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-finaled substitute work transactions.
  • Leave Report - The Verify Non-Finaled 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 

  • Substitute work transactions must be verified and not finaled.
  • Substitute Master must be active and not deleted.
  • Job Master must be active not deleted.
  • Personnel Demographic Master must 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.

Recommendations

  • 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 Finaled flag on the substitute work transaction.
  • Transactions should be corrected and/or added and the Substitutes selected again.

Pay Substitutes

  • HR → Payroll → Pay Jobs → Substitutes
    • Select Substitutes Payroll Window will open automatically

Pay Master Tab

FIELDS
Opt.
Rec.
Req.
Description
Select Type——♦Choose the Desired Payroll Type Process Exceptions or Automatic in the Dropdown 
(Recommend Process Exceptions because Automatic does NOT provide a Preview of the Jobs Selected or Allow Additional Entries to be made - such as Adjustments) 
Pay Types——♦Choose the Desired Pay Types in the Dropdown 
Pay ID——♦Load the Desired Pay ID 
(IF the Pay ID does NOT already exist it can be Created here by Entering the Desired Pay ID and AFTER ALL INFORMATION IS COMPLETED ~ Click Create/Save Pay ID)
Pay Date




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

  • There are several Range options available, which allows selection of a limited number of Jobs into the payroll at one time, so those Jobs can be seen on their “own” screen during the payroll keying process
    • Range on one Job for one Employee, on Salaried Jobs, Hourly Jobs, Board Members, etc
    • Range multiple times in each payroll (Ex: on Salaried Jobs and then on Hourly Jobs)
    • The most common range option is Range on Pay Group ~ Many clients like to range on SALARY to SALARY, verifying and saving those pay amounts, and then on TIMESHEETS to TIMESHEETS, entering hours/units and saving them ~ To see a full list of Pay Groups that are set up for your Organization, Go to Setup → Pay Groups (RDA recommends printing this list for easy reference)
  • To select ALL Active Jobs within the Range Criteria ~ Click Select


  • The 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 finaled 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; Click Select.
  • 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.

Pay Master Notes Tab

  • Enter additional information about the Pay ID (optional)

Errors Tab

  • Errors would appear here if any occurred during the Select process
  • IF Errors are received ~ Click the Print Errors Button

Warnings Tab

  • Warnings would appear here if any occurred during the Select process
  • IF Warnings are received ~ Click the Print Warnings Button  

Select Expression Tab

  • Advanced use ONLY
  • Existing expressions should NOT be Changed/Removed without direction from RDA Support Staff

Error Expression Tab

  • Advanced use ONLY
  • Existing expressions should NOT be Changed/Removed without direction from RDA Support Staff

Warning Expression Tab

  • Advanced use ONLY
  • Existing expressions should NOT be Changed/Removed without direction from RDA Support Staff

Corrections Needed AFTER Saved AND Flags Set

  • 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 Finaled 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 Transactions for more details).

Corrections Needed AFTER Saved BUT Flags NOT Set

  • 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 Finaled 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 Finaled flag on the substitute work transaction; next, run the Verify Non-Finaled Sub Work Report, to identify the problems needing correction.