Tracking instructor pay

Most schools pay instructors per class, per hour, or a flat salary. Rosterra tracks classes taught so you can pay accurately without a separate spreadsheet.

Setting up pay

For each instructor at /settings/staff, set:

• Pay type. Per class, per hour, salary, or commission.
• Pay rate. The dollar amount.
• Pay period. Weekly, bi-weekly, or monthly.

Per-class is the most common for part-time instructors. Salary is common for the head instructor or owner.

Per-class

When the instructor is marked as the teacher of a class, Rosterra logs the class for payroll. The rate they earn is whatever you set.

You can override the rate for specific classes (e.g., higher rate for the advanced adult class, lower for the homeschool morning slot). Set the override on the class settings page.

Per-hour

Same idea, but the system tracks the duration of each class taught. An instructor running a 60-minute class earns one hour of pay; a 90-minute class earns 1.5 hours.

Commission

Some schools pay a percentage of the revenue from programs the instructor teaches. Set the commission rate per instructor and per program. Rosterra computes the commission at the end of each pay period from the revenue attributed to that instructor's classes.

This is mostly used for senior instructors who get a slice of their classes' tuition revenue.

Generating payroll

At the end of a pay period, go to /reports/instructor-pay and pick the period. Rosterra shows you:

• Each instructor and what they earned.
• The breakdown by class (per-class pay) or by hours (per-hour pay).
• The total to pay each person.

Export the report as CSV for your payroll provider. The CSV is compatible with Gusto, QuickBooks Payroll, and similar tools.

Substitute instructors

When an instructor covers for another, the substitute earns the pay for that class. The instructor scheduled to teach gets nothing for that class.

To record a substitute, on the class attendance page change the Instructor dropdown to the substitute and save. The pay tracking updates automatically.

Bonuses and one-off payments

For bonuses, retention awards, or any one-off payment, add a manual line item from the instructor's pay page. Set the amount and a note (visible to your payroll provider as the description).

What Rosterra does not do

• Issue paychecks. Use Gusto, QuickBooks Payroll, or your accountant.
• Withhold taxes. Same.
• Track 1099 vs. W-2 status. Same.

The job here is to feed your payroll system accurate hours and amounts.