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Employee Profile: Pay Info Setup

Introduction

Managing employee pay rates and salary setups is essential for accurate payroll processing. The Pay Info card, located within the Employee Profile, is Empeon's central tool for viewing, maintaining, and confirming how Empeon Workforce calculates employee pay.

Pay Info Card

To view and make changes to an employee's pay rate, navigate to the Payroll section of their Employee Profile and select Pay Info. 

The Pay Info Card is separated into two sections that can be individually adjusted as needed. The top section's settings control how the employee's pay is calculated, while the bottom section identifies the employee's per hour or salary rate and maintains a history of rate setup changes.

Pay Info Card: Top Section

Clicking the "Edit" icon in the Top Section will display the following pop-up window. Below is a description of each field and its function.

  • Paid As - This setting determines whether the employee's pay is calculated by rate or by salary amount depending on which pay related field is used in the 'Bottom Section' of the Pay Info card. Setting Paid As to 'Hourly' instructs the system to apply the employee's Default Rate to the recorded hours of a check. Setting Paid As to 'Salary' is an automatic pay setting; 'Salary' will apply the employee's Salary Per Pay Period amount automatically on the employee's regular batch check every payroll.
  • Default Hours & Auto Pay Hours - Often the Default Hours field is used to identify the amount of hours an employee is expected to work during a given pay period. Its technical purpose for the Pay Info card is that the value entered in this field will be multiplied by the employee's Default Rate amount and applied on their check automatically, only if the Auto Pay Hours box is also checked. 
  • Pay Frequency - This field identifies which federal and state pay frequency tax tables should be applied when calculating tax withholdings on the employee's check. In almost all cases, this should match the organization's pay frequency. This field should also populate automatically when the employee is originally added to the system.
  • Pay Group - Use this field to identify additional pay related info for your organization if needed. By default, this field is for informational purposes only and does not affect payroll calculations.
  • Mail Group - Use this field to identify additional pay related info for your organization if needed. By default, this field is for informational purposes only and does not affect payroll calculations.

Pay Info Card: Bottom Section

The bottom section of the Pay Info Card is where salary or rate amounts are set for the employee's pay. This section will also have a Show History section that will display any past rates and/or salaries that were previously used for employees.

Like many other setups on the Employee Profile, there is an option to "Change" or "Edit" an employee's rate. Changing the rate creates a historical record of previous rates for the employee, while editing overwrites the existing setup without saving a history. In most instances it is recommended to Change the record so that a historical record is saved. When Changing the record, the following fields will be prompted:

  • Effective Date - This is the date the new rate will take effect. It will also identify the date when the current rate will end. The date will initially populate to the current date that you are making the change, however the start date can be adjusted to a future date if needed.
  • Default Rate - For employees whose pay is calculated by hour, identify their default hourly pay rate in this field.
  • Rate Per - For informational purposes, there are several options to indicate a Rate Per (hour, day, mile, etc.). This field doesn't affect how pay is calculated on a check. Please note: Empeon's reporting solutions can only provide reports referencing hours, rates, and/or amounts.
  • Salary Per Pay Period - Use this field to identify an applicable employee's per pay period salary. Be sure to apply the per pay period salary amount, not the yearly salary amount. 
  • Estimated Annual Salary - This field will automatically populate with an estimated annual salary if a Salary Per Pay Period amount is applied. It will also automatically calculate an estimated annual salary if both the Default Hours and Default Rate fields are applied a value.

IMPORTANT NOTE: For organizations that use Empeon's Attendance module and have salaried employees whose regular hours are auto populating on timecards; it's usually best to have their Pay Info card setup with an hourly rate and to leave off any auto pays. If your organization has salaried employees hours on timecards and you aren't sure how to best address their Pay Info card change needs, contact Empeon Client Services for further guidance.

Rate Change Requests

Not all Workforce Users will be able to adjust the pay rate for an employee on their Employee Profile. This access is determined their Role permissions AND whether the Rate Change request is made available within Empeon's Request & Approvals settings. For additional information on how to establish a pay rate change request and approval process amongst the Workforce Users within the organization, please refer to Empeon's article User Requests - Rate Change Request.