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Extra Duties - HRS3300

Human Resources > Maintenance > Hours/Pay Transmittals > Extra Duties

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.

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.

Extra duty account type details - hours/pay

Create an extra duty transmittal:

Under Retrieval Options, enter any of the following criteria:

Field	Description
Pay Date	Click 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 to select a campus code.
Job Code	Click to select a job code.

Click Retrieve. The selected employee information is displayed in the grid area and the free form area at the bottom of the tab.

The Emp Nbr and First/Middle/Last Name fields display the employee's information from the Maintenance > Staff Demo > Demographic tab.

Standard Gross Cd	Click to select whether pay from the extra duty position is considered supplemental pay or is part of the employee's standard gross pay. If S is selected, the amount is recorded as supplemental salary in the employee’s calendar, school, and TRS YTD records. (TRS YTD is based on the expense 373 selection for the transmittal.) The resulting distribution history record is created as an S type. If Y is selected, the following occurs: The Job Code field is no longer protected and the user can select a job code to be used for the transmittal. The transmittal cannot be saved if the job code is still set as XTRA. The Suppl Tax field is protected and cannot be changed. The Campus, Dept, W/C Cd, Pay Type, and Pay Rate fields are changed to be reflective of the job code selected. The amount is recorded as standard gross salary in the contract or noncontract fields of the calendar and school YTD records and as gross salary in the TRS YTD record. The resulting distribution history record is created as a G type. If the district accrues, accruals are not calculated on this transaction. Note: The Standard Gross Cd Y A part of std gross (G- type) cannot be processed with an S-type Extra Duty Code and vice versa.
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	Type a valid extra duty code against which the selected employee is authorized to work. As you type the data, a drop-down list of corresponding data is displayed. Select the extra duty code you wish to select. If the extra duty code is not known, press F2 (while the cursor is in the Extra Duty Cd field). A list of available extra duty codes is displayed. To search for a specific extra duty code, type data in one or more of the search fields. Click Search. A list of data that matches the search criteria is displayed. Select an extra duty code from the list. Otherwise, click Cancel. Notes: When the Extra Duty Cd field is changed, the Account Cd, W/C Code, Expense 373, and Extra Duty Amt fields default to the values defined on the Tables > Salaries > Extra Duty tab. Once the default values are loaded, the user can edit these, if necessary. The Standard Gross Cd Y A part of std gross (G- type) cannot be processed with an S-type Extra Duty Code and vice versa.
Account Code	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. If the account code is not known, place the cursor in one of the account code component fields, and press F2. An Account Code dialog box is displayed. To search for a specific account code component, type data in one or more of the search fields. Click Search. A list of data that matches the search criteria is displayed. Select an account code component from the list. Otherwise, click Cancel. Note: If an employee has multiple account codes in his master record, the Account Code field will not populate automatically. Click in the Account Code field, and then press the DOWN ARROW key to display the accounts from the master record.
Extra Duty Amt	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.
Expense 373	Select if the employee is eligible for the expense 373 state minimum expenditure. Otherwise, leave blank. 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.
Actual Hrs

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:

- Click to move selected entries from the left side to the right side of the page.
- Click to move all entries from the left side to the right side of the page.
- Click to move selected entries from the right side to the left side of the page.
- Click to move all entries from the right side to the left side of the page.

Click OK to duplicate the coded absence deduction transactions for those pay dates.

Click Save.

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:

- Click to move selected entries from the left side to the right side of the page.
- Click to move all entries from the left side to the right side of the page.
- Click to move selected entries from the right side to the left side of the page.
- Click to move all entries from the right side to the left side of the page.

Click OK to duplicate the coded absence deduction transactions for those pay dates.

Click Save.

Click Unselect All to unselect all highlighted employees. The link displays after you click +Add or after existing transactions are retrieved.

Other functions and features:

Retrieve	Retrieve data. The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.
	Delete a row. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save.
Print	Print the Coded Absence Deduction Transmittal List. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click X to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.