The Personal Trainer Pay Processing program allows you calculate amounts owed to Personal Trainers for their services and process and track payroll within the system. The physical payment, however (i.e. the physical checks and/or direct deposit information), is NOT handled through RecTrac. That process is handled through your normal payroll procedures.
This program offers three (3) solutions for Personal Trainer payment processing:
- Hourly Rate - Personal Trainers are paid "x" dollars per hour worked.
- Percent Rate - Personal Trainers are paid "x" percent of program enrollment revenue.
- Per Head Rate - Personal Trainers are paid "x" dollars per enrollee.
This program assumes the following:
- System Codes have been created in System Code Management for: Staff Pay Tables, Personal Trainer Time Blocks, and Personal Trainer Purpose.
- Personal Trainer records (i.e. Staff Codes) have been created in Staff Management and:
- The Personal Trainer? option is enabled for them on the Staff Types group.
- You have linked Rate Table(s) to them with the Rate Type of Trainer and established their payment rate(s).
- You have created Trainer Link(s) to them with a Facility, Trainer Purpose, Time Block, and Rate Table.
- You have Fees associated with the Trainer Link(s).
If the file maintenance tasks outlined above have not been completed for each Personal Trainer and applicable Fees, then processing Personal Trainer Pay will yield incomplete or invalid results.
See Also: Topic Doc - Personal Trainers.
Buttons on the screen…
Click Process to run Trainer Pay Processing. The program runs on the AppServer. The Notification Center will alert you when the process completes.
TrainerPay_Tab1
Begin Trainer (TrainerPay_BeginTrainer)
Enter the Begin Trainer you wish to include on your output.
OR
Click the Picklist icon to select your Begin Trainer. The Begin and End Trainer Range selected determines who is included in your payroll run.
Note: Only records properly configured for Pay Processing will be included. Any Facility/Trainer/Purpose Links not set up for Pay Processing will be skipped by default.
End Trainer (TrainerPay_EndTrainer)
Enter the End Trainer you wish to include on your output.
OR
Click the Picklist icon to select your End Trainer. The Begin and End Trainer Range selected determines who is included in your payroll run.
Note: Only records properly configured for Pay Processing will be included. Any Facility/Trainer/Purpose Links not set up for Pay Processing will be skipped by default.
Begin Purpose (TrainerPay_BeginPurpose)
Enter the Begin Purpose you wish to include on your output.
OR
Click the Picklist icon to select your Begin Purpose. All Personal Trainer Purposes that fall within the range entered here will be included in your payroll run.
Personal Trainer Purpose Codes are maintained in System Code Management. Type = Personal Trainer Purpose.
DeleteEnd Purpose (TrainerPay_EndPurpose)
Enter the End Purpose you wish to include on your output.
OR
Click the Picklist icon to select your End Purpose. All Personal Trainer Purposes that fall within the range entered here will be included in your payroll run.
Personal Trainer Purpose Codes are maintained in System Code Management. Type = Personal Trainer Purpose.
DeleteBegin Date (TrainerPay_BeginDate)
Click the Calendar icon to select the Begin Date. All Personal Trainer sessions that fall within the range of dates entered here will be included in your payroll run.
DeleteEnd Date (TrainerPay_EndDate)
Click the Calendar icon to select the End Date. All Personal Trainer sessions that fall within the range of dates entered here will be included in your payroll run.
DeletePay Date (TrainerPay_PayDate)
Click the Calendar icon to select the date on which your Personal Trainer Payments will be/are to be posted in the system. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
As a general rule the date you select should always be the date of the physical checks/direct deposits that your employees receive.
DeletePay Option (TrainerPay_PayOption)
Expand the Drop-down list to select your payment processing option.
- Hourly Rate - Personal Trainers are paid 'x' dollars per hour worked.
- Percent Rate - Personal Trainers are paid 'x' percent of the revenue generated by their services.
- Per Head Rate - Personal Trainers are paid 'x' dollars per reservee.
Pay Code (TrainerPay_Paycode)
Click the Picklist icon to select the Payment Code to which you wish to post Personal Trainer Pay. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Typically the Payment Code you select here will be either a Journal type Payment Code or a Miscellaneous type Payment Code created specifically for tracking Personal Trainer Payments.
Payment Codes are maintained in Payment Code Management.
DeletePost Pay (TrainerPay_PostPay)
Select this option to Post Personal Trainer Pay upon clicking Process. Postings will be made to General Ledger and a byproduct report will be printed with final numbers.
Leave this option de-selected to process" personal trainer pay in Journal Mode only. The system will generate a preview report showing the personal trainers and payment amounts that will be processed but nothing will post to General Ledger.
When processing personal trainer pay VSI encourages you to run this program once while leaving this option de-selected and then follow the steps below:
- If the numbers look good select the Post Pay option and re-run this program. Postings will be made to General Ledger and a second byproduct report will be printed with final numbers.
- If changes are needed reset your parameters and re-run in Journal Mode. Repeat the process until you are ready to Post Pay.