PP01. Preparing to Total Out Payroll in TutorFirst – TutorFirst Knowledge Base

Overview

A review of items that must be complete prior to closing payroll in TutorFirst.

Article Sections

To Have in Place
Approve Your Sessions
Do Not Approve Mistakes
Check Your Sessions in Payroll
Payroll Calculation Popup
Late Sessions
Pay Rates
Reimbursements
Payroll On Review

To Have in Place

1. Pay Groups - One of the major principles of running payroll in TutorFirst is that if the sessions, pay groups and any pay group overrides are accurate, then the payroll will be accurate.

2. Approved Sessions - No pay will be calculated for any sessions that have not been created, nor will any pay be calculated for sessions that have not been approved.

Approve Your Sessions

3. When you are preparing to run payroll you will need Approve the sessions.

4. If a tutor has not submitted a session then it is okay to leave it and it will be picked up in the next payroll run.

5. In the session list approved sessions will have a check in the A column. In the Calendar you will check the status of sessions by making sure the calendar is set to show Color by Status. Approved sessions will be green.

6. In the payroll grid approved sessions will also be green.

Do Not Approve Mistakes

7. An approved session does not guarantee accuracy. The session must be checked for accuracy before being approved.

Check Your Sessions in Payroll

8. Check your payroll page to make sure all sessions that are supposed to be paying an amount are displaying an amount to pay. If not allocate a pay group to the staff member or make necessary updates to the relevant pay group.

Payroll Calculation Popup

9. Each figure in the payroll list has a helpful popup, if you have any questions:

Session ID
Session Type
Class number
Time & Duration
Number of Students
Pay Rate
Pay Group or Override Rate

10. The bold information tells you if the pay group has been overridden by a personal pay rate programmed in the student record.

Late Sessions

11. If the tutor has not submitted the SESSION or you have not been able to approve it due to an error or internal policy, the session will have to wait to be paid in the next available payroll period after approval.

Pay Rates

12. If the amounts are zero and you were expecting a dollar amount, check that you have a pay group assigned to that staff member that will catch that session and the pay group has been programmed correctly for the session type.

Reimbursements

13. If you use the reimbursement field in a session to log expenses for your staff pull and filter your reimbursement report or create a custom report that will total your reimbursements for you. Have this report ready before totaling payroll.

Payroll On Review

14. There is a configuration switch in TutorFirst to send sessions to payroll as ready for closeout at the REVIEW status. If this suits your workflow make this change in Setup - Other - Config Settings - Payroll - Session Pay Status.