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Knowledge Center

Creating Events: Payroll Summary

Purpose Statement

The Payroll Summary feature allows departments to track and manage payroll-related information for event participants within the Events and Activities Module. When enabled, this section ensures accurate compensation tracking for members involved in an event while allowing payroll data to be managed independently from participant assignments.

Background Information

The Payroll Summary section is an optional component of Event creation and is enabled through the Events and Activities Setup area based on department policy. When included, the Payroll Summary automatically populates from the Event Participants list, creating a starting point for payroll tracking without requiring duplicate data entry.

Although the Payroll Summary is initially tied to participants, it can be edited and managed independently. This flexibility allows departments to adjust payroll eligibility, update payroll-specific fields, and maintain accurate compensation records without altering event participation data. This workflow is especially valuable for training events, overtime activities, and special assignments where payroll rules may vary.

Required Permissions

To view and manage the Payroll Summary, users must have:

  • Access to the Events and Activities Module
  • Permission to create and edit Events
  • Permission to view and manage Payroll Summary data
  • Administrative access to Events and Activities Setup (to enable Payroll Summary)

These permissions are typically assigned to administrators, supervisors, training officers, and payroll coordinators.

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Step-by-Step Guide

Access an Event from the Calendar View

  • Navigate to Daily Operations within the Events and Activities Module.
  • Open any of the views: List, Calendar or Daily View
  • Select an Event on the calendar
  • Select the View icon and then select Go to Item to open the Event record.
     



 
 
  • Within the Event record, select the Payroll Summary section.
  • Review the list of members displayed.

By default, the Payroll Summary displays the same members listed in the Participants section.
 

 

 
 
 

Edit Individual Payroll Records

  • Locate a participant in the Payroll Summary.
  • Select the pencil icon in the Actions column.
  • Update payroll-related fields as needed.
  • Save the changes.
 

Remove Participants from the Payroll Summary

  • Select the delete option for a participant in the Payroll Summary.
  • Confirm the removal.

Removing a participant from the Payroll Summary does not remove them from the Event Participants list. Payroll and participation are managed independently.
 

 
 
 
 

Update or Remove Participants in Bulk

  • Select multiple participants in the Payroll Summary.
  • Use the available bulk action options to:
    • Update payroll fields for all selected participants, or
    • Remove participants from the Payroll Summary in bulk
       


 

Re-Add Participants to the Payroll Summary

Add Participants

  • Select Add.
  • The Add Payroll Summary modal opens.
  • Choose from previously deleted payroll records.
  • Add selected participants back to the Payroll Summary.
     


 

Refresh Participants

  • Select Refresh Participants.
  • The system reviews the Participant list.
  • Participants previously deleted from Payroll Summary are re-added.

When using Refresh Participants, payroll-specific fields must be manually updated again.
 

 

 
 

Best Practices

  • Confirm department policy before enabling Payroll Summary for Events.
  • Review Payroll Summary entries prior to payroll processing or reporting.
  • Use individual edits for unique payroll scenarios and bulk updates for consistency.
  • Remember that deleting a participant from Payroll Summary does not affect event participation.
  • Use the Refresh option carefully, as payroll field edits are not retained.

Troubleshooting & FAQs

Why don’t I see the Payroll Summary section?

  • Payroll Summary must be enabled in Events and Activities Setup, and you must have permission to view it.

Why do Participants and Payroll Summary show the same members?

  • Payroll Summary initially populates directly from the Participants list.

Does deleting someone from Payroll Summary remove them from the Event?

  • No. It only removes them from payroll tracking.

What is the difference between Add and Refresh Participants?

  • Add allows you to manually select previously deleted payroll records.
  • Refresh Participants re-syncs Payroll Summary with the Participants list and requires payroll fields to be re-entered.

Can payroll fields be updated for multiple participants at once?

  • Yes. Bulk selection allows payroll fields to be updated or participants removed simultaneously.