Copy NYR Staff to CYR - HRS4300
Payroll > Next Year > Copy NYR Staff to CYR
This page is used to select next year staff members who are to be moved to the current year. Any selected employee records that currently exist in the current year tables (e.g., pay distribution, job records, deductions, bank deposits, and pay records) are deleted and replaced with the next year tables during the copy process.
Example: If an employee is copied from the next year to the current year, and then a job code is changed in the next year and the employee is recopied, the job records that were previously copied are deleted before the new records are copied.
- Employee 100 has job TEA1 and job BUSD in the next year.
- Employee 100 is copied from the next year to the current year.
- Job TEA1 is changed to ADM1 in the next year for employee 100.
- Employee 100 is copied from the next year to the current year again.
- When logged on to the current year, employee 100 now has job ADM1 and job BUSD.
This scenario also applies to bank records, extra duties, distributions, and deduction codes.
With this feature, users can also update or change any parameter in next year and replace records previously copied to the current year.
Copy next year staff to the current year:
❏ Under Parameters, select which employees and records are to be copied to the current year.
| Field | Description |
|---|---|
| Pay Status | Select whether active, inactive, or both groups are to be included in the process. |
| Pay Type | Click  to select the one-digit pay type to be included in the process. The system is set to All. |
| Job Code | Click to select the four-digit job code to be included in the process. The system is set to All. |
| Accrual Code | Click to select the one-character accrual code to be included in the process. The system is set to All. |
| Pay Grade | Type the three-digit pay grade to be included in the process. |
| Prior Yr Emp Date | Type a date in the MMDDYYYY format for the previous school year reemployment date. The system will select all employees who were hired on or before that date. If there is no reemployment date from the previous school year, the system will use the employee's original employment date. |
| Primary Campus | Click to select the three-digit primary campus to be included in the process. The system is set to All. |
| Pay Campus | Click to select the three-digit pay campus to be included in the process. The system is set to All. |
| Contract Begin Date | Click to select the exact contract begin date to be included in the process. |
| Contract End Date | Click to select the exact contract end date to be included in the process. |
| Contract Months | Type the contract months to be included in the process. |
| Payoff Date | Click  to select the payoff date to be included in the process. |
| Payroll Freq | Click to select the one-digit payroll frequency to be included in the process. The system is set to the current logged-on payroll frequency. A specific payroll frequency must be selected; otherwise, no data displays. |
| Salary Concept | Click to select the salary concept to be used in the process. The system is set to All. However, when calculating salaries, a specific salary concept must be selected (e.g., A - Use annual salary table, D - Use hourly/daily rate table, or M - Use mid-point table). If All is selected, the system will not perform salary calculations. |
| Extract ID | Click to select a three-character, locally assigned code (e.g., En1 = English 1, AL2 = Algebra 2, HI4 = History 4) for grouping employees. The code is used to tag employee records for a batch process (e.g., copy or extract). Each employee must have the Extract ID set in the Employment Info tab before they can be selected using this function. |
| Employee Nbr | If you want to update data for only one employee, type the employee number, if known. If the employee number is not known or multiple employees are needed, click  to select employees. |
❏ Under Options, select the appropriate option:
| Field | Description |
|---|---|
| Include Employees with Termination Date | Select to copy employees with a termination date. Leave blank to exclude employees with termination dates from the current year records. |
| Carry over employee deductions | Select to copy employee payroll deductions (e.g., insurance, dues) from the next year to the current year. Leave blank to exclude the employee payroll deductions from the current year records. |
| Only process employee deductions | Select to copy only the selected employee deductions from the next year to the current year. If this field is selected, Carry over employee deductions is cleared (if selected). |
❏ Select Preview changes to view the staff data records being copied to the current year tables. Leave blank to not view the staff data records that are being copied.
❏ Click Reset to undo all the parameter selections and return to the default settings.
❏ Click Cancel to close the page without copying the next year staff to the current year tables.
❏ Click Execute. You are prompted to create a backup. If you click Yes to create a backup, an export is created in the Import HR Tables From Database Tables utility. Run the Import HR Tables From Database Tables utility to restore employee data to its original state.
A preview report is displayed. Review the report.
❏ Click Process to accept the changes and continue.
When all records have been copied, a message displays indicating that the process copied records for tables and lists the database record tables that were copied. Click OK.
❏ Click Cancel to return to the Copy NYR Staff to CYR page without making the changes.