Overview
This article is for Admins who use the Salary screen to view salary history, add new salary records, schedule future rate changes, and calculate percent increases.
Open the Salary Screen
Navigate to Employee Management > Employee Pay > Salary.
Verify the employee record is selected and review existing salary records at the top of the screen.
Add a New Salary Record
Click Add New.
Choose one change type:
Current Change — Use for changes effective in the next pay period.
Future Change — Set an Effective Date in a future pay period so the change activates automatically.
Historical Change — Add past salary records for history.
Select Change Reason, Pay Type, Pay Group, and Frequency from available client-level options.
Enter only one of the following (the system calculates the others):
Percent Increase
Annual Salary
Per Pay Salary
Hourly Rate
Click Save. The new record appears at the top of the list.
Important: Use Add New for any new salary records. Do not edit the current active record to preserve history.
Edit an Existing Salary Record
Select the record to be updated.
Click Edit and change the incorrect field(s).
Click Save.
Note: The Percent Increase field is disabled when editing an existing record. Use Add New to apply a percentage increase that recalculates other salary fields.
Effective Date Behavior
The Effective Date determines which salary applies for a payroll based on the payroll begin and end dates.
If the effective date falls within the payroll period and the employee is set to be paid automatically (for example, Salary or Auto Hourly), the new rate is used.
If the effective date is after the pay period end date, the new rate is not applied until its effective period begins.
Prorated Salary Rules
Salary or hourly rate changes that occur during a pay period may be prorated if company settings enable proration. Contact Support to enable these settings.
Salaried employees can be prorated for mid‑period starts, terminations, or rate changes if prorating is configured.
Options include prorating for weekdays only or spreading pay among specified dates.
Hourly employees are paid based on hours and dates entered; no override is typically required.
Tip: Test proration with a sample payroll when enabling settings to confirm expected results.
Change Reason
Select a Change Reason from client table options (for example, Promotion).
Add Change Reasons at the client level if needed.
Pay Types
Select an appropriate Pay Type for the employee. Common options include:
Hourly: Requires hours/dollars in time entry.
Salary: Automatically paid using Per Pay Salary on regular payrolls.
Auto Hourly: Automatically receives Normal Hours each regular payroll.
1099, Draw, Bonus, Commission, Salary (Variable Hours), Salary Non‑Exempt, Salary‑Exempt — Enter hours/dollars as required.
Note: Salary and Auto Hourly employees are only paid at a new rate if the Effective Date falls within the pay period.
Pay Group and Frequency
Pay Group: Determines which payroll run the employee is included in (for example, weekly vs semi‑monthly). The selected pay group defaults to the employee’s current pay group but can be changed.
Frequency: Defaults from the selected pay group and determines taxation and payroll period behavior. Frequency options are available in the dropdown.
Normal Hours
Normal Hours default by frequency and can be edited. These hours drive Auto Hourly pay and the display for salary employees.
Percent Increase and Automatic Calculations
Enter a Percent Increase to apply a rate change; the system recalculates Annual Salary, Per Pay Salary, and Hourly Rate.
Alternatively, enter one of Annual Salary, Per Pay Salary, or Hourly Rate and the system will calculate the others.
Notes and Seasonal Employees
Notes: Optional free‑form field for comments about the rate change.
Seasonal Employees: If your client uses Seasons for auto‑pay, a Seasons section appears. See the Auto Paid Seasonal Employees article for setup guidance.
Create Change in Normal Hours Life Event
When using Add New, the Create “Change in Normal Hours” Life Event Record checkbox may appear if benefits are configured.
Check the box to auto‑create a life event that can trigger benefit eligibility (for example, changing from 20 to 40 hours/week).
Tip: Coordinate with Benefits admins when creating life event records to avoid unexpected enrollments.
Reporting
Navigate to Reporting > Client Reports and search Employee Salary:
Employee Salary History: Review all salary records in a date range.
Employee Salary Listing: View salary or hourly rate for a pay period.
Other reports that include salary/hourly data: Payroll Register, Employee Profile, Employee Comparison Ratio.
Report Writer: Create a Salary History Report
Go to Reporting > Report Writer.
Click Add New.
Select HR Report for Report Type.
Select Salary History Report for Sub Report Type.
Choose Font Size, Font Face, and Report Orientation.
Select a Report Group and click Save.
Use Add Columns to include desired fields (or select Employee Pay fields).
Note: Salary records can be pulled multiple times for an employee to show full history.
Troubleshooting and Best Practices
Use descriptive names and effective dates when scheduling future changes to simplify audits.
If automatic calculations do not appear, confirm the change type used (Add New vs Edit) and that required fields are populated.
For proration behavior or seasonal pay questions, contact Support for configuration assistance.
FAQs
When should I use Add New versus Edit?
Use Add New for any new salary record (current, future, or historical). Use Edit only to correct an existing field. Editing the current record removes historical visibility of the prior value.
How does the system calculate Per Pay and Hourly from Annual Salary?
When you enter one field (for example, Annual Salary), the system automatically calculates Per Pay Salary and Hourly Rate based on the selected Frequency and Normal Hours.
How do I trigger a Benefit Life Event for a change in normal hours?
When adding a new salary record, check Create “Change in Normal Hours” Life Event Record (if available). This creates a life event that may trigger benefit eligibility per plan configuration.