Other Pay Master Maintenance

Use Other Pay Master Maintenance to maintain master information for holiday, sick, vacation, overtime differential, personal time and other types of pay.

Tips:

• You can assign Other Pay Codes to an employee during Employee Master Maintenance in the Employee Other Pay Area.

• You can assign most Other Pay Codes to an employee during Payroll Check Entry, even if the codes are not preassigned to the employee.  However, you can associate Type 4 - Scheduled with an employee only during Employee Master Maintenance, not during Payroll Check Entry.

Directions:

To see directions for...

• Opening Other Pay Master Maintenance, click More.

   

  • Click Payroll from the Menu, and next click Miscellaneous File Maintenance; then click Other Pay Master.

  • Or, use the keyboard shortcut:  [ALT] [p] [m] [o].

   

  Other Pay Master Maintenance Window Example:

  

   

• Creating an Other Pay Code, click More.

   

  Other Pay Master Maintenance Prompts
  Other Pay Code	To create a new record enter the new Other Pay Code and click Retrieve , or press [ENTER]. Keyboard shortcut:  [ALT + t] Or, enter the new Other Pay Code and click File from the Menu; next click New. Keyboard shortcut:  [ALT] [f] [n] Required.  (up to 3 characters) To Search to view all of the existing other pay records.  From the Search list you can select an Other Pay Code to change or delete. Keyboard shortcut:  [ALT + r] Tip:  To indicate that you are building a new Other Pay Code, displays near the Other Pay Code.  Default entries display and the first field is highlighted to let you know you can begin entering information.
  	To update the new or changed information, click Save, or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed other pay records.
  Other Pay Description	Enter the full-length description for the Other Pay information.  (up to 20 characters)
  Abbreviated Description	Enter the abbreviated description.  (up to 8 characters)
  Department Number	Enter the Department Number for distributing Other Pay Transactions.  (up to 20 characters) Tip: Depending on your module interface settings, the Department Number can be an Appropriations Account Number (up to 20 characters), a General Ledger Account Number (4.0 numeric if standard, variable if non-standard), or a unique number that cross-references to either an Appropriations or General Ledger Account Number.  For more information about Department Numbers, refer to Understanding Municipal vs. Commercial Department Numbers and Understanding Expanded Appropriations Account Numbers. This value appears as the default during Payroll Check Entry.  At that time, you can override the value with another number. To Search for a valid Department Number, click Search . Keyboard shortcut:  [CTRL + f]
  Standard Amount	Enter the standard Other Pay Amount Factor that appears as the default when you assign a new Other Pay Code to an employee during Employee Master Maintenance in the Employee Other Pay Area.  (6.2 numeric) Tips: If the value for this Other Pay Code is different for most employees, leave this value blank. You can override this value during Check Entry.
  OP Time Description	Enter the units per pay period used for the Other Pay Time (usually hours or days).  You can override this standard description when you assign an Other Pay Code to an employee during Employee Master Maintenance in the Employee Other Pay Area.  (up to 3 characters) Example:  HRS, DYS
  Other Pay Type	Click the Other Pay Type in the drop-down list.  (1/2/3/4/5/6/7)
  Closing Period Flag	Click the Other Pay Closing Period Flag in the drop-down list.  (1/2/3/4)
  OP Total Amount - MTD	Displays the total Other Pay Amount Paid accumulated for all employees so far this month.  (7.2 numeric) Tip:  Because the Payroll Post process updates this field, you do not need to edit it under normal circumstances.
  OP Total Amount - QTD	Displays the total Other Pay Amount Paid accumulated for all employees so far this quarter.  (7.2 numeric) Tip:  Because the Payroll Post process updates this field, you do not need to edit it under normal circumstances.
  OP Total Amount - YTD	Displays the total Other Pay Amount Paid accumulated for all employees so far this year.  (7.2 numeric) Tip:  Because the Payroll Post process updates this field, you do not need to edit it under normal circumstances.
  OP Total Time - MTD	Displays the total Other Pay Time accumulated for all employees so far this month.  (7.2 numeric) Tip:  Because the Payroll Post process updates this field, you do not need to edit it under normal circumstances.
  OP Total Time - QTD	Displays the total Other Pay Time accumulated for all employees so far this quarter.  (7.2 numeric) Tip:  Because the Payroll Post process updates this field, you do not need to edit it under normal circumstances.
  OP Total Time - YTD	Displays the total Other Pay Time accumulated for all employees so far this year.  (7.2 numeric) Tip:  Because the Payroll Post process updates this field, you do not need to edit it under normal circumstances.
  Exemptions	Select the boxes next to each of the withholding exemptions below that apply to this Other Pay Code.  To de-select a box, click it again so it is cleared. Federal Withholding FICA Withholding State Withholding Retirement FUTA Withholding SUTA Withholding Note:  If the system has accumulated Other Pay Earnings Totals, you can not maintain the exemptions until after the Period End Clear for the year.
  Scheduled Periods	Click the boxes next to the Scheduled Periods that are applicable to this Other Pay Code. Tips: Scheduled Periods apply only if the Other Pay Type is 4 - Scheduled. These standard periods appear as the default when you assign a new Other Pay Code to an employee during Employee Master Maintenance in the Employee Other Pay Area.  You can override the periods for individual employees.
  Note:  The following fields relate to MSRS.
  Exp'd Hrs/Dys per Week	Enter the number of full-time hours or days per pay period expected for the employee's job position.  (2.2 numeric) Tip:  The Pay Rate Code determines whether this value contains hours or days.
  Expected Weeks per Year	Enter the number of pay periods in a year expected for a full-time employee in this job position.  (2.0 numeric)
  Personnel Status Code	Enter the Personnel Status Code (also referred to as the employee status code), which indicates the employee's job status for the Employee Retirement Edit List.  (2.0 numeric)
  Position Class Code	Enter the Position Classification Code, which indicates the employee's job role.  (up to 5 characters)
  Pay Rate Code	The Pay Rate Code establishes whether the value in Expected Hrs/Dys per Week is expressed in hours or days.  Click one of the following Pay Rate Codes in the drop-down list:  (H/D/C)
  Include Days/Hours in ME Paid Leave Law Hours Worked	If the hours worked for this other pay are applicable to the ME Paid Leave law, check this box.  Otherwise, leave blank. If the box is checked, the following prompt displays:   If yes is selected, all employees with this other pay will have their Include Days/Hours in ME Paid Leave Hours Worked box checked and the employee's other pay hours will be accrued for sick time. If no is selected, you can manually set the appropriate employees' other pay. Note:  For more information, see Payroll Employee Sick Accrual for ME Paid Leave Law.

   

• Editing an Other Pay Code, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed Other Pay records.

  1. To display the record to be changed, enter the Other Pay Code and click Retrieve , or press [ENTER].
     Keyboard shortcut:  [ALT + t]
     Tip:  If you do not know the Other Pay Code, you can click Search to see a list of Other Pay records.

  2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3. Enter the data changes.

  4. To complete the edit process, click Save , or press [ENTER].
     Keyboard shortcut:  [ALT + s]

   

• Deleting an Other Pay Code, click More.

   

  Warning:  You can not delete an Other Pay Code if it has been assigned to an employee during Employee Master Maintenance in the Employee Other Pay Area.

  1. To display the record to be deleted, enter the Other Pay Code and click Retrieve , or press [ENTER].
     Keyboard shortcut:  [ALT + t]
     Tip:  If you do not know the Other Pay Code, you can click Search to see a list of Other Pay records.

  2. Click File from the Menu Bar, and next click Delete.
     Keyboard shortcut:  [ALT] [f] [d]

  3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
     
     Example:
     
     
     
     Note:  After you click Proceed, you will see the following message on the Status Bar.