Best way to track non-payroll volunteers beyond Employee Master

We want to start tracking additional information for non-payroll volunteers/board members, vendors, etc.  Our system is currently set-up for Supervisor-by-Position, so this would require our volunteers/non payroll to be assigned a position code.

• Payroll

• Non-Payroll / Volunteers

Instructional

Create a set of “non-payroll” information so you can create employee records while still preventing a scenario where the employee could be inadvertently pulled into a Payroll and receive a check.

Tyler recommends the following:  

• Add a Base Pay type in Pay Master

  • If you typically use a 3 digit Pay code (as is most common), consider using a 1 or 2 digit code for the non-pay Pay, just to additionally differentiate.

  • Select option D-Non-Cash Exclude from Gross in the Non-Cash field

  • Enter 0 in the Factor and Comp Factor fields.  

• Add a Group/BU code specifically for non-payroll, such as ‘NOPR’.

• Add a Salary Table linked to the non-payroll Group/BU as follows:

  • Use a non-payroll-specific Grade/Rank, such as NPR

  • Pay Basis = Hourly

  • Pay Frequency = Annual

  • Pay Calc Code = 01 (Hourly Rate)

  • ALL remaining fields on the screen should be set to 0, with the exception of Comment

• Create one or more Job Class codes (like NPR1, NPR2, etc) as follows:  

  • In the Group/BU and Base Pay fields, enter your non-payroll codes

  • Check mark Position Control

  • Do not check mark Non-Payroll.  Selecting this option will prevent you from creating an Employee Job/Salary record with this Job Class code.

  • On the Salary tab, set Salary Table to Yes and populate the Grade/Step details for the non-payroll salary table you created. 

• Create one or more Position Codes linked to your non-payroll Job Class, Group/BU, Salary Table and Grade/Rank details. 

• Reference How to create Employee Groups

  • Create a non-payroll Employee Group code ZZZZ. 

  • Create a record for each non-payroll empployee in Employee Groups for the ZZZZ Group code you created.

• Exclude the ZZZZ Employee Group from your Payroll Warrants.  With this in place, the employee cannot be manually added to a Payroll Warrant using the Add option in the Payroll Earnings and Deductions program.  Use the following steps to add this setting as a default for each of your Payroll Run Codes: 

  • Open the Payroll Control Settings program. 

  • Select Accept.

  • Select Run Control.

  • Select Generate Defaults. 

  • Select Update.

  • Enter ZZZY in the Employee Group To field.

  • Select Accept.

  • Select Back.

  • Go to the next Payroll Run Control record.

  • Repeat the steps above until the default has been set for each of your Run Control codes.

  • The next time a Warrant is created in the Payroll Start and Status program, the new Employee Group field will default as defined above. 

• Once these pieces are in place, create the employee records you need, using the details created above.