mySCA ArticlesHow do I manage Member Payschedules?

How do I manage Member Payschedules?

Describes how to work with the "Manage Member Pay Schedule" functionality on the opening records.

1. Access the Appropriate Opening Record

2. Select Manage Member Payschedules Button.

Regenerate Payschedules (WARNING)

Regenerate Payschedules (WARNING)

WARNING  The "Regenerate Payschedule" button ERASES all current payschedule records and creates new ones based on the current estimate on the position that is Type="Master" and Status="Approved".

NOTE:  This button also exists on the Opening record.

Modifying Existing Pay Schedules

Modifying Existing Pay Schedules

1. Use the Modifications drop down to indicate which part of the payschedule you wish to update.

2. Use the checkboxes to select the column you wish to update.  

Change End Dates

Change End Dates

1. Make the adjustment you desire in the box which appears.

2. Click Submit.

Edit Specific Payments

Edit Specific Payments

1. Selecting Edit specific payments allows you to adjust selected payment amounts for the items you select.  

Managing Taxability (Step One) --Over-Ride the defaults

Managing Taxability (Step One) --Over-Ride the defaults

Only Living Allowance and Housing Allowance are taxable payments.  Wether or not these items will be taxable is set automatically based on whether or not the member in the opening is accepting AmeriCorps.   All payments originally default to "No" for Taxable, but when the Accepting AmeriCorps field = "Yes" on the Opening the Taxable field will be updated by a work flow = "Yes".  If the member opts out of AmeriCorps the value will default to "No".

TO OVER RIDE these defaults click on the pay schedule detail link.

NOTE:  The taxability status of a payment depends on the payschedule it is related to.  All payments with a given payschedule will ALWAYS have the same taxability status.  If you need payments to have different taxabilty statuses then separate payschedule records need to be created.

Managing Taxability (Step 2)

Managing Taxability (Step 2)

1) In the detail record select "Yes" for Over Ride Taxable Defaults.  (The payschedule record will now ignore the workflows and rules related to AmeriCorps)

2) You may now set the Taxable field to the value of your choice here or in the payschedule overview page.

Managing Taxability (Alternate Method Once the defaults are over ridden)

Managing Taxability (Alternate Method Once the defaults are over ridden)

Only Living Allowance and Housing Allowance payments are taxable.  The "Taxable

1. Edit which items are taxable.  

2. Click Submit to record your changes.  

Cancel last Payment

Cancel last Payment

Cancel the Last Payment in the Payschedule

Altering GL Code

Altering GL Code

GL codes are built out of position information (First 3 and last 4 digits) plus the middle 4 digits which are based on the payment type.  The should not require editing very often.  If you find a regular pattern requiring updates and changes please let your admin know.

1. Select Update the GL Code for an item.

2. Choose the Appropriate item.

3. Enter the New GL Code.

Adding Member Payments (Step 1)

Adding Member Payments (Step 1)

1) Select the Type of payment you want to add from the picklist

2) Click the Add button.

Select the appropriate values

1) The amount to be paid

2) The frequency of the payment

3) Start date for the time at which the payment process should begin

4) End date for when the payments shoul stop

5) NOTE: GL code will auto populate based on the kind of payment selected

6) NOTE: Special notes are needed when the pay schedule will need to be maually approved by someone else.

Reveiw the Defaults to make sure they work for your situation.  (Highlighted in Red)

What are Emergency payments and when do I use them?  

What are Emergency payments and when do I use them?  

Emergency payments are used to record money that is sent to a member but not processed through pay roll. \

1)  So if I member is confronted by a last minute travel situation money can be quickly put on their Chase card before the next pay roll.  An emergency payment creates a record of this happening and ensure that it won't be paid a second time when pay roll is run.

2) A negative emergency payment is used when a member accidentally gets over paid and needs to return money to the SCA.  Consult with the HR payroll team before entering negative emergency payments.  

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