Adding “No Pay Days” in Linq ERP

At times we will need to enter “No Pay Days” in Linq ERP for an employee. In this case, the days will need to be docked from the employee’s contract pay.
You should first go into the current main job and pay and write down (or copy) their Position #, then go into the Pay Detail and write down the Schedule ID, Level and Step. You will need this information when entering the “no pay” day. If the employee has longevity and/or stipend(s) that will need to be docked, you will need to know the Schedule ID and level and step for these as well.

• On the Employee Master (HMEMP01A), Click on the drop down for the “Last” (last name box) and start typing the employee’s last name then click the Filter button.
• Click on the correct employee from the list
• Click on the GO drop down and choose Jobs & Pays (check to make sure you are on the correct contract year).
• Click on the employee’s main job (or the job where the “no pay days” are being deducted) and click on the auto button

This will bring you to the Pay Detail tab. Enter the pay detail information:

• First, you must enter the correct Schedule ID for the current year, and choose the correct level and step for the pay.
• Primary Pay is 1
• Enter Contract start date which should be the first day of “no pay” and enter the contract end date which should be the last day of “no pay”. If there is only 1 day of “no pay”, then the Contract start date and Contract End date would be the same date.
• Enter the Pay start date (either the 1st for the 16th of the month) and enter the Pay end date (either the 15th or the last day of the month)
• On the Calc Base box (right below the Pay dates), click the drop down and choose Full Yr Salary (the pay will not calculate correctly if this is not chosen)
• Pay class usually should be 12 (non-pensionable)
• Pay Cycle is S, tax factor is 20 (10 month employee) or S (12 month employee)
• The location should automatically populate (but should be the school where the employee is working)
• The earn code should be ADJD if the employee will already be receiving a pay for this same pay period, which is usually the case for “no pay days”
• The distribution group is the same as being used for their main pay (or longevity pay, or stipend pay)
• When you get down to the Contract days box, type in the total number of days being docked followed by a minus (-) on this pay detail.
• You should then see a negative amount in Contract Salary box
• Full Year Salary and Full Yr Days should stay at what is generated by the job’s level/step.
• FTE should be 1 for both Actual and Budget
• Hours are based on the employees position
• Type box should be $ Amount
• No Pays box – change this to 1
• Uncheck the Encumber, Roll and eContract boxes. Contract box should be checked
• Time Entry box should be Don’t Show
• In the Comments box, type a brief description why you are making this entry (such as: docking days because out of sick time)

Then click on the Pays – Position Detail tab:

• Enter the Position number
• FTE is 1
• Count FTE is unchecked
• Start date: enter the first “no pay day”
• End date: enter the last “no pay day” (if only one day, then the start date and end date are the same)
• Location: choose the location # for where this employee works
• Click the Save icon.
  

If the employee is receiving longevity, then you would need to repeat the steps above to dock the days.
If the employee is receiving pensionable stipends (such as custodian stipends, 1/6 pay stipends, etc.), then you would need to dock these pays as well by repeating the steps above.