Bi-yearly 19 Calculating Business Staff Pay

Calculating Business Staff Pay
in January and in July

SEE  22.  Mollie and Chantel’s upper Gross Pay limit

Chantel‘s Key               Other Office Information

DO THIS 1.5 TO 3 HOUR TASK AFTER CALCULATING LAWYERS PERFORMANCE BASED PAY.

Step 1: In Dropbox, 0pen FM “3 Bus Staff pay calculator.fmp12” on your computer, open window fully (downward). Create a new record for each Staff Member by using the New link following their name. Clicking their Name finds all their records. Ensure each new record is at the bottom of found list by changing the Sort numbers in Column “X” if necessary.

If you are doing this in January –
a. in the 1st of these new records, in first field “Name, Date pay changed and Description”, type in “Chantel 1/1/yy” using the 2 digits for current year for “yy”. Column “A” normally will be the prior semester’s value in Column “C”. Column “B” will normally be any annual raise approved by Marilyn. Be sure to consider: 22. Mollie and Chantel’s upper Gross Pay limit
b. in the 2nd of these new records, in first field “Name, Date pay changed and Description”, type in “Mollie 1/1/yy” using the 2 digits for current year for “yy”. Column “A” normally will be the prior semester’s value in Column “C”. Column “B” will normally be any annual raise approved by Marilyn. Be sure to consider: 22. Mollie and Chantel’s upper Gross Pay limit
c. in the 3rd of these new records, in first field “Name, Date pay changed and Description”, type in “Jenna 1/1/yy” using the 2 digits for current year for “yy”. Column “A” normally will be the prior semester’s value in Column “C”. Column “B” will normally be any annual raise approved by Marilyn.

If you are doing this in July –
a. in the 1st of these new records, in first field “Name, Date pay changed and Description”, type in “Chantel 7/1/yy” using the 2 digits for current year for “yy”. Column “A” normally will be the prior semester’s value in Column “C”. Column “B” will normally be zero.
b. in the 2nd of these new records, in first field “Name, Date pay changed and Description”, type in “Mollie 7/1/yy” using the 2 digits for current year for “yy”. Column “A” normally will be the prior semester’s value in Column “C”. Column “B” will normally be zero.
c. in the 3rd of these new records, in first field “Name, Date pay changed and Description”, type in “Jenna 7/1/yy” using the 2 digits for current year for “yy”. Column “A” normally will be the prior semester’s value in Column “C”. Column “B” will normally be zero.

Step 3: Column A comes from prior record’s Column C.

Step 4: Column B is normally an annual pay increase approved by Marilyn.

Step 5: Column C is an auto fill.

Step 6: Column D comes from ML Dashboard: select digits only (do not include “%” sign) & copy “Last 6 Cal. Mos. % Collections” for the higher value of that Individual’s % collections or Group % collections up to a max of 100% except for Chantel and Mollie, no upper limit.
Examples:
If that individual’s % collections = 98.1% and Group collections = 101.2%, use 100
If that individual’s % collections = 98.1% and Group collections = 99.5%, use 99.5
If that individual’s % collections = 102.4% and Group collections = 101.3%, use 102.4
If that individual’s % collections = 102.4% and Group collections = 98.7%, use 102.4

Step 7: Column F comes from “6 Calc referral credits v2.fmp12”.
a. Staff Members are supposed to notify Mollie, Marilyn, and Ray about Referrals that they “own”. On or soon after 1/1 and 7/1, email all employees with the following message:
“Please remind Mollie, Chantel, Marilyn, and Ray of any new Referral Clients in the most recent pay period that you are claiming for Gross Pay award purposes.”
b. Look for notes in each Staff Member’s prior pay records concerning such Clients referred and calculate and add money to each associate’s Column “F” as appropriate.
c. For guidance in vetting Referrals, go to “OT2” on webpage Awards Program
d. For help in calculating, use “6 Calc referral credits v2.fmp12” for assistance. This calculator uses the following logic:
I. If this is the 1st pay period that a Staff Member will receive some credit for this referral, to determine the amount of money a new referral client has been billed: use ML, Charges with Start Date = 09/01/2011 (yes 2011); End Date = 6/30 or 12/31 of current year as appropriate (end day of recent 6 month pay period); and select “Work by” each Lawyer and Paralegal in turn; add numbers together to determine total. If that Total < $1,000, there is no credit yet for the referring Staff Member. For each Referral Client where that Total > $1,000, multiply that Total by .2, add amounts from each appropriate new Referral and enter that grand total amount in Column “F”
II. If the Staff Member has received some credit for this referral in any prior pay period, to determine the amount of money the referral client has been billed since: use ML, Charges with Start Date = 1/1 or 7/1 (the beginning date of the recently completed pay period; End Date = 6/30 or 12/31 (the end date of the recently completed pay period; and select “Work by” each Lawyer and Paralegal in turn; add numbers together to determine Total. That credit = .2 x Total. Ensure total award per Client Referral does not exceed $1,000.
III. If amount is zero, add a note saying “no referral credits” to “First Name / lookback period / pay calc for period” field.
IV. Add Column “Y” Notes explaining calculation details.

Step 12: Copy Column “N” for each Business Staffer’s prior record and paste value into her Column “N” new record unless she has elected to change the number which can be equal to or greater than Column “U”. If a Staffer wants to change this number it also needs changed in BofA (Intuit) online payroll.

Step 13: Copy Column “O” for each Business Staffer’s prior record and paste value into her Column “O” new record. If a Business Staffer wants to change this number it needs changed in BofA (Intuit) online payroll as well as here.

Step 14: Note Column “U” must match the current year’s 401k % match. It can be arbitrarily changed near the end of each year for the next year by Marilyn but she lets Staff decide the %. It is important because it affects Column LL. This % must be the same for all employees and must match the same number as published in the BofA (Intuit) online payroll for each employee.

Step 15: Add non-printing Notes in Column “Y” to explain details such as for Referrals. Copy any appropriate text into an email to the Business Staffer in Step below.

Step 17: Note Column “LL” is the automatically calculated Intuit pay/yr taking into account all the above including Column “U”.

Step 19:
a. Take a screenshot of each Business Staffer’s “3 Bus Staff pay calculator.fmp12” results to include black dots at top right and bottom right.
b. Email above screenshot and below “6 Calc referral credits.fmp12” screenshot if any to Business Staffer, and appropriate words such as examples that follow:
Please scrutinize data in the attached pay calculation for this semester, especially scrutinize the:
1. added notes
2. column A through F data entries (look for possible errors)
3. column O, IRS exemptions for possible changes
4. column F, client referral detailed credit calculations
5. column N, 401k contributions for possible changes
Please let me know 3 days or more before mid-month payday if you approve.
Please scrutinize your next paycheck stub to ensure that you understand all details. If you don’t, ask questions. Thank you for all your fine work and contributions that make this office so successful.

Step 20: Follow instructions on “6 Calc referral credits.fmp12” to compute Referral Credit; take a screenshot of each Staffer’s results to include black dots at top right and bottom right.

Step 21: Upon acknowledgment or approval by each Business Staffer, update the number in Column “LL” to BofA (Intuit) online payroll for each employee by January 10 or July 10 as appropriate.