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Log on to the next year.

1. Delete next year PMIS.

   
   Position Management > Utilities > Mass Delete Forecast Positions

   

   ❏ Leave all fields blank and click Execute. A list of processing reports is displayed.

   

   ❏ Select the reports to generate, and print or save the reports.

   ❏ Click Process to delete the forecast records. You are prompted to create a backup.

2. Copy current year positions to the next year.

   
   Position Management > Utilities > Create Forecast Positions

   

   If an LEA has the Percent of Year field set to less than 100% of the stipend amount on the Position Management > Maintenance > PMIS Supplement Modify > Position Record tab, they should consider whether or not to select the Reset Supplement Amounts based on Extra Duty Code Table Default Amount field.

   If the Reset Supplement Amounts based on Extra Duty Code Table Default Amount field is selected, the amount on the supplement position record is reset to match the amount on the extra duty table.

   ❏ Select all fields and click Execute. A list of processing reports is displayed.

   

   ❏ Select the reports to generate and print or save the reports. Verify any errors and make corrections as needed.

   ❏ Click Process. You are prompted to create a backup.

3. Update the fiscal year for distributions.

   
   Prior to completing this step, verify that the new year budget is initialized in ASCENDER.

   Position Management > Utilities > Update Fiscal Year by Fund

   ❏ Select the fund/years to be incremented. This process increments the position distribution fiscal year by 1.

   

   ❏ Click Execute.

4. Generate the Position Listing by Campus Report.

   
   Position Management > Reports > PMIS Reports > HRS8050 - Position Listing by Campus

   Generate the Position Listing by Campus Report from next year Position Management to determine the following:

   • If any employees need to be moved to a different position.
   • If you have vacant positions you need to update with employee information.
   • If you have any supplemental positions that need to be updated for stipends.

   
   

5. (If necessary) Update regular and supplemental positions.

   
   

   Note: If your LEA comes across a situation where teachers are not being captured in the ASCENDER Student system for grade reporting or scheduling, contact your regional ESC consultant for guidance.

   Position Management > Maintenance > PMIS Position Modify or PMIS Supplement Modify

   

   If working on the Distribution tab, you must select an account code from the autosuggest drop down in the Account Code field versus typing in the full account code in order to validate against the grant code table.

   If necessary, use one of the following options to vacate an employee from a position:

   ❏ Option 1: It is best practice to use the Position Management > Utilities > Vacate Employee from Forecast Positions page to vacate a position.

   Typically, when an employee decides to leave the LEA at the end of the year, the employee is paid off in payroll at the end of their contract; therefore, no additional action is necessary for the current year. However, in the forecast records, the employee must be removed from all existing positions.

   

   • Retrieve the employee's position record.
   • Select the Vacate check box for each position.
   • Click Save.

   
   ❏ Option 2: Use the Position Management > Maintenance > PMIS Forecast Change page (only available in the next year payroll) to change an employee from one position to another. A list of the employee's existing positions is displayed with a section to either enter a new position or vacate a position.

   

6. Generate the PMIS/Payroll Discrepancy Report.

   
   Position Management > Reports > PMIS Reports > HRS8054 - PMIS/Payroll Discrepancy Report

   Generate the PMIS/Payroll Discrepancy report to determine if there are any active employees not assigned to a forecast position. Below are some examples of the PMIS/Payroll Discrepancy report:

   

   

7. Generate a user-created report.

   
   Position Management > Reports > User Created Reports > CYR/NYR Positions

   Generate a PMIS user-created report to verify that the Increase Eligible field is selected for applicable positions. It is possible that the field is not selected for new LEA employees from last year.

   ❏ It is recommended to verify the Nbr Remain Payments field prior to calculating salaries.

   ❏ Select the following fields on the user-created report:

   

   ❏ Click Create Report. The report is displayed. Use the sort/filter functionality to group the applicable data.

   Note: The number of remaining payments reflected on the report is displayed on the Job Info tab as the number of annual payments and the number of remaining payments for the employee for any P position type. If the LEA uses S acct types or business allowances for extra duties, S position types on this report should reflect the correct number of remaining payments. Prior to continuing, make the necessary position corrections.

8. Update position records.

   
   Position Management > Maintenance > PMIS Position Modify > Position Record

   If necessary, update the Increase Eligible field to identify the employees who are eligible to receive a salary increase for the new school year when running simulations. Only the employees with this field selected will receive a salary increase.

   

   ❏ Clear the Increase Eligible field for new employees who are not entitled to a salary increase. Remember that the next year Position Management pay step reflects the same current year Position Management pay step, and the step is increased in the salary simulations if the Increase Eligible field is selected.

   

   ❏ If necessary, update the New Employee field to identify new employees on forecast position records. If selected, the salary simulations will budget the employer contribution for new employees even though they do not have current year payroll records.
   
   

   Notes:
   
   This field is not displayed on supplemental position records.
   
   If the position is changed to any status other than Active, the field is disabled.

   ❏ Clear this field If an employee is no longer new to the LEA.

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   Position Management > Maintenance > PMIS Position Modify > Budget

   If there are retirees who work in the LEA, confirm that the TRS Status field is set to 5 - Retired. If the TRS status is incorrect, there is a possibility that the status will be incorrect (TRS-eligible) when the employee is moved to the current year payroll.