Payroll > Tables > District HR Options
Update the Payroll Clearing Fund/Year field, it should be set to 163/X or 863/X.
CAUTION: No payrolls should be processed prior to the First Pay Date of the School Year.
❏ Under First Pay Date of School Year, update the first pay date of the new school year for each payroll frequency. The date(s) must match the first payroll date(s) indicated on the pay dates table.
The First Pay Date of School Year should be a September date even for June Year-End LEAs.
❏ In the Payroll 4, 5, 6 fields, enter the first pay date for each of the three pay frequency fields in the MM-DD-YYYY format. Once the pay date is entered, it should not be changed until the next school year. The entered date should represent a payroll that will actually be processed, supplemental or regular. If a date is entered and no payroll is actually posted using that date, the system will have difficulty identifying when the new school year began. This could affect how data is handled in the new school year.
Additional first pay date notes
Fiscal Year versus School Year
This pay date is used to determine:
Notes:
If the LEA does not use one of the pay frequencies, access to that field is not allowed. If a user does not have security access to a pay frequency, access to that field is not allowed.
When the first pay date of the school year is changed, if any message displayed includes information about contacting your regional consultant, there are processed pay dates where amounts need to be moved from one school year to another. If these amounts are not moved, it can adversely affect school YTD historical amounts, TRS historical amounts, and reporting, workers’ compensation historical amounts and reporting, and payroll accrual calculations.
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