Entering a Mid-Year Salary in Linq ERP

In Linq ERP, when a new employee is hired mid-year, you should first count the number of full pay periods the new hire will be working. Multiply this number by 10. Then count the actual number of days the person will be working if NOT hired on the first day of a pay period (for example, hired 2/20. You would count the # of work days from 2/20-2/28.

Only for bus drivers and transportation aides, you would count the actual number of days they will be working, not pay period.

Total number of days each group works based on pension days:

• 200 for teachers & staff assistants/security support personnel
• 185 for bus drivers & transportation aides
• 205 for those staff that have the additional 5 pensionable days (CST & ESL)
• 206 for athletic trainers.
• 260 for administrators
• 240 for custodial staff, office staff, IT staff, non-unit transportation staff, non-unit office staff
  

In this example, we are hiring a teacher who is on a 200 days schedule. He/she is starting 2/20/26 and therefore, his/her pay dates will be for the period 3/1/26 – 6/30/26 (pensionable) at 10 days per pay period. He/she will also have a second pay detail page for the period 2/20/26-2/28/26 (non-pensionable because it is less than half a month). We will get to the second pay detail/position detail pages later.

The steps to enter the salary on the first pay detail/position detail are as follows: (the specific information will change based on the position/dates for each instance)

• On the Job page, enter the Contract dates: Start 02-20-2026 End 06-30-2026 enter Pay dates: Start 02-16-2026 End 06-30-2026 enter the following: Primary Job: 1 Roll is checked Job Code: TE01 Emp Cat TCHR Contract Code is MJPN then click the Auto button.
• On the Position detail page: Enter the position number (you can get this from the board agenda), FTE 1 Count FTE is checked Start date: 03-01-2026 End date: 06-30-2026 and Location is 0003 for MH or 0004 for MK (get this info from the board agenda)
• Click on the Pay Detail tab: delete the Calendar if there is info in the box and then click the tab key. Enter the specific information (some of this info will already be filled in):
• Schedule ID: TCHR (make sure you are on the correct alio year)
• Level: (BA, BA+30, MA, MA+30 – get this from the board agenda)
• Step: (get the step number from the board agenda)
• Primary Pay: 1
• Contract Start Date is 03-01-2026 Contract End Date is 06-30-2026
• Pay Start Date is 03-01-2026 Pay End Date is 06-30-2026 (a box will popup asking if you want to change the Job dates to the Pay date, always reply N)
• Pay Class: 01 Pay Cycle: S Tax Factor: 20 (20 for 10 month employees, S for 12 month employees)
• Work Location: 0003 for MH; 0004 for MK; 0012 for District
• Earn Code: TE01 for teacher (click the drop down arrow and choose the correct earn code for the position you are entering)
• Distr. Group: 01 (in most cases, the main salary distribution group should already be filled-in)
• Contract Salary: type in the # of days for the pay period (in this case it would be 10 days per pay period to equal 80) for the period 3/1/26 – 6/30/26 days Actual FTE: 1.0000 Hours: 7 (# of hours are based on position)
• Full Year should already be populated based on the level and step chosen above Days: 200 (this is the total # of days for the position you are entering and may be different based on position) Budget: 1.0000 Hours: 7 (again, this may be different based on position)
• Rates: the Period, Daily and Hourly rates should automatically populate. (You should double check these figures)
• No Pays: This will need to be changed from 20 to the amount of pay periods for the Contract Start Date to the Contract End Date. In this example of 3/1/26-6/30/26, 8 should be entered into the No Pay box (4 months/2 pays per month).
• Make sure the following boxes are all checked: Encumber; Roll; Contract; eContract
• Time Entry: Don’t Show
• Comments: type in “New Hire”

If the new hire is NOT starting on a pay period, but starting between the 2nd and the 15th of the month, then you would start the first Pay Detail/Position Detail pages on the 1st of the month that they are starting, then create a second Position Detail/Pay Detail page which will be a non-pensionable dock for the days they are not in pay status for that first pay period of the month.

If the new hire is NOT starting on a pay period, but starting after the 16th of the month, then you would start the first Pay Detail/Position Detail page on the 16th of the month that they are starting, then create a second Position Detail/Pay Detail page which will be a non-pensionable pay for the number of actual days they are working the partial pay period of the month.

In the example below, the employee is starting on 2/20/26. Count the number of days this person actual working during the 2/16/26-2/28/26 pay period. He/she is working 6 days in this example so we would create this second pay detail page for these 6 days for the period 2/16/26-2/28/26.

Upon completing the first Pay Detail page, click the Green + sign. This will ask you if you want to Save the page. Click Yes. You should now have been directed to a empty Pay Detail page.

For this example, the employee will be starting on 02-20-2026 and therefore is starting on the 16th of the month or later. When an employee starts on the 16th of the month or later, then the first month is NOT pensionable. In this case, you would create the 2nd job/pay as follows:

• Click on the Pay Detail tab and enter the following information is the order listed below (it is important to follow the order of the first two steps):
• Click the down arrow on the Calc Base and choose Full Yr Salary (it is below the Dates)
• Schedule ID TCHR make sure the year is the correct ERP year you are currently entering.
• Level and step (same as the previous job/pay that was just entered). Primary Pay should be 1
• Make sure Dates are correct or change them. Contract Start: 02-20-2026 Contract End: 02-28-2026 Pay Start: 02-16-2026 End: 02-28-2026. “Do you wish to change Job Dates to Pay Dates?” Click No to this question each time (this will happen up to 4 times)
• Pay Class should be either 1 or 12 (1 if pensionable; 12 if non-pensionable). In this example it would be 12 because for the month of Feb. the employee will be working less than a full pay period in the month.
• Pay Cycle: S Tax Factor: 20 Work Loc: 0003 MH; 0004 MK; 0012 District
• Earn Code: TE01 Distr Group: 01 Note: If you are docking pay and the pay period will overlap a Pays already created previously, then the Earn Code on this docked pay should be ADJD (as in the example in the last paragraph below).
• Contract Salary (this should automatically fill in) Days: Make sure it is showing the correct actual work dates. In this example it is 6 days based on the calculation listed above. Actual FTE: 1.0000 Hours: 7
• Full Yr (this should automatically fill in) Days: based on position, but in this example it is 200) Budget FTE: 1.0000 Hours: 7 (for this example)
• Rates: Period/Daily/Hourly should automatically fill in. You should double check these amounts.
• Type is $ Amount
• No Pay (you will need to change this): 1
• The following boxes should be CHECKED: Encumber; Contract;
• The following boxes should be UNCHECKED: Roll; eContract
• Time entry: Don’t Show
• Enter in Comments: New Hire mid pay start (then list actual start date) 2/20/26
• Click on the Position Detail page, enter Position # (the same # as above), 1.0 FTE Count FTE should be unchecked.
• Start Date: 02-20-2026 End Date: 02-28-2026 Location: 0003 for MH; 0004 for MK; 0012 for District (enter the location where the new employee will be working)
• Save this new Pays page.

You would create a similar job/pay for someone who is starting on 2/5/26 (as an example), but this person will be working 7 days, so out of the 10 days per pay period, you would be entering a negative number (dock) of 3.00- days in the Contract days column to deduct the number of days not working. You would set up the first job and pay (as the first job detail/pay detail listed above) but for the period Contract Start Date of 2/1/26, Contract End Date of 6/30/26 and the Pay Start Date of 2/1/26 and the Pay End Date of 6/30/26, and the number of Contract Days would be 100 and number of pays would be 10. You would set up the second job/pays as follows:

• Click on the Pay Detail tab and enter the following information is the order listed below (it is important to follow the order of the first two steps):
• Click the down arrow on the Calc Base and choose Full Yr Salary (it is below the Dates)
• Schedule ID TCHR make sure the year is the correct ERP year you are currently entering.
• Level and step (same as the previous job/pay that was just entered). Primary Pay should be 1
• Make sure Dates are correct or change them. Contract Start: 02-05-2026 Contract End: 02-15-2026 Pay Start: 02-01-2026 End: 02-15-2026. “Do you wish to change Job Dates to Pay Dates?” Click No to this question each time (this will happen up to 4 times)
• Pay Class should be 12 (non-pensionable).
• Pay Cycle: S Tax Factor: 20 Then pick the correct Work Loc: 0003 MH; 0004 MK; 0012 District
• Earn Code: ADJD Distr Group: 01 Because you are docking pay and the pay period will overlap a Pays already created previously, then the Earn Code on this docked pay should be ADJD.
• Contract Salary (this should automatically fill in) Contract Days: In this example, you would type in 3.00- so it docks the 3 days based on the calculation listed above).
• Actual FTE: 1.0000 Hours: 7
• Full Yr (this should automatically fill in) Full Yr. Days: based on position, but in this example it is 200) Budget FTE: 1.0000 Hours: 7 (for this example)
• Rates: Period/Daily/Hourly should automatically fill in. You should double check these amounts.
• Type is $ Amount
• No Pay (you will need to change this): 1
• The following boxes should be CHECKED: Encumber; Contract
• The following boxes should be UNCHECKED: Roll; eContract
• Time entry: Don’t Show
• Enter in Comments: New Hire mid pay start (then list actual start date) 2/05/26
• Click on the Position Detail page, enter Position # (the same # as above), 1.0 FTE Count FTE should be unchecked.
• Start Date: 02-05-2026 End Date: 02-15-2026 Location: 0003 for MH; 0004 for MK; 0012 for District (enter the location where the new employee will be working)
• Save this new Pays page.

Lastly, since our school year actually starts before September 1st, then a dock (as in the instructions above) will need to be made for the number of August days the teaching staff were required to work. In 2025-2026 school year, the dates were 8/25/25-8/29/25 (5 days). You would dock the 5 days but spread it out for the remaining number of full pay periods that the new hire will be working.

Should you have any questions, our Staff Accountant (at this writing it is Sharon Ruiz) should be able to assist you.