Overview
The Pay Rates table holds the data used to calculate payroll information.
Records with different Categories are treated slightly differently.
Tuition
Because staff pay for Tuition enrolments is calculated per student, the Tuition Fees records also have pay information, and you should set up these Pay Rates in the Fees table.
Records you create in Tuition Fees will appear in this table automatically if they include Staff Load information.
The Salary Unit should generally be "Lessons".
See Manage Tuition Fees for guidance.
Ensembles/Classes
Records you create with this Category will be available in the Staffing section of your Ensembles setup so you can use them to allocate pay rates to ensemble teachers.
Note: Records in the Pay Rates file have a duration, so you must create a separate record for each different length ensemble. Music Monitor does not yet support calculating ensemble pay solely from the Hourly Rate.
The Salary Unit should generally be "Sessions".
See Manage Ensemble Fees for guidance.
Other
Records you create with this Category will be available for your staff to select when submitting a claim for Additional Paid Work.
See Additional Paid Work for guidance.
General
To add a new Pay Rates record, select the green + button at the top of the screen.
Fill in the fields as follows:
Category/Description 1: As noted above, create Tuition Pay Rates in the Fees file. Otherwise select from the options.
Description 2: This is the name of the Pay Rate, which you will see in drop-down lists when selecting it.
Amount: You can enter this directly, or you can use the Auto-Enter button later to calculate it from the Staff Load and the Hourly Rate.
Salary Unit: Take care to use the unit that makes sense for the situation this Pay Rate applies to.
Scheduled teaching is (as noted above) usually set up as Lessons / Sessions.
Additional Paid Work that staff can enter a claim for is usually set up as Hours.
Options such as Calls, Kilometres also exist.
Cost Centre: Options in this drop-down come from the Budgets table. If you don't use that module, you can leave this blank.
Staff Load: This is the staff time allocated to this item.
Note: you can build in a time loading on some work by allocating a Staff Load that is greater than the duration of the class or lesson.
Note: If the Salary Unit is "Hours", the Staff Load should be 1:00:00.
Hourly Rate: If you enter figures in here, you can use it to calculate the Amount field instead of having to do the calculations yourself.
When calculating payroll, you can export just the hours and let the finance office enter the amounts themselves. Some versions don't handle an amount of $0, so if you encounter this error please let us know. As a stop-gap until we fix it in your file, enter $1 as the Hourly Rate.
Auto-Enter the Amount
To avoid errors in calculating the fractional amounts in the Amount field, you can use the Auto-Enter button to calculate this amount from the Staff Load and the Hourly Rate.
When you select this button, you will have the option to calculate the Amount for just the selected record, or for all the records in your current Found Set.
Relookup
When you make changes in these records, they don't automatically propagate to the places where this information is used. To push the changes to your current Tuition and Ensemble records, use the Relookup buttons at the top of the screen.
Note: This process updates several fields in the files, including the number of lessons/sessions to be given, so take care that you have finished using any individually altered entries in these fields before running this Relookup.