This process moves employees who receive their first paycheck in September from next year Position Management to current year Position Management. It also updates some of the fields on the following Maintenance > Staff Job/Pay Data tabs in the current year payroll:
Set up a separate simulation for employees who receive their first paycheck in September. If all of the employees receive their first check in September, you can use the simulation that was used for budgeting purposes. The simulation updates the fields in the next year positions for the new school year and clears the Accept Changes field. The new salary information from the next year position is updated in the current year, updating both the current year PMIS and the Staff Job/Pay Data fields for those employees.
Position Management > Utilities > Update Fiscal Year by Fund
Verify that the account code fiscal years are accurate. This tab provides a list of the fund/fiscal years that are set up in the positions. This process increments the position distribution fiscal year by 1.
Note: Since the account codes are validated against the budget, there should not be any fiscal years less than the next year. If there are, generate a user-created report to identify the positions and manually update the information.
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.
Position Management > Maintenance > PMIS Position Modify > Budget
Verify that the TRS Status field is set to 5 - Retired for retirees. 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.
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).
Print or save the report for verification purposes.
Log on to the next year.
Prior to setting up and performing salary simulations, review the Position Management: Salary Simulations Overview document for a description of the Salary Simulation pages and samples of the available simulation reports.
Position Management > Utilities > Salary Simulation > Simulation Options
❏ Complete the following:
❏ Click Save.
❏ Click Execute. Review the Simulation Process Error Listing and correct any errors prior to continuing the process.
If necessary, continue making corrections and running the simulation until all of the salary amounts are correct.
❏ Run the final simulation. This process updates the state step, pay step, and salary amount in the next year PMIS for all 10-month positions and clears the Accept Changes field.
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:
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.
Contact your regional ESC consultant if you need assistance.
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.
TIP: The calendar code is displayed in the first pay date code on the simulation (e.g., J40 includes calendar code 40
❏ Click Execute.
Note: If changes were made to any of the next year payroll tables (extra duty pay, hourly/daily salary, job code, local annual salary, etc.), copy the tables from the next year payroll to the current year payroll.
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.
❏ Click Execute to execute the process. The following reports are available:
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. |
❏ Click Generate Reports. The selected reports are displayed. Review the report.
❏ Click Continue to view the next report. Or, click Return to return to the report selection page.
❏ After reviewing all of the reports and correcting all errors, return to the report selection page and click Process to move the forecast records to the current year. You are prompted to create a backup.
After the process is completed, the actual update is performed. If the update is successful, a message is displayed indicating that the move forecast updates were successfully processed.
❏ Click Cancel to return to the Move Forecast to CYR Position and Payroll page without moving the forecast records to the current year.
If corrections are processed, repeat this step.
Generate and save each report. Compare the Update CYR Positions From Forecast report to the user-created report that was previously generated to confirm that all 10-month employees are included. The last two reports contain the same information; one is sorted by employee name and the other by campus ID. These reports reflect the existing salary in the current year payroll and the new salary, which overwrites the current year payroll amounts. Review the reports for accuracy.
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.
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
Payroll > Maintenance > Staff Job/Pay Data > Pay Info
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.