Purpose Statement

The Event Payroll Summary tab enables departments to track personnel attendance and allocate points or stipends for event participation. This functionality is primarily designed for volunteer or combination departments that need to manage compensation, point systems, or attendance tracking for training events, meetings, and other departmental activities.

Background Information

The Event Payroll Summary feature is an optional component that must be enabled by administration in the Events and Activity setup section. This tab only appears during event creation for departments that have activated payroll tracking functionality. The system provides comprehensive tools for managing individual and bulk updates to attendance records, time tracking, compensation rates, and point allocation.

This feature supports departments that operate point-based systems for volunteer recognition, stipend payments for training attendance, or detailed time tracking for compliance and budgeting purposes. The payroll summary operates independently of general event participation, allowing for specialized financial and administrative tracking.

Required Permissions

Based on the system permissions structure, users need the following permissions to create and configure events:

Required for Basic Event Creation:

• Events > General > Events
• Events > General > Event - Create Event Entry

Required for Advanced Event Configuration:

• Events > General > Add Event From Template (if using templates)
• Events > General > Create Recurrence (for recurring events)

Note: Event creators automatically have the ability to configure all aspects of events they create, but some advanced features may require additional administrative permissions.

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Step-by-Step Guide

Accessing Event Creation

1. Navigate to the Events and Activities Module
   • From the main navigation menu, select "Events and Activities"
     
   • Select "Event List" from the module options
     
     
     
     
     
2. Start Event Creation
   • Click "Create New Event" to open the event creation window
     

Configuring Required Event Fields

1. Enter Event Name
   • Provide a clear, descriptive name for the event
   • Use naming conventions that help identify the event type and purpose
2. Select Event Type
   • Choose an event type from the provided dropdown list
   • Event types are pre-configured in the Events and Activity setup section
3. Set Start Date and Time
   • Select the event start date using the date picker
   • Set the specific start time for the event
4. Set End Date and Time
   • Select the event end date using the date picker
   • Set the specific end time for the event
     
     
     
     
     
5. Access Payroll Summary Tab
   • Select the "Payroll Summary" tab to begin payroll management

Note: This tab only appears if payroll summary is enabled by administration within Events & Activities Setup

Managing Individual Participant Payroll Data

1. Edit Individual Participant Information
   • Locate the participant you want to update in the payroll summary list
   • Click the pencil icon next to their name to open the edit interface
     
     
     
     
2. Update Participant Fields
   • Modify any of the displayed fields for that specific participant
   • Available fields typically include time tracking, compensation, and point data
     
   • Click "Save" to confirm individual participant updates and the changes apply only to the selected participant
     

Using Bulk Update Functionality

1. Select Multiple Participants
   • Use checkboxes to choose multiple participants that need the same information updated
     
   • Click the "Update" button after selecting participants
     
     
     
     
     
2. Choose Fields to Update
   • In the "Field to Update" menu, select from the following available options:
     • Time In: Record arrival/start time
     • Time Out: Record departure/end time
     • Total Time: Calculate or set total attendance time
     • Activity Type: Specify the type of activity or event participation
     • Stipend: Set compensation amount
     • Pay Rate: Define hourly or event-based pay rate
     • Point Total: Assign points for volunteer recognition systems
     • Description: Add notes or additional information
       
       
       
       
       
3. Configure Bulk Updates
   • Select "Continue" after choosing the fields to update
   • The selected fields will appear in a modal for editing
     
   • Enter the desired values for each selected field
     
   • Click "Update" to apply changes to all selected participants
     
   • All selected participants will have their records updated simultaneously
     

Removing Participants from Payroll Summary

1. Locate Participant for Removal
   • Find the participant you want to remove from the payroll summary
     
   • Click the trash can icon next to the participant's name
     
   • Participants remain as event attendees but lose payroll tracking data. This action affects only compensation and point tracking, not event participation

Important: This only removes the participant from payroll tracking, not from the event itself

Best Practices

Do's

• Complete event and participant configuration before accessing the Payroll Summary tab
• Use bulk updates efficiently when applying the same information to multiple participants
• Keep accurate time tracking records for compliance and budgeting purposes
• Document activity types clearly for proper compensation categorization
• Regularly review payroll summaries for accuracy before finalizing events

Don'ts

• Don't delete participants from payroll summary unless they shouldn't receive compensation or points
• Don't skip time tracking if your department requires detailed attendance records
• Don't use bulk updates without carefully selecting the appropriate participants
• Don't modify payroll data without understanding your department's compensation policies
• Don't forget that payroll deletion doesn't remove participants from the event itself

Tips & Recommendations

• Establish standard activity types and pay rates before creating events with payroll tracking
• Use bulk updates to streamline data entry for events with many participants
• Document clear descriptions for complex events or special compensation situations
• Coordinate with department administration to understand point allocation policies
• Consider using templates for events with consistent payroll requirements
• Verify participant information before applying bulk updates to avoid errors

Troubleshooting & FAQs

Q: Why don't I see the Payroll Summary tab when creating events?
A: The Payroll Summary tab only appears if your department has enabled this feature through administration in the Events and Activity setup section. If you don't see this tab, your department is not utilizing payroll summary functionality, or you may lack the necessary permissions.

Q: What's the difference between deleting a participant from payroll summary versus removing them from the event?
A: Deleting from payroll summary (trash can icon) only removes their compensation and point tracking while keeping them as event participants. Removing from the event entirely would be done in the Participants tab and would remove them from both participation and payroll tracking.

Q: Can I add participants to payroll summary who weren't originally assigned to the event?
A: Participants must first be added to the event through the Participants tab before they can appear in the Payroll Summary. The payroll feature tracks compensation for existing event participants, not independent individuals.

Q: What happens if I bulk update the wrong participants by mistake?
A: Bulk updates apply immediately to all selected participants. If you make an error, you'll need to either use another bulk update to correct the information or edit each affected participant individually using the pencil icon.

Q: How do I know what activity types and pay rates to use?
A: Activity types and pay rates should be configured by your department administration in the Events and Activity setup section. Contact your administrator or refer to department policies for guidance on proper compensation categorization and rates.

Q: Can I export or print payroll summary information for reporting?
A: The system may provide export functionality for payroll data, but specific options depend on your system configuration and permissions. Check with your administrator about available reporting tools for payroll summary data.

Related Articles

1. Events & Activities: Event List Overview
2. Events & Activities: Where to create an Event
   
3. Events & Activities: Creating a New Event (Event Tab)
4. Events & Activities: Creating a Recurring Event
5. Events & Activities: Creating a New Event (Checklist Tab)
   
6. Events & Activities: Creating a New Event (Participants Tab)