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School-level feature — managed within your school portal at yourschool.deandesk.com, but access requires an institution Identity: Super Admin Identities can view and edit, and Admin Read-Only Identities can view. School admins without a linked Identity do not see this page. See Institutions & Schools for how the two levels relate.
Time and Payroll computes what each staff member earns per pay period based on your scheduled course sessions. You set hourly and per-period rates once, and DeanDesk attributes course hours to staff automatically each period — no timesheets required for regular teaching time. Open Time and Payroll from the school Admin Dashboard. Three stat pills at the top summarize the current period: Staff, Hours, and Gross.

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How pay is calculated

For each pay period, DeanDesk attributes scheduled course session hours to your staff. Gross pay for each role is:
payable hours × hourly rate + per-period pay + ad-hoc pay
A staff member with multiple roles (e.g., teacher in one course, TA in another) gets a separate line per role, and their record totals the roles together.

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Who gets the hours for a session

Each course schedule entry can have an assigned Teacher/TA, set when creating or editing the course (the default is Unassigned).
  • If a session has assigned staff, that person receives the payroll hours for the session.
  • If a session is unassigned, the hours go to the course instructor.
Assigned staff also appear on calendar views, so the schedule and payroll always agree on who is teaching.

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Set up payroll

1

Configure settings

On the Settings tab, set:
  • Pay period — Bi-Monthly or Bi-Weekly (default bi-weekly)
  • Payroll processed day — bi-weekly only: the weekday each period closes (default Friday)
  • Default teacher attendance — Mark Present counts scheduled course hours toward pay by default; Mark Absent keeps scheduled hours visible but unpaid until you override them
  • Allow teachers to log additional hours — toggle whether teachers can record hours beyond their scheduled course time
2

Set staff rates

On the Staff Rates tab, each staff member has one row per role (teacher, TA, admin). For each row, set:
  • Hourly rate — applied to payable hours
  • Per-period pay — a flat amount added every pay period
Edit as many rows as you need — changes save together via the save bar.
3

Set course rates (optional)

On the Course Rates tab, fine-tune pay per course:
  • Paid checkbox — unmark a course so its sessions generate no pay (useful for volunteer-led or free classes)
  • Per-staff overrides — for a specific staff member on a specific course, set hours per week, an hourly rate, and a note
Course overrides take precedence over the staff rates you set in the previous step.
4

Review records each period

On the Records tab, review the payroll run, verify each staff member’s pay, and mark records paid. See below for everything you can do here.

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Records

The Records tab is the payroll run view — one row per staff member for the selected pay period.
  • Pay period navigation — move between pay periods to review past or upcoming runs
  • Search — find staff by name
  • Filters — by status (Pending, Verified, Paid) and by role
  • Sort — by employee, hours, or gross pay

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Verifying and paying

Each row has Verify and Mark Paid actions. To process many records at once, select multiple rows with the checkboxes and apply a bulk status change.

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Record details

Expand a row to see a per-role breakdown: source hours, payable hours, hourly rate, per-period pay, ad-hoc pay, and the role total. From the expanded view you can also:
  • Add ad-hoc hours — date, hours, an optional rate, and a description (e.g., a substitute shift or event coverage)
  • Override the record — adjust its hours, rate, or total, with a note explaining why
Every change to a payroll record is captured in an audit log, so you always have a trail of who adjusted what and when.

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Best practices

  • Verify before you pay. Use Verify as a review checkpoint, then bulk Mark Paid once payments go out — the status filter makes it easy to see what’s left.
  • Assign staff to sessions. Setting the Teacher/TA on each schedule entry keeps payroll accurate when someone other than the instructor covers a class.
  • Use course overrides sparingly. Staff rates cover most cases; reserve course-level overrides for courses with genuinely different pay arrangements, and leave a note.
  • Always add a note when overriding a record. Notes make the audit log useful when you review pay history later.