When adding a wage payroll item to an employee’s position, you can decide whether or not the item should be labeled as regular pay. The regular pay status is generally chosen when you expect the pay will be received in all or most pay periods.
When a wage item is regular, it will automatically be checked on the Employees page of the payroll register as long as you are running payroll for a pay period that the item is assigned to. You'll see it appear on the Salary or Hourly tab, depending on its setup.
How do I mark an item as regular pay?
How do I pay someone whose pay is not regular?
My employee has regular pay but I still can’t pay
How do I mark an item as regular pay?
If an item has been incorrectly labeled as non-regular pay, you can adjust its status in the Human Resources module.
To mark an item as regular pay:
- Go to Financials Main > Human Resources > Employees
- Look up the employee
- Select the Payroll tab and use the Items view
- Add or edit an existing payroll item of the type Wage
- Check the Regular Pay box
- Save
How do I pay someone whose pay is not regular?
If a position has no regular pay items, the payroll register will show the message, “No regular pay items exist for this position in this pay period,” and the position will be unchecked by default. However, you can manually check it to add it to the payroll run.
To add hourly payroll items:
- Open the payroll Register
- On the Employees tab, check the position that needs to be paid
- On the Hourly Wages tab, click Add Hourly Payroll Item
- Select an employee, position, and hourly payroll item to add
- Save
- Enter in the number of hours
To add non-hourly payroll items:
- Open the payroll Register tab
- On the Employees tab, check the position that needs to be paid
- On the Salary Wages tab, find the employee/position
- Click the down arrow next to that row
- Add Payroll Item
- Select an employee, position, and hourly payroll item to add
- Save
- Confirm the default amount is correct
The Hourly Wages and Salary Wages tabs save automatically, so after entering hours or confirming the non-hourly amount, you can navigate to the next tab.
My employee has regular pay but I still can’t pay
There are two possible scenarios that could explain why you have trouble paying someone with regular pay.
- The position has more than one wage item.
If the position has at least one wage item marked as regular pay, it will be automatically selected on the Employees tab of the payroll register, and there will be no warning message. The non-regular wage will need to be added manually to the Hourly Wages or Salary Wages tab , using the same instructions in the above How do I pay someone whose pay is not regular? section.
- The wage item isn’t scheduled to be paid in this pay period.
Every payroll item is assigned to be paid in specific pay periods. Positions with regular pay will only be checked when you are running payroll for one of those pay periods.
To view the pay periods assigned to a payroll item:
- Go to Financials Main > Employees
- Look up the employees
- Select the Payroll tab and use the Items view
- View or Edit the payroll item
The available pay periods are determined by the pay period group listed on the position. To mark an item as regular pay but only during certain pay periods (e.g. a stipend that gets paid out three times), you can choose “Custom Pay Periods” and select only the appropriate pay periods.
If the pay periods you need are not available, then the wage item may need to be attached to a new position that has a different pay period group.