Once you hire an applicant, a Financial tab is added to their record. This is where you'll store tax withholding details, salary figures, and one-off transactions like bonuses or deductions — information you'll need when generating staff contracts or exporting data to your payroll service.
In this article:
Set up tax withholding and salary fields on a staff record
Add one-time transactions like bonuses or deductions
Create custom transaction items for your organization
Video Walkthrough
Financial Tab Overview
Open a hired staff member's record and click Financial.
Review the four columns: tax withholding, tax filing, salary, and contract/agency details.
Click the yellow edit button in the bottom left to begin editing.
📋 Note: Some fields — like Social Security Number and salary — require elevated permissions. Make sure Staff Financials: Salary is set to Authorized in your user group settings for anyone who needs access.
Tax Withholding and Filing
Mark the staff member as Domestic or International. International staff won't need to complete domestic tax forms, and this field is available as a filter on forms and reports.
Enter their payroll number, marital status, and unemployment/social security tax details.
Assign a budget code if your organization tracks salary allocation this way.
Record whether the staff member has submitted their W-4 and I-9.
Enter tax withholding details, including dependents claimed and work/tax state.
📋 Note: Budget codes are entered on the backend by Campminder. If you don't see the code you need, submit a ticket with the code details.
💡 Tip: Staff can upload signed tax forms directly through CampInTouch — you'll cover this in more detail in the Forms article.
🎯 Try it now: Go to a staff member's Financial tab and confirm their domestic/international status and budget code are set correctly. Come back when you've done it.
Salary Information
Enter salary payments by type — base, bonus, travel allowance, pre/post camp, non-taxable, referral, and more.
Use the memo field next to each amount to note details like per hour, per week, or per season.
For pre/post camp salary, click the calculator link, enter the pay rate and number of days, then calculate and save.
Enter any non-taxable salary amounts in the dedicated fields.
Save to see the total salary and total taxable salary calculated automatically.
💡 Tip: Each salary type has its own merge field, so keeping them separate here makes building accurate staff contracts easier.
Expected Salary and Agency Details
Review expected salary (from the staff application) and prior season salary, if applicable.
For staff sourced through an agency, select the agency from the dropdown.
Enter the agency ID number and any fee paid.
Record contract dates sent, returned, and due, along with any special employment terms.
Mark the staff member as seasonal, if applicable.
📋 Note: The agency dropdown is customizable — add agencies under Admin > Staff > Agencies.
🎯 Try it now: Go to Admin > Staff > Agencies and confirm your organization's agency list is current. Come back when you've done it.
Staff Transactions
Use transactions to add to or subtract from a staff member's salary outside of the standard salary fields — for example, a bonus or a cash advance.
From the Financial tab, click the Transactions link in the salary column (or use the arrow next to the Financial tab and choose Transactions).
Choose Debit (subtracts from salary) or Credit (adds to salary).
Select the transaction item from the dropdown.
Enter the date and amount, and add a memo if needed.
Click Add to Account to save the transaction.
Creating Transaction Items
Navigate to Admin > Staff > Transaction Items.
Enter a name for the item and, optionally, a default amount.
Save — the item now appears in the transactions dropdown for all staff records.
🎯 Try it now: Go to Admin > Staff > Transaction Items and review your current list. Add one your camp uses regularly if it's missing. Come back when you've done it.
🏕️ Camps in Action
A camp charges staff a flat fee any time a supplied uniform piece is lost or damaged.
Rather than tracking this manually, the admin created a transaction item with a pre-set amount. Now any staff member who needs a replacement gets a quick debit transaction applied — no separate spreadsheet, and it shows up automatically in staff financial reports.
Before you move on, check yourself:
Can you locate and update tax withholding and salary fields on a staff record?
Do you know the difference between a debit and a credit transaction?
Do you know where to create a new transaction item for your organization?
Ready for the next step?
Staff Financial Reports — Run reports combining salary and transaction data
Staff Contracts — Send and track contracts using salary merge fields