When a payroll item is used less frequently than the position’s pay period, you can use custom pay periods or sub pay period groups to ensure the item is active only during designated pay periods.
Custom pay period groups
Custom pay periods are used for one-off situations when a payroll item suddenly needs to be made inactive (e.g. an employee drops their dental insurance) or in other cases that don’t conform to a typical schedule.
To assign a payroll item to custom pay period groups:
- Go to Financials Main > Human Resources > Employees - Single View
- Search and select an employee
- Go to the Payroll tab
- Edit the payroll item that needs custom pay periods
- In the Pay Period Group menu, select Use Custom Pay Periods
- Select the pay periods the item pays for
- Save
Sub pay period groups
Sub pay period groups look and act similarly to pay period groups but are assigned to employee payroll items rather than positions. This allows you to define a schedule for specific employee payroll items to be paid out.
A few examples of when to use sub pay period groups are listed below:
- Union dues that are not paid during summer months can use a sub pay period group that does not include the summer pay periods
- Insurance that is paid on a monthly basis at a district paying bi-weekly can use a sub pay period group that excludes any payrolls that would mark the third pay in a month
- Due to changes in TRS contribution regulations, TRS contributions that were accelerated in the 2019-20 year should not be paid over the summer, until the 2020-21 contract begins
Creating sub pay period groups
Sub pay period groups are created under a parent pay period group; each sub pay period group contains a selection of the pay periods in the parent group.
To create a sub pay period group:
- Go to Financials Main > Payroll > Pay Period Groups
- Use the down arrow on a pay period group to reveal and select Create Subgroup
- Enter a description
- Select the appropriate pay periods
- Save
Assigning sub pay period groups
You can assign sub pay period groups using one of the methods below:
Mass edit employee payroll items
When a payroll item is used across many employees/positions, you can mass edit the employee payroll items to quickly assign a subgroup.
To assign sub pay period groups en masse:
- Go to Financials Main > Payroll > District Payroll Items
- Mass Edit Employee Payroll Items
- Select the District Payroll Item(s) to be edited
- Multiple district payroll items can be selected if they are in the same calculation step, of the same type, and use the same algorithm
- Select a Position Pay Period Group
- Check Update by Pay Period Group
- Select the appropriate sub pay period group
- Select the employee payroll items to be changed
- Filters are available on most headers to help select the appropriate employee payroll items
- Save
To assign sub pay period groups to an individual employee payroll item
To make an individual employee payroll item use a sub pay period group:
- Go to Financials Main > Human Resources > Employees - Single View
- Search and select an employee
- Select the Payroll tab
- Edit the employee payroll item
- Select the appropriate Pay Period Group
- Save
During fiscal year rollover
When performing fiscal year rollover, sub pay period groups can be selected while rolling over employee payroll items. This can only be done after positions have been rolled over. After an employee payroll item has been rolled over, any further changes must be done via mass edit employee payroll items or editing the employee payroll items from employees-single view.
To assign sub pay period groups during rollover
- Go to Financials Main > Setup > Fiscal Years
- Use the down arrow next to the prior fiscal year to reveal and select Rollover Employee Payroll Items
- Select the appropriate Next Year’s Pay Period Groups for the items you will be selecting
- Select the appropriate employee payroll items for the pay period group selected in step 3
- Filters are available on most headers to help select the appropriate employee payroll items
- Save