Overview

If you're calculating salaries from attendance, all your teachers' regular scheduled work will appear on their rolls as part of the usual process. If the teacher does additional work, there are options for how to manage it. 

If the teacher is simply giving an additional lesson to an existing student who is already enrolled with them, see Add Additional Lessons.

For other work, if you know about the work in advance, you have the option of creating it in their Staff record as a Pre-Approved Payment.

This guide is for how to add miscellaneous extra work to a teacher's pay claim after the rolls after generated.

Setup

Before any extra work can be claimed, there must be a Pay Rate set up for it. Go to Setup Files > Pay Rates.

This screen shows all the Pay Rates you have set up. It includes the "Tuition" and "Ensembles/Classes" records that were created when you set up your Fee Types, as well as any additional records you have created. 

  • Administrators can use any of the Pay Rates in this list to add additional work to a teacher's pay claim.
  • Teachers can only create pay claims for additional work using a Pay Rate that has the Category "Other".
    • To make options available for teachers to submit additional pay claims themselves, create the relevant Pay Rates with the Category "Other".

Teachers

Pre-Approved Payment

As a music teacher, when administrators have set up a Pre-Approved Payment for you, it will simply appear on your roll. The text will be coloured green. 

You just need to mark it the same way you mark a lesson or ensemble that took place, and it will be counted in your Salaries calculation.

Other Additional Work

If you're adding something yourself that doesn't appear on your roll, you need to add it not from the roll, but go to Payments > Additional Pay Claim.

Fill in the details of the work.

Type of Work: You will only have the options of work that the administrators have set up with the Category "Other".

The Unit, Rate, and other fields on the bottom row will be pre-filled based on your selection in Type of Work.

Qty: Take care to enter the quantity in the correct units as shown. If the work is set up as "hours", enter the number of hours. If it is set up as "sessions", you will generally need to enter "1" in the quantity unless the work encompassed multiples of the session.

Viewing Past Work

If you have added work in this section before, you can view your previous entries using the "PREV" and "NEXT" arrows.

Note: Only the entries that have not yet been sent to Salaries will be visible here. To see entries from previous pay runs, select Previous Pay Claims from the Payments menu. 

If your file does not have this button yet, use instead the View past pay claims (last 90 days) button at the bottom of the Additional Pay Claim screen.

Administrators

As noted above, there are separate processes to Add Additional Lessons or create a Pre-Approved Payment.

To add additional work to a music teacher's pay claim after generating the rolls, you need to add it directly in the Salaries module.

  • Go to Office Admin > Salaries
  • Go to Between Pay Dates::Add to or edit charge sheet

  • Select the music teacher and Continue
  • Select the green + button to create a new record.

Fill in the fields. Each selection you make determines the options available in the next field.

  • You can either enter a start and finish time, in which case you will see a button that makes Music Monitor calculate the quantity, or you can leave the time fields blank and enter the quantity yourself.
  • If you enter the quantity directly, make sure it takes account of the units that are showing. If the work is a 30-minute class and the unit is "sessions", then quantity 1 will be half an hour, but if the unit is "hours" then quantity 1 will be a whole hour.