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humanresources:maintenance:hourspaytransmittals:extraduties

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humanresources:maintenance:hourspaytransmittals:extraduties [2017/11/16 17:29] – emorenohumanresources:maintenance:hourspaytransmittals:extraduties [2020/09/28 15:37] (current) – removed emoreno
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-======Extra Duties - HRS3300====== 
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-<div #message></div> 
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-//**Human Resources > Maintenance > Hours/Pay Transmittals > Extra Duties**// 
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-<WRAP round intro>This tab is used to create the transmittals for the extra duties that are assigned to the employees and to track the pay associated with these assignments. Note that the transmittal records cannot be changed after a payroll has been run. 
-This tab consists of a grid at the top and a free-form area at the bottom. 
-Note:  When entries are made on the Maintenance > Leave Account Transaction > Employee Substitute tab for the employee and the associated substitute, extra duty transmittals are automatically created for the substitute. 
-  * If changes are made to the amount in the extra duty transmittal for the substitute and the pay date for the employee has not been processed, the amount changes the employee's leave transaction to reflect the change in the amount paid to the substitute. 
-  * If the substitute used for the employee on the Maintenance > Leave Account Transaction >  Employee Substitute tab needs to be changed or deleted and the employee's pay date has not been processed, change or delete the transaction from the Maintenance > Leave Account Transaction >  Employee Substitute tab. The system changes or deletes the substitute transaction on the Extra Duty tab. 
-  * If the employee's pay date has been processed and the substitute's extra duty transmittal needs to be changed, the system allows a change in the amount, but does not allow the transaction to be deleted. A negative transaction for the substitute for the same amount and accounts must be added to offset the transaction. 
-  * If a transaction is added on the Extra Duty tab for the substitute, the Employee Substitute Report does not reflect the employee/substitute relationship, nor is the employee's pay reduced if docking by substitute amount is used. 
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-**Note**:  Entries on this page are processed when selecting Regular Payroll or Supplemental Payroll in the Run Payroll process. However, entries with a Y in the Standard Gross Cd field are not processed for a supplemental payroll. 
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-[[general:extra_duty_account_type_details_-_hours:pay|Extra duty account type details - hours/pay]] 
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-</WRAP> 
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-====Create an extra duty transmittal:==== 
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-Under **Retrieval Options**, enter any of the following criteria: 
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-^ Field                                        ^ Description   ^  /*Table with two rows*/ 
-^Pay Date|Click {{:images:dropdown.gif|}} to select an unprocessed pay date. This field must be populated to retrieve any eligible employees.| 
-^Department|Type the correct department code, or leave blank to select all.| 
-^Campus|Click {{:images:dropdown.gif|}} to select a campus code.| 
-^Job Code|Click {{:images:dropdown.gif|}} to select a job code.| 
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-Click **Retrieve**. The selected employee information is displayed in the grid area and the free form area at the bottom of the tab. 
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-The **Emp Nbr** and **First/Middle/Last Name** fields display the employee's information from the Maintenance > Staff Demo > Demographic tab. 
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-^Standard Gross Cd|{{page>general:standard_gross_cd}}| 
-^Job Code|Displays the code for the employee's job assignment. This information is from the Maintenance > Staff Job/Pay Data > Job Info tab.| 
-^Extra Duty Cd| 
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-7.    In the Account Code field, type a valid account code number against which the selected employee is authorized to charge. As you type the account code, a drop-down list of corresponding account codes is displayed. Select an account code. Only expenditures account codes with object 6XXX are allowed. 
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-If the account code is not known, place the cursor in one of the account code component fields, and press F2. 
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-●      An Account Code dialog box is displayed. 
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-●      To search for a specific account code component, type data in the desired search fields. 
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-●      Click Search. 
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-●      A list of data that matches the search criteria is displayed. 
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-●      Select an account code component from the list. Otherwise, click Cancel. 
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-Note:  If an employee has multiple account codes in his master record, the Account Code field will not populate automatically. The user can click in the Account Code field, and then press the DOWN ARROW key, which will display the accounts from the master record. 
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-8.    In the Extra Duty Amt field, type the dollar amount authorized for the extra duty position (hourly or salaried rate). This field can also be used to deduct an overpayment of extra duty by entering a negative amount. This amount is deducted from the employee's supplemental pay. 
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-9.    Select Expense 373 if the employee is eligible for the expense 373 state minimum expenditure. Otherwise, leave blank. 
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-Note:  If Expense 373 is selected, it is included in the Gross field in Maintenance, TRS YTD Data under TRS Deposit Information and is not included in the Suppl Salary field. It is included in the calculation of Adjusted TRS Salary for the TRS 373 Report (HRS4000). If Expense 373 is not selected, it is included in the Gross and Suppl Salary fields on the Maintenance > TRS YTD Data page under TRS Deposit Information but is not included in Adjusted TRS Salary on the TRS 373 Report. 
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-10.  In the Actual Hrs field, type the number of actual hours worked for the variable hour employee. The actual hours worked value can be a negative or positive number.       
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-Notes: 
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-●      The requirements for determining the actual hours worked by an employee should be defined by a district policy. 
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-●      The Extra Duty Amt field and the Actual Hrs field values must reflect the same sign (+/-). 
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-●      Positive actual hours are added to the total hours and negative actual hours are subtracted from the total hours. 
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-11.  In the Actual Date field, type the actual date that represents the pay period for a variable hour employee in the MMDDYYYY format. The requirements for determining the actual date for an employee should be defined by a district policy. 
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-12.  In the Reason field, type a description of the transaction. The reason can be up to 30 alphanumeric characters. 
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-13.  In the Work Comp field, click  to select the workers' compensation code (e.g., A, B), or leave blank if the extra duty amount is not subject to workers' compensation taxes. 
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-14.  The Grant Cd field is protected and is automatically populated based on the grant code associated to the fund as defined on the Tables > Salaries > Fund to Grant tab. 
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-15.  Select Suppl Tax to cause the amount to be taxed at the supplemental tax rate rather than the regular tax rate. This applies to the taxable amount only. Otherwise, leave blank. 
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-16.  Select Performance Pay to indicate if the amount to be paid for this account should be included in the TRS deposits performance pay calculations. 
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-17.  By default, Apply 457 is not selected when a new row is added for an employee. Select Apply 457 to allow the extra duty transmittal to be subject to the 457 deferred compensation alternative retirement plan. The flag applies only when the transmittal is processed as part of a supplemental payroll process and the 457 Def Comp Supplemental Payroll option is selected. The field is not disabled when the Standard Gross Cd field is set to Y; however, the check box will be cleared when the user clicks Save. 
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-18.  The Campus field displays the number of the primary campus where the employee is assigned. This information is from the Maintenance > Staff Job/Pay Data > Job Info tab. 
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-19.  The Dept field displays the department code where the employee is assigned. This information is from the Maintenance > Staff Job/Pay Data > Job Info tab. 
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-20.  The Pay Type field displays the type of pay for the selected employee. This code is assigned on the Maintenance > Staff Job/Pay Data > Job Info tab. 
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-21.  The Pay Rate field displays the employee's pay rate from the employee's record. 
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-22.  The Sub Type column data displays if an extra duty transmittal was created on the Maintenance > Leave Account Transaction > Employee Substitute tab. 
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-23.  The User ID field displays the name of the individual who made the last change to the employee records. 
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-To retrieve another employee, click **+Add**. A new row is provided, with the cursor in the **Emp Nbr** field. 
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-^Emp Nbr|{{page>general:hr_retrieveemployeedemo}}| 
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-Click **Duplicate Selected** to duplicate coded absence deduction transactions for all employees highlighted for future pay dates. The link displays after you click **+Add** or after existing transactions are retrieved. A list of available pay dates from the pay date table is displayed on the left side of the page. Use the following buttons to select which pay dates to move to the right side of the page: 
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-{{page>general:fourarrowbuttons}} 
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-Click **OK** to duplicate the coded absence deduction transactions  for those pay dates. 
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-Click **Save**. 
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-Click **Duplicate All** to duplicate coded absence deduction transactions for all employees listed for future pay dates. This link displays after clicking on **+Add** in the grid or after retrieving existing transactions.  A list of available pay dates from the pay date table is displayed on the left side of the page. Use the following buttons to select which pay dates to move to the right side of the page: 
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-{{page>general:fourarrowbuttons}} 
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-Click **OK** to duplicate the coded absence deduction transactions for those pay dates. 
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-Click **Save**. 
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-Click **Unselect All** to unselect all highlighted employees. The link displays after you click **+Add** or after existing transactions are retrieved. 
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-====Other functions and features:==== 
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-^Retrieve |++Retrieve data.|{{page>general:retrieve}}++| 
-^{{:images:trash_delete.gif?15}} |++Delete a row.|{{page>general:deletearow}}++| 
-^Print|++Print the Coded Absence Deduction Transmittal List.|{{page>general:printreport}}++| 
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-{{indexmenu_n>30}} 
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humanresources/maintenance/hourspaytransmittals/extraduties.1510853397.txt.gz · Last modified: 2017/11/16 12:29 (external edit)

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