Purpose: Some hourly employees are paid over a longer period of time than the period of time the actual hours were worked.  For example; an employee only works nine months of the year, but chooses to be paid over a 12 month period.

Note: The only agencies that are allowed to use the pro-rated salary are: 511, 512, 513 and 514.

IPOPS

To set up the pro-rated salary, use change reason PS - Pro Rated Salary.

If you need to return an employee to their permanent hourly rate of pay prior to the override end date, use change reason 'MW' and select an override end date that is less than the current override end date.

To make a permanent pay rate change, you must first end the 'PS' override period. 

Life Insurance

The life insurance plan code for a person on a pro-rated salary is LP.  The life insurance premium will be calculated using the override rate over the entire period of time the override is in place.

Entering time for employees with pro-rated override rates:

Scheduled Work Hours - Code all scheduled time worked as ACT (actual hours worked), holiday, and leave taken such as vacation, sick, etc.

Non-Scheduled Work Hours - Code all hours not scheduled to work as NWH (non-working hours).  These hours include non-scheduled hours within the school year such as Spring break, Christmas break, etc.

Note:  Hours reported as NWH do not accrue Credited State Service, Sick leave or Vacation leave. 

Payoffs

All payoffs, including those paid upon termination, will be paid at the employee's regular rate of pay.  This includes CPP, ZVP, etc.

Processing requirements when employee with pro-rated rate is terminating:

When an employee terminates employment prior to the end of the override period, follow these steps to insure the employee is paid for all applicable hours at the regular rate of pay.

1. Total all hours worked since the beginning of the override period.

2. Total all hours of HOL received since the beginning of the override period.

3. Total all hours of approved leave entered since the beginning of the override period (do not include NWH or leave without pay hours).

4. Summarize the number of hours from steps 1-3 and multiply them by the employee's regular rate of pay.  This is the gross amount owed to the employee.

5. Subtract the total amount paid during the override period calculated at the override rate of pay from the gross amount calculated in step 4. The end result is the amount owed to the employee.

Note: If this is a negative number, please contact the DSP help desk.

 The amount owed should be submitted on an IPOPS Other Earnings action.  The earnings code should be RPR or RPT.