Purpose Statement
This article explains how to create and manage paygrades within the First Due Personnel module. Paygrades allow departments to configure pay rates for different modules, including stipends, monetary amounts, and points.
By configuring paygrades, departments can standardize compensation information, support module-specific workflows, and maintain accurate pay rate records for personnel.
Background Information
The Paygrades feature is located within the Personnel module under Setup. It allows administrators to create paygrades containing one or more pay rates associated with specific First Due modules.
Each paygrade can include:
Paygrade Name: Identifies the paygrade.
Effective Date: Establishes the date the paygrade becomes effective.
Module: Identifies the First Due module associated with the pay rate.
Pay Rate Type: Defines the rate as Money, Stipend, or Points.
Pay Rate Amount: Specifies the value associated with the selected rate type.
Status: Indicates whether the pay rate is actively used in a module workflow or stored for reference only.
Pay rates display one of two statuses:
Used in Module: The pay rate is actively utilized within the associated module's workflow.
Reference Only: The pay rate is stored for informational purposes and is not currently utilized within an active module workflow.
Departments can also view, edit, and archive existing paygrades. Archived paygrades remain accessible in the archived paygrades list and may be deleted when the user has the appropriate permissions.
Required Permissions
Users must have the appropriate permissions to access Personnel Setup and manage paygrades.
The specific First Due permission names required to create, edit, archive, and delete paygrades have not been verified.
Administrators should confirm that the user's assigned role provides access to the applicable Personnel Setup and paygrade management functions.
Note: Deleting archived paygrades requires additional permissions, as indicated in the demonstrated workflow.
Video
Step-by-Step Guide
Step 1: Navigate to Personnel Setup
1. Open the Module Stack in First Due.
2. Select Personnel.
3. Click Setup.
4. Scroll down and select Paygrades.
5. The Paygrades page will display existing paygrades, including access to archived paygrades.
Step 2: Create a New Paygrade
1. From the Paygrades page, click Add in the upper-right corner.
2. An information message will appear explaining that module rates can be configured for personnel records.
3. Review the information regarding rates actively used in module workflows versus rates stored for reference only.
4. Enter a descriptive name in the Name field.
5. Locate the Effective Date field.
The effective date automatically populates with the current date.
To change the date, click the calendar icon and select the desired date.
Step 3: Add a Pay Rate
1. Locate the Pay Rates section.
2. Click Add Pay Rate.
3. Select the desired module from the Module dropdown.
4. Under Type, select the appropriate pay rate type.
Available options include:
Money
Stipend
Points
5. For this example, select Stipend.
6. Enter the pay rate amount.
- Example: $20 per call
7. Click Add to save the pay rate to the paygrade.
8. Review the newly added pay rate.
Step 4: Add Additional Pay Rates to a Pay Grade
1. Choose the pay grade and in the action's column click edit
2. Click add pay rate.
3. Select the Module in the dropdown, select.
4. Select Type.
5. Enter the pay rate amount.
6. Click Add.
7. Review the newly added pay rate.
Important: A single paygrade can contain multiple pay rates associated with different modules. Each rate may have a different status depending on whether its associated module currently utilizes the rate in a workflow.
Step 5: Save the Paygrade
1. Review the paygrade name, effective date, and all configured pay rates.
2. Confirm that the correct modules, rate types, and amounts have been selected.
3. Scroll to the bottom of the page.
4. Click Add to save the paygrade.
5. The newly created paygrade will now be available within the Paygrades section.
Step 6: View or Edit an Existing Paygrade
1. Navigate to Personnel > Setup > Paygrades.
2. Locate the paygrade you want to review or modify.
3. Select the appropriate action:
View: Review the paygrade details.
Edit: Modify the existing paygrade configuration.
4. If editing, make the necessary changes and save them using the available action.
Step 7: Archive a Paygrade
1. Navigate to Personnel > Setup > Paygrades.
2. Locate the paygrade you want to archive.
3. Select Archive from the available actions.
4. Once archived, the paygrade will appear within the archived paygrades list.
Step 8: Delete a Paygrade
1. Navigate to Personnel > Setup > Paygrades.
2. Access the paygrades list.
3. Locate the paygrade you want to delete.
4. If your assigned permissions allow deletion, select the available Delete action.
Important: Verify that the paygrade is no longer needed before deleting it. The demonstrated workflow does not establish whether deleted paygrades can be recovered.
Best Practices
- Use descriptive paygrade names: Choose names that clearly identify the purpose of each paygrade, such as Stipend, Incident Compensation, or Training Pay.
- Verify effective dates: Confirm that the selected effective date aligns with departmental compensation policies.
- Select the correct module: Associate each pay rate with the appropriate module to ensure accurate configuration.
- Understand pay rate statuses: Review whether a pay rate is marked Used in Module or Reference Only before relying on it in an operational workflow.
- Review amounts carefully: Double-check monetary values, stipend amounts, and points before saving.
- Use multiple rates when appropriate: Add multiple module-specific pay rates to a single paygrade when the department's compensation structure requires them.
- Review paygrades periodically: Keep paygrade configurations aligned with current departmental policies and compensation practices.
- Archive outdated paygrades: Use the archive function to organize paygrades that are no longer needed for ongoing configuration.
- Limit deletion access: Ensure only authorized personnel can delete archived paygrades.
Troubleshooting & FAQs
Why can't I access Paygrades within Personnel Setup?
Your assigned role may not provide access to the required Personnel Setup functions. Contact your First Due administrator to review your permissions.
Why does my pay rate display "Reference Only"?
A Reference Only status indicates that the pay rate is stored for informational purposes and is not currently utilized within an active module workflow.
What does "Used in Module" mean?
Used in Module indicates that the configured pay rate is actively utilized within the associated First Due module's workflow.
Can I add multiple pay rates to a single paygrade?
Yes. You can add multiple pay rates to a paygrade, including rates associated with different modules and rate types.
What pay rate types are available?
The available rate types demonstrated are Money, Stipend, and Points.
Can I change the effective date of a paygrade?
Yes. When creating a paygrade, the effective date automatically populates with the current date. You can select a different date using the calendar.
Can I edit a paygrade after creating it?
Yes. Existing paygrades include an Edit action that allows authorized users to modify the paygrade configuration.
What happens when I archive a paygrade?
The paygrade moves to the archived paygrades list, where it remains accessible for review and applicable management actions.
Why can't I delete an archived paygrade?
Deleting archived paygrades is permission-dependent. Contact your First Due administrator to verify that your assigned role includes the necessary access.
Can I permanently delete a paygrade without archiving it first?
The demonstrated workflow shows deletion as an available action for archived paygrades. Direct deletion of active paygrades was not demonstrated.