This guide will show you how to calculate teacher pay in SpeedAdmin. If you haven’t yet done so, you will need to first complete the steps in our Salary Calculator – Set up guide.
Teacher Salary Information (Teacher profiles – Salary tab)
You will need to enter the employment dates for your teachers to be pulled into the salary calculator function. This is done directly on your teachers’ profiles/accounts.
Complete the mandatory fields under the salary tab as below:
- Teacher Pay Grade – select the relevant paygrade from the dropdown options.
- Add the employment start date, Department, Salary type, Job Title, and employment percentage. You can also add any relevant comments.
- Select ‘Insert’ to save.
Once this information has been added, and providing they have active bookings, the teacher will now pull into the salary calculation report.
Calculating Teacher Pay (Menu > Calculate Teacher Pay)
If you do not already have it, you will need to add ‘Calculate Teacher Pay’ as a menu item. In our example, this is found under ‘Teacher Hours’ on the Superuser menu bar. You can add this as a menu item under Settings > Menu:
Using the salary calculator:
- Select the salary period you wish to calculate.
- You can also filter by specific salary types, for example, if you only want to calculate pay for hourly paid teachers.
- Select ‘Calculate’ to calculate the pay as per the filters you have selected:
- You will then see the calculated hours and associated pay for all relevant teachers. Clicking on the dropdown arrow next to each teacher’s name will expand the selection to give you a full breakdown of their delivered bookings.
The breakdown is itemised per booking/activity, showing you how many times it was delivered during the chosen salary period, the total sum of hours for that booking/activity, the hourly rate the teacher receives for that activity in relation to their pay grade, and the total amount they should be paid:
Top tip – the sum of hours column is booking length in minutes multiplied by the number of times that booking took place in the salary period. If your service uses hour adjustments on courses/ensembles, these will also be taken into consideration in the sum of hours calculation:
- If you wish to adjust the pay for whatever reason (e.g. the teacher receives additional pay for added responsibility such as leading a large ensemble, and you haven’t used the ‘adjustment’ field to reflect this), you can do so by clicking ‘Adjust’ against the relevant payline. Enter a comment, the number of minutes and number of times; the amount for this adjustment will then be calculated automatically using the salary rate:
The adjustment will then show as an additional line in the pay breakdown. This can be further amended or deleted if needed: - To add additional pay items which are unrelated to any booking/activity delivery, select ‘Add Custom’ against the relevant teacher:
You can then enter a comment to show what this custom payment is for and add the amount manually. Alternatively, you can select a salary rate and enter number of minutes and number of times if you would like the system to calculate this for you. You can also link this custom payment to a specific course school:
The custom payment line will then show at the top of the teacher’s pay breakdown: - If you need to add a custom payment for a teacher who is not included in the salary calculation (e.g. they have not delivered any teaching in the salary period but have expenses to claim for), you can do so by selecting the three dots and then ‘Add teacher:
Select the teacher you wish to add a payment for. Then, complete the fields in the same way as you would an ‘Add Custom’ payment: - Running the calculation may identify some required timetable amendments e.g. cancellations that haven’t yet been made in a teacher’s timetable, or an adjustment was added incorrectly. If you make any changes to your teachers’ timetables, you will then need to ‘Recalculate’ that salary period:
- When you are sure that the salary calculation is correct and you’re ready to export the information, select ‘Lock’:
IMPORTANT! – Once the salary period has been locked, you will not be able to unlock this again. If you need to make any further changes, you will have to contact Support and ask them to unlock the relevant salary period for you.
- Once locked, you will then be able to export the calculated salary period as an Excel document. Select Export, add a file name, then choose the columns you would like to include (the default is set to all columns):
- You can also export a simple overview of the teachers’ hours and salary by using ‘Simple Teacher Report’:
This gives you the salary step, total hours, and total salary for your teachers without the full itemised breakdown of their delivered activity: - Ideally, all teacher timetables will be up to date by a set deadline before you calculate each salary period – but we know this can’t always happen! If there are any late amendments that are made after you have run your payroll, these will need to be incorporated into the following salary period. You can check for any changes by running the ‘Difference report’.
e.g. If you are calculating October’s salary period, you would first go to September and run the difference report for that month:
The export will show any differences made since the September salary period was calculated and locked:
These differences can then be added as ‘Add Custom’ payments/adjustments in the October salary period.