Staff Link Update - Instructor screen allows you to link an instructor (along with his/her pay rate) to an Activity Section.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
See Also: Topic Doc - Instructor Pay
From the bottom of the screen…
Click Save to save your changes. You will return to the Activity Section Update DataGrid on the Instructor tab.
Click Cancel to return to the Instructor's tab of the Activity Section Management DataGrid without saving your changes.
SAStaffLinkUpdate_Tab1
Parent LinkID (SAStaffLink_ParentLinkID)
You will not visit this field.
This is a system-controlled field that displays link information between this record and its "parent" record.
DeleteStaff Code (SAStaffLink_ParentCode)
If you are linking a new record, select the desired Code (Staff/Coordinator/Referee/Personal Trainer). This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing linked instructor you will not visit this field.
DeleteParent Table (SAStaffLink_ParentTable)
You will not visit this field.
This is a system-controlled field that displays link information between this record and the "parent" table to which it belongs.
DeleteStatus (SAStaffLink_RecordStatus)
Expand the Drop-down list to select the status for this individual:
- Active
- Inactive
Inactive staff members are exempt from Pay Processing.
DeleteRecord Type (SAStaffLink_RecordType)
You will not visit this field.
This field displays the Record Type such as 'Instructor' or 'Program Coordinator.'
DeletePrimary? (SAStaffLink_PrimaryInstructor)
Select this option to designate this staff member as a Primary or Lead Instructor/Coordinator for this program, if applicable.
DeleteVolunteer Flag? (SAStaffLink_VolunteerFlag)
Select this option if the individual being linked to this program is a volunteer and if any pay this staff member receives is to be considered volunteer pay."
When this option is selected and you have a Rate Table selected there will be NO Cash or GL entries made when processing instructor payments. If an instructor is a "paid volunteer" (If you have a rate table linked with a pay rate greater than $0.00) the payment amounts will be listed on the Instructor Pay History Report and identified as Volunteer payments.
Leave this option deselected if this staff member's pay should be classified as other than volunteer pay.
DeleteNotes (SAStaffLink_Notes)
Enter any additional notes with regard to this individual. This field will accept up to 30,000 characters.
DeleteRate Table (SAStaffLink_RateTable)
Click the Picklist icon to select the Rate Table you wish to link to this instructor for this Activity. The Rate Table you use determines how much this instructor will be paid and by what method (Hourly, per Head, Flat Rate, Percent.) when running Instructor Pay Processing.
The list of Rate Tables available in the picklist are the ones linked to the instructor on the Rates tab of Staff Maintenance.
Rate Tables Codes are maintained in System Code Maintenance. Code Type = Staff Rate Table and they must be created before you can establish pay rates for an instructor.
DeleteContract Number (SAStaffLink_ContractNumber)
Enter this instructor's contract number with your department in this field, if applicable.
DeleteNormal Hours (SAStaffLink_NormalHours)
This field is applicable for Hourly Pay Processing only.
If this employee is paid using an hourly rate enter the number of hours that this employee works for the time period for which Hourly Pay Processing is run. When you run Instructor Pay Processing the value you enter here can be input automatically each time the program is run.
Optionally you can leave this field at its default (0.00). When you run Instructor Pay Processing you can enter a Default Hours value for all hourly employees
OR
You can have the system calculate hours worked based on Activity Section Meeting times/dates over the pay period.
Refer to fields in Instructor Pay Processing • Pay Option: Hourly for more descriptive definitions.
DeleteGL Code (SAStaffLink_GLCode)
Click the Picklist icon to select your department's General Ledger code you wish to link to payment activity for this Instructor.
DeleteCost Center (SAStaffLink_CostCenter)
Click the Picklist icon to select the Cost Center code you wish to link to payment activity for this Instructor, if applicable.
DeleteFinTrac Job Code (SAStaffLink_FinTracJobCode)
Enter or select the appropriate FinTrac Job Code for this instructor, if applicable.
Note: This will be a Picklist field if FinTrac is properly connected to your RecTrac database.
See Also: Topic Doc - Employee Scheduling
DeleteDrop In Rate (SAStaffLink_DropInPayRate)
This field is applicable for Percent Pay Processing only.
Leave this field at its default value or enter a dollar value as desired. The value entered in this field will supersede the actual drop-in visit rate for this program in the event you are using Percent Pay Processing for this instructor in the Instructor Pay Processing program.
IF you use Percent Pay Processing and IF you allow Drop-in visits the system will calculate the instructor's drop-in pay based on the value entered here multiplied by the number of drop-ins recorded for the class multiplied by the instructor's pay percentage as opposed to calculating the percent pay based on the actual dollar value of the drop-in visits multiplied by the instructor's pay percentage.
This is a good way to ensure "standard" instructor pay rates in the event you charge different rates for different drop-in class types.
For Example: Your drop-in rate for swimming classes is $5.00/visit and your drop-in rate for diving classes is $10/visit. If you entered 7.50 in this field the system would multiply 7.50 by the number of drop-ins recorded for both classes over the pay period as opposed to using the two different rates. The product of the rate (7.50) multiplied by the number of visits would then be multiplied by the instructor's percent to find his or her total for drop-ins.
See Also: Topic Doc - Activity Visit Processing.
DeleteGross Roster Paid (SAStaffLink_GrossRosterPaid)
You will not visit this field
This field displays that amount of Percent Pay this Staff Member has earned during this "year" for this program. This field is Percent Pay only. Other Pay Processing types such as Hourly and Per Head are not recorded under this field. When rosters for this program are Archived this value resets to 0.00.
DeletePercent Pay Used (SAStaffLink_PercentPayUsed)
You will not visit this field.
This field is applicable only if you use Percent Pay when running. It displays the percent (out of a possible 100.00) of pay due that this Instructor has been received for this class.
Depending on the number of times you run Instructor Pay Processing for this Section during its run this value will vary. Refer to the fields in Instructor Pay Processing • Pay Option: Percent Pay for more descriptive definitions.
DeletePer Head Count (SAStaffLink_PerHeadCount)
You will not visit this field.
This field is applicable only if you use Per Head Pay when running. It displays the number of enrollees into this Section for which the Instructor has been paid.
Depending on whether you allow rolling enrollment into this Section and depending on the number of times you run Instructor Pay Processing for this Section during its run this value will vary. Refer to the fields in Instructor Pay Processing • Pay Option: Per Head for more descriptive definitions.
DeletePer Head Used (SAStaffLink_PerHeadUsed)
You will not visit this field.
This field is applicable only if you use Per Head Pay when running. It displays the percent (out of a possible 100.00) of pay due that this Instructor has been received for this class.
Depending on the number of times you run Instructor Pay Processing for this Section during its run this value will vary. Refer to the fields in Instructor Pay Processing • Pay Option: Per Head for more descriptive definitions.
Delete