Topic Doc: Instructor Payment Processing
RecTrac 3.1
Table of Contents
Document Summary
The RecTrac application allows you to create Instructors, link them to your classes, and then calculate amounts owed for their services and process payroll within the system. (The physical payment, however, meaning the checks and/or direct deposits, is NOT handled through RecTrac.)
This document will guide you through:
- Setting Up System Codes for Staff Pay Tables
- Creating Staff and Identifying Their Role as Instructors
- Linking Instructors to their Activity Sections
- Flagging Activity Fees that Count Toward Instructor Payments
- Processing Instructor Payments
- Using Pay Update When Corrections are Needed
RecTrac offers four (4) solutions for staff payment processing:
- Flat Rate – Instructors are paid 'x' dollars per program taught.
- Hourly Rate – Instructors are paid 'x' dollars per hour worked.
- Percent Rate – Instructors are paid 'x' percent of program enrollment revenue.
- Per Head Rate – Instructors are paid 'x' dollars per enrollee.
Note: RecTrac also allows you to create Personal Trainers, which are similar to Instructors in many regards but which are managed in their own Module (PT).
License – Maintenance Agreement
The Instructor Payment Processing Interface is free. Use of the interface requires a Vermont Systems license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document will walk you through the basic steps required to create and assign instructors, and process payments. If you have additional questions about instructor payments after reading this document, please contact Vermont Systems Customer Service by phone at 877-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed is NOT true, contact Vermont Systems Support prior to continuing.
- Your organization is running RecTrac 3.1.04.00 or greater.
- You (or the individual(s) setting up running/maintaining instructor payment processing) have a full understanding of how instructor pay is managed in your organization.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all functions pertaining to instructor payments, to include but not limited to: System Code Management, Activity Section Management, Staff Management, and Instructor Pay Processing programs.
- You understand RecTrac DataGrids and how to maneuver through them.
File Maintenance Setup
This document will guide you through the basic steps required to configure and process instructor payments.
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default VSI Design. Your setup and Design may vary.
Creating System Codes
In this section, you will create System Codes for the needed Staff Pay Tables. You MUST have at least one and can create as many Staff Pay Tables as needed. A Staff Pay Table consists of a name and description that you'll assign to a group of like instructors with the same pay type. For Example: You might create a Staff Rate Table for Instructors paid a flat rate. If another group of Instructors is paid differently (i.e., per-head, hourly, or a percentage) then create an additional Staff Rate Table for each of those unique payment methods you utilize. Each individual's staff record defines their compensation amount.
- In RecTrac, go to the Management Ribbon • Misc Management group • System Code Management. The System Code Management screen opens.
- Click Add. The System Code Update screen opens.
- Expand the Drop-down list to select a Type of Staff Rate Table.
- Enter a Record Code (i.e., Per-Head) and Description (i.e., Per Head Rate). For Example: You might create a Staff Rate Table for Instructors paid a per-head rate. If another group of Instructors is paid differently (i.e., flat rate, hourly, or a percentage) then create an additional Staff Rate Table for each of those unique payment methods you utilize.
- Click Save.
- Repeat until you've created all of the needed System Codes.
Creating Instructors
In this section, you create the necessary instructors in the system and verify that the Staff Type is set to an Instructor. You MUST link at least one Staff Pay Table to the instructors and might link several. Essentially, you link the Staff Pay Table(s) that apply to all of the Activity Sections he/she instructs (i.e., some might be flat-rate, others might be per-head, etc…). From each Activity Section, you choose which of these Staff Pay Tables applies.
- In RecTrac, go to the Management Ribbon • Activity Management • Staff Management. The Staff Management screen opens.
- Click Change to edit existing staff members, or use Add to create a new staff member. The Staff Update screen opens to the Core Information tab.
- Enter the Record Code for this staff member.
- Under Staff Types:
- Select Instructor?. MUST be selected in order to link this Staff Member to an Activity Section as its instructor (Activity Section Update • Instructors tab).
- Select the Display on Web? option to have this Staff Member appear in WebTrac as an instructor when linked to an Activity Section.
- Complete all remaining fields on this tab. Use the "i" and "?" Help icons for field definitions, if needed.
- Click on the Rates tab. The Rates DataGrid allows you to see all applicable Pay Rates linked to this Staff Member. For Example: Rick Sanchez might instruct Beginners Yoga which pays a Per-Head Rate. Rick also leads a weekly Nature Walk that pays a Flat-Rate. Rick would need two (2) staff Pay Rate lines in the Rate DataGrid, one for Per-Head and one for Flat-Rate. Later, when you link Rick to those activities, you specify which of the two (2) Rate Tables applies to specific sections.
If your instructor is paid according to only one (1) Rate Table, then you link only one (1) Rate Table to his/her record. - Click Add Rate or Change Rate to open the Staff Pay Rate Update screen.
- Click the Picklist icon to select the Staff Rate Table that you created earlier within this document (i.e., Per-Head).
- Accept the default entry (the Rate Table description) or overwrite as needed. This field should provide a description for this rate.
- Expand the Drop-down list to select the Rate Type of Instructor. Only Instructor Rate Types can be linked to Activity Sections.
- Enter the Rate of Pay for this tier. For Example: 25.00, 250.00, etc…. You MUST have at minimum one (1) tier completed. A Staff Member can be linked to multiple rates depending on the jobs performed and each rate can be tiered up to five (5) times to provide incentives, if desired. For Example: Your base rate for Yoga might be $25.00/head. However, once an instructor has taught 100 people, you might provide a $2.50 raise, or pay the instructor $27.50 per head. After 300 people, you might give another $2.50 raise, so the instructor will earn $30.00 per head. To achieve this using one (1) pay rate, you would establish three (3) tiers using a Per Head Type (because it is a "per head" fee and earnings ceilings equivalent to the rate times (x) games worked as follows:
Tier 1: - Rate of Pay = 25.00, Pay Type = Per Head, Earnings Ceiling = 2500.00 (or 100 heads x $25/heads)
Tier 2: - Rate of Pay = 27.50, Pay Type = Per Head, Earnings Ceiling = 8000.00 (or 100 heads x $25/head + 200 heads x $27.50/game)
Tier 3: - Rate of Pay = 30.00, Pay Type = Per Head, Earnings Ceiling = 999,999,999 (because $30/head is the maximum you will pay an instructor.)
- Expand the Drop-down list to select the Pay Type for this rate and tier:
Hourly - The Staff Member will be paid the Rate of Pay by the hour worked. For Example: $25.00/hour
Percent - The value in the Rate of Pay field is a percentage of the total fees collected for the function. For Example: This is an Instructor Rate. The Rate of Pay = 25.00. The instructor will receive 25% of the class fees. If class fees = 1,000, then the instructor would be paid $250.00.
Per Head - The Staff Member will be paid the Rate of Pay for each person who registers for a class. Generally speaking, this is an Instructor Pay Type only. For Example: The Rate of Pay is 10.00. Twenty people register for the class. The instructor will be paid $200.00.
Flat (Instructor Only) - The Staff Member will be paid the Rate of Pay for each function. For Example: This is an Instructor Rate. The Rate of Pay = 250.00. An Instructor will be paid $250.00 per program worked. This rate is applicable to Instructors Only.
- If you are tiering your rates, then enter the dollar value at which you will "cap" this tier. Upon reaching this limit, the system will change to the Rate of Pay for the next tier (i.e. the system will roll from Tier 1 to Tier 2 and from Tier 2 to Tier 3 and etc…). See the Tiered example in step #11.
If you are not tiering your rates, OR if this is the final rate tier accept the default value.
Note: If opting to tier your rates, then the Earnings Ceiling must flow from Tier 1 to whatever your final Tier is, as shown in the example above, else the tiered system will not work. So, if you are tiering your rates, then the Earnings Ceiling for Tier 1 must always be lower than the Earnings Ceiling for Tier 2, and the Earnings Ceiling for Tier 2 must be lower than the Earnings Ceiling for Tier 3, etc….
- Click Save and you will return to the Rates tab on the Staff Update screen.
- Click Save to close the Staff Update screen.
Setting Fees to Include in Instructor Pay
Linking instructors to classes (Activity Sections) does not ensure those instructors will get "paid" in RecTrac for their work. In order to use the Instructor Pay Processing, Section Fees must be set appropriately to pay them. This is accomplished by enabling the Include in Instructor Pay? field for applicable fees on the Advanced Fee Update screen for the activity section. This enables you to choose on a fee-by-fee basis which will count toward instructor pay. For Example: The "Yoga" activity has three (3) bill codes linked to it. The first is the class registration fee ($45.00). The second is a course materials fee ($12.00) and the third is your late payment code. Of these fees, you want to pay your instructor based on enrollment revenue only. You do not wish to use Course Materials or Late Payment Fees in your instructor pay calculation for this class. Therefore, you check the class registration fee ONLY to “YES” in the Instructor column.
- In RecTrac, go to the Management Ribbon • Activity Management • Section Management. The Section Management screen opens.
- Highlight the desired section in the DataGrid.
- Click Change. The Activity Section Update screen opens to the Core Information tab.
- Click the Fees tab.
- Highlight a fee within the DataGrid (i.e., your Registration Fee) and then click Advanced Fee Change (use Advanced Fee Add to define new fees). The Fee Update screen opens to the Core tab.
- Under Miscellaneous Settings, select Include In Instructor Pay? to count this fee toward instructor pay. Deselect to exclude the fee.
- Click Save.
- You return to the Fees tab of the Activity Section Update screen. Repeat this process for additional fees in the DataGrid that apply toward instructor pay.
- Click Save to return to the Activity Section Management screen. Repeat this process for additional activity sections.
Bulk Change Fees
The Activity Registration Fees need to be set to Yes for Include In Instructor Pay. This can be done quickly using Bulk Change.
- In RecTrac, go to Management Ribbon • System Management • Fee/Rule/Question Management • Fee Management.
- Click Bulk Change. You will continue to the Fee Bulk Change program.
- In the Fee DataGrid, highlight/select the Fees on which you will be including in instructor pay. Multiple selection is allowed.
- Select Change Detail Records Linked to File Maintenance Records.
- In the Bulk Changes Available Fields list on the lower-left of the screen, scroll down and select "IncludeInInstructorPay."
- Click Add.
- On the Individual Field Change screen, expand the Drop-down list for Include In Instructor Pay? and select "Yes."
- Click Continue. You should see "SAFee_IncludeInInstructorPay=Yes" in the Bulk Changes to Complete list on the lower middle portion of the screen.
- Click Process Bulk Change.
- Review the Information message for accuracy and click Yes when ready. Bulk Change runs on the AppServer. The Notification Center will alert you when the process completes.
- Repeat these steps to change other Fees as needed or continue to the next section.
Linking Instructors to Activity Sections
In this section, you will link instructors to activity sections and choose which of this instructor's rate tables applies to this section. When an instructor has many sections of an activity, configure one section and then Clone that configuration to the rest of the sections (see Cloning Instructors To All Sections In Activity).
- In RecTrac, go to the Management Ribbon • Activity Management • Section Management. The Section Management screen opens.
- Highlight the desired section in the DataGrid.
- Click Change. The Activity Section Update screen opens to the Core Information tab.
- Click the Instructors tab. The Linked Instructors DataGrid shows the instructors associated with this activity section along with buttons to add, update, delete, and clone instructors.
- Click the Add Instructor button and the Staff Link Update screen opens.
- Under Core Information:
- Click the Picklist icon to select the staff member who will be instructing this activity section.
- Select the Volunteer Flag option if the individual being linked to this program is a volunteer andif any pay this staff member receives is to be considered "volunteer pay."
When Volunteer Flag 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 Volunteer Flag deselected if this staff member's pay should be classified as other than volunteer pay.
- Under Financial information:
- Click the Picklist icon to select the Rate Table for this Instructor. 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.
- Click the Picklist icon to select your department's General Ledger code you wish to link to payment activity for this Instructor.
-
This field is applicable for Hourly Pay Processing only. If this employee is paid using an hourly rate, enter the number of Normal 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 inputted 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. -
This field is applicable for Percent Pay Processing only. Leave Drop In Rate 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.
- Click Save.
- Repeat this process as necessary for other instructors and activities.
Cloning Instructors To All Sections In Activity
If one person instructs all sections of an activity, then using the Clone Instructors To All Sections In Activity button will save you time when assigning instructors.
- In RecTrac, go to the Management Ribbon • Activity Management • Section Management. The Section Management screen opens.
- Highlight the desired section in the DataGrid.
- Click Change. The Activity Section Update screen opens to the Core Information tab.
- Click the Instructors tab. The Linked Instructors DataGrid shows the instructors associated with this activity section along with buttons to add, update, delete, and clone instructors.
- Click Clone Instructors To All Sections In Activity to link the selected instructors in the browser to all other sections in this activity. The clone process will make an exact copy (same instructor(s), rate table(s), etc…) as the instructor(s) selected. Answer Yes to the challenge message to complete the clone process.
Note: When using this feature, any existing instructor(s) linked to another section in this activity will be overwritten with the new instructor with exception to pay records. This feature should be used BEFORE running instructor pay for this activity as existing pay records will NOT be overwritten.
- Click Continue Cloning Instructors.
Processing
Run Instructor Pay Processing
The Instructor Pay Processing program allows you to calculate amounts owed to Instructors 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.
- In RecTrac, go to the Management Ribbon • Activity Management • Instructor Pay Processing. The Instructor Pay Processing screen opens to the Core tab.
- You MUST have a separate run for each pay type you use. For Example: You run payroll at the end of every Season. Instructor A gets paid a Flat Rate. Instructor B gets paid an Hourly Rate. Instructor C gets paid a per-Head rate. When you run payroll for the Winter season, you will have to run Flat Rate Payment Processing, Hourly Payment Processing and Per Head Payment Processing in order to process payments for all three (3) instructors. Choose one of the following four (4) ways to do for this payroll processing run.
- Flat Rate – Instructors are paid "x" dollars per program.
- Hourly Rate – Instructors are paid "x" dollars per hour worked.
- Percent Rate – Instructors are paid "x" percent of program enrollment revenue.
- Per Head Rate – Instructors are paid "x" dollars per enrollee. For this Topic Doc, Per-Head Rate is used.
- The Sections DataGrid displays all Sections in your database based on the DataGrid filters being used and your Permissions.
Highlight/select individual Sections, as needed, from the DataGrid. Multiple selection is allowed. You can use both the Sections DataGrid and an Activity Section Range simultaneously to specify the sections to include. For Example: You might start by selecting an Activity Section Range for your season-specific activities. Additionally, you might use the Activity Section DataGrid to select additional activities that are offered throughout the year (i.e., yoga and spin classes). You can use the Activity Section Range to further restrict the sections considered.
- Enable Use Activity Section Range to specify a range of sections to include in payment processing, if desired. Otherwise, disable the Activity Section Range.
Click the Picklist icon to select the Begin Section in the range.
Click the Picklist icon to select the End Section in the range.
- The Instructors DataGrid displays all Instructors in your database based on the DataGrid filters being used and your Permissions.
Highlight/select individual Instructors, as needed, from the DataGrid. Multiple selection is allowed. You can use both the Instructors DataGrid and an Instructors Range simultaneously to specify the instructors to include. For Example: You might start by using an Instructors Range for your season-specific instructors. Additionally, you might use the Instructor DataGrid to select additional instructors who teach throughout the year (i.e., yoga and spin classes).
- Enable Use Instructor Range to specify a range of instructors to include in payment processing, if desired. Otherwise, disable the Instructor Range.
Click the Picklist icon to select the Begin Instructor in the range.
Click the Picklist icon to select the End Instructor in the range.
- Click the Calendar icon to select the Begin Section End Date and End Section End Date.
The function of this field is dependent upon the type of Sections for which you are processing Instructor Pay.
Normal Enrollment/Lottery Enrollment Sections - Click the Calendar icons to select the Beginning and Ending Section End Date range. All enrollments in a Section in your Range or DataGrid that has an Ending Date that falls within the range of dates entered here will be included in your payroll run.
Enroll by Day Sections - Click the Calendar icons to select the Beginning and Ending Meeting Dates range. Any enrollment in a Section in your Range or DataGrid with a Meeting Date that falls within the range of dates entered here will be included in your payroll run.
Whether a Section is "normal enrollment" or "Enroll by Day" and Section End Dates are determined in Activity Section Update.
- Click the Calendar icon to select the Pay Date that your Instructor Payments are posted in the system.
As a general rule, the date you select should always be the date of the physical checks/direct deposits that your employees receive.
- Expand the Drop-down list to select your Pay Option. Depending on your selection, input options on the screen will change as described in steps 10-13.
- Percent - Instructors are paid <x> percent of program enrollment revenue.
- Per Head Rate - Instructors are paid <x> dollars per enrollee.
- Hourly Rate - Instructors are paid <x> dollars per hour worked.
- Flat - Instructors are paid <x> dollars per program taught.
- If you selected Percent, then select the following options (otherwise skip ahead to step 11):
- Accept the default Pay Percent value (100.00) or overwrite with a different value as needed. The value entered in this field represents the percentage of an Instructor's total (remaining) payment due that you want to provide during this payroll run.
Depending on the number of times you process payroll during the run of a Section, this value may vary, as shown in the examples below.
-
You process payroll once only (1x) per Section - If you process payroll once only during the run of a Section, you will leave this field at 100.00 because you want to give the Instructors 100% of their total (remaining) payment due.
For Example: You owe Agatha Christie $100.00 for teaching Writer's Workshop: Mystery. Entering 100.00 in this field will ensure she gets the entire amount because 100% of 100.00 is 100.00. -
You process payroll twice (2x) per Section - If you process payroll twice during the run of a Section, you will enter 50.00 in this field for the first payroll run and then 100.00 for the second payroll run because you want to give the Instructors half (50%) of their total (remaining) payment due, the first time you run payroll and then 100% of their total (remaining) payment due the second time you run payroll.
You owe Agatha Christie $100.00 for teaching Writer's Workshop: Mystery. Entering 50.00 in this field for the first payroll run will ensure that she gets half of $100.00 ($50.00) for that payroll run. The second time you run payroll, you want to give Agatha the rest of what she is due ($50.00), so you enter 100.00 in this field because there is $50.00 left to distribute and 100% of 50.00 is 50.00. - etc…
-
You process payroll once only (1x) per Section - If you process payroll once only during the run of a Section, you will leave this field at 100.00 because you want to give the Instructors 100% of their total (remaining) payment due.
- Select Include Drop-In Visits to include drop-in visit fees in your Instructor Pay Processing run. Instructors will get their rate for any fees for their programs that were generated via drop-in visits.
THEN
Click the Calendar icons in the Begin/End Visit Date fields to select a date range for drop-in visits.Choosing a Visit Date Range
If you process payroll once only for the Sections included in your range or DataGrid, then the date range you select should be inclusive of all meeting dates for those sections. For Example: Your Spring Soccer sessions run from 20 April through 15 May. You process payroll once only for these programs. In order to account for all drop-in visits, your Visit Date range would need to include all the meeting dates between 20 April and 15 May.
If you process payroll multiple times over the course of time your Sections run, then the date range you select should be inclusive only of those meeting dates for which this payroll run is being processed. For Example: Your Spring Soccer sessions run from 20 April through 15 May. You process payroll bi-monthly, once for the period 1 - 15 of each month and once for the period 16 - End of Month. When processing payroll for the 16-30 April pay period, your Visit Date range would be 16-30 April. When processing payroll for the 1-15 May pay period, your Visit Date range would be 1-15 May. This ensures the Instructor gets paid properly for the visits that took place during the respective pay periods only.
- Accept the default Pay Percent value (100.00) or overwrite with a different value as needed. The value entered in this field represents the percentage of an Instructor's total (remaining) payment due that you want to provide during this payroll run.
- If you selected Per Head Rate then select the following options (otherwise skip ahead to step 12):
- Accept the default Pay Percent value (100.00) or overwrite with a different value as needed. The value entered in this field represents the percentage of an Instructor's total (remaining) payment due that you want to provide during this payroll run.
Depending on the number of times you process payroll during the run of a Section, this value may vary, as shown in the examples below.
-
You process payroll once only (1x) per Section - If you process payroll once only during the run of a Section, you will leave this field at 100.00 because you want to give the Instructors 100% of their total (remaining) payment due.
For Example: You owe Agatha Christie $100.00 for teaching Writer's Workshop: Mystery. Entering 100.00 in this field will ensure she gets the entire amount because 100% of 100.00 is 100.00. -
You process payroll twice (2x) per Section - If you process payroll twice during the run of a Section, you will enter 50.00 in this field for the first payroll run and then 100.00 for the second payroll run because you want to give the Instructors half (50%) of their total (remaining) payment due, the first time you run payroll and then 100% of their total (remaining) payment due the second time you run payroll.
You owe Agatha Christie $100.00 for teaching Writer's Workshop: Mystery. Entering 50.00 in this field for the first payroll run will ensure that she gets half of $100.00 ($50.00) for that payroll run. The second time you run payroll, you want to give Agatha the rest of what she is due ($50.00), so you enter 100.00 in this field because there is $50.00 left to distribute and 100% of 50.00 is 50.00. - etc…
-
You process payroll once only (1x) per Section - If you process payroll once only during the run of a Section, you will leave this field at 100.00 because you want to give the Instructors 100% of their total (remaining) payment due.
- Select Include Drop-In Visits to include drop-in visit fees in your Instructor Pay Processing run. Instructors will get their rate for any fees for their programs that were generated via drop-in visits.
THEN
Click the Calendar icons in the Begin/End Visit Date fields to select a date range for drop-in visits. Choosing a Visit Date Range
If you process payroll once only for the Sections included in your range or DataGrid, then the date range you select should be inclusive of all meeting dates for those sections. For Example: Your Spring Soccer sessions run from 20 April through 15 May. You process payroll once only for these programs. In order to account for all drop-in visits, your Visit Date range would need to include all the meeting dates between 20 April and 15 May.
If you process payroll multiple times over the course of time your Sections run, then the date range you select should be inclusive only of those meeting dates for which this payroll run is being processed. For Example: Your Spring Soccer sessions run from 20 April through 15 May. You process payroll bi-monthly, once for the period 1 - 15 of each month and once for the period 16 - End of Month. When processing payroll for the 16-30 April pay period, your Visit Date range would be 16-30 April. When processing payroll for the 1-15 May pay period, your Visit Date range would be 1-15 May. This ensures the Instructor gets paid properly for the visits that took place during the respective pay periods only.
- Accept the default Pay Percent value (100.00) or overwrite with a different value as needed. The value entered in this field represents the percentage of an Instructor's total (remaining) payment due that you want to provide during this payroll run.
- If you selected Hourly Rate, then select the following options (otherwise skip ahead to step 13). When you select Hourly Rate, the Instructor Pay Processing program displays an Hourly Totals tab and a Calculate Hours button.
- Pre-Fill Regular Hours establishes how you will account for Hours Worked with regard to the Instructors you pay on an hourly basis. Your selection here determines whether you will add Instructor hours to your payroll run manually or whether you will let the system calculate the hours for you. In either case, you have the option to adjust the Hours Worked value for each Instructor as needed.
Select Pre-Fill Regular Hours to have the system calculate regular hours worked for Instructors paid on an hourly basis.
THEN
Enter a Default Hours value.
OR
Select Calculated Hours and enter a Begin/End Class Hours Date range.
THEN
Click the Calculate Hours button to continue to the Hourly Totals DataGrid where you can review and/or make changes to the calculated hour for all applicable Instructors.De-select Pre-Fill Regular Hours to skip the automatic hours calculation logic for Instructors paid on an hourly basis.
THEN
Click the Calculate Hours button to continue to the Hourly Totals DataGrid where you can assign hours worked for all applicable Instructors manually.
- Pre-Fill Regular Hours establishes how you will account for Hours Worked with regard to the Instructors you pay on an hourly basis. Your selection here determines whether you will add Instructor hours to your payroll run manually or whether you will let the system calculate the hours for you. In either case, you have the option to adjust the Hours Worked value for each Instructor as needed.
- If you selected Flat, then select the following options (otherwise skip ahead to step 14):
- Select Skip Activities With No Enrollments to skip instructor payment for Sections within your range or DataGrid that have zero (0) enrollments.
When using the Flat Pay Option, the assumption is Instructors will get paid <x> dollar for each Section to which they are linked:
- With Skip Activities With No Enrollments selected - Instructors will NOT get paid for programs that did not have valid enrollments. In this instance, the system assumes you did NOT hold the class and that you pay instructors only for programs they teach.
- With Skip Activities With No Enrollments de-selected - Instructors will get paid for any program to which they are linked regardless of whether valid enrollments exists. In this instance, the system assumes you pay instructors regardless of whether the program was held.
- Select Skip Activities With No Enrollments to skip instructor payment for Sections within your range or DataGrid that have zero (0) enrollments.
- Select Print Roster Payment Detail to print the Roster detail and Visit detail (if applicable) on the byproduct Instructor Pay Processing report. The detail records show which payments were taken into account in determining the instructor's pay.
- Select Print GL Totals to print the totals for GL Code postings on the byproduct Instructor Pay Processing report.
- Accept the default Status options or click the Picklist icon to select alternate statuses as needed. Mouse-hover over the "i" icon for status definitions.
- Click the Picklist icon to select the Payment Code to which you wish to post Instructor Pay.
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 Instructor Payments.
- Click the Combo Box icon to select Location Codes, if desired. Single or multiple selection is allowed. When running this program, the system will process pay only for Activities held at the Location(s) listed in this field. Leave the field blank to skip this field and process pay for all locations.
For Example: Eric Heiden teaches speed skating at the Potter Park Outdoor Ice Rink and Dorothy Hamill teaches figure skating at Gower Arena. When you run Instructor Pay Processing, you select the Location Codes for Gower Arena and Walden Park in this field. Pay will be processed for Dorothy because the Gower Arena Location Code is in this field, but no pay will be processed for Eric because his location, the Potter Park, was not selected in this field.
- Do NOT enable Post Pay at this time.
- Click Process to run Instructor Pay Processing to the Journal.
- A confirmation prompt opens, click Yes to continue processing. The program runs on the AppServer. The Notification Center will alert you when the process completes.
- Preview the document.
- Review the preview for accuracy.
- If the numbers look good, select the Post Pay option and re-run this program. Postings will be made to General Ledger and Cost Centers (as applicable) 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 the numbers look good.
- Repeat steps 2-22 for each additional Pay Option (hourly, percent, per-head) that you utilize.
Running Pay Update
The Staff Pay Update program allows you to update selected payroll records after they have been posted. You would typically use this program to correct or remove entries posted in error. This program also allows you to add pay records for Staff Members, if needed.
- In RecTrac, go to the Management Ribbon • Activity Management • Staff Management. The Staff Management screen opens.
- Click More > Pay Update. The Staff Pay Update screen opens.
- Click the Picklist icon to select the Staff Code of the Instructor whose pay amount you need to update.
- Enter a Begin and End Date range that encompasses the date on which you ran Instructor Pay.
- Click Search.
- The DataGrid will populate with all matching pay records for the selected instructor.
- Highlight/select the pay record you need to update and click Change.
- Make adjustments as needed and click Save.
- Repeat these steps, as needed, for other instructors.
- Exit when done. Records will be updated in RecTrac. You can run or re-run Instructor Pay reports as needed.
Troubleshooting
The following lists some common questions raised during instructor pay processing and their possible solutions.
Instructors Are Not Paid for Certain Activity Sections
Problem: A Section is NOT included in Instructor Pay Processing Journal
Solution 1: Double-check the registration fee assignments for "Include in Instructor Pay." See step #6 in Setting Fees to Include in Instructor Pay.
Solution 2: Double-check the Section's End Date against the Date Range used in Instructor Payment Processing. See step #7 of Running Instructor Payments.
Solution 3: Double-check the Rate Type of the Rate Table is set to Instructor. See step #10 of Creating Instructors.