What to do when you get a notice about overlapping payroll records.
A contact record describes what you did with a student – date, times, and notes. A payroll record tells us how much we need to pay you by describing type, date and times.
It is okay to have overlapping contact records. This simply means you were working with more than one student at a time. This is normal and is called a StudyGroup in our system. This is true even if the contact records do not all start and end at the same time. So a tutor session with one student can turn into a studygroup session if another student joins.
It is not okay to have overlapping payroll records. This means you are asking us to pay you twice for the same time. So if you have overlapping contact records, then you need to have only one payroll record that spans the entire time from the first contact record to the last. Or, if one of the payroll records was an administrative type (such as GroupPrep), then you need to adjust the admin record so that it does not overlap the tutor record – even if this means splitting it in two.
You must use the Tutor Checkout client, not the web client. The Tutor Checkout client manages payroll records. The web client only manages contact records.
How to fix overlapping Payroll records (multiple contacts):
This example is for when you have two overlapping payroll records for student contacts such as: StudyGroup, Tutor, Bridge, Drop-In.
Example: Pay1 is for a StudyGroup from 7-9pm and Pay2 is for Tutor session from 8:30-9:30pm.
Overview: You are going to remove the contact record(s) from one of the payroll records, delete that payroll record, and then add the contact record(s) to the other payroll record. In the example above, it would make sense to remove the Contact record from Pay2, delete Pay2, and then add the Contact to Pay1.
Open one of the payroll records. Note the start and end times. Click on the red-X on the student session detail (these are the contact records). You will be asked if you want to remove or delete it. Pick remove. Repeat for any additional contact records listed. The payroll record now has no students listed. Click on the red [Delete] button.
Open the second payroll record. Make sure the start and end times of the payroll record encompass the start and end times of the first payroll record. Then click on the [Open Contacts] tab. You should see the record(s) you just removed from the first payroll record. Click on the [add] button next to each one.
How to fix overlapping Payroll records (admin and contact):
This example is for when you have an admin type payroll record that overlaps a contact type payroll record.
Example1: Pay1 is for Training from 6-7pm and Pay2 is for a Tutor session from 6:30-7:30pm.
Of course it depends on what really happened, but let’s presume that the training was actually from 5-6pm. In this case, simply correct the times on the Training payroll record.
Example 2: Pay1 is for GroupPrep from 7-10pm and Pay2 is for a Tutor session from 8-8:30pm.
In this case, both things happened and the times are correct. In the case, you need to split the administrative pay, GroupPrep, into two records. Edit the existing GroupPrep record and set the End time to 8pm. Then add a new GroupPrep record from 8:30-10pm.