Payroll Positions Parameters

When using the payroll positions, you may want to run separate projections for different groups of employees — for example, for teaching and non-teaching staff.

You may click on a previous tab at any time to return to the previous window if you need to make changes.
You may save a set of parameters at any time while using the development tool.

Complete the selections on all tabs, and then return to Using the Budget Development Tool to complete the budget development process.

Positions tab

1. Select some or all the positions in the Positions grid. Note: You can sort and filter the Positions grid to make it easier to select positions.

2. Position Amounts: Select either Actual or Budget. Note: Selecting Actual will use the current YTD expenditures; selecting Budget will use the amounts budgeted for the current year.

3. Filled Status:

   • When you select Filled, the projections will be based on all expenses for just the filled positions.

   • When you select Vacant, the projections will include salary expenses only — no deductions or benefits.  Note: Projections for vacant positions will be made only when you're using Position Control and will then include only the salary expenses, not the deductions.

Employees and Jobs tab

You can use the parameters on this tab to get very specific about the positions included in the projections.

1. Complete as many Job Selection parameters as needed to create a subset of positions for the projections.

• Jobs States: Check the boxes to include new, approved, and/or closed jobs. Note: New includes only jobs that have been assigned account codes.

• Job Type: Check the boxes to include daily, hourly, and/or salary jobs.

• Unpaid jobs: Check the box if you want to include them.

• Supplemental jobs: Check the box if you want to include them.

• Designations: Check selected boxes to include only certain designations for the selected positions. The list includes all job designations that are being used by jobs in the selected Source Accounting Cycle. Note: You can sort and filter the Designations grid to make it easier to select designations.

• Job Account Code Filter: Click the , and use the Account Code Expression dialog to select the set of account codes you want to use. Note: Expenses will be projected only for jobs that include one or more of these account codes.

2. Complete the Employee Selection parameters as described.

• Paycheck Site: Check the boxes if you want to generate a budget for one or more sites. Leave the boxes unchecked to include all sites.

• Department: Check the boxes if you want to generate a budget for one or more departments. Leave the boxes unchecked to include all departments.

• Display Name: Check the boxes to include specific employees. Note: The list includes all employees in the system who are in the Enabled state.

3. Select the Optimization options as described.
   You may want to use the second option (speed) first using only a couple of employees to see the results, then compare them to the results you get using the first option (accuracy) with a couple of employees. When the results are close to what you want, you can run the wizard using the first option.

• Option 1: Calculate expenses for each payroll period in the Source Account Cycle. This option produces the most accurate projection and may take a very long time because it takes each employee with his/her deduction set and calculates the cost for 12 actual pay periods.

• Option 2: Selecting this option causes the budget projections to be made by calculating the deduction expenses for one payroll period for each employee and then multiplying those results by the appropriate number of periods. These projections will be less accurate, but will take much less time to calculate.

2. Model Period Date: Enter the date to be used to select the single payroll period that will be used in the calculation. We recommend that you choose a date that will be representative of employees' pay for the majority of the year. For example, if teachers are paid on a ten-month basis, do not pick a date that falls during the summer break.

3. Number of Periods: Enter the number of payroll periods to be used in the calculation. For example, if you pay employees twice a month, enter 24; if you pay them biweekly, enter 26.

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Deductions tab

The list includes all deductions defined in the selected Accounting Cycle that have an employer-side amount. The FICA and Medicare deductions will not appear in this list as their amounts are calculated by the tax engine and therefore harder to override.

Select the deductions you want to include in the projections.

You can edit deduction amounts if you know they're changing.

• Check the box for the deduction you want to edit, and click the Edit button at the bottom of the grid. The Edit Deduction dialog opens.

• Enter the new Amount, and click Save. Note: The amounts entered here are not stored with the deduction definitions in AptaFund. They are used only for the purposes of projecting budget amounts in this module.

General Ledger tab

1. Result Account Code Filter:

   • Skip this step if you want to include all GL accounts.

   • Click the , and use the Account Code Expression dialog to select the set of GL accounts you want to use. Note: Projections will be calculated and then filtered to show only the selected account codes.

2. Balance Selection: Select either Actual or Budget. Note: Selecting Actual will use the current YTD expenditures; selecting Budget will use the amounts budgeted for the current year.

3. Account Type Selection: Check or uncheck boxes to include or exclude expenditures, revenue, other financing uses, and/or other financing sources.

4. Salary Increase: Check the box(es) and enter an amount and/or a percentage.

   • If both the Increase Amount and the Increase Percentage boxes are checked, the Increase Percentage will be applied first, followed by the Increase Amount.

   • Both fields will accept negative values to allow for projected decreases.

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Once you've completed the selections on all tabs, return to Using the Budget Development Tool to complete the budget development process.

Return to Using the Budget Development Tool