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Using Pay Variables with Claim Forms

Allyson Ryan
  • Updated

District Pay Variables are used within Claim Forms to log and track work performed that is to be paid out separately from an employee's salary.  

Applicable Roles 

  • HR Admin
  • HR Team
  • Business Office

Contents

Create Claim Form Category

Create a Claim Form

Notification Markers for Claim Forms

Pay Codes

Adding Employee Pay Variables

Importing/Exporting Employee Pay Variables

Create Claim Form Category

Navigate to: Process Forms / Form Category Management

  1. Click New Form Category

  2. Select "Claim Form" from the Form Type dropdown menu

    Claim Form Category.png

  3. Enter the Name

  4. Enter the Description

    Claim Form Category1.png

  5. Click Insert

Create a Claim Form

Navigate to: Process Forms / Form Management

Reference Claim Form setup instructions in our article: Form Management: Claim Form Set-up & Creation

  1. Once you have completed and clicked Insert for your Claim Form, click Template Builder to further customize your Form (For detailed instructions on using the Template Builder, please see Using the Template/Notification Builder: Forms & Notifications)

    Claim Form Template Builder.png

In the example below, we have added tables with a logo and header and have added tables with fields to be populated along with custom fields. Notification Markers specific to Claim Forms can also be used within your form setup. 

Claim Form Template Builder1.png

Claim Form Template Builder1a.png

Claim Form Template Builder1b.png

Notification Markers for Claim Forms

Here are the examples of Notification Markers that can be utilized within a Claim Form:

Notification Marker

Description
Claim Form Details List View The dates and items associated to the claim form displayed in a list view
Claim Form Details Week View The dates and items associated to the claim form displayed in a calendar view
Claim Form Pay Type The pay type associated with the form
Claim Form Pay Type Account Code Displays the account code associated with the pay variable being paid in the claim form
Claim Form Pay Type Account Name Displays the account name that is associated with the pay variable being paid in the claim form
Claim Form Total Amount Due The total amount due to the employee. This will only be calculated if the rates are associated to the employee

 

Pay Codes

  1. Once you've completed the Claim Form, click the Pay Codes tab

    Claim Form Pay Code.png

  2. Click New Claim Form Pay Code

    Claim Form Pay Code1.png

  3. In the Claim Form Pay Code Management pop-up, check the box for the Pay Code you are adding

    Claim Form Pay Code1a.png

  4. Click Save

Adding Employee Pay Variables

Navigate to: Staff Pay Variables

  1. Click New Pay Variable

    Claim Form Pay Variable.png

  2. In the blank Details section of the New Pay Variable, select the Staff from the dropdown 
  3. Select the Pay Variable from the dropdown (Required)
  4. Enter the Effective Start Date (Required)
  5. Enter the Effective End Date
  6. Enter the Salary Value - OR - Hourly Value and Per Value
    1. For customers using WinCap, the import template for pay variables includes additional columns for Pos Code and Adj Code data
  7. Click Insert

Importing/Exporting Employee Pay Variables

Navigate to: Import/Export / Import Employee Pay Variables

From here you can choose to Export the file, and the pay variables will download to an excel spreadsheet; Or Upload a Pay Variable Excel File to Import Pay Variables. 

Pay Variable Import Export.png

Import Instructions

  1. Download the excel file (above) to get the proper file format and the list of existing items
  2. When populating column C of this template which is called, "Fund /Code" please put the Fund account first followed by a dash without a space and then budget code: Example: A-2815169L0008
  3. Save the file to a location on your as computer you will need to access later
  4. Open the file from the saved location, make the additions and edits, then save and close the file
  5. Click the Browse button, to find the saved file containing the updates
  6. Click the Preview Import button
  7. You will then be presented with the items in the file. You can review the information to validate your changes; If there are any required columns missing, they will be listed as errors and the Import Data button will not be available; Extra columns will be listed as warnings and ignored
  8. Click the Import Data button to continue or Cancel Import button to prevent the data from being updated
  9. You will then be presented with the Import Summary, listing the number of rows processed and whether they were Skipped, Inserted, or Updated
    1. Note: You may also be presented with row specific errors, should any exist; It will list the row number, column name and the problem with the data; An example of this would be an email address that is not in the proper format

 

 

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