TracCloudGuideBasicsPayroll

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Getting Started / Basics • TracCloud Terminology • Training Resources • Schedule Management • Recording Visits • TracCloud Dashboard Payroll Contents 1. Pay Codes 2. Pay Basis 3. Work Types 4. Tutor Pay Codes 5. Work Reasons 6. Work Visits 7. Funds 8. Payroll Reports

Tracking Staff Payroll in TracCloud TracCloud provides the ability to track hours and pay rates of your consultants based on different work types and pay bases. You can then base other system functionality on whether or not a consultant is logged in for work, and report on this payroll data after the fact. Funds can also be used to define pay rates and to group data in reports. 1. Pay Codes The first step towards utilizing TracCloud's payroll features is setting up Pay Codes. Each consultant can be assigned to one Pay Code, we will then be utilizing these Pay Code values to determine Pay Rates in our Work Types. Other > Other Options > Preferences > Pay Codes. This is only accessible to SysAdmin accounts. File:2709632.png 2. Pay Basis This setting determines how we're tracking work hours. Each Profile can be set to use a different Pay Basis. Schedule will calculate work hours based on the consultant's scheduled availabilities and appointments. Consultant Work Time will calculate work hours based on the actual time the consultant logs in and out for work visits. Visits will calculate work hours based on the actual time the consultant is meeting with any logged-in student. Other > Other Options > Profiles > [Your Profile] > Prefs > Pay Basis. File:2135910.png If you're utilizing Consultant Work Time as your Pay Basis, you may prefer to have the consultant login button visible on kiosks. To enable this, check Show Consultant Login Button in your Log In/Out prefs. Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out. File:1939821.png In the same menu, and again relevant for those using Consultant Work Time, you have Only show Consultants that are logged in to Work during KIOSK visit login. If enabled, this will filter down the list of available consultants when students are logging in to only those who are logged in for work. This is primarily utilized for Drop-in-focused environments. Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out. File:7588159.png 3. Work Types Next up is Work Types, you can think of these as a form of Pay Rate condition. You'll end up creating multiple of them in a typically configuration to cover each possible condition where a Pay Rate needs to be defined. Other > Listings > Work Types. File:9158623.png To create new Work Type, click the Hamburger icon (File:Hamburger.png) and select New Work Type. This will bring you to the following screen. File:5994383.png Active From & Active To This work type applies to your Pay Basis within this date range. Pay Basis This determines which Pay Basis this Work Type applies to. This should always match your Profile's Pay Basis. Disposition This allows you to differentiate Pay Rates based on how many students the consultant is meeting with. No Students - This Work Type is used when the consultant is logged in/has available hours but is not currently meeting with a student. 1-on-1 - This Work Type applies to consultants who are meeting with a single student. Group - This applies if the consultant is meeting with 2 or more students at once. Blank - Doesn't have an effect, won't change Work Type/Pay Rate. Fund This lets you assign this work type to a particular fund. Consultant Pay Code Rates These are the Pay Rates for each of your Pay Codes if the conditions of this work type are met. To provide a Permission Group the ability to view/modify Work Types, it can be added to the relevant Group's table access settings. Other > Other Options > Groups > [The Group you want to modify] > Admin / Modules > Table Access. File:6838667.png 4. Tutor Pay Codes Next up, we need to assign a Pay Code to our consultants. The is as simple as going to their profile and choosing the correct Pay Code from the drop-down menu. Save after making changes. Other > Listings > Staff > [Your Consultant] > Pay Code. File:5481492.png 5. Work Reasons (If Pay Basis is Work Time) If Consultants are logging in for work hours (via kiosk or dashboard), work Reasons can be created to better categorize their hours. Simply create a reason as you normally would, and make sure to check the Work Reason checkbox. Other > Other Options > Profiles > [Your Profile] > Reasons > New Reason. File:6556093.png The next time a consultant logs into a center, they will see the available work reasons to select. 6. Work Visits (If Pay Basis is Work Time) There are two ways a consultant can start their work visit. 1. From a Kiosk or Log Listing If your Profile Prefs allow it (see 2. Pay Basis), consultants can login for work from a Kiosk or on the Log Listing by clicking the first highlighted icon below. This will prompt them to choose a center and work reason for their visit. The second icon opens a window that displays currently logged in consultants. File:7062494.png 2. From the dashboard Consultants can be given the ability to log themselves in from the dashboard if their Permission Group allows it. Other > Other Options > Groups > [The Group you want to edit] > Log In/Out. File:6402937.png Allow consultant to login for work at their main menu Provides consultant accounts the ability to login for work visits. Allow consultant to login for work on KIOSK where the user logged in is themself Prevents consultants in this group from logging themselves in for work visits on kiosks. Once the first option is enabled, consultants will have the ability to log themselves in for work directly from their dashboard. 7. Funds Funds can be entered in several locations, from the student profile to the consultant. The order in which these are prioritized is Student > Visit > Appointment > Availability > Consultant, with the Consultant Fund only being utilized if the other 4 funds for a particular scenario are blank. Information on enabling each of these fund fields can be found below. Consultant Fund is enabled by default. Student Fund can be enabled in your System Preferences. Other > Other Options > Preferences > Student Entry Choices > Display Fund. Appointment and Availability Fund can be found in your Profile Preferences. The Appointment Preference also applies to Visit Fund. Other > Other Options > Profiles > Prefs > Scheduling > Special Fields. 8. Payroll Reports There are two Payroll reports available for this information, found in the Navigation Bar, under Reports > Payroll. Access to these reports does require Allow user to access payroll reports to be enabled in the relevant permission group. Other > Other Options > Groups > [The group you want to modify] > Center Access. Once enabled, the following reports will be available. Consultant Additional Detail Listing This report will pull all active staff into a report with their name, email, assigned group, linked centers, and if they are a consultant (have a schedule on the calendar). Centers Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected. Sort by Choose how the selected data is sorted. Pay Code Filter report results by consultant pay code. Additional Search Filter your results by a selected field. Use * as a wildcard (Subject: MAT*) | as "or" (Major: Mathematics|Biology) # as "Not" (Status: #Inactive) && as "And" (Major: #Mathematics&&#Biology) blankornull as a keyword to find records where the field is blank (Reason: blankornull) Multiple fields can be added to further narrow down your results. Additional fields to show This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report. Output format Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export. Deliver to Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu). HTML CSV Payroll This report will show you payroll grouped by the center. Consultant, hourly rate, total hours, and total compensation will be displayed. Centers Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected. Time Frame The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above. Group by Group records by the selected field. Some reports allow you to add secondary and tertiary groupings as well. Show Totals Bar Chart Adds a visual bar chart of totals to your report data. Show Email, Mailbox, Notes Additional consultant fields that can be included in report results if needed. Recompute Data This will recalculate your consultant work times to retrieve the most up to date information, but can slightly slow down processing time. Show Summary Only show data totals, excluding details of individual records. Show Student Visits Include Student Visit data in report results, to view who the consultant was working with during their work hours. Show Consultants without Hours Display all consultants in payroll report, those without work time will simply display as having 0.00 hours. Show Work Visits Include data on the individual visits in the report itself. If enabled, you will also be able to include notes from the work visit record in the report results by checking Show Work Notes. Show Daily Payroll Hours Shows a day-by-day breakdown of work hours within the overall date range that you selected. Show Funds Include fund source in results. Page Break Separate consultants onto different pages when printing the HTML version of this report. Requires 'Group by' options to be unchecked. Time Format This determines the format of duration, a 90-minute session could display as 1.50, 01:30:00, or 01:30. Round to Nearest & Round individual visits first Round total visit time to the nearest X-minutes. You also have the ability to round individual visit durations first. Additional Search Filter your results by a selected field. Use * as a wildcard (Subject: MAT*) | as "or" (Major: Mathematics|Biology) # as "Not" (Status: #Inactive) && as "And" (Major: #Mathematics&&#Biology) blankornull as a keyword to find records where the field is blank (Reason: blankornull) Multiple fields can be added to further narrow down your results. Output format Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export. Deliver to Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu). HTML CSV