Bus Drivers, Substitute Teachers, and On-Call Pay
In Personnel Budgeting, you can budget for on-call positions, bus drivers, and substitute teachers in a few different ways:
- Estimate Total Annual Cost - Calculate the total estimated annual cost by multiplying the hourly rate by the estimated number of hours (annually). For example: $12 per hr x # of estimated annual hours. This can be entered as a Job in a wage schedule or as additional pay as a Flat Amount Per Time Period, per year, or another frequency.
- Concurrent Job - Do they make two separate hourly rates? Such as Driving time vs. Down time for drivers, or Short-term vs. Long-term substitute? You can create two separate jobs in the wage schedule with two different hourly rates. Then, the Employee can have both jobs with separate # of hours for each. See the training article: Personnel Budgeting - Use Concurrent Positions
- Per Diem Pay - See the section below for the explanation of per diem pay.
Per Diem Pay
Some Positions, including the ones listed above, might get paid a daily rate.
- Set the Wage Schedule as Hourly.
- Set the annual hours they work as the number of days they work in the fiscal year.
- Set the "hourly rate" as the per diem compensation.
Shift Differential Pay
Shift differential can be extra pay added to an employee’s regular rate for working evenings, nights, weekends, or hard-to-fill shifts.
For shift differential pay, you could use one of the following calculation models:
FICA, PERS, TRS
FICA, Social Security, Medicare, and Employee Retirement Systems are typically set up as a Percentage of Total Wages calculation model. Check-box the other additional pays to include them in “Total Wages.”
Training article: Personnel Budgeting - Percentage of Total Wages
Longevity Pay
Longevity can be set up as either of the Multiplier Calculation models. Multipliers automatically calculate uniquely for each Employee based on their start dates.
Training article: What is Milestone Pay?
Life Insurance
Life Insurance can be a tricky one. If you budget by Employee Age, that can be time-consuming based on the high number of Options you would need to create, one for each year of age, even.
In situations where none of the other calculation models would work, or there would be too many options, we recommend using a Placeholder Flat Amount Per Time Period at $1 per year. Then, override that value in the Scenario. See the section below for more information on the Placeholder.
Placeholder Additional Pay
For unique additional pay that is specifically calculated for each employee, you can make what we call a “Placeholder” additional pay and override the amount in the Scenarios.
- First, create a Flat Amount Per Time Period additional pay.
- Name the option that you’re using the placeholder for (life insurance, for example) and check the units to the left.
- Enter the value as $1, one dollar per year.
- Then, assign that new additional pay to the employee when you bulk import Filled Positions.
- Lastly, calculate the cost outside of ClearGov, and insert the value (minus $1) into the Additional Pay tab of the Scenario.
You can enter values per Employee if each Employee has a unique cost (common), or you could calculate the Total at a high level, like Job Title or Unit, and the amount will be equally distributed down to all employees in that group.
Additional Resources
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