Log on to the current year.

Payroll > Reports > User Created Reports

Generate a user-created report to identify the employees who begin their new contract in August. It is possible that the employees are inactive in the current year, be sure that the Active Employees Only field is not selected.

❏ Prepare a list of new hires as a supplement to this list. Sort by the Payoff Date to verify that all employees with a July payoff date have the same date. For example, it is possible that an employee has a payoff date that is a day before or after the actual July payoff date.

❏ Use the current year payroll Payroll > Maintenance > Staff Job/Pay Data > Job Info tab to make corrections as needed.

❏ Generate a user-created report again to verify that all of the data is accurate. Filter the report using the LEA's July payoff date (YYYYMMDD).

Log on to the next year.

Position Management > Utilities > Move Forecast to NY Payroll

If your LEA uses ASCENDER Grade Reporting and/or accrues, 10-month employees may need to be moved to next year payroll.

❏ Complete the following:

• In the Select Pay Frequency field, select the frequency that represents the LEA's next year payroll.
• Select Update TRS Year Flag.
• In the Select First Pay Date Codes or blank for ALL, select the first pay date codes that represent the 10-month employees.
• Select Include Extra Duty pay.

The additional fields can be used to move select employees and positions.

❏ Click Execute. Generate the Move Forecast Process Error Listing and correct any errors prior to continuing the process.

❏ Click Process to process the final simulation.

• Ensure that the August payroll is processed.
• Run the Regular Payroll (RP) extract with the Child Nutrition values (if applicable) and interface to Finance in order to run the TRS On-Behalf process and continue the end-of-year process in Finance.
• Create a folder (e.g., Preliminary Aug TRS Reports) and save all extracts for verification purposes.
• Do not report or submit any records to TRS at this time.

Skip this step if your LEA does not accrue in ASCENDER.

After completing the August Accruals process and interfacing to Finance, ensure that there are no changes to the employee’s distribution accounts until the August accruals are posted to the payroll history as part of the end-of-year process (First Payroll of the School Year Checklist).

Log on to the next year.

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

Generate a user-created report to identify employees who have a 9/1 or later start date.

Position Management > Maintenance > PMIS Position Modify > Position Record

Retrieve each employee.

For TRS purposes, select the Accept Changes field to avoid moving the employees to the current year payroll.

Log on to the next year.

Payroll > Next Year > Copy NYR Tables to CYR > Copy Next Year Tables

❏ In the School Calendar field, select only the 10-month employee calendars.

❏ Click Execute.

Log on to the current year.

Payroll > Reports > User Created Reports

❏ Generate a user-created report with the Hrs Per Day, Wkly Hrs Sched, and Payoff Date fields selected. These fields are overwritten when positions are moved from the next year to the current year.

❏ Identify the employees who have an August payoff date, and then use the Mass Update utility to update the fields after all positions are moved from the next year to the current year.

Log on to the next year.

Position Management > Utilities > Move Forecast to CYR Position and Payroll

This process is used to move payroll and position forecast records to the current year PMIS with the same information that is set up in the next year PMIS records.

It also updates fields on the following Maintenance tabs: Employment Info, Pay Info, Job Info, Distribution

The Accept Changes field must be cleared when moving position records from forecast to current; otherwise, position records cannot be moved. The Accept Changes field is cleared after running a simulation with the Update Forecast field set to Yes. Similarly, you cannot run a simulation for positions without the Accept Changes field selected.

• In the Select Pay Frequency field, select the payroll frequency to be updated. LEAs with multiple frequencies must individually process each frequency.
• Do not select Include Vacant Supplements.
• Do not select Validate Accounts against General Ledger at this time. Distribution accounts in next year PMIS reflect the fiscal year for the upcoming school year. Finance still reflects the current year for the fiscal year in the general ledger. When running this process, the error report reflects funds for employees who are included in the process. It is necessary to create the funds with the new fiscal year on the Finance > Tables > Account Codes > Fund tab. It is NOT necessary to set up codes in the Chart of Accounts.
• Do not select Update TRS Year. If an employee has this field selected but they are now a 10-month employee, the TRS Year field is cleared when the 10-month move is processed.
• Select Update Workers’ Comp Annual and Remaining Payments if the LEA expenses worker's compensation in ASCENDER. The system references the # of months in Contract and makes the WC Ann Pymts and WC Remaining Pymts match this field.
• Leave the Additional Workers’ Comp Payments field blank. It is not necessary to populate this field even if the LEA expenses workers' compensation in ASCENDER.
• In the Select a Stat Minimum Salary Table (CYR/NYR) field, select the year (current or next ) that contains the tables with the updated amounts. If it is a legislative year and the state minimum amounts are updated.
• In the First Pay Date Codes or blank for ALL field, select only the first pay date codes for employees who receive their first paycheck in July.
• Select Include Extra Duty to include the supplement pay with the regular pay.

❏ Click Execute to execute the process. The following reports are available:

• Move Forecast Process Error Listing Important errors

  Error Message	Description
  Warning: The employee has Contract Balance amounts not equal to zero for current jobs.	The employee has not been paid off by payroll.
  Failure: Position Accept Changes Flag set to Y	The position will not be moved to the current/payroll.
  Failure: Emp Nbr must have one position declared as primary.	The error does not necessarily reference the Primary Job field on the position. If an employee has a regular position and a supplement position, but there is an error that causes the primary position to fail, this message often indicates that there is only a supplement position to be moved. It is recommended to review and correct any errors that begin below this message about primary positions. After making those corrections, run the process again. This may resolve the primary job errors. This error also occurs when calendars have not been copied to the current year.
  Warning: Emp Nbr has multiple supplement positions for the same job; however, one or more of the following do not match: Campus ID, Dept, TRS Status Code, FTE Units, Incr Elig, Max Paymts, FICA Elig, Unemp Elig, EEOC, Workers Comp, Supplement Extra Days or Category Cd. The values from lowest Supplement Position Number/Billet may be used if new rows are inserted for the Pay Info and Job Info tabs.	This error indicates that the fields on the Payroll > Tables > Salaries > Extra Duty tab do not match those selected on a supplemental position. Use the Position Management > Inquiry > PMIS Staff Inquiry to determine the Position Number and Billet for any supplemental positions for the employee. Then, use the Position Management > Maintenance > PMIS Supplement Modify page to retrieve the position and billet and compare the fields on the position to the Payroll > Tables > Salary > Extra Duty tab for the extra duty number on the supplement. For example, in some cases the W/C code on the position may not match the W/C code on the table. Or, the Exp 373 field on the position may be selected, but the Exp 373 on the table for that extra duty code may not be selected. Either the table or the position needs to be updated so that they both match. If changes are made to the Extra Duty table, it is necessary to move the table to the current year payroll before proceeding.

• Update CYR Positions From Forecast - The error report lists any funds that need to be set up in the Finance tables.

• Update CYR Payroll From Forecast by Employee Name

Log on to the current year.

Verify the current year data to confirm that the salaries are correct. The highlighted fields are updated:

Log on to the current year.

Payroll > Utilities > Mass Update > Employee

Skip this step if your LEA has a 7/1 fiscal year.

Mass update the fiscal year to the next school year for all employees.

Select Fiscal Year and type the next year fiscal year. Before processing, stop to consider if the LEA uses other fiscal years in the account codes for employees. If the entered year is not the only used fiscal year, additional parameters may need to be selected.

Contact your regional ESC consultant if you need assistance.

Mass update the current year Wkly Hrs Sched and Hrs Per Day fields.

• Select Wkly Hrs Sched and type the number of hours displayed for the majority of employees. Any exceptions can be manually updated in the current year payroll. Reference the previously generated user-created report.
• For LEAs that use the hours per day functionality in the current year payroll, select the Hrs Per Day field and type the number of hours per day for the majority of employees.
• Use the parameters to select specific groups of employees for the update.

Payroll > Reports > Payroll Information Reports > HRS6000 - Account Code Comparison

This report compares the account code on the employee’s master distribution record and compares it to the Chart of Accounts in Finance file ID C.

Complete the following parameters.

If your LEA has multiple pay frequencies, generate the report for each frequency. The generated report should be blank. If any account codes are listed, determine if the account codes need to be added to the Chart of Accounts in Finance or if the employee distribution record needs to be modified.

Payroll > Reports > Payroll Information Reports > HRS6050 - Contract Balance Variance Report

This report looks at the pay rate for each employee and multiplies it by the number of remaining payments, and compares that amount to the Contract Balance on the Job Info tab. If there is a variance of more than a few pennies, perform manual calculations to determine if any corrections are needed.

Generate the report for pay type 1 and again for pay type 2.

❏ Complete the following parameters:

Log on to the current year.

Use the Staff Job/Pay Data pages to enter new hire data. The HRS1550 - New Hire Report is helpful to identify these employees.

When new hires are entered in the next year Position Management and moved to the current year payroll, only the fields related to the position are populated.

Manually update the following:

Personnel > Maintenance > Employment Info

• Employee Status
• Highest Degree
• Percent Day Employed
• Original Employment Date or Latest Re-Employment Date
• Retirement Date (if applicable)
• Years of Experience
• Employment Type

Payroll > Maintenance > Staff Job/Pay Data > Pay Info

• Pay Campus
• FICA Eligibility
• W-4 Marital Status
• Nbr of Exemptions
• Bank Information

Complete the Payroll > Maintenance > Staff Job/Pay Data > Deductions tab.

Payroll > Maintenance > Staff Job/Pay Data > Leave Balance - This tab can be updated in September using the First Pay Date of the School Year instructions.

Payroll > Payroll Processing > TRS Processing > Extract

Process and submit all of the TRS extracts. Do not interface when processing the Regular Payroll (RP) extract.

Position Management > Maintenance > PMIS Position Modify > Position Record

After all of the August TRS reports are in a completed status, clear the Accept Changes field in the next year PMIS for employees with a September start date.

Move the TRS calendar and any calendars that pertain to employees with a 9/1 or later start date.

Log on to the next year.

Position Management > Utilities > Move Forecast to CYR Position and Payroll

Move employees with a 9/1 start date or later to the current year payroll. You can individually select employees. It is important to select ALL Position/Billets and Supplement Positions/Billets for the employee.

Log on to the current year.

Payroll > Payroll Processing > Run Payroll

Run payroll calculations to verify any errors.