Employee Other Pay Window Prompts

Employee's Other Pay Code

To add a new Other Pay Code to this employee, click Search to look for a valid code.
Keyboard shortcut:  [CTRL + f]

Or to edit, click an Other Pay Code in the drop-down list.  (up to 3 characters, predefined)

Note:  You can assign as many Other Pay Codes as needed to the employee.

OP Amount

Enter the Other Pay Amount.  (6.2 numeric)

Notes:

• The Other Pay Standard Amount associated with the Other Pay Code displays as the default.  You can leave the default or enter a new amount.

• Depending on the Other Pay Method Code, the Other Pay Amount Factor can be treated as a dollar amount or as a multiplier to calculate the Other Pay Amount Paid.

OP Time

Enter the amount of time worked per pay period (usually expressed in hours or days).  (5.3 numeric)

Notes:

• The unit of time is determined by the value in Other Pay Time Description.

• Other Pay Time is used during Check Entry.  If the Other Pay Method Code is 2 - Rate X Time, then Other Pay Amount Paid = Other Pay Rate X Other Pay Time.

Max Amount

Enter the maximum annual limit for this Other Pay Code assigned to this employee.  If there is no maximum, leave the amount at zero.  (7.2 numeric)

OP Time Desc

Enter the units per pay period used for the Other Pay Time (usually hours or days).  (up to 3 characters)

Note:  The standard description associated with the Other Pay Code displays.  You can leave the default standard description or enter a new description.

Examples:  HRS, DYS

Rate of Pay

Enter the rate of pay associated with this Other Pay Code for this employee.  (5.4 numeric)

Note:  If the Other Pay Method Code is 2 - Rate X Time, then Other Pay Amount Paid = Other Pay Rate X Other Pay Time.

OP Method

To identify how to calculate the Other Pay Amount Paid, click an Other Pay Method in the drop-down list:  (1.0 numeric, predefined)

• 1 - Flat amount

• 2 - Rate x Time

• 3 - Enter an amount

Note:  For more information about the calculations, click the field hyperlink.

Scheduled Periods

The Scheduled Period selections default to the standard periods assigned to the Other Pay Code.  You can override the periods by selecting or de-selecting the box next to each period.

To maintain the Other Pay retirement fields, click Other Pay Retirement Fields.  For directions, see below.

Include Days/Hours in ME Paid Leave Law Hours Worked

If the hours worked for this employee's other pay are applicable to the ME Paid Leave law, check this box.  Otherwise, leave this box blank.

Notes:  

• If the Other Pay was set to include days/hours in ME Paid Leave law hours worked, this box is automatically checked and the employee's hours for this other pay will be included in the hours accrued for sick time.

• For more information, see Payroll Employee Sick Accrual for ME Paid Leave Law.

To update the new or changed information, click Save, or press [ENTER].

Keyboard shortcut:  [ALT + s]

CAUTION

To avoid losing data, you must save new or changed Other Pay information.

To return to the main Employee Master Maintenance window, click Done.

Keyboard shortcut:  [ALT + d]

Other Pay Retirement Fields

After clicking Other Pay Retirement Fields the following window displays. These retirement fields only pertain to certain types of other pays that are eligible for MainePERS, such as, stipends or pay for teachers who also coach.  When an employee receives this other pay the retirement information for these earnings are used, while all other earnings for the employee use the retirement fields for the employee.

Retirement Code

Enter the retirement code.  (2.0 - 0 through 99)

Tips:

• Each retirement code must have an associated retirement table defined during Retirement Table Maintenance (RET%nn).

• Reserved Retirement Codes:

• 0 = No Retirement:  Retirement Code 0 (zero) is reserved for No Retirement or Maine State Insurance.

• 5 = Retired:  Use Retirement Code 5 for retirees.

• nn = Withdrawn (where nn is not 0 or 5):  Establish a specific Retirement Code for employees who have withdrawn from the retirement plan.

Personnel Status Code

Enter the personnel status code (also referred to as the employee status code), which indicates the employee's job status.  (2.0 numeric)

Note:  This field must not be blank for the employee to be included in the Monthly Retirement Report.

Position Class Code

Enter the position classification code, which indicates the employee's job role.  (up to 5 characters)

Note:  This field must not be blank for the employee to be included in the Monthly Retirement Report.

Pay Rate Code

The pay rate code establishes whether the value in Expected Hrs/Dys per Pay Pd is expressed in hours or days.  Click one of the following pay rate codes in the drop-down list:  (H/D/C)

Life Insurance Code

Enter the MSR life insurance code, which controls the calculation of the life insurance deductions.  The code is determined by the insurance plan chosen by the employee.  (up to 3 characters)

Stipend Amount

Enter the employee's stipend amount for calculating the basic, supplemental, and dependent insurances.  (9.2 numeric)

% Local/State Funded

Enter the percent of the employee's other pay that is funded by the state or local government.  (3.1 numeric)

Note:  The sum of the Local/State and Federally Funded percents must equal 100.0%.

% Federal Funded

Enter the percent of the employee's other pay that is funded by the federal government.  (3.1 numeric)

Note:  The sum of the Local/State and Federally Funded percents must equal 100.0%.

Expected Hrs/Dys per Pay Pd

Enter the number of full-time hours or days per pay period expected for the employee's job position.  (2.2 numeric)

Note:  The pay rate code determines whether this value contains hours or days.

Expected Pay Pds per Year

Enter the number of pay periods in a year expected for a full-time employee in this job position.  (2.0 numeric)

Report Remark

Enter the MSR report remark code to print on the Monthly Retirement Report.  (up to 4 characters)

Note:  If participating in a retirement consolidation plan, the first two characters of the code must be the same as the plan code.

Totals

Note:  The system updates these fields, so you do not normally need to edit them.

W/H Amount

• MTD - Displays the accumulated dollar amount withheld for the employee's other pay for the month.

• QTD - Displays the accumulated dollar amount withheld for the employee's other pay for the quarter.

• YTD - Displays the accumulated dollar amount withheld for the employee's other pay so far this year.

Time

Displays the accumulated amount of time for the employee's other pay.

State/Local Funded MTD

Displays the dollar amount of the employee's other pay that is funded by the state or local government so far this month.  (7.2 numeric)

Federal Funded MTD

Displays the dollar amount of the employee's other pay that is by the federal government so far this month.  (7.2 numeric)

To update the new or changed information, click Save, or press [ENTER].

Keyboard shortcut:  [ALT + s]

CAUTION

To avoid losing data, you must save changed records.

To close the window, click Done.

Removing an Other Pay

Warning:  To remove an other pay from the employee, the associated other pay totals must be zero.

1.  To display the other pay to be deleted, click the employee's other pay in the drop-down list.

2.  Click File from the Menu, and next click Delete.
Keyboard shortcut:  [ALT] [f] [d]

3.  At the Delete prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

Example:



Note:  After you click Proceed, you will see the following message on the Status Bar.