The Payroll feature allows users to record staff payroll expenses per course section. This feature is optional, as some users may find it sufficient to record payroll details (rate, quantity, and method) directly in the Course Section.
Navigation
Main Menu → Financial → Payroll
Applies To: Enterprise | Plus | Basic
Overview of Payroll Functionality
- The Payroll feature enables recording actual payroll expenses per staff per course section.
- Payroll records must be tagged to a Staff member, Course Section, and Date.
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Payroll can be recorded in different ways, including:
- Per-day basis
- Aggregate basis (weekly, monthly, or for the entire course section)
- By Course, By Class, By Student, By Revenue payroll methods
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Each Course Section payroll field supports up to two Staff members.
- The automated payroll function only records Staff 1 and Staff 2 payroll data.
- Additional staff payroll records must be entered manually if needed.
- The payroll fields in the Staff Info record are for reference only and do not impact the Course Section or Payroll feature.
Adding Payroll Records Manually
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Go to → Main Menu → Financial → Payroll.
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Click New Payroll.
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Select the Course Section and navigate to the Transaction tab.
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Enter the following Payroll fields:
- Date: Date payroll was earned or paid (Required).
- Pay Period: The pay period of payment from the Master Calendar (Optional, User-defined).
- Revenue Item: Used with the Auto Expense function (Optional).
- Account: Account name or number from Accounts (Optional, User-defined).
- Staff: Staff name (Required).
- Payroll Method: Method used for payroll calculation (Optional).
- Rate: Per-method rate of pay (Required).
- Quantity: Number of hours or units to be paid (Required).
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Amount: Total amount paid (Required).
- Austin calculates on save.
- Cleared: Indicates whether this transaction has cleared an accounting audit (Optional).
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Auto Expense:
- If checked, this record is included in the Auto Expense function and can be modified.
- If unchecked, this record is ignored by the Auto Expense function and retains manually set values.
- Notes: Any additional notes regarding this payroll record.
Adding Payroll Records Using the Auto Expenses Function
The Auto Expenses function is used to automatically add or modify expense records in the General Ledger.
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Calculations in the Auto Expenses process are based on:
- Values and settings configured in Course Sections.
- Administrative expense records within Auto Expenses Administration.
Conclusion
The Payroll feature provides a flexible way to record staff payroll expenses, whether manually or using the Auto Expenses function. Proper configuration ensures payroll records are accurately tracked and assigned to course sections. For further assistance, refer to related articles or contact support.